Get documents about "FIRMS
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- 3/10/2012
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- 38
Document Sample
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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