1. CFS Design and Conversion Teams May 4, 2009 CFS Finance 9.0 Chart of Accounts Conversion Discussion

2. 2 CFS Chart of Accounts Conversion  Agenda  Overview  CFS Chartfield Definitions and Usage  Campus Examples  Conversion Challenges  Conversion Approach CFS Chart of Accounts Conversion May 4, 2009

3. 3  Overview  The Chart of Accounts serves as the foundation for all financial reporting. The CSU will have a standard set of Chartfield definitions in order to facilitate comparable reporting, training, and common business processes.  CSU Systemwide Attributes will be the basis for the Systemwide, legal, GAAP and campus reporting. CFS Chart of Accounts Conversion May 4, 2009

4. 4 CFS Chart of Accounts Conversion  In order to achieve consistent and meaningful reporting, it is necessary for all campuses to adhere to the following standards and use the Chartfields as defined: –Chartfields are distinctly defined and are not interchangeable –Certain Chartfields have required lengths –The Account Chartfield value must equal the FIRMS Object Code value at a minimum and campus unique values must begin with the first three characters of the FIRMS Object Code CFS Chart of Accounts Conversion May 4, 2009

5. 5 CFS Chart of Accounts Conversion  CFS Chartfield Definitions and Usage  Fund –Required for moneys held on deposit with the State Controller’s Office for which we are required to reconcile SAM99 –When an activity requires a Trial Balance –Required for every financial transaction –5 characters in length –FNAT key relationship CFS Chart of Accounts Conversion May 4, 2009

6. 6 CFS Chart of Accounts Conversion  Account –Represents the line item breakdown for a Balance Sheet and income Statement –Classifies Assets, Liabilities, Fund Equities, Revenues, and Expenses –Captures the nature of the financial transaction that is entered into the system –6 characters in length –First 3 digits equal the first 3 digits of the Associated FIRMS Object Code, fourth digit is an 8 or 9 or Alpha (5 th and 6 th characters are campus specific) –AAT Key relationship CFS Chart of Accounts Conversion May 4, 2009

7. 7 CFS Chart of Accounts Conversion  Department –Represents the detailed structure of campus organizations –They can form the basis for department budgets that track expenditures and revenues and organizational reporting requirements –Up to 10 characters in length –DAT Key relationship - NEW CFS Chart of Accounts Conversion May 4, 2009

8. 8 CFS Chart of Accounts Conversion  Project/(Grant) –Used to identify a discrete set of activities that have a strict start and end date –Activities may span multiple fiscal years, departments, funds and/or accounts –Only required on revenue and expense transactions for activities as defined above –Up to 15 characters in length –Attribute Tabs - NEW  PRAT Key relationship  Campus defined sponsored program attributes CFS Chart of Accounts Conversion May 4, 2009

9. 9 CFS Chart of Accounts Conversion  Program –Defines ongoing general activities which need to be tracked for reporting purposes or campus policy –Only required on revenue and expense transactions for activities as defined above –In the CSU Business Unit this is defined as the NACUBO program Code –Up to 5 characters in length CFS Chart of Accounts Conversion May 4, 2009

10. 10 CFS Chart of Accounts Conversion  Class –Provided for any special cost reporting needs a campus department or other organizational unit may have that are not met by other defined Chartfields –Up to 5 characters in length CFS Chart of Accounts Conversion May 4, 2009

11. 11 CFS Chart of Accounts Conversion  Scenario –Used specifically in the budget ledger to categorize activity –Used in the SAM99 and SAM6 reporting –Up to 10 characters in length CFS Chart of Accounts Conversion May 4, 2009

12. 12 CFS Chart of Accounts Conversion  Campus Examples –Example A: All Chartfields are used as defined, however, Account values do not equal FIRMS Object code  256256 = Supplies and Service/Should be 660003 –Example B: Project Chartfield is not used as defined  Project is defined in Class  Project is defined in Program  Class code 0754A=Housing Project/Should be defined as a Project Chartfield –Example C: Program Chartfield is not used as defined  Program is defined in Class  Program is defined in Department –Example D: All Systemwide Project Attributes must be mapped to related activity in Project Chartfield –Example E: A combination of any or all of the above CFS Chart of Accounts Conversion May 4, 2009

13. 13  Conversion Challenges –Complete by July 2010 –GL Balances –Sub-system Data –Configuration –Interfaces –HR LCD Account Codes –Student Item Types –New Attribute associations to Chartfields –Analysis of varying conversion requirements could result in manual conversion processes CFS Chart of Accounts Conversion May 4, 2009

14. 14 CFS Chart of Accounts Conversion  Conversion Approach  Analyze all 23 campuses current COA  Identify where a campus has a conversion/change  Document conversion recommendations  Develop conversion strategy –Automated –Manual  Work with campuses to implement the new COA CFS Chart of Accounts Conversion May 4, 2009

15. 15 CFS Chart of Accounts Conversion  Reference Materials  Chart of Accounts Position Paper  Design Team meeting documents http://cms.calstate.edu/06_Projects- Initiatives/06F_FISPROJ_CFS/CMS_06F_ 00_CFS_DesignTeam.asp CFS Chart of Accounts Conversion May 4, 2009

16. 16 CFS Chart of Accounts Conversion Q & A CFS Chart of Accounts Conversion May 4, 2009

17. www.calstate.edu