Financial Information System

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

More than FRS

Financial Information System (FIS)

Presented by Kansas State University Controllers 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

System Complexity
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

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 Lead Mark 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)

Timeframe?
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?
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

Timeframe?
Maintenance / Enhancement
Long term Incremental enhancements to hardware and software

FRS Module Overview

Two modules
Accounts Payable (AP) Financial Accounting

Interfaces with local programs

PARS (Labor Distribution) Central Invoicing (Accounts Receivable) Fixed Assets

FRS Module Overview

Other software interfaces with FRS
CASHNet Receipts HRIS (PeopleSoft) Payroll

Budgets (PeopleSoft)
BRS eForms

FRS Module Overview

BRS

Budget

Accounts Payable

CASHNet

eForms HRIS Payroll STARS

Financial Accounting

Central Invoicing

Fixed Assets

PARS

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

FIS Module Overview

BRS

General Ledger Fixed Assets

Budget

Accounts Payable
CASHNet

Cash Management

eForms

Projects /Grants Accounting Labor Distribution

Accounts Receivable

HRIS Payroll

Human Resources

STARS

Purchasing

Consumable Inventory

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 Universitys 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
General Ledger Account Structure Project NUCO481003 Source (Index) 2080 Organization (Department) 05040 Object Code E2690

General Ledger Account Structure Project NUCO481003 Source (Index) 2080 Organization (Department) 05040 Object Code E2690

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.)

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 Controllers 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

General Ledger Account Structure Project NUCO481003 Source (Index) 2080 Organization (Department) 05040 Object Code E2690

Source (Index)

A funding source designated by the state

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

General Ledger Account Structure Project NUCO481003 Source (Index) 2080 Organization (Department) 05040 Object Code E2690

Organization (Department)

Core departments within the University

General Ledger Account Structure Project NUCO481003 Source (Index) 2080 Organization (Department) 05040 Object Code E2690

Object Code (Object) Assets, liabilities, fund balance, revenue, expense, budget 1st character defines type E (Expense) R (Revenue) B (Budget) A (Assets) L (Liabilities) F (Fund Balance)

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 Fund General Fees Federal Appropriations Interest Fund Allocated Sponsor Research Overhead funds Institutional 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

NOAAFACSAL

NOBO381273

Project field added

FRS # will appear for one year

Funding Line screen in the KSU Budget System

Fund index (source) will PCA will default from project be entered Fund will default from index

Budget
The 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
General Ledger

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 Pages

Earnings 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

Earnings

Earnings

Enter project/task # Enter fund source Grants - award will default from project Enter fund source

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

HRIS Payroll Labor Distribution

Projects

General Ledger

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
CASHNet Projects General Ledger

Non-Grant Process Flow

CASHNet

Accounts Receivable

General Ledger

Grant Process Flow

10 Minute Break

eForms
Purchase 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)

eForms
Purchase Order, Payables and Budget

Document Header

eForms
Purchase Order, Payables and Budget

Becoming two (2) distinct forms

Purchase Order Agency Payment Voucher Other minimal changes in the heading section

eForms
Purchase Order, Payables and Budget

Example of Payment Voucher Header

eForms
Purchase 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

eForms
Purchase Order, Payables and Budget

Vendor and Purchaser Information Section

eForms
Purchase Order, Payables and Budget

Minor changes
Vendor Number being changed to provide improved personal security Account numbers to bring in-line with FIS

eForms
Purchase 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

eForms
Purchase Order, Payables and Budget

Funding Information Section

eForms
Purchase 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

eForms
Purchase Order, Payables and Budget

Minor changes

Autofilled

Still in design Autofill capabilities remain as done today Change in column order, heading titles and removal of unused or redundant columns

eForms
Purchase Order, Payables and Budget

Description section has no format changes

*Future Item: The Date & Inv No. will be captured in eForms for use in future enhancements.

eForms
Purchase 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

eForms Flow

Projects eForms Accounts Payable General Ledger

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 Universitys 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 Controllers Office Property number system will continue to be available for departments to assign their own property numbers

Fixed Assets
Procedures (Contd)
Continue to centrally update the Fixed Asset system and return a report to the department of the months 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 sixdigits 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 reused 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

Project Funding: An award with multiple project numbers:

Grants 9

Grants Accounting Module

Funding Summary of the same award:

Grants 10

Grants Accounting Module

Funding Summary: an award with one project number

Grants 11

 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

Resource Status for an award with one project number:

Grants 13

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

Actuals for an award with one project number

Grants 15

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

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

Grants 17

Grants Accounting Module

Invoice lines by resource (budget pool):

Grants 18

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

Website and Email Addresses

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

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

SCURRY

SNIFF

HAW

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 changewhether you realize it at the time or notleads to something better.

-Spencer Johnson, M.D., author

Dealing with Change