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					FIRMS
                           FIRMS

• Financial Information Records Management
  System (FIRMS)
• A database that stores a variety of data
  submissions from the campuses that assist the
  Chancellor’s Office in completing systemwide
  analysis and reporting tasks.




                                                  2
                                                 Peoplesoft Design

    Derivation Concept
      • Three PeopleSoft Business Units

     CMP Business Unit             CSU Business Unit              GAP Business Unit
   Legal Basis                  Legal Basis                   GAAP Basis
   All six ChartFields can      NACUBO Program Code           Four ChartFields used –
    be used                       derived into PS Program        Fund, Account, Program
   Campus Business Needs         ChartField                     Code and Class
   ChartField Values based      Only Three ChartFields –      All ChartFields are
    on Campus Information         Fund, Account, Program         derived
    Needs                         Code




                                                                                   3
FIRMS
•   Review the Derivation Rules
•   Open Accounting Periods in CSU Business Unit
•   Derivation Process
•   Journal Generation Process
•   Allocations for Technology Program Codes
•   Run the BU in synch report
•   Extract & Submit
•   Delete Batch and Redo

                                                   4
                                  CSU Derivation
                                  Rules


Summary of NACUBO Program Code Derivation Rules

• Rule 1
   • Account Type determines Program Code
• Rule 2
   • Fund Processing type + FIRMS Object Code determines
     Program Code
• Rule 3
   • FNAT Key determines Program Code
   • If not on FNAT Key, then PS Fund determines Program Code
• Rule 4
   • Department ID determines Program Code
                                                           5
                           CSU Derivation
                           Rules

Assets, Liabilities, Equity
 • These account types use Rule 1 only
   • Program Code is assigned based on Account
     Type
   • Program Code 9002 is assigned to all account
     types for assets, liabilities and equity




                                                6
                           CSU Derivation
                           Rules

Revenue
• These account types will first use Rule 2
  • Fund Processing Type + AAT Key
     • Sample: Fund 0948 + Trans In from DCF=
       1301
• If not found in Rule 2 then the program code
  associated with Rule 1 will be used
  • Account Type R = 5000


                                                 7
                                   CSU Derivation
                                   Rules

Expense
• This account type will first use Rule 2
   • Fund Processing Type + AAT Key
       • Sample CSU Operating Fund + Utilities = 0704
• If Rule 2 is not found it will look to Rule 3
   • FNAT Key has a program code
   • If no program code on FNAT key then PS FUND Attribute
• If Rule 3 is not found it will look to Rule 4
   • Department has a program code


                                                        8
                     Peoplesoft Design

Derivation Concept Review




                                    9
Open Accounting
Period cont.




                  10
Open Accounting
Period




                  11
                         Derivation Run Control

 Navigation:
CSU BU Derivation>
Derivation Processes >
Delete CSU Batch




                                          12
Journal Generate –
Save Run Control –




               13
Journal Generate 3 or 4
Journals




                  14
                            Journal Generation
                            cont.
• Actual Journals
  • Actuals
     • Contains the data from the Ledger Actuals
     • Also contains FTE data
     • Use batch edit, budget check and posting.
• Encumbrance Journals
  • Contains information from Ledger KK_DTL_ENC
  • Use batch edit and budget check
• Budget Journals
  • Contains information from the Ledger_Budg
  • Journal can be processed on-line
                                                   15
Allocations for new Technology Program
classifcations
• 616 Allocation
  • In July 1, 2004 there were new program codes to
    be used for information and technology expenses
    within each program code.
  • An allocation was developed to record activity in
    the 616 FIRMS object code series in these
    program codes
     • 616001-IT Communications
     • 616002-IT Hardware
                                                  16
     • 616003-Misc. Info Tech Cost
                   Business Units (BU) In
                   Synch Report
Navigation:
CSU BU
  Derivation>
Reports >
CSU to Campus
  Validation Rpt




                                       17
BU In Synch Report Output




                            18
Extract
• Run the FIRMS Extract

• Submit the file to the FIRMS database

• Run Edits

• Correct Errors
                                          19
                             Extract
Navigation:
CSU BU Derivation>
Extracts and Submissions >
FIRMS Extract




                                       20
Delete FIRMS Derivation Batches

 Criteria

To delete derived data, one of the following criteria
  must be met:
   1.Batch has not yet been journal generated
   2.Batch has been journal generated but journal
     was deleted before posting
   3.Batch has been journal generated and posted but
     then unposted                               21 21
                                 Delete FIRMS
                                 Batches
How?
 Navigation:
CSU BU Derivation>
Derivation Processes >
Delete CSU Batch


 Parameters:
      •   Required
          •   Business Unit
      •   Optional
          •   CSU Batch Number
          •   Journal Template
          •   Accounting Date
          •   Journal ID
      − Select CSU Batch




                                                22
                                                22
                   Delete FIRMS
                   Batches


 Click the
  Trash Can
  icon to delete
  batch




                                  23
                                  23
Types of Error Messages
• Validation edits can be categorized as one of the
  following:
  • Invalid values
  • Business Rules-Accounting & Budget
     • Comparison Errors
• Data is usually edited through an automated
  process
  • Some edits are still manual
                                                 24
  FIRMS Error Examples                             Combination Error
ERROR-E0035-AB   Invalid Fund,Program Code data combination.
Line no: 6099 Rec Typ:10 CSU Fund:246 Prgm Grp:07 Prgm Code:0706 Obj
Code:660006 Acct Type:60 Amt:+000001631199.69 FTE:+0000.00


ERROR...Unclassified Salaries and Wages not allowed for Last Quarter
Line no:2469 Rec Typ:10 CSU Fund:001 Object Code:601000 Prog Code:0404

                                                         Invalid Data
Approp Yr:2002 Amt:-000000167980.33 FTE:+0000.00


ERROR-E0151D-A   Objects 506026 and 680026 must balance within each
state fund.

STATE FUND NUMBER 0660

CSU FUND CD              OBJ CD         AMOUNT
   310                   506026      -4400970.01
   310                   680026       4402804.76
                                   -------------
TOTAL AMOUNT FOR STATE FUND 0660         1834.75
                                                   Comparison Error      25
Business Rules-Accounting & Budget
• These rules check that data complies to standard
  business practice
   • Scholarship and fellowship program group can only use
     financial aid object codes
   • FTE can only be on salary and wages object codes
   • Comparison Errors
      • Due To/From = 0
      • Reimbursed Activity = 0
      • Campus Budget = Central Validation Table

                                                             26
Intra/Interagency Transfers



• Intra-agency transfers – automated edits
  available in FIRMS




                                             27
Intra/Interagency Transfers (cont.)
• Interagency transfers – require manual edit
       Between state funds: 5061xx = 6801xx
       Within same state fund other than 0948:
              506126 = 680126
       SWAT: 506100 = 680100
       Between CSU funds in 0948: 571xxx = 671xxx
       Within the same CSU fund in 0948:
              571000 = 671000

                                                    28
Due to/Due from



• Within campus – automated edits available in
  FIRMS




                                                 29
Due to/Due from (cont.)
• Between campus and CO
      Between state funds: 1051xx = 2021xx
      Within same state fund other than 0948:
             105127 = 202127
      Between CSU funds in 0948: 131xxx = 231xxx
      Within the same CSU fund in 0948:
             131000 = 231000


                                                   30
RMP Expenditures
• No SWAP transactions
      Transfers between funds 0001 and 0948
      must net to $0 within campus

• SWAP transactions
    Transfers between funds 0001 and 0948
    must net to $0 at system wide level

                                              31
Governmental/Non-Governmental AR



• 103003 includes type “G” or Governmental
  transactions only
• 103004 includes types “P” and “F” (Proprietary
  and Fiduciary) transactions only


                                                   32
Abnormal Balances
This check will not automatically result in rejection
  of data; explanation will be requested for
  following:
• Asset & expense accounts – debit balances
• Contra-asset accounts – credit balances
• Liability, equity & revenue accounts – credit
  balances

                                                   33
Abnormal Balances (cont.)

• Equity account #304099, Offset for
  Reserves/Fund Balance, will carry a debit
  balance
• Prior year adjustments (accts. #690002 &
  #590002) can have either a debit or credit
  balance

                                               34
Other Manual Edits
• 404001 (Allocation Orders Pending) & 404002
  (Reserve for Allocation Orders Pending) should
  be $0 as of July 1, 2008 for appropriation year
  2005
• Object codes to which revenues & expenses
  close in each fund – see CSU website, System-
  wide Financial Standards & Reporting, Standards
  & Rules, Fund Equity Object Code by Fund
                                              35
Other Manual Edits (cont.)
• Consistency between transfer program codes
  (13xx) and transfer object codes (506xxx,
  570xxx, 680xxx, 670xxx, 690003) until the edits
  are automated




                                                36
New Automated Edit
• Entries using obsolete values in various data
  elements (e.g., Object Codes, Program Codes,
  CSU Funds, etc.) will be flagged as errors by
  automated FIRMS edits. If the entries are posted
  to clear existing balances in obsolete data
  element values, campuses should obtain
  submission approval from Systemwide Financial
  Standards & Reporting (SFSR).

                                               37
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posted:3/10/2012
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