1. California State University Common Management Systems Dave Foreman, CSU Chico A brief overview of closing rules

2. Legal Close Rules & Process: May 23, 20062 California State University Common Management Systems  Year End Close Rules  Why?  What?  How?  When? Year End Close Rules Why do we have close rules? What tools do we need? How are the detailed procedures performed? When is a good time?

3. Legal Close Rules & Process: May 23, 20063 California State University Common Management Systems Why? WWhy do we have close rules? R F P Reverting Funds Fund Equity Accounts Project to Date Funds

4. Legal Close Rules & Process: May 23, 20064 California State University Common Management Systems Why?  Reverting Funds  Reverting Funds must be identified and cleared to zero.  Fund Equity Accounts  Legal closing requirements specify that revenues and expenses close to different Fund Equity Accounts (3050XX) based on SCO Fund.  Project to Date Funds  Continuing appropriation funds.  Capital Project funds that need to have revenue and expense rolled forward (period 0).

5. Legal Close Rules & Process: May 23, 20065 California State University Common Management Systems What?  What tools do we need?  Chartfields - Need understanding of revenue, expense, and fund equity accounts in order to create chartfield value sets  Trees - Used in defining chartfield value sets  Chartfield Value Sets - Combination of chartfields and trees used in closing process  Queries - Use queries to identify fund and account attributes  Spreadsheets - Store and reorganize data

6. Legal Close Rules & Process: May 23, 20066 California State University Common Management Systems What?  Examples-Queries

7. Legal Close Rules & Process: May 23, 20067 California State University Common Management Systems What?  Example of Chartfield Value Set

8. Legal Close Rules & Process: May 23, 20068 California State University Common Management Systems What?  Example-Trees

9. Legal Close Rules & Process: May 23, 20069 California State University Common Management Systems What?  Example-Spreadsheets Multiple Retained Earnings Equity Accounts for State Funds

10. Legal Close Rules & Process: May 23, 200610 California State University Common Management Systems Put it all together Fund Trees Road to Close Chartfield Value Sets Closing Rules Closing Request “PTD” “MRE”

11. Legal Close Rules & Process: May 23, 200611 California State University Common Management Systems How?  How are the detailed procedures performed?  Additional sources http://cms.calstate.edu/T5FUG_Postings.asp http://cms.calstate.edu/T2fn84bp.asp

12. Legal Close Rules & Process: May 23, 200612 California State University Common Management Systems When?  When is a good time? Test early, test often in non-production. Practice, Verify, & Validate

13. Legal Close Rules & Process: May 23, 200613 California State University Common Management Systems Wrap up  Questions, Comments, Suggestions, Ideas, or Concerns… ? ? ? ? ? Contact: dforeman@csuchico.edudforeman@csuchico.edu 530-898-5103