1. CSUMB ● EDU Fund and Games Succeeding with CMS Finance ( powered by PeopleSoft ) CMS Trainers Charlie Frakes x3228 Jennifer Stone x3301

2. CSUMB ● EDU Common Management System (CMS) ~ Introduction to CMS and PeopleSoft ~ Introduction to the CSUMB Chart of Accounts ~ Chartfields ~ Ledgers ~ Resources ~ Data Access Request (DAR) Forms

3. CSUMB ● EDU Section 1: Introduction to CMS ~ Common Management System (CMS) ~ Currently using v9.0 ~ CSU system-wide – CFS project ~ Fully integrated systems ~ Improve efficiency ~ Better serve students, faculty and staff

4. CSUMB ● EDU Architecture of CMS Request Reply A distributed network used by all CSU campuses with a central repository in Utah

5. CSUMB ● EDU Performance Optimization ~ CSUMB shares servers with other campuses: ~ Designate correct server when running reports ~ PSNT – nVision and Crystal Reports ~ PSUNX – all SQR and App Engines ~ Run only what needed - only 5 in a queue ~ Run big processes after hours if necessary

6. CSUMB ● EDU PeopleSoft Financial Sign on Screen cms.csumb.edu or my.csumb.edu User ID = Otter ID Password - separate from SSO Support: ASM@csumb.edu for password issues

7. CSUMB ● EDU Section 2: Introduction to the CSUMB Chart of Accounts Chart of Accounts – Chartfields ~ Business Unit – University, Corporation or CEHI ~ Fund – source of the money ~ Department – who has budgetary responsibility ~ Account – natural classification of the money ~ Class – type of development fund ~ Project – project or grant

8. CSUMB ● EDU Organization Chart Fund Responsibility

9. CSUMB ● EDU Slot Machine  Chartfields are like the reels on a slot machine.  Only certain combinations are valid.

10. CSUMB ● EDU Section 3. Chartfields TitleShort TitleMandatoryComments Business UnitUNITYes MB000 (State) MB075 (Corporation) MB104 (Foundation) FundFUNDYes Department NumberDEPTIDYes AccountACCTYes ProgramPROGRAMNoNot currently in use at CSUMB ClassCLASSNoRequired for all Development Funds and some other Foundation Funds Project/GrantPROJ/GRTNoRequired for all Grants and Contracts Funds, and other Projects as assigned.

11. CSUMB ● EDU 1. Business Unit There are 3 main Business Units at CSUMB: ~ MB000 - University (State) ~ MB075 - University Corporation at Monterey Bay ~ MB104 – University Foundation. ~ Note: Accounts Payable and Travel use additional business units for Employee and Student reimbursements.

12. CSUMB ● EDU 2. Fund Defines the “Source of the Money” ~ Attributes ~ Self-balancing ~ Level at which Trial Balance can be created ~ Required for each transaction ~ Defining characteristics ~ 5 characters ~ University: begin with letter (A-T e.g. MB500) ~ Corporation: begin with number; 1 st character indicates use of the Fund (1-8)

13. CSUMB ● EDU University Funds 1 st character (partial list) First CharacterUse A General Fund Support (e.g. AD) B General Fund Reimbursed Activities C Higher Education Fees & Income G Parking Revenue Fund (e.g. GB) H Lottery Education Fund T Trust Fund (e.g. TA)

14. CSUMB ● EDU Corporation Funds 1 st character First CharacterUse 1 General Administration 3 Auxiliary Activities 4 Capital Asset 5 Grants and Contracts 6 Campus Programs and Student Agency Funds 7 Loans, Scholarships and Contributions 8 Endowment Funds

15. CSUMB ● EDU Exercise: Recognize Funds MB500 – Monterey Bay General Fund (used for every current fiscal year ) AD203 - 2003/04 General Fund GB002 - Parking Fee Revenue Fund 10002 - Administration Expense Fund STONE - you can’t get money from a stone!

16. CSUMB ● EDU 3. Department  Level at which budgetary responsibility has been assigned  Required for each transaction  Defining characteristics: ~ Corporation: 4 characters, all numeric ~ University: 4 characters, all numeric Department NameDeptID Vice President, Academic Affairs 1066 Information Systems & Network Services 1075 Financial Aid Services1031

17. CSUMB ● EDU 4. Account Natural Classification 6 characters, all numeric Five types of accounts : ~ Balance Sheet Accounts 1. Assets 2. Liabilities 3. Fund Balance ~ Income Statement Accounts 5. Revenue – preparing deposits 6. Expense – preparing purchase orders and payment requests

18. CSUMB ● EDU 4. Account Defining characteristics ~ 6 characters, all numeric ~ 1 st digit: Type of account (e.g., Expense) ~ 2 nd and 3 rd digits: Account Classification (e.g., Utilities) ~ 4 th, 5 th and 6 th digits: Account object codes (lowest level, e.g., Water)

19. CSUMB ● EDU Partial Account Tree

20. CSUMB ● EDU Exercise: Recognize Accounts 660902 Memberships & Subscriptions Expense account 625101 Electricity expense account R24201 not an account, as it begins with an alphabetic character Click here to see a list of common expense accountshere

21. CSUMB ● EDU 5. Class (optional) Attributes ~ Used with all Development Funds ~ Used on the State side, for Departments that require more granularity than their Department code allows Defining characteristic ~ 5 digits for University and University Corporation Created upon request by the Budget Office

22. CSUMB ● EDU Classes – Corporation (5 digits) Class NameNumber Scuba Diving1036F IC- Athletics1011A World Theater – President’s Lecture Series1070P EOP – Upward Bound1130A Admissions Late Reg. FeeSF037 Summer Fees (Extended Education)10001

23. CSUMB ● EDU 6. Project (optional) Attributes: ~ Project field may identify a Grant, a cross- departmental project (e.g., the Science Academic Center) or programs specially funded by the Chancellor’s Office. ~ A project has a beginning date and an ending date. ~ Projects are OPTIONAL chartfields

24. CSUMB ● EDU Project Defining characteristics (8 characters) ~ Fund:1 st – 5 th numeric, 5 characters ~ Year:6 th – 7 th numeric, 2 characters are original year of the project (e.g., 02 for 2002) Phase:8 th alpha, 1 letter indicates the phase of the project (e.g. A for first year, B for second year) Examples: 5002601A - Fort Ord’s War on Weeds CMS00010 – CMS Project

25. CSUMB ● EDU Scenario 1 (Payment Request) Pay Membership Dues for Women’s Golf Business Unit:MB000 Fund:TD202 Department:1006 Account:660902 MB000_TD202_1006_660902

26. CSUMB ● EDU Scenario 2 (Payment Request) Pay Honoraria out of a Corporation Acct Business Unit:MB075 Fund:81004 Department:1571 Account:660923 Chartstring:MB075_81004_1571_660923

27. CSUMB ● EDU Scenario 3: Employment Status Form (ESF) ESF for Brad Fit: Business Unit:MB075 Fund:50046 Title V – Academic Support Department:2026 ASAP – Institutional Support Project:5004607C Title V – Academic Support ~ Class: not applicable, as this is not development ~ Account: not required on the ESF

28. CSUMB ● EDU Section 4: GL Ledgers Two types of Ledger Tables – important in reporting 1. KK Ledger (Commitment Control) ~ Tracks pre-encumbrance and encumbrances against budget ~ nVision DFA reports run against KK ~ ERSA, ERSS, ERSC reports run against KK 2. Actual Ledger (Posted) ~ GL transactions are posted here ~ Trial Balances (revenues) are run against Actual

29. CSUMB ● EDU A/P Receiving Asset Mgmt GL PO REQ CMS Finance Data Flow

30. CSUMB ● EDU “Cradle to Grave” ~ Budgeting ~ Salary and Benefit Charges ~ Revenue ~ Purchase Requisition / Purchase Orders ~ Budget Transfers ~ Accounts Payable ~ Revenue and Expenditure Projections ~ State Reporting

31. CSUMB ● EDU Section 5: Resources ~ Web sites ~ www.csumb.edu/cms www.csumb.edu/cms ~ Technology Training folder (Job Aids) ~ M:\Technology Training\public\CMS Finance ~ People (State only) ~ Department Budget Analysts ~ Purchasing – Procurement@csumb.edu ~ Accounting – Accounting@csumb.edu ~ Accounts Payable – x4022 ~ Budget Office – x4021 ~ Administration Systems Management – ASM@csumb.eduASM@csumb.edu ~ CMS Trainers -- CMSQuestions@csumb.edu

32. CSUMB ● EDU Data Access Request Process Finance Database ~ Required for ALL NEW Finance Access ~ Update Form or New form for any ADDITIONAL access ~ Director or Dean Approval ~ Trainer Approval (except ProCard) ~ Contact: ASM Security Analyst (ASM@csumb.edu)