1. University of South Florida Financial Systems - Intermediate

2. Primary Data Systems Three primary financial data systems OASIS (for student activity) GEMS (for HR activity) FAST (the true accounting/financial application)

3. Subsidiary Systems Subsidiary systems TAS (IT telecommunications application) FACNET (Physical Plant management application) Supporting and Reporting systems TouchNet (web based bank card payment processing) IFIS (space management application) BDMS (document imaging application) Data Warehouse (data collection from multiple applications) Finance Mart (the official financial reporting application)

4. The Data Flow

5. Module Integration Modules are designed to integrate with other modules based on business flow Original entries may be created in one module Posted to another module Then posted to General Ledger – all financial transactions ultimately post to the General Ledger

6. Module Integration Accounts Payable is designed to manage payments to vendors; the expense may originate in Pcard module Purchasing module If any of these are paid from a sponsored project, Grant module All of these are budget checked in Commitment Control module Up to four modules involved Accounts Receivable is designed to manage customer debt; the customer invoice may originate in Billing module (budget checked in Commitment Control module) Grants module (budget checked in Commitment Control module) Up to five modules involved

7. Module Integration The purchase of a capital asset (costs more than $5,000 with a useful life of more than one year) may link to multiple modules Begins in purchasing module with a requisition/purchase order Vendor is paid through accounts payable module Asset records are retained in the asset management module If purchased for a sponsored research grant, the grants module is involved Commitment control module is used for budget checking The transaction ultimately posts to general ledger Up to six modules involved

8. Commitment Control Module (Budget) Commitment control is used two ways Expenses are budgeted for all funding sources Tracking with budget Full budget control Also used for revenue tracking

9. A Little Accounting Building a Chart Field String How we code accounting transactions

10. Primary Chart Fields Operating Unit Fund ID GL account code Department ID Product Initiative Project ID

11. Primary Chart Fields Operating Unit Identifies a campus within the USF system TPATampa STPSt. Petersburg SARSarasota HSCUSF Health FIOFlorida Institute of Oceanography UNVUniversity wide operating unit (for central use only)

12. A Little Accounting TPA

13. Primary Chart Fields Fund ID (five digits with a logic) Identifies the funding source “0”xxxxauxiliary; generated from a business activity “1”xxxxunrestricted; from E&G or stimulus funding “2”xxxxrestricted; research funding, chairs, financial aid “3”xxxxloan funds; mainly student loans “5”xxxxcapital projects; construction funding “6”xxxxrenewal and replacement (reserved funds) “7”xxxxdebt service; payment of bonds issued “8”xxxxcapital asset; property, equipment, buildings “9”xxxxagency and convenience funds

14. Auxiliary Funds Fund ID - Additional Logic embedded Funds beginning with a 0 (auxiliaries) Funds beginning with a “06”Sarasota/Manatee Funds beginning with a “07”St. Petersburg Even more logic in the third digit Funds beginning with a “010xx”Arts and Sciences Funds beginning with a “011”Business Administration Funds beginning with a “012”Education Funds beginning with a “013”Engineering

15. Unrestricted Funds Fund ID - Logic In The Second And Third Digit Funds beginning with a “1” (unrestricted) Funds beginning with a “10”E&G Funds beginning with a “11”Student Fee Trust Fund Funds beginning with a “182”Concession funds Funds beginning with a “184”Tech and Green Fees

16. Funds That Begin With A “2” Fund ID - Additional Logic in the Second Digit Funds beginning with a “2” (generally grants but others) Funds beginning with a “20”Federal funding source Funds beginning with a “21”State of Florida funding source Funds beginning with a “22”Private funding source Funds beginning with a “24”Endowed chairs Funds beginning with a “25”Student government Funds beginning with a “27”Financial aid

17. A Little Accounting TPA 20000

18. Primary Chart Fields GL account code (five digits with a logic) Referred to as Chart of Accounts in accounting world Accounts beginning with “1” assetsappear on balance sheet “2’ liabilitiesappear on balance sheet “3” equityappear on balance sheet

19. Primary Chart Fields Accounts beginning with “4” revenueappear on income statement “5’ expensesappear on income statement “6” expensesappear on income statement “7” interdepartmentalappear on income statement “8” budgetRSA report

20. Primary Chart Fields GL Account Code - Additional Logic in the Second Digit Accounts beginning with a “1” Assets Accounts beginning with a “10”Cash accounts Accounts beginning with a “11”Investments Accounts beginning with a “12”Accounts Receivable Accounts beginning with a “5” or “6” Expenses Accounts beginning with a “50”Salary and benefits Accounts beginning with a “60”Travel expense

21. Primary Chart Fields GL Account Code - Additional Logic in the Second Digit Accounts beginning with a “4” Revenue Accounts beginning with a “40 or 41”Student revenue Accounts beginning with a “42”Grant revenue Accounts beginning with a “44”Commercial revenue Accounts beginning with a “7” Interdepartmental actions Accounts beginning with a “74”Revenue to selling department Accounts beginning with a “75”Expense to buying department

22. Chart Fields Re DSO’s Financial activity occurs between USF and the DSO’s These are transfers in and out for USF They must be reported separately on the USF financial statement Specific GL account coding is required

23. Chart Fields Re DSO’s A unique GL account code series is used For transfers in to USF 49701USF Foundation 49702USF Alumni Association 49703USF Research Foundation 49704USF Medical Services Support Corporation 49705USF University Medical Service Association 49706USF Sun Dome 49707USF Finance Corporation 49708USF Property Corp. 49710USF Health Professions Conferencing Corporation

24. Chart Fields Re DSO’s A unique GL account code series is used For transfers out from USF 69701USF Foundation 69702USF Alumni Association 69703USF Research Foundation 69704USF Medical Services Support Corporation 69705USF University Medical Service Association 69706USF Sun Dome 69707USF Finance Corporation 69708USF Finance Corp. 69710USF Health Professions Conferencing Corporation

25. Good Resource For Expense Codes For more definition of expense GL account codes Explore the UCO web site, under Library of Resources find the Account Code Descriptions http://usfweb2.usf.edu/uco

26. A Little Accounting TPA 20000 51125

27. Department Chart Field Department ID has embedded logic; first two digits Six digits identifying a specific department Beginning with a “0xxxxx”Central and Administrative Beginning with a “12xxxx”Arts and Sciences Beginning with a “14xxxx”Business Administration Beginning with a “6xxxxx”USF Health Within USF Health More definition in the second through fourth digits Beginning with a “61xxxx”College of Medicine Beginning with a “6119xx”Medicine/Pediatrics Beginning with a “62xxxx”College of Nursing Beginning with a “63xxxx”College of Pharmacy Beginning with a “5820xx”College of Behavioral/Community Sciences

28. Primary Chart Fields Product code A more detailed classification of the revenue and expense May be a combination of digits and letters Some logic (grouping) exists Generic value is 000000 Initiative Typically used for each PI’s share of a grant, internal awards, and now also projects (not sponsored research) A Generic value is 0000000

29. A Little Accounting TPA 20000 51125 582000 000000 0000000

30. Primary Chart Fields Project ID Used for both sponsored research and construction Variable logic For sponsored research 10 digits identifying the specific research project For construction 14 characters; begins with the letter “P”

31. A Little Accounting TPA 20000 51125 582000 000000 0000000 5820115201

32. Breakdown This String OU TPA??? Fund 10000??? Account 60050??? Dept ID 120101??? Product 000000??? Initiative 0000000???

33. Breakdown This String OU TPATampa campus Fund 10000General Revenue (E&G) Account 60050Airfare – in state travel Dept ID 120101Arts & Science - Dean Product 000000Generic value Initiative 0000000Generic value

34. Requesting New Chart Fields University Controller’s Office controls chart fields Complete a request form Requires signature and GEMS ID of accountable officer Send to ALN 147 General Accounting

35. Lookup Chart Field Information There are queries for looking up chart fields Navigate Reporting tools Query Query manager Query names to conduct your search U_CF_ACCOUNT (list of GL account codes) U_CF_DEPTID (list of department ids) U_CF_FUND (list of fund ids) U_CF_INITIATIVE (list of initiatives)

36. Lookup Chart Field Information Select the desired query (fund ID in this illustration), then click Search

37. Lookup Chart Field Information To launch the query, click the “Run to Excel” button

38. Lookup Chart Field Information Results of the search will appear in a spreadsheet

39. Watch Out ! Chart fields must be used in the right combinations Combination edit checking There are allowable and unallowable combinations We have 146 rules

40. Examples of Dangers to Avoid Operating Unit HSC can be used only with departments beginning with “6” If the GL account begins with a 1, 2, or 3 (Balance sheet account), department ID is not allowed A GL account beginning with a “7” can be used only with another GL code beginning with “7”

41. Finding Information Finance Mart is the official reporting tool for USF for reconciliation Finance Mart has Budget reports (which includes budget code also) Expenditure reports Revenue reports Balance Sheet Encumbrance reports

42. Finding Information Search FAST with clues you find in Finance Mart In general ledger search by chart field or journal ID In accounts payable search by voucher or vendor In purchasing search by PO or requisition number In billing or AR search by invoice or customer number In grants search by PI or project ID

43. So Much Training Available Each system offers training Programs offered on-line or in a classroom/computer lab Talent Management helps coordinate Register for training on GEMS Self Service Visit the Controller’s Office training web site www.usf.edu/ucotraining

44. Research Training Being Developed Look for the TRAIN The Research Administration Improvement Network www.research.usf.edu/train The goals Building the knowledge base of research administrators Enhancing professional competencies Improving business processes and reporting

45. Resources in University Controller’s Office University Controller’s Office (UCO) The address is www.usf.edu/controllerwww.usf.edu/controller Accounting Services, Asset Management, Payment Services, Research Financial Management, Tax Advisory and Student Financial Services

46. More Resources Join the FAST list serv http://listserv.admin.usf.edu/archives/fast-list.html Find Online Business Processes http://www.usf.edu/businessprocesses

47. More Resources The BSR (Business Systems Reengineering) web site has useful information and links to both GEMS and FAST. http://bsr.usf.edu/ And don’t forget about TRAIN™ designed to enhance the professional competencies of those who contribute to the research enterprise. http://www.research.usf.edu/TRAIN/

48. Enough Already! On With The Show!