Glossary by runout

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									     Term                                                         Description
Account             A hierarchical structure of entities established and maintained to report inflow and outflow of
                    the State’s financial resources by source or nature of activity. Account structures contain the
                    assets, liabilities, and equities of the funds, and the revenue and expenditure classifications.
                    The entity record also has descriptive information used in reporting.

Accounts Payable A liability used for amounts due but not yet paid. A type of open item (AP).for amounts owed
                 to vendors and other payees.
Accounts         An asset used for revenue that has been earned but not yet received. A type of open item (AR)
Receivable       for amounts due for services performed.
Actuals          Defined in AKSAS as posting type 01. These are “real” posting of financial activity to any
                 structure.
Agency journal   A type of transaction consisting of debit and credit entries recording increases and decreases in
entry            the balance of fund assets, liability, and equities; correcting entries for revenue and
                 expenditure transactions; and liquidating or adjusting the liquidation of open items.

Agency Receipt      A type of open item (AG) containing revenue account coding to record cash collections.

ALDER               ALDER stands for ALaska Data Enterprise Reporting
Allocation          Part of a lump-sum appropriation that is designated for expenditure by specific organization
                    units and/or for special purposes, activities, or projects.
Appropriation       A legislative authorization to spend the resources of the State in carrying out specified
                    activities. Also a structural entity that accumulates financial data relating to legislative
                    authority to spend. The entity record has descriptive information used in reporting. Financial
                    activity is recorded in the structure through the collocation code.
Asset               A hierarchical structure of entities in the accounting system that accumulates financial data.
                    Defined as any item of economic value owned by particular entity, especially that which could
                    be converted to cash. The entity record also has descriptive information used in reporting.

Audit Trail      Financial report of detail transactions processed in AKSAS.
Authorization    Defined as a report that displays Budget, Actuals, Encumbrances, and Available Balance for
Balance          an entity.
Available ObjectsAvailable objects are data elements that are available to use in a report but do not require re-
                 executing the report.
Balance Sheet    Financial statement for assets, liability and fund equity account groups.
Break            A break is a division in a result table in which data is grouped according to a selected value.
                 These foroups are represented as smaller tables. Breaks are used to display all the data for each
                 unique value of a dimension in separate tables. Using breaks has two main advantages: it can
                 efficiently organize data and subtotals can be displayed.
Budget           Defined in AKSAS as posting types 05, 06, & 07. The total amount budgeted.
Business Objects Business Objects is the manufacturer of InfoView and Web Intelligence software which
                 ALDER uses.
Chart of Account The accounting period for a fiscal year for the State of Alaska, defined as posting months 01
Year             through 18.
COA Year         The accounting year for the State of Alaska, defined as posting months 01 through 18.
Collocation Code A financial code used to record budgetary and actual financial transactions into the
                 appropriation, fund, organization, and program reporting structures. Also the code has
                 descriptive information used in reporting.
Column            A column is a vertical section in a report; columns usually reside next to each other on a page.
                 For reporting purposes, a column represents the horizontal detail level of the report and is
                 usually displayed on the top of a standard table or report.
      Term                                                      Description
Contract           A hierarchical structure of entities in the accounting system that is an optional reporting
                   structure defined by each department to accumulates financial data. The entity record also has
                   descriptive information used in reporting. Financial transactions are recorded for contracts
                   through a ledger code.
Crosstab           Crosstabs are ways of presenting data. Crosstabs are more commonly used to show the cross-
                   section of three axes of information.
CSV file           A .csv file is a comma-separated value file format. It is often used as an alternative to saving a
                   report as an .xls Excel document.
Current Fiscal     Defined as the chart of account year for the present fiscal year.
Year
Data Warehouse     A data warehouse is a central location that is updated on a scheduled basis with copies of
                   source system transactions that have been organize for query and reporting.
Dimension          A dimension retrieves the data that will provide the basis for analysis in a report. Dimension
                   objects typically retrieve character-type data, e.g. customer names, line names, or dates.

Discussions        Discussions provide traded messages on reports within InfoView. By adding discussions to a
                   document information about the report can be shared if a user has the discussion panel open.

Document           Refers to a processed transaction in the state’s account system for which an alpha/numeric
                   value is assigned.
Drill              Drilling on reports allows a deeper look into data to discover the details behind a summary
                   report displayed on a table, chart, or section.
Encumbrance        Defined in AKSAS as posting type 04. A type of open item (EN) that represents an obligation
                   of a portion or all of an appropriation for specified purposes.
Enterprise Reports Reports developed for statewide use. They can be copied and customized to meet your
                   agency’s needs.
Expenditure        A hierarchical structure of entities in the accounting system that accumulate financial data.
Accounts           Based on the description of the entity record, expenditure accounts are used to identify the
                   nature of the cost and the type of goods or services that were purchased.
Expenditure        The disbursement of funds defined in AKSAS as pointing type 01 by using expenture accoutns
Actuals            structure.
Federal Fiscal     The federal reporting year beginning on October 1 and ending on September 30.
Year
Fiscal Year        The accounting year for the State of Alaska, also referred to as Chart of Account (COA) year
                   begins on July 1.
Filter             The filter feature in InfoView allows searching on specific document types, such as Crystal
                   reports. Also see Report Filters, Query Filters and Table Filters.
Folders            Folders are used as containers to store and organize reports. A folder can hold many reports
                   (In ALDER a report cannot belong to more than one folder)
Fund               A hierarchical structure of entities in the accounting system that accumulates financial data.
                   Defined as an entity authorized by the Legislature to account for a particular activity according
                   to the nature of the activity or the source of financing. Also the entity has descriptive
                   information used in reporting. Financial activity is recorded in the structure through the
                   collocation code.
Fund Equity        A hierarchical structure of entities in the accounting system that accumulates financial data.
                   Defined as the excess of fund assets and resources over fund liabilities. The entity record also
                   has descriptive information used in reporting.
        Term                                                    Description
Grant              A hierarchical structure of entities in the accounting system that is an optional reporting
                   structure defined by each department to accumulates financial data. The entity record also has
                   descriptive information used in reporting. Financial transactions are recorded for grants
                   through a ledger code.
Hierarchy          A tree structure which has an indeterminate number of branches and depth. The hierarchies are
                   used to define the reporting relationships between various cost collectors, e.g. appropriation
                   1520 and 1530 are both appropriations from the Governor’s Office; 1530 is a subcomponent
                   of 1520 and the reporting relationship is defined in that manner.

Hours             Defined in AKSAS as posting type 11
Hyperlinks        Hyper links in InfoView are objects that easier access to commonly used URLs, such as a
                  website.
Inception to Date Accumulation of financial data for an entity from its origin to present.

InfoView           The portal for ALDER that collects, consolidates, and presents data and reports.
ITD                Inception to Date - Accumulation of financial data for an entity from its origin to present.

Knowledge          Knowledge Accelerator is training software containing lesson topics which are customized to
Accelerator        the ALDER user role. Three modules exist, catering to the three different use groups: Report
                   Viewers, Interactive Users and Report Developers/Agency Advocates. The modules contain
                   individual lesions and screenshots of the ALDER interface, up to four interactive playback
                   modes (allowing users to “See It”, “Try It”, “Know It” and “Do It”) as well as Job Aids, which
                   are instructions for performing tasks in ALDER

Lapse            Defined in AKSAS as posting type 09. The remaining unexpended, unencumbered balance of
                 a terminated appropriation at the end of the fiscal year.
Lapse Adjustment Defined in AKSAS as posting type 10. Reduces the amount of available lapse.

Ledger Code        The financial codes used to record budgetary and actual financial transactions into the project,
                   contract, and grant reporting structures. Also the code has descriptive information used in
                   reporting.
Liability          A hierarchical structure of entities in the accounting system that accumulates financial data.
                   Defined as an obligation that legally binds a particular entity to settle a debt. A liability is
                   recorded on the balance sheet and can include accounts payable, taxes, wages, accrued
                   expenses, and deferred revenues. The entity record also has descriptive information used in
                   reporting.
Management         Defined in AKSAS as posting types 02 & 03. Agency defined budget used for management
Budget             purposes but not included in the AKSAS available balance edits.
Management         Financial report of summarized financial records for a combination of structural entities.
Report
Measure            A measure retrieves numeric data that is the result of calculations on data in the database.

Non Financial      Defined as posting type 00 in AKSAS. Add agency receipt open items and changes to warrants
Activity           with no financial affect process with a posting type of 00.
Open Item          Records maintained in AKSAS for financial activities managed over a period of time.
Objects            An object is an element in the universe that corresponds to a selection of data in the database.
                   The name of an object is usually derived from the business terms.
      Term                                                       Description
Organization        A hierarchical structure of entities in the accounting system maintained to report financial
                    information along organizational lines. The entity record also has descriptive information used
                    in reporting. Financial activity is recorded in the structure through the collocation code.

Original Budget     Defined in AKSAS as posting type 05. Budget type “ORG”, is the enacting legislation of
                    program funding.
Posting Month       Represents a month of a chart of account year. Financial activity is group into posting month
                    for reporting purposes.
Prior Fiscal Year   Defined as the chart of account year prior to the present fiscal year.
Print               Print reports in InfoView by setting the report to be viewed in PDF mode and then printing the
                    PDF docuemtn.
Program             A hierarchical structure of entities in the accounting system that is an optional reporting
                    structure defined by each department to accumulates financial data. The entity record also has
                    descriptive information used in reporting. Financial transactions are recorded for program
                    entities through the collocation code or by adding the program code as a separate code on the
                    financial line of coding.
Project             A hierarchical structure of entities in the accounting system that is an optional reporting
                    structure defined by each department to accumulates financial data. The entity record also has
                    descriptive information used in reporting. Financial transactions are recorded for projects
                    through a ledger code.
Prompt              A prompt is a dynamic filter that displays a question every time data is refreshed in a report.
                    The prompts are answered by either typing or selecting the value(s) to be viewed. Web
                    Intelligence retrieves only the values specified.
Query               A query is a request for data from a database or other source. A user builds a query
                    containing “objects” from a “universe”. If the data is available, the requested data is
                    returned usually in the form of a table or a chart.
Query Filter        A query filter allows queries to limit the type of data returned from the database. In Web
                    Intelligence multiple filters can be used in a single query. Filtering the query minimizes the
                    size of Web Intelligence documents, minimizes the time it takes to refresh report data and
                    ensures that the data the document contains is relevant to users.
Query (HTML)        Query HTML is the tool used by ALDER Interactive Users, Report Developers and Agency
                    Advocates to edit reports and build queries in a purely HTML environment.
RD                  Responsibility/Distribution code is a hierarchical structure of entities that represent a user of
                    the accounting system. The entity is used to sign on to the accounting system; submit, certify,
                    and/or authorize financial and structural transactions; to request and distribute reports; and to
                    access financial information. The entity record has descriptive information used in reporting.

Reappropriation     The two months following the end of the fiscal year during which transactions can still be
Period              recorded in the prior year books. The reappropriation period is defined as July 1 through
                    August 31.
Refresh             Refreshing reports ensures that a report shows the most recent data available in the database.

Reimbursable        An agreement or contract between two State agencies or within one agency where one party
Services            provides a service and the other provides funds in payment for the service. A type of open item
Agreement           (RS) that represents an obligation to expend and recognize the anticipated reimbursement for
                    service provided.
Report              A report is the graphical output from a query that has been executed. It includes data returned
                    from the query, as well as formatting applied to the data to make the data more readable for
                    end users.
      Term                                                     Description
Report              Report components are common elements reused across reports that reduce the resources
Component           required to create and maintain reports and maximize the consistency of the library of reports.
                    A definition for a component is created a single time and stored in the Business Objects
                    semantic layer (Universe); all reporting utilizing that use the report component. Report
                    components also include queries that are designed to satisfy the needs of multiple reports.

Report Filter     Report filters are applied to the data retrieved by a report that limit the values displayed in the
                  report. Each report can be filtered to display a different subset of the same data depending on
                  the user requirements.
Restricted        A hierarchical structure of entities in the accounting system that accumulates financial data.
Revenue           Defined as appropriated revenues earmarked for particular uses though appropriations. The
                  entity record also has descriptive information used in reporting.
Restrictions      Defined in AKSAS as posting type 08. Agency defined limit on the available balance of an
                  appropriation.
Revenue Shortfall Financial report that compares available expenditure authorization balance to the restricted
                  revenue balance of an appropriation.
Revised Program Defined in AKSAS as posting type 07 Budget type “RPL”, is an adjustment to the approved
                  funding level.
RSA               Reimbursable Services Agreement – An agreement or contract between two State agencies or
                  within one agency where one party provides a service and the other provides funds in payment
                  for the service. A type of open item (RS) that represents an obligation to expend and recognize
                  the anticipated reimbursement for service provided.
Schedule          Scheduling a report allows the report to run automatically at specified times. When a
                  scheduled report runs successfully, an instance is created.
Sections          Section group related data together and divide reports. The tables and chrts in a section only
                  display the data relevant to the dimension on which the section is created, e.g. A section on a
                  [Year] dimension will only display data for the year 2006 in the 2006 section of tables and
                  charts.
Selections        Selections represent the criteria to be used in the underlying query of a report. Selections
                  include all sources of data needed for a report and are not necessarily all used in the report
                  display.
Set Up Year       The fiscal year for which a collocation code was established.
Sharing           In InfoView, sharing means distributing reports to a user’s Inbox, email or network folder

Sorts             Sorting allows results to be organized in alphabetic, chronological or numeric order.
Supplemental      Defined in AKSAS as posting type 06. Budget type “SUP”, is an appropriation made by the
Budget            Legislature to increase program funding.
Table Filter      A Table Filter works the same as a Report Filter but is applied only to a table. Table filters are
                  used to limit the values displayed in a table within a document.
Template Reports Blank reports which include the standard report elements (logo, page numbers, last refresh
                  date, etc.).
Termination Year The fiscal year that an appropriation ends.
Total Authorized Total authorized budget is defined as posting types 05, 06, & 07.
Total Authorized Total authorized budget with lapse is defined as posting types 05, 06, 07, & 09.
with lapse
Total Authorized Total authorized budget with lapse is defined as posting types 05, 06, 07, & 08.
with Restrictions
Total Obligated   Total Obligated is defined as posting types 01 & 04.
      Term                                                      Description
Transaction        A processed document in the state’s accounting system made up of indicative data, reference
                   line data, user input data, and financial line data.
Treasury Receipt   A type of open item (TR) containing deposits maintained in suspense pending the revenue
                   coding defining how the revenue should be recorded in the funds.
Trial Balance      Financial statements for nominal accounts including expenditure, unrestricted revenue, and
                   restricted revenue account groups.
Universe           A universe is a logical group of data tables used for reporting. Universes provide an easy to
                   use and understand interfaces for non-technical Web Intelligence users to run queries against a
                   database to create reports and perform data analysis.
Unrestricted       A hierarchical structure of entities in the accounting system that accumulates financial data.
Revenue            Defined as general revenues of the State from taxes, royalties, etc., and are not appropriated by
                   the Legislature as expenditures for a specific program. The entity record also has descriptive
                   information used in reporting.
Vendor Number      The number (alpha-numeric) assigned to a vendor doing business with the State of Alaska. The
                   vendor record contains the vendor’s name and address, vendor contact, and tax reporting
                   information.
Warrant Status     Multiple transactions process in AKSAS that affect the status of a warrant such as the original
                   issue, changes including stop payment, cancel-reissue, or cancellation, and redemption.

Web Intelligence   A Business Objects tool that allows users to create queries and reports to analyze data.
Year to Date       Accumulation of financial data during one fiscal year beginning on July 1.
YTD                Year to Date - Accumulation of financial data for one fiscal year beginning on July 1.
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