Financial Information System (FIS)

More than FRS

FinancialInformation System

(FIS)http://laser.k-state.edu

Financial Information System (FIS)

Presented byKansas State University

Controller’s Office

FIS Training Coordinator

Ron Semarge

Session Objectives

To provide you a beginning towards understanding

The basic structure of our upcoming Financial Information System

The basic structure of the new Chart of Accounts and how it functions within FIS

Changes in methodology of inputs to the FIS

Primary outputs (forms, reports)

Welcome to FIS Training• General Ledger

– Chart of Accounts– Budget– Payroll– CASHNet (receipts) and eForms (expenditures) – Reports

• Purchasing• Fixed Assets• Projects / Awards (Grants)• Future Training

•FIS is far more complex, but more dynamic, than the current FRS system.

•Transactions flow through multiple modules

•User training is critical and will be required to fully utilize the system

System Complexity

Background

Current hardware based on IBM mainframe – Old technology– Expensive to maintain (Maintenance and

repair parts)

Background

New System is Oracle Based- Very Robust, Modular System- Web based access– Enhanced ability to encumber funds - Enhanced capabilities and future growth– Enhanced ad-hoc reporting with access to

University Wide data

Project Leaders for FIS

Jennifer Gehrt – Director - Laser Project Bryan Kraus – FIS Functional LeadMark Grinter – FIS Technical Lead

And many many more are involved

When are we doing this?

Being done in several phases

Timeframe?

• Two Phases• Phase 1 – three internal portions

– Discovery and Analysis (Jan 03 – Aug 04)– Testing and Analysis (Aug 04 – Mar 05)– Fine tune and Final Setup (Mar 05 – Jun 05)

• Phase I Objectives– Focus on critical business processes involving

basic input and reporting– Exploration of modules for functionality and

applicability– Develop and test internal processes and

procedures– Develop training and methodology for

conducting same

Timeframe?

• Implementation – 1 July 2005 – Budget and Payroll a bit earlier

Timeframe?

Timeframe?• Phase II Objectives

– Continue to enhance input / query and reporting capabilities

– Further fine-tuning of GL– Further exploration of Projects and Purchasing

modules– To provide departments with greater ability to

utilize FIS for their unique financial accounting needs

• Maintenance / Enhancement– Long term– Incremental enhancements to hardware and

software

Timeframe?

FRS Module Overview

Two modules

Accounts Payable (AP)

Financial Accounting

Interfaces with local programs

PARS (Labor Distribution)

Central Invoicing (Accounts Receivable)

Fixed Assets

Other software interfaces with FRS

CASHNet – Receipts

HRIS (PeopleSoft) Payroll

Budgets (PeopleSoft)

BRS

eForms

FRS Module Overview

eForms

CASHNet

STARS

Budget

HRISPayroll

FRS Module Overview

AccountsPayable

FinancialAccounting

Fixed AssetsCentralInvoicing PARS

BRS

FIS Module Overview

Different Modules for different financial functions

Projects / Awards (Grants)

General Ledger (GL)

Accounts Payable (AP)

Accounts Receivable (AR)

Labor Distribution (LD)

Purchasing (Purch)

Fixed Assets (FA)

FIS System Overview

Other software interfaces with FIS Modules

CASHNet – Receipts

HRIS (PeopleSoft) Payroll

Budgets (PeopleSoft)

BRS

eForms

eForms

CASHNet

STARS

Budget

HRIS Payroll

FIS Module Overview

General Ledger

Projects /GrantsAccounting

Purchasing

Accounts Payable

LaborDistribution

Fixed Assets

AccountsReceivable

BRS

Human Resources

Cash Management

ConsumableInventory

FIS Modules• General Ledger (GL)

– core module of the system– all reporting (except grants) is based on information

contained in the GL• Projects/Grants Accounting

– Provides activity-based accounting with additional functionality to meet grant accounting needs

– Initial focus will be Grant accounting• Accounts Payable (AP)

– Processor for vendor and inter-departmental payments

FIS Modules• Accounts Receivable (AR)

– Initial focus will be Grants Billing• Labor Distribution (LD)

– Detailed payroll transactions will be interfaced to FIS through this module

– Includes functionality for Effort Reporting (Grants)

• Fixed Assets (FA)– Manage the University’s capital asset records

Changes to Account String

Current FRS Structure

•6 character accounts (General and Sub-Ledger)

•Numerous attributes associated with account (done behind the scenes)

•Starting and ending digits carry various meanings

•Example•267842

•Beginning 2 – indicates State appropriation as opposed to Restricted Fee

•Ending 2 – indicates Unclassified Salary

Upcoming FIS Account Structure

Multi-Segment account structure

ProjectSource (Index)

Organization(Department)

ObjectCode

NUCO481003 2080 05040 E2690

General Ledger Account Structure

Project

•Program, project or activity

•Links to the Awards/Projects module•Future item: Task – allows for further breakdown of a project into task and subtask (initial implementation will have this default to 01 or 02.)

ProjectSource (Index)

Organization(Department)

ObjectCode

NUCO481003 2080 05040 E2690

General Ledger Account Structure

Project Segment•Project is 10 Characters

•1st character notes Grant/Non-Grant/Matching

•2-4 contains Organization (Department) Alpha

•5-10 characters are alphanumeric, determined by the individual department

•Examples (Spaces for instructional use only)

•N UCO 481003

•G UCO 00MISC

Project Segment

• The Controller’s Office staff is working with colleges to establish Project numbers for conversion from FRS to FIS

• An eForms document will be created for departments to use to request a new Project

Source (Index)

•A funding source designated by the state

•Ex. General use, Restricted fees, Sponsored Research Overhead (SRO), etc.

ProjectSource (Index)

Organization(Department)

ObjectCode

NUCO481003 2080 05040 E2690

General Ledger Account Structure

Organization (Department)

•Core departments within the University

ProjectSource (Index)

Organization(Department)

ObjectCode

NUCO481003 2080 05040 E2690

General Ledger Account Structure

Object Code (Object)

•Assets, liabilities, fund balance, revenue, expense, budget

•1st character defines type

•E (Expense) A (Assets)

•R (Revenue) L (Liabilities)

•B (Budget) F (Fund Balance)

ProjectSource (Index)

Organization(Department)

ObjectCode

NUCO481003 2080 05040 E2690

General Ledger Account Structure

Benefit of Multi-Segment Structure

• Multi-segment GL account structure will provide enhanced reporting and access to information

Budget

Budgets will continue to interface from the budget system

Budgets will interface for these funds:State General FundGeneral FeesFederal AppropriationsInterest FundAllocated Sponsor Research Overhead fundsInstitutional Support Fee funds

Budget

Account code combination will interface from Budget

Project

Fund Source (index)

Organization (budget department)

Object (budget pools)

Budget

Revenue budget will be posted to allocated GL accounts (project/source (index)/organization) equivalent to central expense budget allocations

Revenue (cash) will be posted to allocated GL accounts equivalent to central expense budget allocations

Budget

Restricted Use budgets are not required and therefore will not interface from the budget system

Cash, rather than budget, will be used to determine available balances

Users may choose to submit budgets for restricted use accounts and non-allocated budget accounts.

Allows for budget view of data

Budget

There will be minimum change to the budget system

On-line (budget system) data entry panel (Feb 05)

Replace 6-digit FRS account with 10-digit Project segment

PCA will default from the Project segment

Source (index) will need to be entered and the fund will default from index

Organization will default from the budget department

Changes effective with budget first proof (Feb-Mar 05)

Funding Line screen in the KSU Budget System

Project field added

FRS # will appear for one year

NOAAFACSAL

NOBO381273

Funding Line screen in the KSU Budget System

Fund index (source) will be entered

Fund will default from indexPCA will default from project

BudgetThe following budget pools will be used in the General Ledger Module

B0100 – Revenue budget

B1000 – Classified salaries and benefits

B1100 – Unclassified salaries and benefits

B1200 – Student salaries and benefits

B2000 – Other Operating Expenditures

Revenue and expenditures will roll to the appropriate pool to calculate budget balances

Budget

Main Campus General Use (GU) unclassified fringe benefits will continue to be pooled

Budget will be transferred to the appropriate project each pay period to equal unclassified benefit expense (no change from current process)

Budget

Budget Transfers

Transfers will be processed utilizing eForms input

Future item: Transfers will be completed on-line as workflow is developed in FIS

Budget

Year-End

Follow current processes

General use budget pools will be zeroed at year-end

Budget Office will transfer any carry forward funds the following July as directed by the unit head

Allocated SRO and institutional support fee fund balances will carry forward

• “Budget” report reflects budget balance available

Budget Flow

GeneralLedger

Budget

Payroll Funding Interface

Chart of accounts will continue to interface daily from FIS to HRIS – Updated at the beginning of the new fiscal year

(no change from current process)– Updated daily from FIS to reflect changes (no

change from current process)

HRIS Payroll Funding Levels

Payroll funding within the HRIS system will remain at the department, position or position pool level (No change from current process)

HRIS Payroll Funding PagesEarnings – Deductions - Taxes

• Minimum change to the HRIS funding distribution pages– Will occur mid - June 2005 (FY06 payroll

funding)– Replace FRS account # with Project

• Award will default from project number– Enter fund source (same funding flexibility)– Organization will default from position

EarningsE

arni

ngs

Enter fund source

Enter fund sourceEnter project/task #

Grants - award will default from project

HRIS Retroactive Funding Changes

• In the future, process may become more automated

Interface from HRIS to FIS

• Daily updates contain detailed transaction information (position data, job data, job codes, department codes, etc.).

• Detailed payroll expenses at the employee level– Labor distribution– Project Accounting

• Summarized for the General Ledger

HRIS Payroll Flow

LaborDistribution ProjectsHRIS

Payroll

GeneralLedger

User Inputs to System

• CASHNet– Receipts and expenditure of funds (money)

• eForms– Payables and other users as present

CASHNet ®

• Web-Based Commercial Application• With exception of Grants/Award,

departments will use to receipt monies• Grants/Awards will continue to be

handled by Sponsored Projects (SPA)

CASHNet ®

• Minor changes in actual deposit screen to reflect new FIS Account structure

Individual fields for each element. While still being developed and tested with the vendor, the order and length of several

fields will be adjusted to match FIS structure.

CASHNet® Flow

GeneralLedgerProjectsCASHNet

Non-Grant Process Flow

GeneralLedgerCASHNet Accounts

Receivable

Grant Process Flow

10 Minute Break

eFormsPurchase Order, Payables and Budget

• No change in use from current procedures– Web-based– .pdf format (Acrobat reader still required to render final

forms and to print forms)• Will use eID for authentication while still

continuing to use Position Number for document access (i.e. Documents are tied to position, not the person)

eFormsPurchase Order, Payables and Budget

Document Header

• Becoming two (2) distinct forms– Purchase Order – Agency Payment Voucher– Other minimal changes in the heading section

eFormsPurchase Order, Payables and Budget

Example of Payment Voucher Header

eFormsPurchase Order, Payables and Budget

• Other minor changes in heading– Document numbering will be restarted– Agency and Div. No. boxes are being removed– ‘APO No.’ renamed to ‘User No.’ – ‘Tran Date’ renamed to ‘Remit date’

eFormsPurchase Order, Payables and Budget

Vendor and Purchaser Information Section

eFormsPurchase Order, Payables and Budget

• Minor changes – Vendor Number being changed to provide improved

personal security– Account numbers to bring in-line with FIS

eFormsPurchase Order, Payables and Budget

• There are no changes to this portion for ‘Purchase Orders’• For Payment Vouchers this section is being considered for

use as a ‘Remittance data’ field

eFormsPurchase Order, Payables and Budget

Funding Information Section

eFormsPurchase Order, Payables and Budget

• FIS required changes here – For non-grant projects, enter a Source, for grant

projects, enter an Award number– Completion of this portion drives the autofill

described in the next slide– Invoice number – This column was removed –

information will be captured from the description

eFormsPurchase Order, Payables and Budget

• Minor changes – Still in design– Autofill capabilities remain as done today– Change in column order, heading titles and removal

of unused or redundant columns

eFormsPurchase Order, Payables and Budget

Autofilled

Description section has no format changes *Future Item: The ‘Date & Inv No.’ will be

captured in eForms for use in future enhancements.

eFormsPurchase Order, Payables and Budget

• Signatures and Footnote Section– Minor modifications to textual comments to reflect new

Tax Exempt Certificate number and other minor textual changes

– Comments will be applicable to the specific form

eFormsPurchase Order, Payables and Budget

eForms Flow

Projects

eForms

GeneralLedger

AccountsPayable

Non-Grant Reports

• View of assets and liabilities• “Account Balance” reflects balance

available

• View of revenues and expenses for the fiscal year

• Similar layout to FRS month end transaction detail

• Similar view to FRS open commitment listing

Purchasing

A new Purchase Order form is being developed in eForms

to differentiate from Payables document

to reflect the new multi-segment FIS account structure.

New capability to commit funds in the system regardless of bid requirements

Year-end encumbrance process (DA-118) will be handled through eForms (using multi-segment account)

Purchasing

Purchasing Policies as reflected in PPM 6310 will not change

Procedures concerning BPC, Real Estate Leases, Contract Cover sheets, etc. remain the same.

Purchase Requisitions will continue to be submitted following current procedures using eForms

Fixed Assets

• Changes– The physical appearance of the reports will

change– Departments will have on-line inquiry access

to their fixed asset records

Fixed Assets

• Policies will remain the same– PPM 6510, Property Inventory, still applies

• Disposition, transfer and gifting of property procedures are unchanged

• Capitalization thresholds are unchanged• Departmental inventory records for items not

meeting the University’s capitalization threshold are still required

Fixed Assets• Procedures will remain the same

– Monthly inventory reports will continue to be sent to departments showing the capital expenditures made during the month

– Departments will need to continue to supply the additional information regarding the asset purchased, sign and return the report to the Controller’s Office

– Property number system will continue to be available for departments to assign their own property numbers

Fixed Assets

• Procedures (Cont’d) – Continue to centrally update the Fixed Asset

system and return a report to the department of the month’s additions.

– Departments will need to continue to do an annual physical inventory and certification as of December 31.

Grants

Grants Accounting Module

• This module is dependent on the Projects Module for much of the functionality- Each award established in the grants module

will also have at least one project number assigned

- Some awards may have multiple project numbers

- i.e. awards that have multiple subawards

Grants 1

Grants Accounting Module

• Grant budgets are established through the Projects module, not in the General Ledger module– The total award amount (budget) may be

funded via one project number, or multiple project numbers

Grants 2

Grants Accounting Module

• All award/project accounts will be set up in the system by the Sponsored Projects Accounting (SPA) office– Six-digit Award numbers will be assigned by SPA– Colleges/departments may determine the last six-

digits of the 10-digit project number. For initial conversion, current FRS numbers will be used for the last six digits

– When applicable, additional project numbers for subawards, etc. will be determined by SPA.

Grants 3

Grants Accounting Module

• Examples of Project/Award combinations:– Initial conversion:

• Current FRS 530706 will consist of both a Project Number and an Award Number– Project number: GOPY530706

» last six digits are the current FRS account number– Award number: 000001

– A crosswalk from FRS numbers to FIS Project/ Award numbers will be provided for users

Grants Accounting Module• Examples of Project/Award combinations:

– After conversion:• Project number: GOPYSREB01

– last six digits are determined by the department or college. Here they include a combination of letters (from the P.I.’s name) and numbers to create a unique number

• Award number: 000002– Project numbers and award numbers cannot be re-

used once the award has ended and is closed

Grants Accounting Module

• Basic business processes for invoicing and for preparing financial reports will remain essentially the same from the college/department perspective.

• Custom reports and views are being developed for grants accounting similar to those shown for non-grant accounts.

• Users may also use the Award Status Inquiry option available in FIS for viewing the award online

Grants 4

Grants Accounting Module• The Award Status Inquiry view allows for easy viewing of various

award details

Grants Accounting Module

The Award Inquiry button takes you to a view of basic award information such as titles, dates, sponsor name

Grants Accounting Module

•Both the Project Funding button and the Funding Summary button will take you to a view of project number(s) and funding information

Grants Accounting Module

Grants 9

Project Funding: An award with multiple project numbers:

Grants Accounting Module

Grants 10

Funding Summary of the same award:

Grants Accounting Module

Grants 11

Funding Summary: an award with one project number

• Start, End, and Close Dates are used by the system to control what expenditures may be posted to the award. – Expenditures dated after the End Date (or before the

Start Date) will not post to the award– NO expenditures will post to the award after the Close

Date. To comply with federal guidelines, this date should be 90 days after the end date.

Grants 6

Grants Accounting Module

• The Resource Status button allows you to view budget details– The budget categories or “resources” are the same as

those currently used in FRS

Grants 12

Grants Accounting Module

Grants 13

Resource Status for an award with one project number:

Grants Accounting Module

• The Actuals button allows you to view expenditures posted to the award

• You can choose to limit the view by designating one or a combination of– A range of expenditure dates– An organization – An expenditure type

Grants 14

Grants 15

Actuals for an award with one project number

Grants Accounting Module

• The Invoice Review button allows you to see a list of invoices sent to the sponsor. Details such as amount, sponsor name and bill-through date are available

Grants 16

Grants Accounting Module

Grants 17

An Invoice Lines button allows you to view the invoiced amounts by resource (budget pool) categories

Grants Accounting Module

Grants 18

Invoice lines by resource (budget pool):

Training• Overview

– January through February • Hands-On

– March through June– Required prior to getting system access

• Continual Training– Refresher, new employee– New functionality

• On-Line Sign up via ITAC web site

Laser Web Site:

http://laser.k-state.edu

Newsletter:

http://laser.k-state.edu/newsletter/home.htm

Email address for questions:

laser@ksu.edu

ITAC Web Site for Class Enrollment: http://main.itac.ksu.edu/training/calendar.htm

Website and Email Addresses

Now switching gears

Dealing with Change

What might the elements of the parable (metaphor) represent?

The maze? The cheese? The characters?

Dealing with Change

What attitudes or beliefs about change did each of the characters hold?

Dealing with Change

Which of the four characters do you identify with? Why?

HEM

HAW

SCURRY SNIFF

Dealing with Change

Are people typically proactive or reactive to change?

Dealing with Change

Do you feel that you can adapt to these latest changes? What do you need to be more comfortable?

Dealing with Change

“Most change—whether you realize it at the time or not—leads to something better.”

-Spencer Johnson, M.D., author

Dealing with Change