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August 17, 2009

Agency Planning and Design Agency Preparation for Cost Center Mapping to New PeopleSoft ChartFields. August 17, 2009. Agenda. Session Objectives. Provide an overview of the Cost Center relationship to the new COA and walk through examples

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August 17, 2009

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  1. Agency Planning and DesignAgency Preparation for Cost Center Mapping to New PeopleSoft ChartFields August 17, 2009

  2. Agenda

  3. Session Objectives • Provide an overview of the Cost Center relationship to the new COA and walk through examples • Provide an overview of the Statewide COA design and key PeopleSoft COA concepts • Provide an overview of how the new Chart of Accounts relates to the PeopleSoft budgetary controls • Provide groundwork for future Cost Center mapping activities

  4. Phase 1 Phase 1 Phase 1 Phase 1 Legacy Legacy Legacy Legacy Legacy Legacy Legacy Legacy PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft Agency Bulkload & Implementation Meeting Schedule August 12 August 19 Today August 24 • Overview – Implementation Timeline and Agency ImplementationGuide • Overview – PeopleSoft Bulkload Formats • Q & A • Direct Entry • Statewide COA Design & Key Concepts • Overview – Cost Center Profile • PeopleSoft Budgetary Control • Agency Implementation Guide: Purchase Orders • Agency Implementation Guide: Contracts September 21 September 28 August 31 September 2 • Agency Implementation Guide: Refund of Appropriation • Agency Implementation Guide: Revenue Receipts • Maintaining Interface and COA Profiles • Report Distribution • Agency Implementation Guide: Payables Vouchers • Agency Implementation Guide: Travel Vouchers • Agency Implementation Guide: Journal Vouchers • Agency Implementation Guide: Budget Journals

  5. Other Agency COA Meetings • NYFMS will be holding a COA Kick-Off Session during the week of August 17th in order to: • Present additional ChartFields for agency use • Ask agencies to provide “data” for use of additional ChartFields • Introduce Commitment Control terminology/definitions • Present Statewide Commitment Control Design • Discuss Projected Timeline (through the end of October) and Next Steps

  6. Overview of the Statewide COA Design andKey PeopleSoft COA concepts

  7. PeopleSoft COA Overview and Key Concepts • PeopleSoft uses “ChartFields” as the elements of the new CAS Chart of Accounts • ChartFields store the chart of accounts and provide basic structure to segregate and categorize transactional and budget data • ChartFields are common across all PeopleSoft transactions

  8. New Statewide COA Design Overview • The Joint COA team led the effort to define the new statewide Chart of Accounts • Defined the Statewide Chart of Accounts elements, purpose, field length and naming conventions • Currently defining the agency-specific COA elements, purpose and field length • All agencies must map their Cost Centers to the new COA • Remaining COA Design Work: • ChartField value definition

  9. Phased Migration to the New COA • To support the phased migration to the new statewide COA, all agencies must map their Cost Center to the PeopleSoft ChartFields • The Bulkload interface assigns the new PeopleSoft ChartFields based on the Cost Center • SOA Integration Layer • Near real time transactions • Orchestrates interagency approvals • Keeps budgets and ledgers in synch • Streamlines processing NYFMS PeopleSoft (New COA) Phase 1 Agencies OSC PeopleSoft (New COA) Bulkload Cost Center Profile – Converts Cost Center to new ChartFields Subsequent Phases of NYFMS will include most Bulkload Agencies Bulkload Agencies

  10. Current CAS Cost Center • Today, Cost Center is a “shortcut” to CAS accounting ChartField also known as CAS segregation • The Current Cost Center is a 12-digit code • Cost Center + Object Code are used to bulkload transactions to CAS to account for expenditures and revenues

  11. Current CAS Cost Center Profile

  12. Cost Center Crosswalk (Mapping Old to New) • Cost Centers will continue the current 12-digit coding structure, but will map to PeopleSoft ChartField values • Cost Center + Account will be used to bulkload transactions to CAS Facility Support Farm Program Note: PeopleSoft ChartField values are for illustration purpose only and may not represent real values Support Service – Farm Operations

  13. Account Codes • New Chart of Accounts will use Account in place of the object code • The Account codes have been redefined in the new COA so they do not map to old object codes • Agencies need to adopt the new Account codes within their FMS • Agencies will send Cost Center + Account code to CAS • The Bulkload process will cross walk the Cost Center into the PeopleSoft ChartFields • The Bulkload process will use the Account code and the cross walked PeopleSoft ChartFields to represent a unique accounting string in PeopleSoft CAS

  14. PeopleSoft COA Overview and Key Concepts • For agencies to map their current cost centers to the new CAS, a general understanding of the PeopleSoft COA and budget controls is needed • The Bulkload process will use Agency Cost Center Profiles to provide the cross walk between the current Cost Center structure and the new COA • The plan is to move all agencies to the new COA over time and discontinue the Cost Center Profiles

  15. Statewide COA Design for New York

  16. Statewide PeopleSoft COA Design Overview • The Joint COA Team has identified the following ChartFields as necessary for Statewide use:

  17. Statewide COA Overview (continued)

  18. PeopleSoft COA Key Concepts • Most ChartFields are hierarchical. In PeopleSoft, this hierarchy is called “Trees.” • Each Tree has “Leaves”. New CAS transactions are entered using the lowest level of the hierarchy. • However, budgetary control can be established at a higher level within the hierarchy • Confused? That’s expected, let’s show some examples….

  19. Sample Department Tree

  20. Sample Program Tree

  21. Sample Account Tree

  22. Overview of Cost Center Profile

  23. Cost Center Profile After Go-Live • To support the phased migration to the new statewide COA, the use of Cost Center Codes will continue after Go-Live • Again, all agencies must provide their Cost Center to new ChartField mapping in order to process transactions in new CAS • The bulkload Cost Center Profile will be used to transform the Cost Center Code to the new PeopleSoft ChartField combination • The Bulkload interface and the conversion of General Ledger balances will use the Cost Center Profile • All agencies must adopt the new Account ChartField values • Current Object Codes will *not* cross walk to new Account codes

  24. Cost Center Profile After Go-Live • PayServ will continue to use Cost Center Codes • All agencies (including NYFMS Wave 1) will continue to use Cost Center information in PayServ for payroll charges • Inter-agency transactions crossing over COA structures will need to be processed throughout migration • Agencies will continue to create and maintain their Cost Center Profiles

  25. Cost Center Profile to PeopleSoft ChartFields - Rules • A 1:1 relationship must exist between a specific Legacy Cost Center and a specific set of PeopleSoft ChartField values • The PeopleSoft ChartField data structure will require current Cost Centers be translated to unique ChartField combinations • The PeopleSoft Account Code will be used in addition to the Agency Cost Center Profile to relate to a specific PeopleSoft accounting string

  26. Break

  27. Cost Center Profile Translation

  28. Cost Center Profile Translation Overall question: How will the CAS accommodate the requirement to process transactions supporting both Legacy Cost Center and new Statewide COA structures? • Answer: • Cost Center Profile table • Provides the means to translate… • Legacy Cost Centers to New Statewide ChartField values • New Statewide ChartField values to Legacy Cost Centers

  29. Cost Center Profile Translation Assumptions • All Agencies participate in populating the Cost Center Profile • All mappings will be a 1:1 relationship • One combination of Statewide ChartField values can map to only one Legacy Cost Center • A Legacy Cost Center can map to only one combination of Statewide ChartField values

  30. Cost Center Profile Translation Scenarios • The following translation scenarios could occur due to inter agency transactions crossing over systems with different COA structures: Scenario 1: NYFMS Phase 1 Agency charges a Bulkload Agency Scenario 2: Bulkload Agency charges an NYFMS Phase 1 Agency Bulkload Agency charges another Bulkload Agency

  31. Cost Center Profile Translation Scenarios (cont.) • The following translation scenarios could occur when exchanging transactions between systems with different COA Structures: Payroll will continue to use Legacy Cost Centers for processing payroll expenses PeopleSoft CAS processed transactions transmitted back to agency FMS applications

  32. Inter-Agency Transaction: Scenario 1 • Scenario 1: OGS is on NYFMS uses new COA ChartField values, needs to charge OSC who uses Legacy Cost Centers in their local FMS • Issues: • OGS can only enter ChartField values • OSC can only Bulkload Cost Center values • Cost Center values must be sent back to OSC for reconciliation OGS NYFMS Agency OSC Legacy Bulkload Agency

  33. OGS Enters OSC specific ChartField values in PS OSC Receives their Cost Center Code in M161 Inter Agency Transaction: Scenario 1 (Continued) The Cost Center Profile will be used to transform the new COA ChartField values from the OGS PeopleSoft (PS) transaction to the OSC Legacy Cost Center Code Note: COA Values are for discussion purposes only.

  34. Inter-Agency Transaction: Scenario 2 • Scenario 2: OSC uses Legacy Cost Centers, needs to charge OGS who uses new COA ChartField values • Issues: • OSC can only Bulkload Cost Center values • OGS can only accept ChartField values • Cost Center Codes must be sent in Legacy Bulkload OSC Legacy Bulkload Agency OGS NYFMS Agency

  35. OSC Bulkloads a transaction Charging OGS Legacy Cost Center Code Transaction created in PeopleSoft Charging OGS ChartField values Inter-Agency Transaction: Scenario 2 (Continued) The Cost Center Profile will be used to transform the OSC Legacy Cost Center Code from the Bulkload Transaction to the OGS ChartField values in PeopleSoft (PS) Note: COA Values are for discussion purposes only.

  36. Cost Center Profile Transformation Key Takeaways • The Cost Center Profile mapping table will be used to transform both the Legacy Cost Centers to new ChartField values and new ChartField values into Legacy Cost Centers • Cost Center and ChartField information will be returned to Bulkload Agencies in the M161 Cost Center History file extract • All Agencies participate in Cost Center Mapping • 1:1 Relationship between Cost Center Profile and New COA ChartFields

  37. Overview of PeopleSoft Budgetary Control

  38. PeopleSoft Budgetary Control Overview • PeopleSoft provides budgetary controls through “Commitment Control” functionality. • Commitment Control enforces budget checking for encumbrances, expenses and GL journals, and post budgetary activity to related ledgers. • All budgetary adjustments and transfers are completed within Commitment Control Commitment Control features allows agencies to apply budgetary control at a higher level even though transactions are entered at a lower level

  39. Commitment Control Budget ChartFields • The following ChartFields are used to control budgets in the New CAS: • Appropriation, Segregation and Agency Budgets must contain these ChartFields: • Account • Budget Ref • Department • Fund • Program

  40. Commitment Control Budget Translation Example • Just as in the current system, in the new CAS transactions can be entered at levels below the budgetary control Budget PS OSC Administration Overtime BSFS IT Support Meals Transaction

  41. Summary Thoughts

  42. Agency Mapping Considerations • Take a holistic view when doing Cost Center mapping • Do not map a legacy data element to its corresponding PeopleSoft ChartField value without considering all data elements as a whole • Understand the purpose of each Cost Center • e.g. What information does it track? • Find appropriate ChartField(s) to track the same type of information

  43. Cost Center Profile Key Takeaways • The COA Profile mapping table will be used to transform Legacy Cost Centers and new ChartField values • There is a 1:1 relationship between Legacy Cost Centers and ChartField values • Cost Center and ChartField information will be returned to Agencies on the M161 • All agencies must participate in the Cost Center Profile Mapping exercise • PayServ will continue to accept Cost Center Codes • New values for ChartField segments will require agencies to adopt new account values

  44. Next Steps – Preparation for Cost Center Profile Mapping • Agencies will be provided with ChartField values at a date to be determined • After all required ChartField values have been provided, Cost Center Profile Mapping can occur • A predefined template will be provided to Agencies in order to identify all Cost Center Profiles and perform the mapping • Agencies will be informed of when and where they should return the completed template

  45. Legacy Legacy PeopleSoft PeopleSoft Session Wrap-Up Reminder: The next session is on August 19 NYFMS Phase 1 FOCAS Legacy Bulkload FOCAS PeopleSoft Bulkload

  46. Session Wrap-Up • Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page http://www.osc.state.ny.us/agencies/cas/bulkload.htm • Additional issues/concerns? • Questions?

  47. Bulkload Information Center For more information visit: http://www.osc.state.ny.us/agencies/cas/bulkload.htm

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