SEPTEMBER 11, 2019
Welcome
COA Design Background
Organization Engagement
COA Design Overview
ChartField Overview
Budget Structure Design Overview
Budget Structure Components
Wrap-Up and Next Steps
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Agenda
09/11/2019Chart of Accounts (COA) Design Kickoff
Facilities Logistics
Cell Phone on Silent
Participant Questions
Breaks
Public Meeting with Published Meeting Minutes
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WelcomeHousekeeping
09/11/2019Chart of Accounts (COA) Design Kickoff
Introductions of Florida PALM team
Introductions of Participating Organizations
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WelcomeIntroductions
09/11/2019Chart of Accounts (COA) Design Kickoff
Implement a statewide accounting system that
enforces standardization, acts as a scalable
foundation to evolve as business needs change,
and positions Florida for future innovation as it
considers a true enterprise-wide solution.
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09/11/2019Chart of Accounts (COA) Design Kickoff
WelcomeFlorida PALM Vision
Backwards Bicycle
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WelcomeIcebreaker
09/11/2019Chart of Accounts (COA) Design Kickoff
Establish the structures, definitions, and individual design
components of the Florida PALM ChartFields and Budget
Structures by which budgetary and financial controls will be
managed and financial transactions tracked and recorded
Through collaborative efforts with FFMIS partners, DFS, and
organizations, design a Chart of Accounts that will include
appropriate considerations of all Phases and Waves to establish a
standardized Chart of Accounts
COA Design BackgroundPurpose
09/11/2019Chart of Accounts (COA) Design Kickoff
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Collaborate with organizations to maintain the inclusive nature of
previous engagements (both pre-DDI and DDI)
Maintain structure of budgetary codes provided by LAS/PBS
Move from two COA structures (Departmental and Central) to one
COA structure
Maintain a standardized structure to support statewide financial
reporting, budget and cash management
Provide agency unique codes for specific operational and reporting
needs
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COA Design BackgroundGuiding Principles
09/11/2019Chart of Accounts (COA) Design Kickoff
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COA Design BackgroundDesign Input Sources
09/11/2019Chart of Accounts (COA) Design Kickoff
COA Design
Pre-DDI Activities
Software Capabilities
Industry Implementation
Experience
FLAIR Research and
Analysis
DFS Collaboration
Organization Engagement
Requirement for bi-directional cross walking
Awareness of A&A standardization activities
Leading Practice workshops
Development of Standardized Business Process Models
COA usage questionnaire and analysis of results
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COA Design BackgroundDesign Inputs
09/11/2019Chart of Accounts (COA) Design Kickoff
Conduct research and analysis of FLAIR data to support the initial design
Targeted collaboration to refine the design◦ Engagement with A&A, OIT, and Treasury
◦ Discussions with Targeted Organizations
◦ COA Usage Questionnaire
Collaboration with organization accounting and budget representatives to confirm the design◦ COA Design Kickoff
◦ Working meetings
◦ Office Hours
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Organization EngagementApproach
09/11/2019Chart of Accounts (COA) Design Kickoff
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Organization EngagementParticipant Expectations
09/11/2019Chart of Accounts (COA) Design Kickoff
Partner with others in your organization to share and obtain
information as needed
Review materials, ask questions, and seek clarification
Be mindful of your organization’s business system and reporting
needs to ensure they’re captured in the design
Participate in activities and complete the illustrative accounting
journey
Participate fully, gain an understanding of how your organization will
use the COA and offer insights
Expect a challenge and have fun!
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Organization EngagementGroups
09/11/2019Chart of Accounts (COA) Design Kickoff
Organizations are grouped based on COA Questionnaire responses
into three groups
Groupings will allow for organization collaboration effectiveness
including◦ Smaller meeting size to manage group conversation
◦ Similar FLAIR use among organizations, similar discussion
Groups may move at a different pace or have a different focus for
discussions
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Organization EngagementStructure/Agenda
09/11/2019Chart of Accounts (COA) Design Kickoff
Working Meeting Session #1:◦ Recap of applicable topics
◦ ChartField design discussions
◦ ChartField design activities
◦ Questions, action items, and next steps
Working Meeting Session #2:◦ Recap of applicable topics
◦ Budget Structure design discussions
◦ Budget Structure design activities
◦ Illustrative Accounting Journey activity
◦ Questions, action items, and next steps
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Organization EngagementCalendar
09/11/2019Chart of Accounts (COA) Design Kickoff
Five weeks
Avoids Mondays and
Fridays
Two working sessions
per group
Office Hours via
conference calls and by
appointment to address
additional questions
Monday Tuesday Wednesday Thursday Friday
9-Sep 10-Sep 11-Sep 12-Sep 13-Sep
Kickoff
Location: Winewood Building 4
16-Sep 17-Sep 18-Sep 19-Sep 20-Sep
23-Sep 24-Sep 25-Sep 26-Sep 27-Sep
Group 1 Group 2 Group 3
Session 1
(1:30-4:30pm)
Location: Winewood Building 4 &
GoToMeeting
Session 1
(1:30-4:30pm)
Location: Winewood Building 4 &
GoToMeeting
Session 1
(9-12pm)
Location: Winewood Building 4 &
GoToMeeting
30-Sep 1-Oct 2-Oct 3-Oct 4-Oct
Office Hours Conference Call
(10-11am GoToMeeting)
Office Hours by Appt.
(1:30-4:30pm)
Location: Palm Training Room
Office Hours Conference Call
(1:30-2:30pm GoToMeeting)
7-Oct 8-Oct 9-Oct 10-Oct 11-Oct
Group 2 Group 3 Group 1
Session 2
(9am-12pm)
Location: Winewood Building 4 &
GoToMeeting
Session 2
(9am-12 pm)
Location: DOR Bldg 1, RM 1220 &
1221 & GoToMeeting
Session 2
(9am-12pm)
Location: 1st District Court of
Appeal & GoToMeeting
14-Oct 15-Oct 16-Oct 17-Oct 18-Oct
Office Hours Conference Call
(10-11am GoToMeeting)
Office Hours by Appt.
(1:30-4:30pm)
Location: Palm Training Room
Office Hours
Conference Call
(1:30-2:30pm GoToMeeting)
21-Oct 22-Oct 23-Oct 24-Oct 25-Oct
Office Hours Conference Call
(10-11am GoToMeeting)
Office Hours by Appt.
(1:30-4:30pm)
Location: Palm Training Room
Office Hours
Conference Call
(1:30-2:30pm GoToMeeting)
Florida PALM ChartField design will be similar to current accounting
by:◦ Accommodating all Budgetary Codes in the current format
◦ Providing agency maintained codes including additional codes for Projects and
a new Agency Unique ChartField
Many of the concepts within Budget Structure remain the same as
FLAIR for Appropriation, Release, Reserve, Allotment, and Revenue
budgets
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COA Design OverviewProposed Structure
09/11/2019Chart of Accounts (COA) Design Kickoff
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COA Design OverviewCrosswalked Structure
Business
UnitFundOrganization Project Contract
Agency Unique
FLAIR Data Elements
Account State Program
Activity
Florida PALM ChartFields
Category
StatewideBusiness Unit
Specific
FLAIR Data
Element
Represents FLAIR Data Elements that
will be accommodated via other
system functionality
Source Type
Proj Category
Subcategory
Pro
ject-
rela
ted
Ch
art
Fie
lds
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State Program
Operating Level Org.
(OLO)Year (YR)
GAAFR Fund (GF)
State Fund (SF)
Fund Identifier
(FID)
Budget Entity (BE)
Internal Budget
Indicator (IBI)
Category (CAT)
Project Identifier
Grant Identifier
Contract Number
Other Cost
Accum. (OCA)
Org. CodeGeneral Ledger Code
Object Code
Other Accum.
(OA)Budget Entity
System functionality will replace the need for some individual FLAIR elements ◦ Year (YR) will move to date fields/functionality
◦ GAAFR Fund (GF) will be a configuration feature of the Fund ChartField
◦ State Fund (SF) will be a configuration feature of the Fund ChartField and Budget Structures
◦ Grant Identifier will be captured in the Grants module and associated with a Project ChartField
◦ Internal Budget Indicator (IBI) functionality will be replaced by Fund ChartField functionality
◦ External FLAIR codes will be replaced by module functionality and enhanced reporting tools
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COA Design OverviewProposed ChartField Structure
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ChartField OverviewTerminology
09/11/2019Chart of Accounts (COA) Design Kickoff
A ChartField stores Chart of Accounts information and provides the
basic structure to segregate and categorize transactional and budget
data. ChartFields represent only one defined purpose with many
values to capture that defined purpose. ChartField values are
alphanumeric
A ChartField String is a combination of ChartField values used to
process entries within Florida PALM
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09/11/2019Chart of Accounts (COA) Design Kickoff
A ChartField attribute provides the ability to record additional
characteristics about individual ChartField values for reference or
reporting purposes◦ For a particular attribute, only one value can be selected per ChartField
◦ Attributes are defined at a statewide level, however the organization’s COA
Maintainer can select the applicable attribute when establishing a ChartField
value
ChartField OverviewTerminology
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09/11/2019Chart of Accounts (COA) Design Kickoff
Trees are tools to establish
hierarchical relationship
between values
Used to translate
transaction-level ChartField
values to higher-level
budget ChartField values
Used in Reporting
ChartField OverviewTerminology
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The use of ChartField Combination Editing helps to maintain data integrity across all modules by specifying:◦ Which ChartFields are required on a transaction
◦ Which ChartFields are not allowed based on values entered in other ChartFields
Proposed rules◦ Fund and Account required on all transactions
◦ Fund, Account, Budget Entity, and Category required on all expenditure transactions
◦ Organization ChartField required on all transactions
◦ Organization-specific rules can be configured. For example, Agency Unique may be required for all revenue transactions
ChartField OverviewTerminology
Business Unit
Budgetary ChartFields
Organization-specific ChartFields
Account ChartField
Project ChartField
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09/11/2019Chart of Accounts (COA) Design Kickoff
ChartField OverviewDiscussion Grouping
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Business Unit
Business
Unit
FLAIR Data Elements
Florida PALM ChartFields
StatewideBusiness Unit
Specific
FLAIR Data
Element
Represents FLAIR Data Elements that
will be accommodated via other
system functionality
09/11/2019Chart of Accounts (COA) Design Kickoff
Operating Level Org.
(OLO)
Used to define an organization or organizational subset that is
independent with regards to one or more accounting or operational
functions
Key system value which controls elements such as security,
defaults, and auto-balancing of accounting entries
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09/11/2019Chart of Accounts (COA) Design Kickoff
ChartField OverviewBusiness Unit
Business Unit is 5 characters in length
Example: Department of Financial Services
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ChartField OverviewBusiness Unit
FLAIR Operating
Level Organization (OLO)
4 3 0 0 0Florida PALM
Business Unit (BU)
4 3 0 0 0 0
Originate in LAS/PBS
Maintained at a statewide level in Florida PALM
Represents statewide values viewed across Business Units
No significant difference between current and future
Minimal impact to organizations
Budgetary ChartFields include:◦ Budget Entity
◦ Category
◦ State Program
◦ Fund
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09/11/2019Chart of Accounts (COA) Design Kickoff
Budgetary ChartFieldsCharacteristics
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Budgetary ChartFields
Fund
FLAIR Data Elements
State Program
Florida PALM ChartFields
Category
StatewideBusiness Unit
Specific
FLAIR Data
Element
Represents FLAIR Data Elements that
will be accommodated via other
system functionality
09/11/2019Chart of Accounts (COA) Design Kickoff
State Program
GAAFR Fund (GF)
State Fund (SF)
Fund Identifier
(FID)
Budget Entity (BE)
Category (CAT)
Budget Entity
Represents organizations and/or functions to which appropriations are made and typically represents a program
8 characters in length
Example: Clerks of Court
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09/11/2019Chart of Accounts (COA) Design Kickoff
Budgetary ChartFieldsBudget Entity
FLAIR
Budget Entity
Florida PALM
Budget Entity
2 1 3 5 0 1 0 0
2 1 5 0 1 0 03
Represents both appropriation categories and revenue source codes
6 characters in length
Example: Everglades Restoration
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09/11/2019Chart of Accounts (COA) Design Kickoff
Budgetary ChartFieldsCategory
FLAIR Category
Florida PALM Category 1 4 1 1 1 7
1 4 1 1 1 7
Tracks revenue and expenditures for programs within or across your
organizations
10 characters in length
Example: Local Job Training Services
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09/11/2019Chart of Accounts (COA) Design Kickoff
Budgetary ChartFieldsState Program
FLAIR
State Program
Florida PALM
State Program
0 1 0 2 0 2 0 0 0 3
0 1 0 2 0 2 0 0 0 3
Segregates and captures specific activities or classifies certain
objectives in accordance with special regulations, restrictions, or
limitations (e.g., restricted fund)
5 characters in length
Example: Grants and Donations Trust Fund
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09/11/2019Chart of Accounts (COA) Design Kickoff
Budgetary ChartFieldsFund
FLAIR
GF-SF-FID
Florida PALM Fund
2 0 2 3 3 9 0 6 0
3 3 9 5 5
- -
Specific to a Business Unit and only available to a particular
Business Unit
ChartField values are determined by the Organization
ChartField values are set up and maintained by the Organization
Minor structural changes from current to future
Organization-specific ChartFields include:◦ Organization
◦ Contract
◦ Other Accumulator
◦ Agency Unique
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09/11/2019Chart of Accounts (COA) Design Kickoff
Organization-specific ChartFieldsCharacteristics
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Organization-specific ChartFields
Organization Contract
Agency Unique
FLAIR Data Elements
Florida PALM ChartFields
StatewideBusiness Unit
Specific
FLAIR Data
Element
Represents FLAIR Data Elements that
will be accommodated via other
system functionality
09/11/2019Chart of Accounts (COA) Design Kickoff
Contract Number
Other Cost
Accum. (OCA)
Org. Code
Other Accum.
(OA)
Tracks information according to a breakdown of your organization
10 characters in length
Example: Department of Financial Services, Security Analysis Unit
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09/11/2019Chart of Accounts (COA) Design Kickoff
Organization-specific ChartFieldsOrganization
FLAIR
Organization Code
Florida PALM
Organization
4 3 2 6 1 0 1 0 0 0 0
2 6 1 0 1 0 0 0 0 0
Captures expenditure and revenue transactions for two party
agreements
10 characters in length
Example: Expert Witness Agreement
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09/11/2019Chart of Accounts (COA) Design Kickoff
FLAIR
Contract
Number
Florida PALM
ContractF 0 0 1 7 0 0 0 0 0
F 0 0 1 7
Organization-specific ChartFieldsContract
Can be used for various purposes, such as, tracking for optional
reporting, or cost pools
5 characters in length
Example: State Fire Marshal Investigator Academy
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09/11/2019Chart of Accounts (COA) Design Kickoff
Organization-specific ChartFieldsOther Accumulator
FLAIR
OCA
Florida PALM
OAA C D F M
A C D F M
A flexible field reserved for tracking for optional reporting or specific
use
Not mapped to an existing FLAIR data element
10 characters in length
Example: Mortgage Broker Revenue
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09/11/2019Chart of Accounts (COA) Design Kickoff
Organization-specific ChartFieldsAgency Unique
Florida PALM
AUR E V 1 9 0 0 6 M B
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Account
FLAIR Data Elements
Account
Florida PALM ChartFields
StatewideBusiness Unit
Specific
FLAIR Data
Element
Represents FLAIR Data Elements that
will be accommodated via other
system functionality
09/11/2019Chart of Accounts (COA) Design Kickoff
General Ledger Code
Object Code
Provides functionality to capture detailed transactional data and is
required on every transaction
Set up and maintained at a statewide level and shared across all
Business Units
6 characters in length
Each Account ChartField value carries system controlled features◦ Account type, specifies an Account value as a balance sheet account (e.g.,
asset, liability, equity) or an operating account (e.g., expenditure, revenue)
◦ Budgetary Only indicator, specifies an Account value to be reserved for
budgetary purposes only
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09/11/2019Chart of Accounts (COA) Design Kickoff
Account ChartFieldCharacteristics
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Chart of Accounts (COA) Design Kickoff
Account ChartFieldCharacteristics
09/11/2019
Account Type Account Value Range
Asset 100000 → 299999
Liability 300000 → 499999
Equity 500000 → 599999
Revenue 600000 → 699999
Expenditure 700000 → 799999
Account ChartField tree structure provides multiple layered tiers◦ Used for reporting and budgetary purposes, known as a roll up level
◦ Used to capture detailed financial activity on transactions, known as a
transactional level
◦ Preconfigured system functionality relates the transactional level value to a roll
up level
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09/11/2019Chart of Accounts (COA) Design Kickoff
Account ChartFieldCharacteristics
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09/11/2019Chart of Accounts (COA) Design Kickoff
Account ChartFieldAccount Tree Design
Example: Account Reporting Tree*
• Summary reporting
uses the rollup
Account level on
Account Reporting
Tree
• Transactions occur at
the detailed Account
level
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Project
Project
FLAIR Data Elements
Activity
Florida PALM ChartFields
StatewideBusiness Unit
Specific
FLAIR Data
Element
Represents FLAIR Data Elements that
will be accommodated via other
system functionality
Source Type
Proj Category
Subcategory
Pro
ject-
rela
ted
Ch
art
Fie
lds
09/11/2019Chart of Accounts (COA) Design Kickoff
Project Identifier
Grant Identifier
Used to capture a planned undertaking of something to be
accomplished or produced, having a beginning and ending date, for
which expenditures/costs and revenues are to be tracked
Designed to track project and grant financial activity, which can
cross fiscal years
ChartField values are established in Projects Module and are
determined and maintained by the Organization
The Projects Module provides added accounting and reporting
capabilities
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09/11/2019Chart of Accounts (COA) Design Kickoff
Project ChartFieldCharacteristics
Grant ID◦ A Grant is always associated to one or more Projects
◦ Projects may be associated to none, one, or many Grants
◦ Grants are captured and maintained in the Grants Module
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09/11/2019Chart of Accounts (COA) Design Kickoff
Project ChartFieldCharacteristics
Project-related◦ Activity ID – tracks specific tasks that make up a Project and records transactional
details; a Project must have at least one associated Activity ID
◦ Source Type – identifies the purpose or origin of a transaction; not required
◦ Proj Category – provides more flexibility and granularity in tracking and analyzing
costs; not required
◦ Subcategory – provides more flexibility and granularity in tracking and analyzing costs;
not required
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09/11/2019Chart of Accounts (COA) Design Kickoff
Project ChartFieldCharacteristics
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09/11/2019Chart of Accounts (COA) Design Kickoff
Project ChartFieldValue Example
Project ChartField is 15 characters in length
Florida PALM
ProjectD 1 7 2 0 0 R G 7 1 1
Florida PALM
ActivityD 1 7 2 0 0 R G 7 1 1
Activity is 15 characters in length
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09/11/2019Chart of Accounts (COA) Design Kickoff
Project ChartFieldValue Example
Grant ID is 15 characters in length
Source Type, Proj Category, and Subcategory are 5 characters in
length
Example:
Example:Project Grant Activity Source Type* Proj Category* Subcategory*
000000000000123
(Florida PALM)
GPALM Adopt
Adapt
Validate
Deploy
BPS
SDS
OCM
D0001
D0002
D0003
D0004
00001 (DED and Plan)
00002 (Draft and Review)
00003 (Revise and
Complete)
*Optional, not required
Commitment Control (KK) represents the PeopleSoft terminology for budgetary accounting. Commitment control ledgers are tightly integrated with the General Ledger and enable budget rules to control and track (i.e., control options) expenditures against expenditure budgets and revenues against revenue estimates
A Budget Structure defines the relationships between the budgets and defines the rules that govern how transactions are budget checked, includes both operating and non-operating budgets
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Budget Structure Design OverviewTerminology
09/11/2019Chart of Accounts (COA) Design Kickoff
Budget Ledgers define the type of budget (e.g., expenditure or revenue) and the type of transaction (e.g., budgets, expenditures, revenues) that will be recorded on the ledger. Budget ledgers provide the ability to operate in multiple periods
Ledger Groups enables grouping of detail ledgers by ledger template and ledger type. Grouping ledgers allow multiple ledgers to be controlled by a single budget structure
A parent/child relationship can be established between a higher level or parent budget structure and a lower level or child budget structure. This prevents child budget amounts from exceeding parent budget amounts
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Budget Structure Design OverviewTerminology
09/11/2019Chart of Accounts (COA) Design Kickoff
Appropriation
(Parent)
FundBudget
EntityAccount
Allotment
(Child)Category
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FundBudget
EntityAccountCategory
Release/
Reserve
(Child)
+
Budget
Str
uctu
re H
iera
rchy
09/11/2019Chart of Accounts (COA) Design Kickoff
Budget Structure Design OverviewTerminology
Organization-
specific
ChartFields
FundBudget
EntityAccountCategory
Actuals Ledger is a permanent summary of amounts entered in source modules and GL, which list individual transactions by date
Budget Exception represents transactions that have failed one of several budget checks because they do not conform to the rules established for that budget
A Budget Journal establishes the original budgeted amount and is used to adjust those budgets up or down that are posted to Budget Ledger
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Budget Structure Design OverviewTerminology
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Budget Structure ComponentsOverview
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Budget Structures are of two types:◦ Expense – budget checks expense transactions
◦ Revenue – budget checks revenue transactions
Budget Structures can be maintained at a statewide or organization-specific level
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Budget Structure ComponentsBudget Ledger and Ledger Groups
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Example
An expense type Ledger Group consists of the Budget, Expenditure,
and Encumbrance Budget Ledgers. Appropriation, Release,
Reserve, Allotment, and Project Budget Structures have similar
expense type Ledger Groups
C_APPROP_B
Appropriation Budget Ledger
(holds the Budget)
C_APPROP_E
Appropriation Expenditure Ledger
(valid budget-checked transactions not necessarily posted)
CC_APPROP
Appropriation Ledger Group
(Appropriation Budget Structure)
C_APPROP_ENC
Appropriation Encumbrance
Ledger
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Budget Structure ComponentsBudget Ledger and Ledger Groups
09/11/2019Chart of Accounts (COA) Design Kickoff
C_REVEST_B
Revenue Estimate Budget Ledger
(holds the Revenue Estimates)
C_REVEST_R
Revenue Estimate Recognized Ledger
(Deposits, Journals Recorded)
CC_REVEST
Revenue Estimate Ledger Group
(Revenue Estimate Budget Structure)
C_REVEST_C
Revenue Estimate Collected
Ledger
(Deposits, Journals Posted)
The revenue Ledger Group consists of Budget, Recognized, and
Collected Budget Ledgers
Example
Budget Structures include key definition rules that manage how transactions process when budget checked
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Budget Structure ComponentsDefinition
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Key Rules Description
Control Option Defines the degree of budgetary control
Key ChartFields Defines the ChartFields that are required for all budget journals and all
transactions
Translation Level Used to relate transactions to their proper budget level. Budget can be assigned
at a higher level and transacted at a lower level
Account Type Defines which Account Types are subject to this budget
Calendar Defines the budget period
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Budget Structure ComponentsDefinition – Control Option
09/11/2019Chart of Accounts (COA) Design Kickoff
Appropriation,
Release, Reserve
Configuration
Revenue
Configuration
Allotment
Configuration
Project
Configuration
Control Track without
Budget
Control
Track with Budget
Track without Budget
Control
Track with Budget
Track without Budget
Defines the degree of budgetary control
Pre-configured for statewide Budget Structures
Organization-specific for Allotment Budget Structure
Note: Italicized configuration items are defined at the organization level
Control Option: Control◦ This option will strictly control transactions against budgeted amounts.
Transactions will stop and generate errors if the transaction amount exceeds the available budget or when a transaction attempts to post against a non-existent budget ChartField combination
◦ No further processing can be performed until either the transaction error is corrected, the budget is overridden, or the budget is adjusted by an authorized user
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Budget Structure ComponentsDefinition – Control Option
09/11/2019Chart of Accounts (COA) Design Kickoff
Control Option: Track With Budget◦ This option will stop transactions that attempt to post to a non-existent budget
ChartField combination, but allows transactions with valid budget ChartField combinations to continue even if the budget is exceeded
Control Option: Track Without Budget◦ This option will track transactions even if no budget set up exists or if a
budget ChartField combination does not exist. All transactions pass without error and is primarily used for reporting purposes
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Budget Structure ComponentsDefinition – Control Option
09/11/2019Chart of Accounts (COA) Design Kickoff
Defines which ChartFields are required for all Budget Journals and all transactions for a given Budget Structure
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Budget Structure ComponentsDefinition – Key ChartFields
09/11/2019Chart of Accounts (COA) Design Kickoff
Appropriation,
Release, Reserve
Configuration
Revenue
Configuration
Allotment
Configuration
Project
Configuration
Fund
Budget Entity
Category
Account
Fund
Budget Entity
Category
Account
Organization-specific
ChartFields
Fund
Budget Entity
Category
Account
Organization-specific
ChartFields
Project
Note: Italicized configuration items are defined at the organization level
Used to define which Account Types are subject to a particular Budget Definition
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Budget Structure ComponentsDefinition – Account Type
09/11/2019Chart of Accounts (COA) Design Kickoff
Appropriation,
Release, Reserve
Configuration
Revenue
Configuration
Allotment
Configuration
Project
Configuration
Expense Revenue Expense Expense
Used to define the budget period (i.e., Annual)◦ Each fiscal year is treated as one budget period and budgets are established
for the fiscal year
◦ For start date 07/01/2020 and end date 06/30/2021
Budget Period = 2021
Fiscal Year = 2021
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Budget Structure ComponentsDefinition – Calendar
09/11/2019Chart of Accounts (COA) Design Kickoff
Appropriation,
Release, Reserve
Configuration
Revenue
Configuration
Allotment
Configuration
Project
Configuration
Annual Annual Annual None
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Budget Structure ComponentsSummary
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Ledger
Groups
Appropriation,
Release, Reserve
Allotment Revenue Project
Budget
Ledgers
Budget
Expense
Encumbrance
Budget
Expense
Encumbrance
Budget
Recognized
Collected
Budget
Expense
Encumbrance
Control
Option
Control Control
Track with Budget
Track without Budget
Track without Budget Control
Track with Budget
Track without Budget
Key
ChartFields
Fund
Budget Entity
Category
Account
Fund
Budget Entity
Category
Account
Organization-specific ChartFields
Fund
Budget Entity
Category
Account
Project
Account Type Expense Expense Revenue Expense
Calendar Annual Annual Annual None
Note: Italicized configuration items are defined at the organization level
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Budget CheckingOverview
Transactions are subject to budget check based on Account Type◦ Expenditure Account Type will be subject to Appropriation, Release, Reserve,
Allotment, and Project Budget Structures
◦ Revenue Account Type will be subject to Revenue Budget Structure
Budget Check outcomes are driven by the Budget Structure rule
“Control Option” with configuration options of “Control”, “Track with
Budget”, or “Track without Budget”
Budget Check process checks for all applicable budgets
09/11/2019Chart of Accounts (COA) Design Kickoff
Budget checking statuses indicate the state of a transaction whether
it is eligible to move forward in the transaction lifecycle or a
correction is needed◦ Sample Status Values:
Not Budget Checked – transaction has not been budget checked
Valid Budget – transaction has no errors but may have warnings, the control
budget ledger is updated
Error in Budget Check – transaction failed budget checking, the process does not
update any control budget ledger
Warning – transaction has a warning, but the process completed successfully and
updates the control budget ledger
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Budget CheckingStatuses
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Chart of Accounts (COA) Design Kickoff 09/11/2019
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Wrap-Up and Next Steps
09/11/2019Chart of Accounts (COA) Design Kickoff
Working Meeting Session 1 ◦ Group 1 – 9/24 (1:30-4:30pm)
◦ Group 2 – 9/25 (1:30-4:30pm)
◦ Group 3 – 9/26 (9:00-12:00pm)
Office Hours◦ The Florida PALM team is available to answer questions via conference calls
and in-person by appointment
Conference Calls are open to all
If you desire an appointment, please contact us and note the topic you would like
to discuss
Embrace the Journey
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09/11/2019Chart of Accounts (COA) Design Kickoff
CONTACT US
PROJECT WEBSITE
WWW.MYFLORIDACFO.COM/FLORIDAPALM/