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MARS Chart of Accounts Overview

MARS Chart of Accounts Overview November 24, 1998 Introduction Ed Ross, Controller Purpose Become sufficiently familiar with the MARS Chart of Accounts fundamentals in order to: Understand the Chart of Accounts related to Agency Implementation

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MARS Chart of Accounts Overview

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  1. MARS Chart of Accounts Overview November 24, 1998

  2. Introduction Ed Ross, Controller

  3. Purpose • Become sufficiently familiar with the MARS Chart of Accounts fundamentals in order to: • Understand the Chart of Accounts related to Agency Implementation • Begin defining the Agency-specific Chart of Accounts elements

  4. Objectives • Conceptual understanding of: • MARS Financial System Chart of Accounts Fundamentals • MARS Statewide Chart of Accounts structure • MARS Budgetary Control • MARS Cash Control

  5. Objectives • Conceptual understanding of the Agency Chart of Accounts analysis process including: • Understanding of how MARS Agency-specific fields may be used • Understanding of how MARS Agency-specific hierarchies/roll-ups may be used • Understanding of next steps required to complete Chart of Accounts definition for your agency

  6. Topics • Introduction • Ed Ross, Controller • MARS Chart of Accounts Fundamentals • Brandie Wilkinson (MARS Project) • MARS Statewide Chart of Accounts • Stuart Weatherford (Accounts) • MARS Agency Chart of Accounts • Stuart Weatherford (Accounts)

  7. Topics • MARS Budgetary Control • John Hicks (Governor’s Office for Policy and Management) • MARS Cash Control • John Hicks (Governor’s Office for Policy and Management) • Conclusion • Ed Ross, Controller

  8. Introduction • Expectations and Opportunities • Be able to begin Agency Implementation Notebook - Chart of Accounts downstream activities • Ability to define and identify associated improvements in coding block requirements • Actively engage in defining your agency’s Chart of Accounts under MARS • Ability to work with your Agency Implementation team in consulting/working sessions

  9. Background • Parties to Design Work • GOPM, Controller’s Office, Transportation, Finance Cabinet employees and AMS staff • Worked through the current STARS elements and their functionality • AMS paralleled baseline functionality and identified associated gaps • Each gap was evaluated for significance, basis in structure, and effect on the business case

  10. Background • AMS came forth with proposals to modify the system to accomplish the missing functionality • A Foundation Design document was drafted providing the basis for Functional Specifications • These modifications were reviewed and prioritized for implementation

  11. Background • Technical Specifications were written for approved modifications and coding was started

  12. MARS Chart of Accounts Objectives • Support of the Commonwealth financial structure • Provide a flexible approach for Agency element definition

  13. MARS Chart of Accounts Fundamentals Brandie Wilkinson (MARS Project)

  14. MARS Chart of Accounts Fundamentals • Topics • MARS Chart of Accounts structure • Chart of Accounts entry-level versus roll-ups (MARS hierarchical structure) • MARS entry-level inference ability • MARS roll-ups

  15. MARS Chart of Accounts Fundamentals • MARS Chart of Accounts structure • Statewide Elements: • Agency Elements:

  16. MARS Chart of Accounts Fundamentals • Entry-level versus roll-ups (hierarchical structure) • Entry-level elements provide the mode of entry of data values • For example, Object is an entry-level element in MARS • Roll-ups provide the means of summing information for reporting • For example, Object Type (STARS Major Object Group) is a roll-up of Objects (STARS Minor Object)

  17. MARS Chart of Accounts Fundamentals • MARS entry-level inference ability • For entry-level elements where a direct relationship exists, some elements may be inferred • For example, a particular expenditure activity could be associated with the MARS Organization element • Similar to STARS Posting Level Program’s ability to infer Allotment Account and Appropriation Account

  18. MARS Chart of Accounts Fundamentals • Entry-level elements will infer their associated roll-up levels from reference tables when reporting • For example, a report requesting total expenditures for a given Object Type (STARS Major Object Group) infers the Object Type on each transaction from the Object (STARS Minor Object)

  19. MARS Chart of Accounts Fundamentals • MARS Find Code Functionality • Users can locate and populate valid codes for an element through the Find Code function • Facilitates the rapid location of valid codes for transaction processing

  20. MARS Chart of Accounts Fundamentals • Common Coding Strings • Stores data values most commonly used by a particular Agency and User Coding String Group • Agencies may optionally use the Common Coding Strings • Initial setup is required to enable the Common Coding Strings

  21. MARS Chart of Accounts Fundamentals • Common Coding Strings (continued) • Data values are automatically populated on documents during data entry • For example, the codes for a specific field office can be pre-populated on a transaction based upon a text description of a Common Coding String that can be associated with each user • Speeds data entry • Facilitates transaction coding

  22. MARS Chart of Accounts Fundamentals • MARS roll-ups, or hierarchical structure • The following MARS elements are hierarchical: • Statewide elements:

  23. MARS Chart of Accounts Fundamentals • Agency elements:

  24. MARS Chart of Accounts Fundamentals • Most elements contain 5 levels: • Code • Class • Category • Type • Group • Organization provides 12 levels • Appropriation Unit provides 3 levels

  25. MARS Chart of Accounts Fundamentals • Code level is the lowest level and the level at which data entry occurs • The other 4 levels are roll-ups of the code level or each other

  26. MARS Chart of Accounts Fundamentals • Hierarchy Examples Preface • MARS hierarchies are a very important concept • MARS hierarchies will require further detailed discussion to gain better knowledge of functionality • Users should ask questions and work with their AIL’s, ALM’s, and FAS’s to develop further knowledge • The following examples are meant to simply provide an overview

  27. MARS Chart of Accounts Fundamentals • Hierarchy examples • Conceptual Example 1 - Simple Hierarchy: • The Class hierarchy may consist of a grouping of Codes. • The Category hierarchy may consist of a grouping of Classes. • The Type hierarchy may consist of a grouping of Categories. • The Group hierarchy may consist of a grouping of Types.

  28. MARS Chart of Accounts Fundamentals • Conceptual Example 1 - Simple Hierarchy

  29. MARS Chart of Accounts Fundamentals • Conceptual Example 2 - Multiple Hierarchies in one Element: • The Class hierarchy may consist of one grouping of Codes. • The Category hierarchy may consist of a second grouping of Codes. • The Type hierarchy may consist of a third grouping of Codes. • The Group hierarchy may consist of a fourth grouping of Codes.

  30. MARS Chart of Accounts Fundamentals • Conceptual Example 2 - Multiple Hierarchies in one Element

  31. MARS Chart of Accounts Fundamentals • Agency/Organization • Agency and Organization are two distinct data elements • Agency and Organization are hierarchically linked • Organizations must be established under an Agency • Organization codes may be duplicated across, but not within, Agencies due to their hierarchical relationship

  32. MARS Chart of Accounts Fundamentals • Fund/Agency Control Options • Specifies coding options for Organization, Activity, and Function • Two main options: • Optional on Accounting • Required on Accounting • Code usage options may be specified for budgetary and accounting transactions, such as, Appropriations, Allotments, and Payment Vouchers • Settings control code usage options for various transactions

  33. MARS Statewide Chart of Accounts Elements Stuart Weatherford (Accounts)

  34. MARS Statewide Chart of Accounts Elements • Topics • MARS Chart of Accounts structure • Statewide Elements:

  35. MARS Statewide Chart of Accounts Elements • MARS Chart of Accounts structure • Statewide Elements:

  36. MARS Statewide Chart of Accounts Elements

  37. MARS Statewide Chart of Accounts Elements • Fund • Coded on transaction • Size - 4 characters • Definition - The MARS Fund data element is used to establish all valid fund values. The Fund data element will be used to establish the Commonwealth’s CAFR Funds. • STARS - 01 (General Fund) • MARS - 0100 (General Fund)

  38. MARS Statewide Chart of Accounts Elements

  39. MARS Statewide Chart of Accounts Elements • Fund Class, Category, Type, and Group used for other statewide reporting needs

  40. MARS Statewide Chart of Accounts Elements • MARS Chart of Accounts structure • Statewide Elements:

  41. MARS Statewide Chart of Accounts Elements

  42. MARS Statewide Chart of Accounts Elements • Agency • Coded on transaction • Size - 3 characters • Definition - The MARS Agency data element is used to establish all valid agency values. • STARS - 551 (Department for Vocational Rehab.) • MARS - 551 (Department for Vocational Rehab.)

  43. MARS Statewide Chart of Accounts Elements

  44. MARS Statewide Chart of Accounts Elements • Agency Class • Inferred from Agency • Size - 4 • Definition - Used to summarize Agency into its associated Cabinet for reporting purposes. • STARS - 46 (Cabinet for Workforce Development) • MARS - 4600 (Cabinet for Workforce Development)

  45. MARS Statewide Chart of Accounts Elements

  46. MARS Statewide Chart of Accounts Elements • Agency Category, Type, and Group used for other statewide reporting needs

  47. MARS Statewide Chart of Accounts Elements • MARS Chart of Accounts structure • Statewide Elements:

  48. MARS Statewide Chart of Accounts Elements

  49. MARS Statewide Chart of Accounts Elements • Organization • Coded on transaction • Size - 4 characters • Definition - The MARS Organization data element is a breakdown of Agency. Up to 12 levels may be defined for Division, Branch, Section, Unit, etc. Level 1 will be used to represent Commonwealth Department. • STARS - 758 (Division of Accounts) • MARS - 0758 (Division of Accounts)

  50. MARS Statewide Chart of Accounts Elements • MARS Chart of Accounts structure • Statewide Elements:

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