Agency Planning and DesignAgency Preparation for Cost Center Mapping

to New PeopleSoft ChartFields

August 17, 2009

2

Agenda

Topic Time

Session Overview – Objectives– Agency Meetings Schedule– Other COA Meetings

10 min

Overview of Statewide COA Design and Key Concepts 30 min

Overview of Cost Center Profile 30 min

Break 15 min

Cost Center Profile Translation 40 min

Overview of PeopleSoft Budgetary Control 40 min

Session Wrap-Up 15 min

3

Session Objectives

• Provide an overview of the Cost Center relationship to the new COA and walk through examples

• Provide an overview of the Statewide COA design and key PeopleSoft COA concepts

• Provide an overview of how the new Chart of Accounts relates to the PeopleSoft budgetary controls

• Provide groundwork for future Cost Center mapping activities

4

Agency Bulkload & Implementation Meeting Schedule

• Overview – Implementation Timeline and Agency ImplementationGuide

• Overview – PeopleSoft Bulkload Formats

August 12

PeopleSoft

Legacy

Phase 1

• Agency Implementation Guide: Payables Vouchers

• Agency Implementation Guide: Travel Vouchers

August 31

PeopleSoft

Legacy

• Statewide COA Design & Key Concepts

• Overview – Cost Center Profile

• PeopleSoft Budgetary Control

Today

PeopleSoft

Legacy

Phase 1

• Agency Implementation Guide: Journal Vouchers

• Agency Implementation Guide: Budget Journals

September 2

PeopleSoft

Legacy

• Q & A• Direct Entry

August 19

• Agency Implementation Guide: Refund of Appropriation

• Agency Implementation Guide: Revenue Receipts

September 21

PeopleSoft

Legacy

Phase 1

PeopleSoft

Legacy

• Agency Implementation Guide: Purchase Orders

• Agency Implementation Guide: Contracts

August 24

PeopleSoft

Legacy

• Maintaining Interface and COA Profiles

• Report Distribution

September 28

PeopleSoft

Legacy

Phase 1

5

Other Agency COA Meetings

• NYFMS will be holding a COA Kick-Off Session during the week of August 17th in order to:

– Present additional ChartFields for agency use– Ask agencies to provide “data” for use of additional ChartFields– Introduce Commitment Control terminology/definitions – Present Statewide Commitment Control Design– Discuss Projected Timeline (through the end of October) and Next

Steps

Overview of the Statewide COA Design andKey PeopleSoft COA concepts

7

PeopleSoft COA Overview and Key Concepts

• PeopleSoft uses “ChartFields” as the elements of the new CAS Chart of Accounts

• ChartFields store the chart of accounts and provide basic structure to segregate and categorize transactional and budget data

• ChartFields are common across all PeopleSoft transactions

8

New Statewide COA Design Overview

• The Joint COA team led the effort to define the new statewide Chart of Accounts

– Defined the Statewide Chart of Accounts elements, purpose, field length and naming conventions

– Currently defining the agency-specific COA elements, purpose and field length

• All agencies must map their Cost Centers to the new COA

• Remaining COA Design Work:

– ChartField value definition

9

Phased Migration to the New COA

To support the phased migration to the new statewide COA, all agencies must map their Cost Center to the PeopleSoft ChartFields

The Bulkload interface assigns the new PeopleSoft ChartFields based on the Cost Center

SOA Integration Layer

• Near real time transactions

• Orchestrates interagency approvals

• Keeps budgets and ledgers in synch

• Streamlines processing

Bulkload Cost Center Profile – Converts Cost Center to new ChartFields

OSCPeopleSoft(New COA)

NYFMSPeopleSoft(New COA)

Phase 1 Agencies

Bulkload Agencies

Subsequent Phases of NYFMS will include most

Bulkload Agencies

10

Current CAS Cost Center

• Today, Cost Center is a “shortcut” to CAS accounting ChartField also known as CAS segregation

• The Current Cost Center is a 12-digit code

• Cost Center + Object Code are used to bulkload transactions to CAS to account for expenditures and revenues

Cost Center Code CAS Segregation Attributes

Dept Cost Center

VAR Year Organization Fund / Sub Fund

Program Project Approp Int Nbr

Seg Seq Nbr

10 418318 09 1041800000 331FM A43233110J 272675 008

11

Current CAS Cost Center Profile

12

Cost Center Crosswalk (Mapping Old to New)

• Cost Centers will continue the current 12-digit coding structure, but will map to PeopleSoft ChartField values

• Cost Center + Account will be used to bulkload transactions to CAS

Cost Center Code PeopleSoft ChartFields

Dept Cost Center

VAR Year Dept ID Fund / SubFund

Program Project Activity Budget Reference

10 418318 09 3250056 50373 20820 2009-10

Facility Support

Farm Program

Support Service – Farm Operations

Note: PeopleSoft ChartField values are for illustration purpose only and may not represent real

values

13

Account Codes

• New Chart of Accounts will use Account in place of the object code

• The Account codes have been redefined in the new COA so they do not map to old object codes

• Agencies need to adopt the new Account codes within their FMS

– Agencies will send Cost Center + Account code to CAS– The Bulkload process will cross walk the Cost Center into the

PeopleSoft ChartFields– The Bulkload process will use the Account code and the cross

walked PeopleSoft ChartFields to represent a unique accounting string in PeopleSoft CAS

14

PeopleSoft COA Overview and Key Concepts

• For agencies to map their current cost centers to the new CAS, a general understanding of the PeopleSoft COA and budget controls is needed

• The Bulkload process will use Agency Cost Center Profiles to provide the cross walk between the current Cost Center structure and the new COA

• The plan is to move all agencies to the new COA over time and discontinue the Cost Center Profiles

Statewide COA Design for New York

16

Statewide PeopleSoft COA Design Overview• The Joint COA Team has identified the following ChartFields as

necessary for Statewide use:

ChartField Definition Field Length Naming Convention

Account Identifies the type of resources acquired or disbursed and defines the purpose of a transaction.

5 – numeric Ranges will be assigned to each account group

Department Represents the lowest level of detail in an agency’s organization structure, at which a user will enter transaction information.

7 – numeric 1st to 3rd digits denote Agency

4th to 7th digits are for agency use within assigned ranges (e.g. DOB: 105XXXX; OCFS: 340XXXX)

Fund/ Subfund

A fiscal and accounting entity with a self-balancing set of accounts (real and nominal) for recording cash and other financial resources, which are segregated for the purpose of carrying on specific activities or meeting certain objectives in accordance with State law.

5 – numeric Current Fund/Subfund codes will be renumbered

Program Captures related activities that cross organizations and are directed towards the accomplishment of a set of recognizable objectives.

5 - alphanumeric

Ranges will be used to indicate Programs

17

Statewide COA Overview (continued)

ChartField Definition Field Length Naming Convention

Budget Reference

Identifies the Appropriation year. It is used to uniquely identify budgets, especially overlapping budgets that may span multiple years.

7 – alphanumeric

YYYY-YY (e.g. 2008-09, 2009-10)

Project Identifies a discrete set of activities that occur within a finite time period. Activities associated with this ChartField may span multiple Departments, Funds and/or Accounts.

15 – alphanumeric

Ranges are assigned to Project based on different types of projects

Activity Statewide and agency-specific uses when Project is used.

15 – alphanumeric

TBD

PC BU Statewide and agency-specific uses when Project is used.

5 – alphanumeric

Agency business unit name

18

PeopleSoft COA Key Concepts

• Most ChartFields are hierarchical. In PeopleSoft, this hierarchy is called “Trees.”

• Each Tree has “Leaves”. New CAS transactions are entered using the lowest level of the hierarchy.

– However, budgetary control can be established at a higher level within the hierarchy

• Confused? That’s expected, let’s show some examples….

19

Sample Department Tree

New York State

Executive BranchJudicial Branch Legislative Branch

Corrections (10)

Environmental Conservation

(09)

Dept of Correctional

Services

Deparment of Environmental Conservation

Clintion

Adirondack

Operations

Executive

Public Information

Level 1: Total State

Level 2: Branch

Level 3. Constitutional Department

Level 4: Total Agency

Levels 5-11: Agency Use

20

Sample Program Tree

Total Programs

Office of Management Services

(State Operations)

Pension Investment Public Finance

Maintenance & Improvement of Facilities

(Capital)

Agency-specific detail

FiduciaryAlterations & Improvements for health &

safety

Banking Services

Alterations & Improvements

to prolong asset life

Level 1: Total Programs

Level 2:Major Program (bill copy)

Levels 3-5: Must contain bill copy detail, at a minimum. These may also be used for agency needs. No $ may be counted twice

Level 3:Program

21

Sample Account Tree

Total Accounts

Revenue Expenditures

MiscReceipts

Dept Operations

PersonalService

Non-PersonalService

Regular TempService

Supplies &Materials Equipment

OfficeSupplies IT Supplies

Level 1: Total Accounts

Level 6: Sub-Account 3

Level 5: Sub-Account 2

Level 4: Sub-Account 1

Level 3: Account

Level 2: Account Type

Pens Paper Level 7: Sub-Account 4

Overview of Cost Center Profile

23

Cost Center Profile After Go-Live

• To support the phased migration to the new statewide COA, the use of Cost Center Codes will continue after Go-Live

• Again, all agencies must provide their Cost Center to new ChartField mapping in order to process transactions in new CAS– The bulkload Cost Center Profile will be used to transform the Cost

Center Code to the new PeopleSoft ChartField combination– The Bulkload interface and the conversion of General Ledger

balances will use the Cost Center Profile

• All agencies must adopt the new Account ChartField values– Current Object Codes will *not* cross walk to new Account codes

24

Cost Center Profile After Go-Live

• PayServ will continue to use Cost Center Codes

– All agencies (including NYFMS Wave 1) will continue to use Cost Center information in PayServ for payroll charges

• Inter-agency transactions crossing over COA structures will need to be processed throughout migration

• Agencies will continue to create and maintain their Cost Center Profiles

25

Cost Center Profile to PeopleSoft ChartFields - Rules

• A 1:1 relationship must exist between a specific Legacy Cost Center and a specific set of PeopleSoft ChartField values

• The PeopleSoft ChartField data structure will require current Cost Centers be translated to unique ChartField combinations

• The PeopleSoft Account Code will be used in addition to the Agency Cost Center Profile to relate to a specific PeopleSoft accounting string

Break

Cost Center Profile Translation

28

Cost Center Profile Translation

Overall question:

How will the CAS accommodate the requirement to process transactions supporting both Legacy Cost Center and new Statewide COA structures?

Answer:

Cost Center Profile table

– Provides the means to translate…Legacy Cost Centers to New Statewide ChartField values

New Statewide ChartField values to Legacy Cost Centers

29

Cost Center Profile Translation Assumptions

• All Agencies participate in populating the Cost Center Profile

• All mappings will be a 1:1 relationship

– One combination of Statewide ChartField values can map to only one Legacy Cost Center

– A Legacy Cost Center can map to only one combination of Statewide ChartField values

30

Cost Center Profile Translation Scenarios

• The following translation scenarios could occur due to inter agency transactions crossing over systems with different COA structures:

Scenario 1:NYFMS Phase 1 Agency charges a Bulkload Agency

Scenario 1:NYFMS Phase 1 Agency charges a Bulkload Agency

Bulkload Agency charges another Bulkload AgencyBulkload Agency charges another Bulkload Agency

Scenario 2:Bulkload Agency charges an NYFMS Phase 1 Agency

Scenario 2:Bulkload Agency charges an NYFMS Phase 1 Agency

31

Cost Center Profile Translation Scenarios (cont.)

• The following translation scenarios could occur when exchanging transactions between systems with different COA Structures:

Payroll will continue to use Legacy Cost Centers for processing payroll expenses

Payroll will continue to use Legacy Cost Centers for processing payroll expenses

PeopleSoft CAS processed transactions transmitted back to agency FMS applications

PeopleSoft CAS processed transactions transmitted back to agency FMS applications

32

Inter-Agency Transaction: Scenario 1

• Scenario 1: OGS is on NYFMS uses new COA ChartField values, needs to charge OSC who uses Legacy Cost Centers in their local FMS

• Issues:

– OGS can only enter ChartField values– OSC can only Bulkload Cost Center values– Cost Center values must be sent back to OSC for

reconciliation

OGSNYFMS Agency

OGSNYFMS Agency

OSCLegacy Bulkload

Agency

OSCLegacy Bulkload

Agency

33

Inter Agency Transaction: Scenario 1 (Continued)

CAS PeopleSoft ChartFields CAS COST CENTER CODE

DEPT ID FUND PROGRAM PROJECTBUDGET

REFCC DEPT CC UNIT CC VAR CC YEAR

1050000000 339BP 12000 97001 2011-12 01 177077 1M 11

0200000000 00100 13000 96016 2011-12 02 101741 WT 11

Note: COA Values are for discussion purposes only.

The Cost Center Profile will be used to transform the new COA ChartField values from the OGS PeopleSoft (PS) transaction to the OSC Legacy Cost Center Code

OGS Enters OSC specificChartField values in PS

OSC Receives their Cost CenterCode in M161

34

Inter-Agency Transaction: Scenario 2

• Scenario 2: OSC uses Legacy Cost Centers, needs to charge OGS who uses new COA ChartField values

• Issues:

– OSC can only Bulkload Cost Center values– OGS can only accept ChartField values– Cost Center Codes must be sent in Legacy Bulkload

OSCLegacy

Bulkload Agency

OSCLegacy

Bulkload Agency

OGSNYFMS Agency

OGSNYFMS Agency

35

Inter-Agency Transaction: Scenario 2 (Continued)

The Cost Center Profile will be used to transform the OSC Legacy Cost Center Code from the Bulkload Transaction to the OGS ChartField values in PeopleSoft (PS)

CAS PeopleSoft ChartFields CAS COST CENTER CODE

DEPT ID FUND PROGRAM PROJECTBUDGET

REFCC DEPT CC UNIT CC VAR CC YEAR

1050000000 339BP 12000 97001 2011-12 01 177077 1M 11

0200000000 00100 13000 96016 2011-12 02 101741 WT 11

Transaction created in PeopleSoft Charging OGS ChartField values

OSC Bulkloads a transactionCharging OGS Legacy Cost CenterCode

Note: COA Values are for discussion purposes only.

36

Cost Center Profile Transformation Key Takeaways

• The Cost Center Profile mapping table will be used to transform both the Legacy Cost Centers to new ChartField values and new ChartField values into Legacy Cost Centers

• Cost Center and ChartField information will be returned to Bulkload Agencies in the M161 Cost Center History file extract

• All Agencies participate in Cost Center Mapping

• 1:1 Relationship between Cost Center Profile and New COA ChartFields

Overview of PeopleSoft Budgetary Control

38

PeopleSoft Budgetary Control Overview

• PeopleSoft provides budgetary controls through “Commitment Control” functionality.

• Commitment Control enforces budget checking for encumbrances, expenses and GL journals, and post budgetary activity to related ledgers.

• All budgetary adjustments and transfers are completed within Commitment Control

Commitment Control features allows agencies to apply budgetary control at a higher level even though transactions are entered at a

lower level

Commitment Control features allows agencies to apply budgetary control at a higher level even though transactions are entered at a

lower level

39

Commitment Control Budget ChartFields

• The following ChartFields are used to control budgets in the New CAS:

– Appropriation, Segregation and Agency Budgets must contain these ChartFields: Account Budget Ref Department Fund Program

40

Commitment Control Budget Translation Example

• Just as in the current system, in the new CAS transactions can be entered at levels below the budgetary control

Fund / Subfund

Account Dept Program Budget Reference

Amount

General Fund PS OSC Administration 2009-10 7,000,000

Fund / Subfund

Account Dept Program Budget Reference

Amount

General Fund Meals BSFS IT Support 2009-10 5,000

PS

IT Support

Administration

Overtime

Meals

OSC

BSFS

Transaction

Budget

41

Summary Thoughts

42

Agency Mapping Considerations

• Take a holistic view when doing Cost Center mapping

– Do not map a legacy data element to its corresponding PeopleSoft ChartField value without considering all data elements as a whole

– Understand the purpose of each Cost Center e.g. What information does it track?

– Find appropriate ChartField(s) to track the same type of information

43

Cost Center Profile Key Takeaways

• The COA Profile mapping table will be used to transform Legacy Cost Centers and new ChartField values

• There is a 1:1 relationship between Legacy Cost Centers and ChartField values

• Cost Center and ChartField information will be returned to Agencies on the M161

• All agencies must participate in the Cost Center Profile Mapping exercise

• PayServ will continue to accept Cost Center Codes

• New values for ChartField segments will require agencies to adopt new account values

44

Next Steps – Preparation for Cost Center Profile Mapping

• Agencies will be provided with ChartField values at a date to be determined

• After all required ChartField values have been provided, Cost Center Profile Mapping can occur

• A predefined template will be provided to Agencies in order to identify all Cost Center Profiles and perform the mapping

• Agencies will be informed of when and where they should return the completed template

45

Session Wrap-Up

Reminder: The next session is on August 19

Topics Who should participate?

Q&A

Direct Entry

NYFMS Phase 1 FOCAS Legacy Bulkload FOCAS PeopleSoft Bulkload Legacy PeopleSoft

PeopleSoft Legacy

46

Session Wrap-Up

• Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page

http://www.osc.state.ny.us/agencies/cas/bulkload.htm

• Additional issues/concerns?

• Questions?

47

Bulkload Information Center

• For more information visit: http://www.osc.state.ny.us/agencies/cas/bulkload.htm