Chart of Accounts Redesign CatPlan & Chart of Accounts Redesign

Topics Intro Project Benefits Changes Hierarchy Structure What Will It Look Like? How Will We Make It Work? Using SpeedKeys Requisitions Travel nVision Resources & Help

Project Benefits Transparency, Consistency, Accountability Improved quality of data Clear Financial Reports for better decisions Reduced need for ad hoc spreadsheets Faster realignment after reorganizations Consolidated department and division level Reporting Powerful, flexible analytical planning & operational budgeting tool Multi-year planning and forecasting

Changes Department vs Project Focused Trees vs Smart Numbering Consistent Hierarchies Chartfields

Hierarchy Structure Executive Division: Cabinet level organizational areas, includes; academic and student life, business and financial affairs, operations, and the president’s area.   Division/College: A primary organizational entity within an executive division, reporting to a Cabinet member or senior management. A division/college may be subdivided into distinct sub-divisions or departments. Sub-Division: An organizational entity within a division. A sub-division is subdivided into distinct departments. Department: A specialized area responsible for one or more support functions or programs. A department typically includes support staff. A department will have distinct personnel and budgetary identification.

Chart of Accounts Redesign Chartfield Change Definition/Purpose Fund Code No Change (3) Where is the money coming from? Account Code (5) What category of transaction? Operating Unit (1) What physical location benefits? Program Code What function or purpose does it serve? Department Re-Design (6 digits) Who’s responsible for the transaction? Project ID Re-Define (8) What Grant or Capital Project? (and now Foundation) Component New (7 or var char) What specific activity entity (i.e. student club, course, theatre production)? Note: Retired Chartfields: Class and Budget Reference.

What Will It Look Like? OLD DESIGN NEW DESIGN Project ID = Fund, Dept, Program, Class, Budget Reference All chartfields are tied to the Project ID in a one-to-one relationship. So, different fund or program requests for the same “department” resulted in a separate Project IDs to account for the different chartfields. This resulted in administrative assistants having to sum up many Project IDs to get a full picture of the overall department activity. NEW DESIGN Department as key (with a counter), breaking the one-to-one relationship so various funds, programs, and components can be used within the same department to separate or segregate activity. This will allow easier reporting at the department, division, and executive levels. Allowing slicing and dicing by the various chartfields to get specific information.

COA Examples

How will We Make It Work? Speedkeys! Old: One speedkey for each combination of project ID and operating unit combination New: One speedkey for each department, fund, program, component combination Department ID + 4 digit counter: 2105300001 = Accounting Department Project = Old Project ID + 2 digit counter: 2211290001 = Chile Earthquake Yr 1-3 Student Clubs = 7 digit club + 3 digit counter: 9004200001 = Battle BOT Course Component Driven = Subject and Catalog: ENG101 = English 101 Old Design 11767000+0 = Accounting Department (University wide) – 1176700 + 0 11767000+1 = Accounting Department (Ellensburg) – 1176700 + 1 New Design 210530+0001 = Accounting Department, first definition (Fund 001, Program 082, no Component) 210640+0001 = Financial Aid, first definition (Fund 001, Program 061, no Component) 210640+0002 = Financial Aid, second definition (Fund 148, Program 061, no Component) 210640+0003 = Financial Aid, third definition (Fund 148, Program 083, no Component) (+ added to show the break in the speedkey design, they’re not part of the old or new keys) Note: In the system Speedkey, Speedtype, & Speedchart are synonymous.

Using SpeedKey: PID to SpeedKey X-Walk

nVision Run Controls Will my existing FMS Reports will still work? Yes.   Do I need to build new equivalent FMS Reports (Department focused)? Yes. What is the difference between FMS Monthly Reports and CatPlan Reports? Shared Data (data should match) CatPlan is on a monthly schedule & Monthly Budget CatPlan is summary only FMS has both summary and detail

Resources & Finding Help Project Website Budget Buddy Budget Website – Reference Materials Accounting Website (Materials Coming Soon) Chartfield Change Requests