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

2. 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

3. 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

4. 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. Each Application of Funds is tied to one or more FMMI Fund.  Examples of Application of Funds:  12_1600 – Salaries and Expenses, APHIS  12X1600 – Salaries and Expenses, APHIS  12X1601 – Buildings and Facilities, APHIS  12X5161 – Agricultural Quarantine Inspection User Fee Account, APHIS  12X8226 – Miscellaneous Contributed Funds (Trust Funds), APHIS 4

5. 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

6. Transforming Financials at the People’s Department Master Data Elements Functional Areas  Functional Areas represent “mission critical” programs without an end date. APHIS decided the functional areas should reflect the specific line items from our Appropriation Language received each year, or indicate the type of funding that is being received, such as AQI User Fees, and Non-AQI User Fees.  OMB Recognized Category Programs  Cat A – Defined by Time – Quarterly Apportionments  Cat B – Project Specific – Apportionments other than quarterly  Examples of Functional Areas  AP00AGDISTRIB000 – APHIS Distributable  AP02SUFB10201000 – Farm Bill-Plant Pest/Dis Mgmt 6

7. Transforming Financials at the People’s Department 7 7  Functional Areas are used to represent Cat B Programs or agency specific programs and are 16 characters. Below is the structure:  Agency Identifier (Characters 1-2): APHIS = AP  CatB Identifier (Characters 3-4): zero filled except for Cat B, then it relates to the line number from SF 132  Agency Level Use (Characters 5-6): Indicates Congressional Sub-Category  Line Item Name (Character 7-13): Used for tracking purposes  Agency Defined (Characters 14-16): Typically - zero filled; this is needed to accommodate items processed by the State Department on behalf of APHIS. The all obligations must include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary. Functional Areas are posted to the web under the FMD Quick Reference GuideFMD Quick Reference Guide Master Data Elements Functional Area Structure

8. Transforming Financials at the People’s Department Master Data Elements Funds  Funds in FMMI are used to represents the type of funding and its funding source. Using the Fund and Budget Period together indicates the availability of funding as it pertains to time (no year, annual funds, multi-year funds). It includes the specific attributes indicating the type of funding; e.g., direct, trust, special, or reimbursable.  Examples of Funds:  AP001600AD – General Direct-CatA  AP0016IEAR – Import/Export User Fees; General-Reimb-CatA  AP005161AV – Special AQI-CatA  AP00160MBN – Farm Bill; Non-Approp-Transfer-CatB  AP008226AV – Trust Fund; Distrib-Recipt-Trust Avail-CatA 8

9. Transforming Financials at the People’s Department 9 9  The Fund Structure is 10 digits long and will have the following attributes:  Agency Identifier (Characters 1 - 2) – this is the designated identifier for each agency. APHIS = AP  High Level Business Area (Characters 3 - 4) – 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”.  Agency Defined (Characters 5 - 8) – APHIS has chosen to configure positions 5-8 for the base Application of Funds.  Agency Defined (Character 9) – Indicates whether the activity is Category A or Category B funds.  Agency Defined (Character 10) – APHIS uses this space to indicate the Fund Type. Fund types which include R=Reimbursable, D=Direct, V=Trust, A=Deposit, S=Special, and X=Receipt.  Note: The Budget Period will distinguish No-year, Multiyear, or Annual. APHIS Funds are posted to the web under the FMD Quick Reference GuideFMD Quick Reference Guide Master Data Elements Fund Structure

10. Transforming Financials at the People’s Department Master Data Elements Cost Centers/Fund Centers  Cost/Fund Centers are organizational elements that identify where the costs are incurred for performing activities within APHIS.  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  APPQDA0024 – PPQ Deputy Administrator  APVSHQ1011 – VS Deputy Office  APMRFM6027 – MRPBS, FMD, Financial Operation Branch 10

11. Transforming Financials at the People’s Department 11  The Cost Center Structure represents the organization levels that tracks spending or collects costs.  Agency Identifier (Characters 1- 2) – APHIS = AP  Agency Defined (Characters 3 - 4) – APHIS Program/Support unit (e.g., PQ – Plant Protection & Quarantine (PPQ); AC – Animal Care; VS – Veterinary Services; BR – Biotechnology Regulatory Services (BRS))  Agency Defined (Characters 5 – 6) – Organizational structure within the Division/Program/Support Unit, (e.g., WR=Western Region; OP=PPQ Field Operations; IA=VS NIES Air and Sea Ports)  Agency Defined (Characters 7 – 8) – Program specific These are program/agency defined and can be a combination of letters and numbers.  Agency Defined (Characters 9 – 10) – State or Country Codes (State codes as defined by GSA State Code Listing, numeric only; International locations will use the alpha designation)  The Cost Center Structure will always be 10 characters and have a one-to-one relationship with a Fund Center. Master Data Elements Cost/Fund Center Structure

12. 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. A WBS Element is required for all Sales Orders and for other projects as designated and determined by the Agency.

13. 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 higher.  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

14. Transforming Financials at the People’s Department Master Data Elements WBS Structure  Level 1 WBS Element  10 Characters  Example - AP.EX.ADRV  Characters 1-3: A P. = Agency Identifier + a period (APHIS)  Characters 4-6: E X. = Project Type/Agency Identifier + a period (i.e., EX = Expense; RA = Reimbursable; TF = Trust Fund)  Characters 7-10: ADRV = Project Activity (Admin Reserve)  Level 2 WBS Element  Characters 11-13: Agency Defined  Example – AP.EX.ADRV.CR  Characters 11-13:. C R = Agency Defined (Civil Rights and Compliance) 14

15. Transforming Financials at the People’s Department Master Data Elements WBS Structure - Continued  Level 3 WBS Element  Characters 14-18: Agency Defined  Example – AP.EX.ADRV.CR.OUT1  Positions 14-18:. O U T 1 = Agency Defined (Thurgood Marshall College Fund)  APHIS currently only goes to a Level 3 WBS Elements 15

16. Transforming Financials at the People’s Department 16 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. The Shorthand Code contains 27 agency defined characters and is used by feeder systems.  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.

17. Transforming Financials at the People’s Department Master Data Elements Shorthand Code Layout  Shorthand Code Format:  Budget Period (2) + Cost Center (8) + Functional Area (7) + WBS Level 2 (6) + WBS Level 3 (4)  Example:  44WSHQ0808EPPSODEPD00011234 o Budget Period: 1414 o Cost Center: APWSHQ0808 o Functional Area: AP00PDEPPSODE000 o WBS Level 2: AP.EX.PD00.01(If no WBS fill with “PUBLICUSDA”) o WBS Level 3: AP.EX.PD00.01.1234 (If only a WBS Level 2, fill with “USDA”) 17

18. Transforming Financials at the People’s Department Where To Go From More Information  The MRP FMMI Home Page is an excellent source for FMMI guidance  http://www.aphis.usda.gov/business -services/fmmi http://www.aphis.usda.gov/business -services/fmmi 18

19. Transforming Financials at the People’s Department Where To Go From More Information  Master data guidance can be found under the FMD Quick Reference Guide; Master Data.FMD Quick Reference Guide 19

20. Transforming Financials at the People’s Department Master Data Questions Set 1 (Match the Master Data to the Master Data Element) Master Data  AP001600AD ___  AP00AGREIMBUR000 ___  AP.EX.DIST.IT ___  1414 / 14XX ___  12X5161.16 ___  APMRFM2406 ___ Master Data Element  A. Application of Funds  B. Fund  C. Cost/Fund Center  D. Functional Area  E. Funded Program / WBS  F. Budget Period 20

21. 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 21

22. 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 APHIS accounting elements begin with?  Where do you go to get more information on Master Data? Answer  ___________________ 22

23. 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) APHIS Functional Administrators MRPBS.FMD.FA@APHIS.USDA.GOV 23

24. Transforming Financials at the People’s Department Master Data Answers  Answers to Set 1: – AP001600AD B - Fund – AP00AGREIMBUR000 D - Functional Area – AP.EX.DIST.IT E - Funded Program/WBS – 1414 / 14XXF - Budget Period – 12X5161.16 A - Application of Funds – APMRFM2406 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)? 27 – How many characters does the Fund contain? 10 – What do all APHIS accounting elements begin with? AP – Where do you go to get more information on Master Data? FMD Quick Reference Guide 24

25. Transforming Financials at the People’s Department  Provide this page to your supervisor as documentation of completing this required overview.  I certify that I have completed the General Ledger (G/L) Overview.  __________________ (Employee’s Name)  ___________________ (Employee’s Signature) Master Data Certification 25