Transforming Financials at the People’s Department Financial Management Modernization Initiative (FMMI) GIPSA Master Data

Transforming Financials at the People’s Department What is Master Data?  Master Data is data in FMMI that Agencies will reference and use in order to execute business transactions in the system  FMMI Master Data Elements: – Application of Funds – Functional Area – Fund – Funds Center/Cost Center – Funded Program/Work Breakdown Structure (WBS)** – Shorthand Code All obligations at a minimum will include a Functional Area and a Cost Center. 2 2

Transforming Financials at the People’s Department Master Data Elements Application of Funds & Functional Areas  The Application of Funds used in FMMI is the equivalent of the Treasury Symbol used in FFIS. Each Application of Funds is tied to one or more FMMI Funds.  Functional Areas represent “mission critical” programs without an end date. They are the equivalent of the Fund in FFIS. 3 FMMIFFIS Application of FundsTreasury Symbol 12X _ X _2400 Functional AreaFund GP GP

Transforming Financials at the People’s Department 4 4  Functional Area is used to represent agency specific funds  Structure:  Digit 1-2: Agency Identifier  Digits 3-4 – blank  Digits 5-7 – Functional Area ex. Inspection & Weighing, Grain Regulatory, P&SP – Example:  GP – Inspection & Weighing  GP – Grain Regulatory  GP – Packers & Stockyards  Funding control would be at the Application of Funds level or Treasury Symbol The rule remains that all obligations at a minimum will include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary. Functional Area Structure

Transforming Financials at the People’s Department Master Data Elements Fund  Funds in FMMI are used to represent funding from external sources. A Fund can represent a source of funding such as a federal appropriation where the funding is limited based on the time available (no year, annual funds, multi-year funds). A Fund can also represent the specific expenditures which can be covered (direct or reimbursable).  Funds in FMMI can also be considered a Treasury Symbol. 5

Transforming Financials at the People’s Department 6 6  The Fund Structure is as follows: – Agency Identifier (digits 1 - 2) – this is the designated identifier for each agency – High Level Business Area (digits 3 - 5) – unless otherwise specified by an Agency this will always be “00”. The high level business area is considered the Agency as a whole which is represented by “00”, followed by a default “0” value. – Agency Defined - (digits ) – we have chosen to configure positions 6- 9 for the base Treasury code, with the 10 th digit equal to the “fund type” (R=Reimbursement, D=Direct) or an agency-defined purpose.  The Fund Structure will always be 10 digits. The Budget Period will distinguish No year, Multiyear, or Annual.  GP D Annual Appropriation  GP R Annual Reimbursable  GP R User Fees Fund Structure

Transforming Financials at the People’s Department Master Data Elements Cost Centers and Funds Centers  Cost Centers are organizational units that identify the costs incurred for performing activities within an organization.  Cost Centers reflect the levels at which a Division spends at a location.  Funds Centers is the same as Cost Center but it is located in the Financial Module and Cost Center is located in the Cost Management Module of FMMI.  Funds Centers and Cost Centers typically map to FFIS Divisions, Organizations, Sub Organizations, and Cost Organizations  Building a one-to-one relationship between Funds Centers and Cost Centers simplifies derivation rules in FMMI. 7

Transforming Financials at the People’s Department 8 8  The Cost Center Structure has been confirmed to represent the organization levels at which each Agency/Staff Office tracks spending or collects costs.  The Cost Center Structure is as follows: – Agency Identifier (digits 1 - 2) - this is the designated identifier for each agency – Lower Level Business Area (digits 3 - 4) – this is an organizational level such as a division or program – Remaining six digits (digits ) are FFIS ORG  The Cost Center Structure will always be 10 digits.  GPOAMB0000 = Management and Budget Services  GPGRFH0100 = Field Management Director’s Office  GPPSPER000 = Eastern Regional Office Cost Center Structure

Transforming Financials at the People’s Department Master Data Elements WBS Elements and Funded Programs  WBS Elements provide a means of collection and tracking costs of a specific job, service, or task; and also generate bills.  They should be thought of as a program or project with an operational purpose and defined time frame.  WBS Elements are the same as Funded Programs but they are located in the Financial Module and WBS is located in the Cost Management Module of FMMI.  WBS Elements have a one-to-one relationship with Funded Programs. This helps to provide consistency between the Controlling and Funds Management modules in FMMI. A WBS Element is required for all revenue and for other projects as designated and determined by the Agency. 9

Transforming Financials at the People’s Department Master Data Elements WBS Structure  Level 1 WBS Element  10 Characters  Example – GP.FM.COMM  Characters 1-3: G P. = Agency Identifier + a period (GIPSA)  Characters 4-6: F M. = Agency Program+ a period (Field Management)  Characters 7-10: C O M M = Project Element (Commodities)  Level 2 WBS Element  Characters 11-13: Agency Defined  Example – GP.FM.COMM.01  Characters 11-13:. 0 1 = Agency Defined (Processed Commodity Insp.) Note: Spending must occur on a Level 2 WBS element or higher (2,3,or 4). 10

Transforming Financials at the People’s Department Master Data Elements WBS Structure - Continued  Level 3 WBS Element  Characters 14-18: Agency Defined  Example – GP.FM.COMM.01.FONO  Positions 14-18:. F O N O = Agency Defined (Field Office New Orleans) Example of the full WBS Element: GP.FM.COMM.01.FONO  This WBS element would track the New Orleans Field Office Processed Commodities Inspection. 11

Transforming Financials at the People’s Department 12 Master Data Elements Shorthand Code Overview  The Shorthand Code (SHC) is a way to shorten the length of the accounting information that gets sent to FMMI. The Shorthand Code will contain 27 agency defined characters and will be sent to FMMI via corporate and agency feeder systems.  The SHC will not be used for direct entry into FMMI.  Corporate feeder systems include WebTA, Govtrip, TRVL, Smartpay, PACS and IAS.  Agency feeder systems include User Fee billing systems.  Relationships between SHC to full FMMI accounting can be 1:1 and many-to-1, but 1-to-many shall not be allowed.  Not all SHC’s will have an associated WBS Element. For SHC’s not using a WBS Element, the character Z will be used as the filler.  If a WBS Element is used, it must be at least a Level 2 WBS Element or higher.

Transforming Financials at the People’s Department Master Data Elements Shorthand Code Layout  Shorthand Code Format:  FMMI Budget Period (4) + FMMI Fund (6) + FMMI Functional Area (2) + FMMI Cost Center (8) + FMMI WBS Element + (7)  Example:  08XX04050R9COAMB0000OAPRO07 o Budget Period: 08XX o FMMI Fund: GP R o FMMI Functional Area: GP009C (For Cost Allocation) o FMMI Cost Center: GPOAMB0000 o FMMI WBS Element: GP.OA.PROJ.07 13