R*STARS Program Structure Training Presented by SFMS November 7, 2006

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R*STARS Program R*STARS Program Structure TrainingStructure Training

Presented by SFMSPresented by SFMSNovember 7, 2006November 7, 2006

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Training ObjectivesTraining Objectives

• Alignment of budget and Alignment of budget and accounting structureaccounting structure

• Importance of changes to Importance of changes to R*STARS program profiles (The R*STARS program profiles (The Good, The Bad & The Ugly)Good, The Bad & The Ugly)

• Timeframes and resources Timeframes and resources requirements of agency and requirements of agency and central staffcentral staff

• Who to contact for questionsWho to contact for questions

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Topics CoveredTopics Covered

I.I. 2003 Budget Note2003 Budget NoteII.II. ORBITS Budget StructureORBITS Budget StructureIII.III. ORBITS/R*STARS Alignment ReviewORBITS/R*STARS Alignment ReviewIV.IV. Agency Proposed Structure ChangesAgency Proposed Structure ChangesV.V. DAFM355 Profile Rollover ProgramDAFM355 Profile Rollover ProgramVI.VI. R*STARS Program StructureR*STARS Program StructureVII.VII. Final Review ProcessFinal Review ProcessVIII.VIII.New LegislationNew LegislationIX.IX. Changes to R*STARS SecurityChanges to R*STARS Security

RSTARS Structure Training November 7, 2006

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I. 2003 Budget NoteI. 2003 Budget Note

• Agencies were directed to match the accounting Agencies were directed to match the accounting program structure in R*STARS (Relational program structure in R*STARS (Relational Statewide Accounting and Reporting System) to Statewide Accounting and Reporting System) to the budgetary structure in ORBITS (Oregon the budgetary structure in ORBITS (Oregon Budget Information Tracking System). Budget Information Tracking System).

• These directions were in the Statewide Financial These directions were in the Statewide Financial Master Plan approved by the 1989 Legislature.Master Plan approved by the 1989 Legislature.

• BAM (Budget and Management) and LFO BAM (Budget and Management) and LFO (Legislative Fiscal Office) would approve these (Legislative Fiscal Office) would approve these budget structures and work with the agencies to budget structures and work with the agencies to ensure timely implementation ensure timely implementation


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One to One RelationshipOne to One Relationship

Currently: Currently: • Accounting crosswalk takes Accounting crosswalk takes EACHEACH PCA PCA

from R*STARS to the appropriate from R*STARS to the appropriate ORBITS cross reference number. ORBITS cross reference number.

Required for AY 2009:Required for AY 2009:• The The Program CodesProgram Codes in R*STARS will in R*STARS will

align with ORBITS B and A level cross align with ORBITS B and A level cross reference numbers on a one-to-one basis.reference numbers on a one-to-one basis.

This is a BIG Change – How will we do This is a BIG Change – How will we do it??it??

RSTARS Structure Training November 7, 2006 I. 2003 Budget Note

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One to One – How?One to One – How?• ORBITS requirement for adding a ORBITS requirement for adding a

new field on the D04 screen for the new field on the D04 screen for the ORBITS cross reference (X-Ref) ORBITS cross reference (X-Ref) number, will tie the two structures number, will tie the two structures together, aligning them on a one-to-together, aligning them on a one-to-one basis! one basis!


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One to One – How?One to One – How?

•This required change will not This required change will not magically happenmagically happen

•A lot of work has already A lot of work has already been donebeen done

•First step was to develop the First step was to develop the ORBITS budget structure.ORBITS budget structure.


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II. ORBITS Budget II. ORBITS Budget StructureStructure

•ORBITS and agency staff ORBITS and agency staff reviewed and approved the reviewed and approved the ORBITS detail cross references ORBITS detail cross references for the 07-09 Budget for the 07-09 Budget Preparation.Preparation.

•ORBITS 07-09 Budget ORBITS 07-09 Budget Structures were finalized by Structures were finalized by March 1March 1stst..


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How to AlignHow to Align• Start with the finalized 07-09 budget Start with the finalized 07-09 budget

structure on one half of a worksheetstructure on one half of a worksheet• Add the current AY07 R*STARS program Add the current AY07 R*STARS program

structure to the other half of the structure to the other half of the worksheetworksheet

• Based on program titles, move the Based on program titles, move the R*STARS structure to align with the R*STARS structure to align with the budget structure!budget structure!

• ResultResult - the worksheet each agency - the worksheet each agency received.received.

RSTARS Structure Training November 7, 2006 II. ORBITS Budget Structure

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ORBITS worksheet ORBITS worksheet provided by the ORBITS provided by the ORBITS

Project StaffProject Staff


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ORBITS WorksheetORBITS Worksheet

If you have any questions about If you have any questions about the contents of this worksheet, the contents of this worksheet, please work with ORBITS please work with ORBITS project staff. project staff.

Remember – your worksheet is Remember – your worksheet is based on the agreement based on the agreement between your agency and between your agency and ORBITS project staff.ORBITS project staff.


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ORBITS Structure on the ORBITS Structure on the WorksheetWorksheet


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Explanation of ORBITS Explanation of ORBITS Column HeadingsColumn Headings

Rptng Lvl TypeRptng Lvl Type• B = Summary Cross Reference Level – B = Summary Cross Reference Level –

Required for LFO and BAMRequired for LFO and BAM• A = Detail Cross Reference Level – A = Detail Cross Reference Level –

Agency UseAgency Use• Blank – Agency levels in R*STARSBlank – Agency levels in R*STARSRptng Lvl NumRptng Lvl Num• ORBITSORBITS Budget Level Number Budget Level NumberDescriptionDescription• Budget / Program TitlesBudget / Program Titles


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The The ORBITSORBITS X-Ref Number X-Ref Number(Cross Reference Number)(Cross Reference Number)

• The ORBITS X Ref Number is a 17 The ORBITS X Ref Number is a 17 digit number representing 9 digit number representing 9 ORBITSORBITS levelslevels

• These ORBITS X-Ref Numbers are These ORBITS X-Ref Numbers are not new.not new.

• The The B I GB I G change is aligning change is aligning R*STARS program structure to them R*STARS program structure to them and entering the ORBITS X-Ref # on and entering the ORBITS X-Ref # on R*STARS.R*STARS.

• Let’s look at how the ORBITS levels Let’s look at how the ORBITS levels are identified.are identified.


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ORBITS X-Ref Number ORBITS X-Ref Number LevelsLevels

• Digits 1 thru 5Digits 1 thru 5 are the are the alwaysalways the agency the agency number plus two zeroes – this is number plus two zeroes – this is level (1)level (1)..

• Digits 6 thru 8Digits 6 thru 8 are are level (2)level (2) - rptng lvl B - rptng lvl B• Digits 9 thru 10Digits 9 thru 10 are are level (3)level (3) - rptng lvl A - rptng lvl A• Digits 11 thru 12Digits 11 thru 12 are are level (4)level (4) - agency - agency

defined.defined.• Digits 13 thru 17Digits 13 thru 17 are each are each separate separate

levelslevels – ( – (55), (), (66), (), (77), (), (88), (), (99) - agency ) - agency defined.defined.


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III. R*STARS Alignment III. R*STARS Alignment ReviewReview


• Now that the ORBITS half of the Now that the ORBITS half of the worksheet is complete, let’s talk about worksheet is complete, let’s talk about the alignment suggested by ORBITS the alignment suggested by ORBITS project staff.project staff.

• The proposed alignment for AY 09 The proposed alignment for AY 09 R*STARS program structure is on the R*STARS program structure is on the right hand side of the worksheet.right hand side of the worksheet.

• It is based on the agency AY 07 structure It is based on the agency AY 07 structure and program titles/descriptions.and program titles/descriptions.

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R*STARS Alignment R*STARS Alignment ReviewReview

• It reflects how ORBITS project staff It reflects how ORBITS project staff propose the AY 09 R*STARS propose the AY 09 R*STARS structure be laid out to align with structure be laid out to align with ORBITS.ORBITS.

• Included in their review was the Included in their review was the placement of the appropriations placement of the appropriations within the program structure.within the program structure.

RSTARS Structure Training November 7, 2006 III. R*STARS Alignment Review

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R*STARS StructureR*STARS Structure

• You will see that in many cases You will see that in many cases R*STARS structure was found to R*STARS structure was found to relate directly to the ORBITS relate directly to the ORBITS structure.structure.

• In those cases where it didn’t, In those cases where it didn’t, ORBITS project staff made ORBITS project staff made suggestions and recommendations suggestions and recommendations on how to best achieve the one-to-on how to best achieve the one-to-one alignment needed for AY 09.one alignment needed for AY 09.


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R*STARS on the ORBITS R*STARS on the ORBITS WorksheetWorksheet


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R*STARS on the ORBITS R*STARS on the ORBITS Worksheet Worksheet

• GOOD NEWSGOOD NEWS - the R*STARS titles reflect - the R*STARS titles reflect the ORBITS titles (at each level) and there the ORBITS titles (at each level) and there are no suggested changes.are no suggested changes.

Aligned correctly

– No Commen

ts!


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Comments on ORBITS Comments on ORBITS WorksheetWorksheet

• The Comments column contains The Comments column contains recommendations made by ORBITS recommendations made by ORBITS project staff to aid agency staff in their project staff to aid agency staff in their set up of the AY 09 R*STARS structure.set up of the AY 09 R*STARS structure.

• The suggested R*STARS changes will The suggested R*STARS changes will ensure the one-to-one alignment with ensure the one-to-one alignment with ORBITS at the:ORBITS at the:– ORBITS Summary Level (B) andORBITS Summary Level (B) and– Detail Cross Reference Level (A).Detail Cross Reference Level (A).


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R*STARS ChangesR*STARS Changes

• For AY 09, each R*STARS program For AY 09, each R*STARS program code will need an ORBITS X-Ref #.code will need an ORBITS X-Ref #.

• What happens if there isn’t one on What happens if there isn’t one on the worksheet?the worksheet?


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R*STARS ChangesR*STARS Changes• If the X-Ref field is blank, assign the If the X-Ref field is blank, assign the

X-Ref number of the next highest X-Ref number of the next highest level roll up program code.level roll up program code.


24RSTARS Structure Training November 7, 2006

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IV. Agency Proposed IV. Agency Proposed Structure ChangesStructure Changes

• Each agency will now review the worksheetEach agency will now review the worksheet– Are the suggested R*STARS changes Are the suggested R*STARS changes

appropriate?appropriate?– How do I implement the changes requiredHow do I implement the changes required

• Unless your questions are budget related, Unless your questions are budget related, we want you to consider your Agency we want you to consider your Agency Support Analyst a partner in this process.Support Analyst a partner in this process.

• Our time and resources are dedicated to Our time and resources are dedicated to helping insure the one-to-one relationship helping insure the one-to-one relationship for AY 09.for AY 09.


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Agency Proposed Agency Proposed ChangesChanges

• You have made all the changes You have made all the changes needed to align your program needed to align your program structure on a one-to-one basis structure on a one-to-one basis with the ORBITS budget with the ORBITS budget structure – this is your proposed structure – this is your proposed structure for AY 09.structure for AY 09.

• Submit it to your SFMS Agency Submit it to your SFMS Agency Support AnalystSupport Analyst

RSTARS Structure Training November 7, 2006 IV. Agency Proposed Structure Changes

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• We will compare it to the ORBITS We will compare it to the ORBITS worksheet.worksheet.

• If we have any comments or concerns, If we have any comments or concerns, we will work with you on these.we will work with you on these.

• Resubmit to your SFMS Agency Resubmit to your SFMS Agency Support Analyst.Support Analyst.

• SFMS review and approval are needed SFMS review and approval are needed prior to AY 09 modifications being prior to AY 09 modifications being entered in R*STARS.entered in R*STARS.


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• The AY 09 proposed structure The AY 09 proposed structure changes can be sent to SFMS in a changes can be sent to SFMS in a format that works for the agency.format that works for the agency.

• The two formats we generally prefer:The two formats we generally prefer:– FlowchartFlowchart– SpreadsheetSpreadsheet

• N E WN E W: : the ORBITS X-Ref the ORBITS X-Ref Number must be included!!Number must be included!!


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FlowchartFlowchartPROPOSED 07-09 StructurePROPOSED 07-09 Structure

OR Ergonomic 0001 50000-000-00-00-00000

Home0005

50000-102-00-

00-00000

Athletics0006

50000-200-00-

00-00000

Industrial0003

50000-100-00-

00-00000

Office0004

50000-101-00-

00-00000


OR Ergonomic 0000 50000-000-00-00-00000

Lvl 0

Lvl 1

Lvl 2

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SpreadsheetSpreadsheet


Generic Agency #

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V. DAFM355 Profile V. DAFM355 Profile Rollover ProgramRollover Program

• The purpose of this program is The purpose of this program is to automatically create profile to automatically create profile records for the next records for the next appropriation and fiscal year.appropriation and fiscal year.

• This reduces the manual effort This reduces the manual effort required of agency staff.required of agency staff.


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DAFM355 Profile Rollover DAFM355 Profile Rollover Program Program

• DAFM355 ‘clones’ profiles in active status DAFM355 ‘clones’ profiles in active status and without an effective end date prior to and without an effective end date prior to 07/01/07.07/01/07.– Inactive AY 07 profiles will not roll.Inactive AY 07 profiles will not roll.– Active (or inactive) AY 07 profiles with Active (or inactive) AY 07 profiles with

an effective end date of 06302007 an effective end date of 06302007 (agency populated) or earlier will not (agency populated) or earlier will not roll into AY 09.roll into AY 09.

– The Effective End Date field is blank The Effective End Date field is blank unless populated by the agency.unless populated by the agency.

RSTARS Structure Training November 7, 2006 V. DAFM355 Profile Rollover Program

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DAFM355 Profile Rollover DAFM355 Profile Rollover ProgramProgram

• We recommend you let all your active We recommend you let all your active profiles roll forward to AY 09.profiles roll forward to AY 09.

• Inactivating AY 07 profiles so they Inactivating AY 07 profiles so they won’t roll can cause double the work.won’t roll can cause double the work.

• Why? Because there will still be at Why? Because there will still be at least six months of AY 07, and least six months of AY 07, and chances are you will have to activate chances are you will have to activate the profile during that period.the profile during that period.


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DAFM355 Profile Rollover DAFM355 Profile Rollover ProgramProgram

• On the ORBITS worksheet, the On the ORBITS worksheet, the R*STARS program codes are R*STARS program codes are from the current AY 07 from the current AY 07 structure. structure.

• These are the program codes These are the program codes which will ‘roll forward’ to the which will ‘roll forward’ to the new AY 09, which begins July 1, new AY 09, which begins July 1, 2007. 2007.


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DAFM355 Profile Rollover DAFM355 Profile Rollover Program Program

• DAFM355 is normally run in May of DAFM355 is normally run in May of each odd-numbered year which gives each odd-numbered year which gives agencies two months to make agencies two months to make necessary modifications for the new AY.necessary modifications for the new AY.

• Preparing for AY 09 will require more Preparing for AY 09 will require more time, so we have scheduled this time, so we have scheduled this program for March 6, 2007.program for March 6, 2007.

• Does this give you enough time, or Does this give you enough time, or would you like it run even earlier in the would you like it run even earlier in the year?year?


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Go Figure !Go Figure !

$1,000$1,000$ 40$ 40$1,000$1,000$ 30$ 30$1,000$1,000$ 20$ 20$1,000$1,000$ 10$ 10$4,100$4,100

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VI. R*STARS VI. R*STARS Program StructureProgram Structure


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R*STARS Program R*STARS Program StructureStructure

Program Codes & PCAs:Program Codes & PCAs:• The D04 Program Code Profile is the The D04 Program Code Profile is the

main topic of this training.main topic of this training.• The 26 Program Cost Account The 26 Program Cost Account

Profile (PCA) will be discussed as it Profile (PCA) will be discussed as it relates to the D04.relates to the D04.

• The dependent relationship between The dependent relationship between these two profiles will be explored.these two profiles will be explored.

RSTARS Structure Training November 7, 2006 VI. R*STARS Program Structure

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ProgramProgram Codes Codes

• Program codes are used to define the Program codes are used to define the budgetary structure of an agency and are budgetary structure of an agency and are created on the D04 Program Code Profile in created on the D04 Program Code Profile in R*STARSR*STARS

• This profile is maintained by the agency and This profile is maintained by the agency and reviewed by SFMSreviewed by SFMS

• The Program Code uniquely defines each The Program Code uniquely defines each program unit within an agency for budgetary program unit within an agency for budgetary purposes.purposes.

• Users can also establish program levels for Users can also establish program levels for reporting purposes.reporting purposes.


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Program Codes Program Codes

• There are nine program levels available in There are nine program levels available in R*STARS. Level one is the highest and level R*STARS. Level one is the highest and level nine the lowest. nine the lowest.

• Level 0 is always ‘0000’. It represents a Level 0 is always ‘0000’. It represents a ‘dummy’ program to tie all of the real ‘dummy’ program to tie all of the real programs together at the top for one agency.programs together at the top for one agency.

• Level 1 is usually ‘0001’.Level 1 is usually ‘0001’.• Level 2 is for appropriations.Level 2 is for appropriations.• Levels 3 through 9 define budget tracking Levels 3 through 9 define budget tracking

and reporting structure.and reporting structure.


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Program Codes Program Codes • The following diagram The following diagram

illustrates these concepts:illustrates these concepts:Agency ABC

Level 00000

Agency ABC Level 10001

Other FundsLevel 23000

Federal FundLevel 22000

General Fund Level 21000


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These special coding rules apply:These special coding rules apply:• A Program Code cannot report to itself.A Program Code cannot report to itself.• If the Program Code equals '0000', the If the Program Code equals '0000', the

‘Reports to Program’ must be blank. ‘Reports to Program’ must be blank. – This is the only time the ‘Reports to This is the only time the ‘Reports to

Program’ field can be blank!Program’ field can be blank!• If the “Reports to Pgm” is entered, it If the “Reports to Pgm” is entered, it

must already exist in the Program must already exist in the Program Code profile and must be the next Code profile and must be the next higher level.higher level.


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Note the new field for the X-Ref Number!

This field will be required by ORBITS on the D04 for all program codes starting AY 09.

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Control Key for the D04 ProfileControl Key for the D04 Profile

• AgencyAgency - Three-digit Agency Code. It - Three-digit Agency Code. It must exist in the D02 Agency Profilemust exist in the D02 Agency Profile

• Appropriation YearAppropriation Year - Two-digit - Two-digit Appropriation YearAppropriation Year

• Program CodeProgram Code - Four-digit Program - Four-digit Program CodeCode


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Information Elements on the D04 ProfileInformation Elements on the D04 Profile

• Title - Title - Description of up to 40 charactersDescription of up to 40 characters

• ORBITS XRefORBITS XRef – 17 digit # provided by – 17 digit # provided by ORBITSORBITS

• Reports To Pgm – Reports To Pgm – Equals the Equals the firstfirst four-digit four-digit Program Code to which this Program Code Program Code to which this Program Code will roll up. will roll up.


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Other Information Elements Other Information Elements • Status Code - Status Code - Enter a one-character Status Enter a one-character Status

Code. Code. A – A – Active (defaults)Active (defaults)

I – I – Inactive Inactive

• Eff Start Date - Eff Start Date - Eight-digit Effective Start Eight-digit Effective Start Date (mmddyyyy format). Identifies when Date (mmddyyyy format). Identifies when record becomes effective or leave blank to record becomes effective or leave blank to default to current date. default to current date.

• Eff End Date - Eff End Date - Eight-digit Effective End Date Eight-digit Effective End Date (mmddyyyy format) or leave blank. (mmddyyyy format) or leave blank.


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Program Codes Program Codes D04 – Program Code ProfileD04 – Program Code Profile

Control Key

ORBITS X-RefReports To

Pgm


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Program Structure Program Structure ModificationsModifications

• Agencies have the option to create brand Agencies have the option to create brand new structure.new structure.

• When using ‘rolled’ Program Structure as When using ‘rolled’ Program Structure as a basis for new structure, modifications a basis for new structure, modifications will include additions, changes and will include additions, changes and deletions.deletions.

• Program codes are set up in descending Program codes are set up in descending levels.levels.


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Program Structure Program Structure ModificationsModifications

‘Tree Trunk’ from “B” to “B”.

‘Branch’ or ‘Path’

‘Branch’ or ‘Path’

Here is a simplified example of a Program Structure.


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Adding

A

Program Code


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Adding a Program CodeAdding a Program Code

• This new program code must be This new program code must be incorporated into the existing structure. incorporated into the existing structure.

• Adding a new program code often leads Adding a new program code often leads to changes and/or deletions of other to changes and/or deletions of other program codes.program codes.

• The new program code is there for The new program code is there for budgetary and reporting reasons, which budgetary and reporting reasons, which means lower level program codes may means lower level program codes may report to and/or roll up to this new report to and/or roll up to this new code. code.


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Adding a Program Code Adding a Program Code

• Here is an example where a new Here is an example where a new R*STARS D04 program code needs R*STARS D04 program code needs to be created:to be created:


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Note that the title reflects the ORBITS title, and the XREF number has been added.


New program code added – effective July 1, 2007.

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• Do existing programs need to be modified Do existing programs need to be modified to report to or roll up to this new program to report to or roll up to this new program code?code?– We’ll cover modifications under Changing a We’ll cover modifications under Changing a

Program Code and Deleting a Program Code.Program Code and Deleting a Program Code.• Are lower level program codes needed that Are lower level program codes needed that

report to or roll up to this new program report to or roll up to this new program code?code?

• Should this new program code have a PCA?Should this new program code have a PCA?• Once these decisions have been made, Once these decisions have been made,

additional profiles may need to be created.additional profiles may need to be created.


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Changing

A

Program Code


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Changing a Program Changing a Program CodeCode

• Sometimes it’s necessary to change an existing Sometimes it’s necessary to change an existing program code to obtain alignment with the program code to obtain alignment with the ORBITS structure. ORBITS structure. NO CHANGESNO CHANGES should should ever be made to program codes that have ever be made to program codes that have transactions posted to them.transactions posted to them.

• When changes are made to high level program When changes are made to high level program codes all program codes at lower levels that codes all program codes at lower levels that roll up to the changed program code must be roll up to the changed program code must be resaved (F10).resaved (F10).

• These changes must be done from the highest These changes must be done from the highest level to the lowest level of the ‘branch’.level to the lowest level of the ‘branch’.


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Changing a Program Code Changing a Program Code

For example:For example:

When a change is made to a program When a change is made to a program code at level ‘4’, levels ‘5-9’ program code at level ‘4’, levels ‘5-9’ program codes within that same branch must codes within that same branch must be resaved (F10) in order for them to be resaved (F10) in order for them to properly roll up to the changed properly roll up to the changed program code in level ‘4’.program code in level ‘4’.


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Useful Tools:Useful Tools:• Worksheet from ORBITS.Worksheet from ORBITS.• DAFQA030 – Program Hierarchy.DAFQA030 – Program Hierarchy.• DAFQD040 – Program Code Profile DAFQD040 – Program Code Profile

ListingListing• Brio QueriesBrio Queries

• Program_Code – The D04 tableProgram_Code – The D04 table• PCA – the 26 profilePCA – the 26 profile


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• Change R*STARS D04 Program Code Change R*STARS D04 Program Code 3000 ‘Reports To’ from 0030 to 00203000 ‘Reports To’ from 0030 to 0020

• All programs that have a level 4 of All programs that have a level 4 of 3000 must be F10’d to ensure accurate 3000 must be F10’d to ensure accurate rollup.rollup.



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Currently reports to program 0030

To find out which programs are affected by the change in ‘reports to’, use the DAFQ030, the ORBITS worksheet and a brio query where level 4 is 3000.

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Changing a Program Code Changing a Program Code This example uses the Brio Query This example uses the Brio Query

tooltool

= 2007

= 107


Results:

Program Level 4 = 3000

Based on the D04 for 3000

***

***

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Changing a Program Code Changing a Program Code Brio Query - PivotBrio Query - Pivot

There are 21 level 5 programs that roll up to 3000. After the ‘reports to’ program is changed on 3000, each of these lower level codes must be ‘F10d’ to ensure proper roll up.


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• If you do NOT If you do NOT F10 each of F10 each of them, here is them, here is what the Brio what the Brio query will show: query will show: TWO level4 TWO level4 program code program code 3000 – only one 3000 – only one of them has a roll of them has a roll up path – the up path – the others go others go nowhere.nowhere.


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• If you F10 If you F10 the the descendindescending g program program codes, the codes, the Brio pivot Brio pivot will look will look like this:like this:


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A Changed Program A Changed Program CodeCode

• And And the the D04 D04 will will look look like like this.this.


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The Good, The Bad, and the The Good, The Bad, and the UglyUgly

• The GOOD – Structure is set up as The GOOD – Structure is set up as recommended with a good numbering recommended with a good numbering system.system.

• The BAD – If structure is changed and not The BAD – If structure is changed and not all the lower levels are resaved.all the lower levels are resaved.

• The UGLY– If the bad structure is used, The UGLY– If the bad structure is used, this creates havoc for your accounting this creates havoc for your accounting records.records.

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R E M I N D E R R E M I N D E R SS

1.1. Do NOT change a Do NOT change a Program Code if any Program Code if any transactions have posted transactions have posted to itto it2.2. Remember to F10 Remember to F10 lower level Program lower level Program Codes that roll up to the Codes that roll up to the changed Program Code.changed Program Code.RSTARS Structure Training November 7, 2006 VI. R*STARS Program Structure

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Break Time!Break Time!

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Answer as QUICKLY as possible !!Answer as QUICKLY as possible !!

WHAT IS: WHAT IS: • 2 + 22 + 2• 4 + 4 4 + 4 • 8 + 88 + 8• 16 + 1616 + 16• Pick a number between 12 and 5Pick a number between 12 and 5

Surprising Odds! Surprising Odds!

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Deleting

A

Program Code


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Deleting a Program CodeDeleting a Program Code

• Before you delete a program code you need Before you delete a program code you need to know:to know:– Does this program code have transactions Does this program code have transactions

posted to it in the biennium being deleted? posted to it in the biennium being deleted? If so, If so, DO NOT DELETE! DO NOT DELETE! This wreaks This wreaks havoc on the system. “THE UGLY”havoc on the system. “THE UGLY”

– Which program codes ‘report to’ the one Which program codes ‘report to’ the one being deleted, and being deleted, and

– Which program codes roll up to the one Which program codes roll up to the one being deleted.being deleted.


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• You also need to know - You also need to know - – Do any PCAs carry the program code being Do any PCAs carry the program code being

deleted?deleted?• If so they should be deleted for the new If so they should be deleted for the new

biennium.biennium.• The PCA can, of course, be changed for the new The PCA can, of course, be changed for the new

biennium, prior to having transactions post to it.biennium, prior to having transactions post to it.

– Do any PCAs carry a program code that Do any PCAs carry a program code that rolls up to the code being deleted?rolls up to the code being deleted?• If so, is the If so, is the AGY BUD PRG LEVEL IND: still at AGY BUD PRG LEVEL IND: still at

the right level?the right level?


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Deleting a Program CodeDeleting a Program CodeLet’s follow a program code deletion in agency Let’s follow a program code deletion in agency

100100

Delet

e


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Deleting a Program Code Deleting a Program Code D04 ProfileD04 Profile

Every program that has a level 6 of 3700 will be affected by the deletion of 3700.

To find out which programs will be affected by deleting 3700, find all where level 6 is 3700.


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Deleting a Program Code Deleting a Program Code DAFQA030DAFQA030

• If you are deleting program code If you are deleting program code 3700 level 6, then all programs in 3700 level 6, then all programs in that ‘branch’ will be affectedthat ‘branch’ will be affected

• The DAFQA030 is useful in The DAFQA030 is useful in determining which program codes determining which program codes and PCAs will be affected.and PCAs will be affected.


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Deleting a Program Code Deleting a Program Code DAFQA030DAFQA030


This report shows not only the program code structure but the corresponding PCAs. If the program codes were set up in a logical descending order, this report will agree with the Brio query and the ORBITS worksheet.

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Deleting a Program Code Deleting a Program Code DAFQ030DAFQ030

Program code 3700 is to be deleted.


0

Change the Reports To Pgm field to 3699 for all level 7 program codes with 3700 in level 6. This moves them to level 6. F10 each of the level 8 program codes – they move to level 7.

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Deleting a Program Code Deleting a Program Code Brio Pivot – D04Brio Pivot – D04

These level 7 program codes report to level6 3700. When their Reports To Pgm is changed from 3700 to 3699, they move from level 7 to level 6.RSTARS Structure Training November 7, 2006 VI. R*STARS Program Structure

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Deleting a Program Code Deleting a Program Code Brio Query (PCA)Brio Query (PCA)

= 100 =

2007 = 3700


NO PCA’s were found with Program Code 3700. If there were any, we would delete them for AY 09.

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Deleting a Program Code Deleting a Program Code DAFQD040 Program Code Profile DAFQD040 Program Code Profile

Listing Another Useful ToolListing Another Useful Tool


Each Program Code is part of a ‘branch’ or ‘path’. It is the lowest level on that ‘branch’. The first part of its roll up is the next highest level, which is the “Rpts to Pgm”. Its roll up continues to the level 1 Program Code in its ‘branch’.

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Deleting a Program Code Deleting a Program Code First Things FirstFirst Things First• This error message occurs when an This error message occurs when an

attempt is made to delete program attempt is made to delete program code 3700 prior to changing the code 3700 prior to changing the codes that ‘report to’ 3700.codes that ‘report to’ 3700.


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Deleting a Program Code Deleting a Program Code

• In this structure there are two level 7 In this structure there are two level 7 programs that ‘report to’ 3700.programs that ‘report to’ 3700.

• These need to be changed to report to These need to be changed to report to 3699.3699.

• F10 will move them up a level, to level 6.F10 will move them up a level, to level 6.• You must press enter or leave the screen You must press enter or leave the screen

and return to it to see the changes on the and return to it to see the changes on the D04 screen.D04 screen.

• Once this step is complete, 3700 can be Once this step is complete, 3700 can be deleted.deleted.


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The ‘Reports To Pgm’ field was changed from 3700 (which was to be deleted) to 3699. This had to be done to all programs that reported to 3700. This changed the program level from ’07’ to ’06’.


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Deleting a Program Code Deleting a Program Code F10 to Correct/Ensure RollupF10 to Correct/Ensure Rollup

• F10 each of the level 8 programs. F10 each of the level 8 programs. This is another place where the This is another place where the logical sequencing is useful since logical sequencing is useful since you can F5-Next through most of the you can F5-Next through most of the programs.programs.

• All are now level 7 programs and roll All are now level 7 programs and roll up to program code 3699.up to program code 3699.


85



This was a level 8 program that had 3700 as a level 6. After 3700 was deleted, and this and similar programs were F10’d, it moved their level 7 (3701) to level 6, and moved them from level 8 to level 7.

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Program Codes & PCAsProgram Codes & PCAs

• To enable financial transactions to post To enable financial transactions to post to the appropriate program, the to the appropriate program, the program code is placed on a PCA program code is placed on a PCA (Program Cost Account).(Program Cost Account).

• When adding or changing a PCA, the When adding or changing a PCA, the D04 program code listed on the 26 D04 program code listed on the 26 profile must exist and be active.profile must exist and be active.

• When using the PCA in a transaction, When using the PCA in a transaction, the D04 is not edited to make sure the the D04 is not edited to make sure the code is Active or if it even exists!code is Active or if it even exists!


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• Inactivating a program code which is Inactivating a program code which is carried on a PCA, without also carried on a PCA, without also inactivating the PCA, will cause a inactivating the PCA, will cause a loss of accounting integrity. “THE loss of accounting integrity. “THE UGLY”UGLY”

• PCA’s need to be inactivated prior to PCA’s need to be inactivated prior to inactivation of the program code. inactivation of the program code. “THE GOOD”“THE GOOD”


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Program Codes and PCAsProgram Codes and PCAs


This PCA points to program code 3702, which is one of the programs involved when 3700 was deleted. Although the program code had to be F10’d, no action is necessary on the PCA, unless you determine the AGY BUD PRG LEVEL IND is now incorrect.

89


• Have you wondered which level of Have you wondered which level of program codes should be on PCAs?program codes should be on PCAs?– SFMS suggests the lowest program SFMS suggests the lowest program

code in a sequence be put on the PCAcode in a sequence be put on the PCA– There are circumstances, mainly for There are circumstances, mainly for

loading appropriation, when the PCA loading appropriation, when the PCA will carry a higher level program codewill carry a higher level program code


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VII. Final Review VII. Final Review ProcessProcess

• Once approved changes have been Once approved changes have been made in R*STARS, a final review will made in R*STARS, a final review will be performed by SFMS staff.be performed by SFMS staff.

• The final review will be a comparison The final review will be a comparison between the Agency Approved between the Agency Approved Spreadsheet and the following system Spreadsheet and the following system reports:reports:– DAFQA030 – Program HierarchyDAFQA030 – Program Hierarchy– DAFQD040 – Program Code Profile ListingDAFQD040 – Program Code Profile Listing– Brio QueriesBrio Queries


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Final Review ProcessFinal Review Process

• DAFQA030 – Program Hierarchy:DAFQA030 – Program Hierarchy:– Verification that the program codes and Verification that the program codes and

ORBITS x-ref #’s match the agency ORBITS x-ref #’s match the agency approved spreadsheet and that the levels approved spreadsheet and that the levels are appropriateare appropriate

– Verification that PCA’s have been Verification that PCA’s have been established and contain appropriate coding established and contain appropriate coding structure (i.e. Appropriation #’s, D23 Funds, structure (i.e. Appropriation #’s, D23 Funds, Agency Code 3’s, agency budget level, etc).Agency Code 3’s, agency budget level, etc).

– Overall review for program flow and Overall review for program flow and consistency.consistency.

RSTARS Structure Training November 7, 2006 VII. Final Review Process

92


• DAFQD040 – Program Code DAFQD040 – Program Code Profile Listing:Profile Listing:– Verification that program codes Verification that program codes

are rolling up appropriatelyare rolling up appropriately– Look for added, changed and Look for added, changed and

deleted program codes where deleted program codes where lower levels have not been F10’d lower levels have not been F10’d (Resaved)(Resaved)


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Final Review ProcessFinal Review ProcessProgram Code Profile ListingProgram Code Profile Listing• This report helps find changed or This report helps find changed or

deleted. program codes where the deleted. program codes where the lower levels have not been F10’d - lower levels have not been F10’d - look at Last Proc Date & Update No.look at Last Proc Date & Update No.


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Final Review ProcessFinal Review ProcessProgram Code Profile ListingProgram Code Profile Listing• A new or rollover code has a ‘0’ (zero) in the A new or rollover code has a ‘0’ (zero) in the

Update No column.Update No column.• As changes are made, the Update No As changes are made, the Update No

increases by one, and the Last Proc Date is increases by one, and the Last Proc Date is revised.revised.

• Failure to F10 descending programs in the Failure to F10 descending programs in the path leads to inaccurate posting and path leads to inaccurate posting and reporting.reporting.

****Keeping the program codes in a logical ****Keeping the program codes in a logical sequence helps in the review of the sequence helps in the review of the structure.structure.


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Final Review ProcessFinal Review ProcessProgram Code Profile ListingProgram Code Profile Listing• This example shows that there was an This example shows that there was an

update for 3699 – but no updates for update for 3699 – but no updates for the programs that report to or roll up the programs that report to or roll up to it.to it.

• Each of theEach of the programs withprograms with 3699 as their3699 as their level 5 must belevel 5 must be F10’d.F10’d.


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• Brio Query: Brio Query: • When transactions are entered, the PCA When transactions are entered, the PCA

does not verify that the Program Code is does not verify that the Program Code is still active, or even if it exists. Only when still active, or even if it exists. Only when F10 is pressed on the 26 profile is the F10 is pressed on the 26 profile is the Program Code verified. Program Code verified.

• This can result in PCAs ‘posting’ to non-This can result in PCAs ‘posting’ to non-existent Program Codes. “THE UGLY”existent Program Codes. “THE UGLY”

• Agencies can see this on their 62 screens.Agencies can see this on their 62 screens.


97


Note – there is no program code here. Transactions with a deleted program code on the PCA were entered then reversed. F5 to move to the next screen > > >

This screen is the ‘real’ 62 screen indicating where transactions posted correctly for this appropriation.


98

Final Review ProcessFinal Review ProcessTo find any PCAs with Program Codes that no To find any PCAs with Program Codes that no longer exist, we run a BRIO Query, set up with longer exist, we run a BRIO Query, set up with

left joinsleft joins..


99


PCA > 0 Is NULL


100


• This pivot table shows us the PCAs with deleted Program Codes and the LastProcDate. Delete these for AY 2009.


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• Agencies will need to start working with Agencies will need to start working with SFMS in DecemberSFMS in December

• We realize that agencies as well as SFMS We realize that agencies as well as SFMS have limited resources to dedicate to this have limited resources to dedicate to this processprocess

• All agencies will need to enter the All agencies will need to enter the ORBITS X-Ref # on the D04 Program ORBITS X-Ref # on the D04 Program Code ProfileCode Profile

• 60 agencies have structure changes in 60 agencies have structure changes in order to alignorder to align


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VIII. New LegislationVIII. New Legislation

• On occasion agency structures will On occasion agency structures will need to be revised based on need to be revised based on Legislation that passes.Legislation that passes.

• This is normally outlined in the This is normally outlined in the Budget Report and is identified as Budget Report and is identified as part of the reconciliation process that part of the reconciliation process that is performed on ORBITS.is performed on ORBITS.

• The following slide identifies the The following slide identifies the steps to follow if this occurs.steps to follow if this occurs.


103

New Legislation New Legislation

Agency Staff Responsibility:Agency Staff Responsibility:• Request ORBITS Cross Reference changes Request ORBITS Cross Reference changes

through the SABRS section of Budget and through the SABRS section of Budget and ManagementManagement

• Add new (or changed) Cross References to the Add new (or changed) Cross References to the alignment spreadsheet, along with the alignment spreadsheet, along with the reflected changes to the R*STARS programreflected changes to the R*STARS program

• Submit spreadsheet to the following for Submit spreadsheet to the following for review: review: – ORBITS Project Staff ORBITS Project Staff – SFMS Agency Support AnalystSFMS Agency Support Analyst

• Enter R*STARS program changesEnter R*STARS program changes

RSTARS Structure Training November 7, 2006 VIII. New Legislation

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New Legislation New Legislation

ORBITS Project Staff and SFMS ORBITS Project Staff and SFMS Agency Support Analyst Agency Support Analyst Responsibility:Responsibility:

• Review Alignment prior to agency Review Alignment prior to agency entry in R*STARSentry in R*STARS

• Final review of R*STARS programs Final review of R*STARS programs and alignment with ORBITS after all and alignment with ORBITS after all approved structure is entered in approved structure is entered in R*STARS.R*STARS.

RSTARS Structure Training November 7, 2006 VIII. New Legislation

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IX. Changes to R*STARS IX. Changes to R*STARS SecuritySecurity

In order to maintain alignment between budget In order to maintain alignment between budget and accounting structures the following and accounting structures the following objectives need to be met:objectives need to be met:

1.1. Provide agencies update authority to the Provide agencies update authority to the D03 Organization Code and D04 Program D03 Organization Code and D04 Program Code profiles during a controlled window of Code profiles during a controlled window of timetime

2.2. Allow ORBITS and SFMS staff the Allow ORBITS and SFMS staff the opportunity to review and give final approval opportunity to review and give final approval of alignmentof alignment

3.3. Remove update authority to prevent Remove update authority to prevent uncontrolled changes to approved structuresuncontrolled changes to approved structures


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Changes to R*STARS Security Changes to R*STARS Security

We requested that SARS make the We requested that SARS make the following changes to R*STARS Security:following changes to R*STARS Security:

• Create a new user class solely for Create a new user class solely for updating the D03 and D04 profilesupdating the D03 and D04 profiles

• Agency staff will be given this new user Agency staff will be given this new user class at the request of their agency class at the request of their agency security officersecurity officer

• Remove update authority for the D03 Remove update authority for the D03 and D04 profiles from current user and D04 profiles from current user classes (23, 27 & 54)classes (23, 27 & 54)

RSTARS Structure Training November 7, 2006 IX. Changes to R*STARS Security

107

Changes to R*STARS Security Changes to R*STARS Security

• The new user class will be active until The new user class will be active until your agency’s AY09 R*STARS your agency’s AY09 R*STARS structure is finalizedstructure is finalized

• The new user class will remain The new user class will remain inactive at all other timesinactive at all other times

• If agencies need to make changes to If agencies need to make changes to the D03 or D04 profiles, they will need the D03 or D04 profiles, they will need to send a request through SFMS to to send a request through SFMS to have the user class activatedhave the user class activated


108

Changes to R*STARS Changes to R*STARS SecuritySecurity

• ORBITS and SFMS will review the ORBITS and SFMS will review the changes to these profiles for changes to these profiles for appropriatenessappropriateness

• Once the changes have been Once the changes have been approved, security for that agency approved, security for that agency will be opened temporarilywill be opened temporarily

• These changes to R*STARS security These changes to R*STARS security are to ensure that the two structures are to ensure that the two structures remain alignedremain aligned


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Review of Training Review of Training ObjectivesObjectives

• Alignment of budget and Alignment of budget and accounting structureaccounting structure

• Importance of changes to Importance of changes to R*STARS program profiles (The R*STARS program profiles (The Good, The Bad & The Ugly)Good, The Bad & The Ugly)

• Timeframes and resources Timeframes and resources requirements of agency and requirements of agency and central staff central staff

• Who to contact for questionsWho to contact for questions

RSTARS Structure Training November 7, 2006 Review of Training Objectives

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Who to ContactWho to Contact

• SFMS Agency Support AnalystsSFMS Agency Support Analysts– Judy CooperJudy Cooper 503-373-1044 ext 256503-373-1044 ext 256– Karen MorinKaren Morin 503-373-1044 ext 233503-373-1044 ext 233– Silvar RysSilvar Rys 503-373-1044 ext 224503-373-1044 ext 224

• ORBITS Project StaffORBITS Project Staff– Michele NicholsMichele Nichols 503-373-1863503-373-1863– Janice JamisonJanice Jamison 503-378-3149503-378-3149

RSTARS Structure Training November 7, 2006 Who to Contact

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R*STARS Program Structure Training Presented by SFMS November 7, 2006

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