Transforming Financials at the People’s Department 1 FAS Master Data October 2014

Transforming Financials at the People’s Department Master Data Agenda  What is Master Data?  Application of Funds  Budget Periods  Functional Areas  Funds  Cost Centers / Fund Centers  WBS Elements / Funded Programs  Shorthand Codes  Where to Go for More Information  Master Data Questions - Test 2

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 include:  Application of Funds  Budget Period  Functional Area  Fund  Funds Center/Cost Center  Funded Program/Work Breakdown Structure (WBS)  Shorthand Code All obligations must include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary. 3 3

Transforming Financials at the People’s Department Master Data Elements Application of Funds  The Application of Funds used in FMMI is the equivalent of the Treasury Symbol, which was the term used in FFIS. Each Application of Funds is tied to one or more FMMI Fund.  Examples of Application of Funds:  – Salary and Expenses, FAS  12X2900 – Security Supplemental, FAS  12X1404 – Foreign Currency Programs, FAS  12X8232 – Misc. Contributed Funds, FAS  12F3845 – Proceeds of Sale, FAS 4

Transforming Financials at the People’s Department Master Data Elements Budget Period  Budget Period is the time frame of available budget. During this period the Agency can commit, obligate and transfer funds, the actuals and commitments recorded are differentiated and reported by period.  It indicates both the beginning and ending budget fiscal years for a fund. Each budget fiscal year begins October 1st and ends September 30th. Budget periods can be annual, multi-year or no-year.  Example  Annual1414  No-Year14XX  Multi-year1415 5

Transforming Financials at the People’s Department Master Data Elements Functional Areas  Functional Areas are used to identify different types of activities. They allow FAS to identify different types of activities. FX 01 SE AOP HQ Agency Identifier FACT II Reporting Category Treasury Symbol Identifier Budget Activity Funding Type Stakeholders Strategic Goals  Examples of Functional Areas  FX01MDMGDPG00000 – McGovern Dole Program  FX01SEAOPHQ00000 – Agency Operations 6

Transforming Financials at the People’s Department 7 7  Typically, a Functional Area will be a 16 digit code that allows FAS to budget and track expenditures while capturing additional data for reporting purposes.  Agency Identifier (Characters 1-2): FAS will always be “FX”  FACT II Reporting Category (Characters 3-4): When reporting obligations FACTS II provides agencies with the list of program reporting categories.  Treasury Symbol Identifier (Characters 5-6): Indicates Sub-Category.  Budget Activity (Character 7-13): Used for tracking purposes.  Funding Type (Characters 14-16): Typically - zero filled; this is needed to accommodate items processed by the State Department.  Stakeholders (Characters 12-14):  Strategic Goals (Characters 15-16): Typically for FAS this will always be “00” The all obligations must include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary. Master Data Elements Functional Area Structure

Transforming Financials at the People’s Department Master Data Elements Funds  A Fund Code is a 10-digit code that when used in conjunction with the Budget Period identifies the treasury symbol used. Each BP and fund code combination relates to only one treasury symbol; however, each treasury symbol can have multiple fund codes. The fund code is made up of a 2-digit agency indicator (FX), 3-digits that identify a high-level business area (000), the last 4 digits of the treasury symbol, and the type of fund.  Examples of Fund Codes:  FX D – Appropriated Funds  FX R – Reimbursable Funds  FX D – McGovern-Dole  FX D – Foreign Currency Programs  FX F – Proceeds of Sale 8

Transforming Financials at the People’s Department 9 9  As stated, the Fund Structure will generally have the following attributes:  Agency Identifier (Characters 1 - 2) – This is the designated identifier for each agency. FAS will always be “FX”.  High Level Business Area (Characters 3 - 5) – unless otherwise specified by an Agency this will always be “000”. The high level business area is considered the Agency as a whole which is represented by “000”.  Treasury Symbol Identifier (Characters 6 - 9) – FAS uses the last four digits of the treasury symbol or application of funds.  Funding Type (Character 10) – FAS uses this space to indicate the Fund Type. Fund types include R=Reimbursable, D=Appropriated, T=Trust Fund, or F=Clearing Accounts. Master Data Elements Fund Structure

Transforming Financials at the People’s Department Master Data Elements Cost Centers/Fund Centers  The Cost Center (CC) is a 10-digit code used to show the organizational locations of the office and budget to be charged as well as what country the funds are being spent for.  Cost Centers and Fund Centers have a one to one relationship. Cost Centers reside in the Controlling Module while Fund Centers reside in the Funds Management Module.  Cost Centers reflect the levels at which a Division spends at a location.  Examples of Cost Centers  FX B – OTP Market Development, Beijing, China  FX A – OASA Multilateral Affairs, Berlin, Germany  FX C – OGA Global Policy Analysis, Monterrey, Mexico 10

Transforming Financials at the People’s Department 11  The Cost Center Structure represents the organization levels that tracks spending or collects costs. FX B  Agency Identifier (Characters 1- 2) – FAS will always be “FX”  Organizational Structure (Characters 3 - 6) – These 4 digits represent the program areas organizational structure, including the division and branch.  Country Code (Characters 7 - 9) – This represents the Department of State country code.  Post Identifier (Character 10) – This represents the agency specific Post Code identifier.  The Cost Center Structure will always be 10 characters and has a one-to-one relationship with a Fund Center. Master Data Elements Cost/Fund Center Structure

Transforming Financials at the People’s Department Master Data Elements WBS Elements / Funded Programs 12  WBS Elements  Provides a means of collection and tracking costs of a specific job, service, project, or task.  WBS Elements should be thought of as a program or project with an operational purpose and a defined timeframe. These should be created when it is not possible to track costs using Functional Area, Cost Center, and Budget Object Code.  WBS Elements (Controlling Module) have a one-to-one relationship with Funded Programs (Funds Management Module). This helps to provide consistency between the Controlling and Funds Management modules in FMMI.

Transforming Financials at the People’s Department Master Data Elements WBS Information  WBS – Expense Project  Spending must occur on a Level 2 WBS element or lower.  WBS elements for expense projects can be mapped to multiple Cost Centers.  WBS – Reimbursable/Trust Fund Project  There is a one-to-one relationship between a WBS Element and a Sales Order. 13

Transforming Financials at the People’s Department Master Data Elements WBS Breakdown 14

Transforming Financials at the People’s Department 15 Shorthand Code Overview  The Shorthand Code (SHC) is a way to shorten the length of the accounting information used by feeder systems that get sent to FMMI. FAS utilizes a 23-digit accounting classification code to record all accounting transactions.  The SHC will not be used for direct entry into FMMI.  Corporate feeder systems include WebTA, GovTrip, TRVL, Smartpay2, PACS, IAS, and lockbox collections.  Agency feeder systems include User Fee billing systems.  Relationships between SHC to full FMMI accounting is 1:1.  Not all SHC’s will have an associated WBS Element. For SHC’s not using a WBS Element, “PUBLICUSDA” will be used as the filler, for codes that only go to Level 2 will be filled with “USDA”  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  The 23-digit SHC is used to record both, appropriated and reimbursable funded activities, and is divided into five major groupings. 44 SEAOP D HQTRVL08 Budget Period Functional Area Fund Type Cost Center WBS 16

Transforming Financials at the People’s Department  As stated, the Fund Structure will generally have the following attributes:  Budget Period – within a SHC is a 2-digit code that identifies the beginning and ending budget fiscal year related to the funding source used to obligate a financial transaction. (The BP in 44SEAOPD HQTRVL08 is 44 for FY14)  Functional Area – within a SHC is a 5-digit code to identify what the funds are being used for. (The FA in 44SEAOPD HQTRVL08 is SEAOP)  Fund Type – within a SHC is a 1-digit code used in conjunction with the budget fiscal year to identify the classification for Appropriation (D for direct) or Reimbursable (R). (The FT in 44SEAOPD HQTRVL08 is D)  Cost Center – within a SHC is a 7-digit code that identifies where the organization is spending the money and indicates the office location and budget to be charged. (The CC in 44SEAOPD HQTRVL08 is )  WBS – within a SHC is an 8-digit code, which provides the means of identifying each individual transaction or project and identifies the individual activity. (The WBS in 44SEAOPD HQTRVL08 isHQTRVL08) 17

Transforming Financials at the People’s Department Master Data Questions Set 1 (Match the Master Data to the Master Data Element) Master Data  FX D ___  FX01MDMGDPG00000 ___  FX.RA.4034.OF ___  1414 / 14XX ___  ___  FX B ___ Master Data Element  A. Application of Funds  B. Fund  C. Cost/Fund Center  D. Functional Area  E. Funded Program / WBS  F. Budget Period 18

Transforming Financials at the People’s Department Master Data Questions Set 2 (Match the Master Data Element to the Master Data Term) Master Data  Represents a program or project with an operational purpose and a defined timeframe ___  Represents ‘mission critical; programs without an end date ___  Equivalent to the Treasury Account Symbol (TAS) ___  Identified both the beginning and ending budget fiscal year for a fund ___  Represents the type of funding and its funding source ___  Organizational Elements that identify where costs are incurred. ___ Master Data Term  A. Application of Funds  B. Fund  C. Cost/Fund Center  D. Functional Area  E. Funded Program / WBS  F. Budget Period 19

Transforming Financials at the People’s Department Master Data Questions Set 3 Question  How many characters are in a shorthand code (SHC)?  How many characters does the fund contain?  What do all FAS accounting elements begin with? Answer  ___________________ 20

Transforming Financials at the People’s Department Where To Go For More Information Where to go with questions: 1) Supervisor 2) Program Budget Office 3) Accounting ManualAccounting Manual 4) FAS WebsiteFAS Website 21

Transforming Financials at the People’s Department Master Data Answers  Answers to Set 1: – FX D B - Fund – FX01MDMGDPG00000 D - Functional Area – FX.RA.4034.OF E - Funded Program/WBS – 1414 / 14XXF - Budget Period – A - Application of Funds – FX B C - Cost/Fund Center  Answers to Set 2 – Represents a program or project with an operational purpose and a defined timeframe E – Represents ‘mission critical; programs without an end dateD – Equivalent to the Treasury Account Symbol (TAS)A – Identified both the beginning and ending budget fiscal year for a fundF – Represents the type of funding and its funding sourceB – Organizational Elements that identify where costs are incurred.C  Answer to Set 3 – How many characters are in a shorthand code (SHC)? 23 – How many characters does the Fund contain? 10 – What do all FAS accounting elements begin with? FX 22

Transforming Financials at the People’s Department  Provide this page to your supervisor as documentation of completing this required training.  I certify that I have completed the FAS Master Data training  __________________ (Employee’s Name)  ___________________ (Employee’s Signature) FAS Master Data Certification 23