Financial
Information System
(FIS)
http://laser.k-state.edu
More than FRS
Financial Information System
(FIS)
Presented by
Kansas State University
Controller’s Office
FIS Training Coordinator
Ron Semarge
Session Objectives
To provide you a beginning towards understanding
The basic structure of our upcoming Financial
Information System
The basic structure of the new Chart of Accounts
and how it functions within FIS
Changes in methodology of inputs to the FIS
Primary outputs (forms, reports)
Welcome to FIS Training
• General Ledger
– Chart of Accounts
– Budget
– Payroll
– CASHNet (receipts) and eForms (expenditures)
– Reports
• Purchasing
• Fixed Assets
• Projects / Awards (Grants)
• Future Training
System Complexity
•FIS is far more complex, but more
dynamic, than the current FRS
system.
•Transactions flow through multiple
modules
•User training is critical and will be
required to fully utilize the system
Background
Current hardware based on IBM mainframe
– Old technology
– Expensive to maintain (Maintenance and
repair parts)
Background
New System is Oracle Based
- Very Robust, Modular System
- Web based access
– Enhanced ability to encumber funds
- Enhanced capabilities and future growth
– Enhanced ad-hoc reporting with access to
University Wide data
Project Leaders for FIS
Jennifer Gehrt – Director - Laser Project
Bryan Kraus – FIS Functional Lead
Mark Grinter – FIS Technical Lead
And many many more are
involved
When are we doing this?
Being done in several phases
Timeframe?
• Two Phases
• Phase 1 – three internal portions
– Discovery and Analysis (Jan 03 – Aug 04)
– Testing and Analysis (Aug 04 – Mar 05)
– Fine tune and Final Setup (Mar 05 – Jun 05)
Timeframe?
• Phase I Objectives
– Focus on critical business processes involving
basic input and reporting
– Exploration of modules for functionality and
applicability
– Develop and test internal processes and
procedures
– Develop training and methodology for
conducting same
Timeframe?
• Implementation
– 1 July 2005
– Budget and Payroll a bit earlier
Timeframe?
• Phase II Objectives
– Continue to enhance input / query and
reporting capabilities
– Further fine-tuning of GL
– Further exploration of Projects and Purchasing
modules
– To provide departments with greater ability to
utilize FIS for their unique financial accounting
needs
Timeframe?
• Maintenance / Enhancement
– Long term
– Incremental enhancements to hardware and
software
FRS Module Overview
Two modules
Accounts Payable (AP)
Financial Accounting
Interfaces with local programs
PARS (Labor Distribution)
Central Invoicing (Accounts Receivable)
Fixed Assets
FRS Module Overview
Other software interfaces with FRS
 CASHNet – Receipts
 HRIS (PeopleSoft) Payroll
 Budgets (PeopleSoft)
 BRS
 eForms
FRS Module Overview
Accounts
Payable
BRS
Budget
CASHNet
eForms
Financial
Accounting
HRIS
Payroll
STARS
Central
Invoicing
Fixed Assets
PARS
FIS Module Overview
Different Modules for different financial functions
Projects / Awards (Grants)
General Ledger (GL)
Accounts Payable (AP)
Accounts Receivable (AR)
Labor Distribution (LD)
Purchasing (Purch)
Fixed Assets (FA)
FIS System Overview
Other software interfaces with FIS Modules
 CASHNet – Receipts
 HRIS (PeopleSoft) Payroll
 Budgets (PeopleSoft)
 BRS
 eForms
FIS Module Overview
BRS
General Ledger
Fixed Assets
Budget
Cash Management
Accounts Payable
CASHNet
Projects /Grants
Accounting
eForms
HRIS Payroll
Labor
Distribution
Accounts
Receivable
Human Resources
STARS
Purchasing
Consumable
Inventory
FIS Modules
• General Ledger (GL)
– core module of the system
– all reporting (except grants) is based on information
contained in the GL
• Projects/Grants Accounting
– Provides activity-based accounting with additional
functionality to meet grant accounting needs
– Initial focus will be Grant accounting
• Accounts Payable (AP)
– Processor for vendor and inter-departmental
payments
FIS Modules
• Accounts Receivable (AR)
– Initial focus will be Grants Billing
• Labor Distribution (LD)
– Detailed payroll transactions will be interfaced
to FIS through this module
– Includes functionality for Effort Reporting
(Grants)
• Fixed Assets (FA)
– Manage the University’s capital asset records
Changes to Account String
Current FRS Structure
•6 character accounts (General and Sub-Ledger)
•Numerous attributes associated with account (done
behind the scenes)
•Starting and ending digits carry various meanings
•Example
•267842
•Beginning 2 – indicates State appropriation as opposed to
Restricted Fee
•Ending 2 – indicates Unclassified Salary
Upcoming FIS Account Structure
Multi-Segment account structure
General Ledger Account Structure
Project
Source
(Index)
Organization
(Department)
Object
Code
NUCO481003
2080
05040
E2690
General Ledger Account Structure
Project
Source
(Index)
Organization
(Department)
Object
Code
NUCO481003
2080
05040
E2690
Project
•Program, project or activity
•Links to the Awards/Projects module
•Future item: Task – allows for further breakdown of a
project into task and subtask (initial implementation will
have this default to 01 or 02.)
Project Segment
•Project is 10 Characters
•1st character notes Grant/Non-Grant/Matching
•2-4 contains Organization (Department) Alpha
•5-10 characters are alphanumeric, determined
by the individual department
•Examples (Spaces for instructional use only)
•N UCO 481003
•G UCO 00MISC
Project Segment
• The Controller’s Office staff is working with
colleges to establish Project numbers for
conversion from FRS to FIS
• An eForms document will be created for
departments to use to request a new
Project
General Ledger Account Structure
Project
Source
(Index)
Organization
(Department)
Object
Code
NUCO481003
2080
05040
E2690
Source (Index)
•A funding source designated by the state
•Ex. General use, Restricted fees,
Sponsored Research Overhead (SRO),
etc.
General Ledger Account Structure
Project
Source
(Index)
Organization
(Department)
Object
Code
NUCO481003
2080
05040
E2690
Organization (Department)
•Core departments within the University
General Ledger Account Structure
Project
Source
(Index)
Organization
(Department)
Object
Code
NUCO481003
2080
05040
E2690
Object Code (Object)
•Assets, liabilities, fund balance, revenue, expense,
budget
•1st character defines type
•E (Expense)
A (Assets)
•R (Revenue)
L (Liabilities)
•B (Budget)
F (Fund Balance)
Benefit of Multi-Segment Structure
• Multi-segment GL account structure will
provide enhanced reporting and access to
information
Budget
Budgets will continue to interface from the budget system
Budgets will interface for these funds:
State General Fund
General Fees
Federal Appropriations
Interest Fund
Allocated Sponsor Research Overhead funds
Institutional Support Fee funds
Budget
Account code combination will interface from Budget
Project
Fund Source (index)
Organization (budget department)
Object (budget pools)
Budget
Revenue budget will be posted to allocated GL
accounts (project/source (index)/organization)
equivalent to central expense budget allocations
Revenue (cash) will be posted to allocated GL
accounts equivalent to central expense budget
allocations
Budget
Restricted Use budgets are not required and therefore will
not interface from the budget system
 Cash, rather than budget, will be used to determine
available balances
 Users may choose to submit budgets for restricted use
accounts and non-allocated budget accounts.
Allows for budget view of data
Budget
There will be minimum change to the budget system
On-line (budget system) data entry panel (Feb 05)
Replace 6-digit FRS account with 10-digit Project
segment
PCA will default from the Project segment
Source (index) will need to be entered and the fund
will default from index
Organization will default from the budget department
Changes effective with budget first proof (Feb-Mar 05)
Funding Line screen in the KSU Budget System
NOAAFACSAL
NOBO381273
Project field added
FRS # will appear for one year
Funding Line screen in the KSU Budget System
Fund index (source) will
PCA will default from project
be entered
Fund will default from index
Budget
The following budget pools will be used in the General
Ledger Module
B0100 – Revenue budget
B1000 – Classified salaries and benefits
B1100 – Unclassified salaries and benefits
B1200 – Student salaries and benefits
B2000 – Other Operating Expenditures
Revenue and expenditures will roll to the appropriate
pool to calculate budget balances
Budget
Main Campus General Use (GU) unclassified fringe benefits
will continue to be pooled
Budget will be transferred to the appropriate project each
pay period to equal unclassified benefit expense (no
change from current process)
Budget
Budget Transfers
Transfers will be processed utilizing eForms input
Future item: Transfers will be completed on-line as
workflow is developed in FIS
Budget
Year-End
Follow current processes
General use budget pools will be zeroed at year-end
Budget Office will transfer any carry forward funds
the following July as directed by the unit head
Allocated SRO and institutional support fee fund
balances will carry forward
• “Budget” report reflects budget balance
available
Budget Flow
Budget
General
Ledger
Payroll Funding Interface
Chart of accounts will continue to
interface daily from FIS to HRIS
– Updated at the beginning of the new fiscal year
(no change from current process)
– Updated daily from FIS to reflect changes (no
change from current process)
HRIS Payroll Funding Levels
Payroll funding within the HRIS system will
remain at the department, position or
position pool level (No change from current
process)
HRIS Payroll Funding Pages
Earnings – Deductions - Taxes
• Minimum change to the HRIS funding
distribution pages
– Will occur mid - June 2005 (FY06 payroll
funding)
– Replace FRS account # with Project
• Award will default from project number
– Enter fund source (same funding flexibility)
– Organization will default from position
Earnings
Enter fund source
Grants - award will default from project
Enter fund source
Earnings
Enter project/task #
HRIS Retroactive Funding
Changes
• In the future, process may become more
automated
Interface from HRIS to FIS
• Daily updates contain detailed transaction
information (position data, job data, job
codes, department codes, etc.).
• Detailed payroll expenses at the employee
level
– Labor distribution
– Project Accounting
• Summarized for the General Ledger
HRIS Payroll Flow
HRIS
Payroll
Labor
Distribution
Projects
General
Ledger
User Inputs to System
• CASHNet
– Receipts and expenditure of funds (money)
• eForms
– Payables and other users as present
CASHNet ®
• Web-Based Commercial Application
• With exception of Grants/Award,
departments will use to receipt monies
• Grants/Awards will continue to be
handled by Sponsored Projects (SPA)
CASHNet ®
• Minor changes in actual deposit
screen to reflect new FIS Account
structure
Individual fields for each element. While still being developed
and tested with the vendor, the order and length of several
fields will be adjusted to match FIS structure.
CASHNet®
Flow
CASHNet
Projects
General
Ledger
Accounts
Receivable
General
Ledger
Non-Grant Process Flow
CASHNet
Grant Process Flow
10 Minute Break
eForms
Purchase Order, Payables and Budget
• No change in use from current procedures
– Web-based
– .pdf format (Acrobat reader still required to render final
forms and to print forms)
• Will use eID for authentication while still
continuing to use Position Number for document
access (i.e. Documents are tied to position, not
the person)
eForms
Purchase Order, Payables and Budget
Document Header
eForms
Purchase Order, Payables and Budget
• Becoming two (2) distinct forms
– Purchase Order
– Agency Payment Voucher
– Other minimal changes in the heading section
eForms
Purchase Order, Payables and Budget
Example of Payment Voucher Header
eForms
Purchase Order, Payables and Budget
• Other minor changes in heading
–
–
–
–
Document numbering will be restarted
Agency and Div. No. boxes are being removed
‘APO No.’ renamed to ‘User No.’
‘Tran Date’ renamed to ‘Remit date’
eForms
Purchase Order, Payables and Budget
Vendor and Purchaser Information Section
eForms
Purchase Order, Payables and Budget
• Minor changes
– Vendor Number being changed to provide improved
personal security
– Account numbers to bring in-line with FIS
eForms
Purchase Order, Payables and Budget
• There are no changes to this portion for ‘Purchase
Orders’
• For Payment Vouchers this section is being considered
for use as a ‘Remittance data’ field
eForms
Purchase Order, Payables and Budget
Funding Information Section
eForms
Purchase Order, Payables and Budget
• FIS required changes here
– For non-grant projects, enter a Source, for grant
projects, enter an Award number
– Completion of this portion drives the autofill
described in the next slide
– Invoice number – This column was removed –
information will be captured from the description
eForms
Purchase Order, Payables and Budget
• Minor changes
Autofilled
– Still in design
– Autofill capabilities remain as done today
– Change in column order, heading titles and removal
of unused or redundant columns
eForms
Purchase Order, Payables and Budget
Description section has no format changes
*Future Item: The ‘Date & Inv No.’ will be
captured in eForms for use in future
enhancements.
eForms
Purchase Order, Payables and Budget
• Signatures and Footnote Section
– Minor modifications to textual comments to reflect
new Tax Exempt Certificate number and other minor
textual changes
– Comments will be applicable to the specific form
eForms Flow
Projects
eForms
Accounts
Payable
General
Ledger
Non-Grant Reports
• View of assets and liabilities
• “Account Balance” reflects balance
available
• View of revenues and expenses for the
fiscal year
• Similar layout to FRS month end
transaction detail
• Similar view to FRS open commitment
listing
Purchasing
A new Purchase Order form is being developed in
eForms
to differentiate from Payables document
 to reflect the new multi-segment FIS account
structure.
New capability to commit funds in the system
regardless of bid requirements
Year-end encumbrance process (DA-118) will be
handled through eForms (using multi-segment account)
Purchasing
Purchasing Policies as reflected in PPM 6310 will not
change
Procedures concerning BPC, Real Estate Leases,
Contract Cover sheets, etc. remain the same.
Purchase Requisitions will continue to be submitted
following current procedures using eForms
Fixed Assets
• Changes
– The physical appearance of the reports will
change
– Departments will have on-line inquiry access
to their fixed asset records
Fixed Assets
• Policies will remain the same
– PPM 6510, Property Inventory, still applies
• Disposition, transfer and gifting of property
procedures are unchanged
• Capitalization thresholds are unchanged
• Departmental inventory records for items not
meeting the University’s capitalization threshold
are still required
Fixed Assets
• Procedures will remain the same
– Monthly inventory reports will continue to be sent to
departments showing the capital expenditures made
during the month
– Departments will need to continue to supply the
additional information regarding the asset purchased,
sign and return the report to the Controller’s Office
– Property number system will continue to be available
for departments to assign their own property numbers
Fixed Assets
• Procedures (Cont’d)
– Continue to centrally update the Fixed Asset
system and return a report to the department
of the month’s additions.
– Departments will need to continue to do an
annual physical inventory and certification as
of December 31.
Grants
Grants Accounting Module
• This module is dependent on the Projects
Module for much of the functionality
- Each award established in the grants module
will also have at least one project number
assigned
- Some awards may have multiple project
numbers
- i.e. awards that have multiple subawards
Grants 1
Grants Accounting Module
• Grant budgets are established through the
Projects module, not in the General
Ledger module
– The total award amount (budget) may be
funded via one project number, or multiple
project numbers
Grants 2
Grants Accounting Module
• All award/project accounts will be set up in the
system by the Sponsored Projects Accounting
(SPA) office
– Six-digit Award numbers will be assigned by SPA
– Colleges/departments may determine the last sixdigits of the 10-digit project number. For initial
conversion, current FRS numbers will be used for the
last six digits
– When applicable, additional project numbers for
subawards, etc. will be determined by SPA.
Grants 3
Grants Accounting Module
•
Examples of Project/Award combinations:
– Initial conversion:
•
–
Current FRS 530706 will consist of both a Project Number
and an Award Number
– Project number: GOPY530706
» last six digits are the current FRS account number
– Award number: 000001
A crosswalk from FRS numbers to FIS Project/
Award numbers will be provided for users
Grants Accounting Module
• Examples of Project/Award combinations:
– After conversion:
• Project number: GOPYSREB01
– last six digits are determined by the department or
college. Here they include a combination of letters (from
the P.I.’s name) and numbers to create a unique number
• Award number: 000002
– Project numbers and award numbers cannot be reused once the award has ended and is closed
Grants Accounting Module
• Basic business processes for invoicing and for preparing
financial reports will remain essentially the same from
the college/department perspective.
• Custom reports and views are being developed for
grants accounting similar to those shown for non-grant
accounts.
• Users may also use the Award Status Inquiry option
available in FIS for viewing the award online
Grants 4
Grants Accounting Module
• The Award Status Inquiry view allows for easy viewing of various
award details
Grants Accounting Module
The Award Inquiry button takes you to a view of basic award
information such as titles, dates, sponsor name
Grants Accounting Module
•Both the Project Funding button and the Funding Summary button will take
you to a view of project number(s) and funding information
Grants Accounting Module
Project Funding: An award with multiple project numbers:
Grants 9
Grants Accounting Module
Funding Summary of the same award:
Grants 10
Grants Accounting Module
Funding Summary: an award with one project number
Grants 11
• Start, End, and Close Dates are used by the system to
control what expenditures may be posted to the award.
– Expenditures dated after the End Date (or before the
Start Date) will not post to the award
– NO expenditures will post to the award after the Close
Date. To comply with federal guidelines, this date
should be 90 days after the end date.
Grants 6
Grants Accounting Module
• The Resource Status button allows you to view budget
details
– The budget categories or “resources” are the same as
those currently used in FRS
Grants 12
Grants Accounting Module
Resource Status for an award with one project number:
Grants 13
Grants Accounting Module
• The Actuals button allows you to view expenditures posted to the
award
• You can choose to limit the view by designating one or a
combination of
– A range of expenditure dates
– An organization
– An expenditure type
Grants 14
Actuals for an award with one project number
Grants 15
Grants Accounting Module
• The Invoice Review button allows you to see a list of
invoices sent to the sponsor. Details such as amount,
sponsor name and bill-through date are available
Grants 16
Grants Accounting Module
An Invoice Lines button allows you to view the invoiced
amounts by resource (budget pool) categories
Grants 17
Grants Accounting Module
Invoice lines by resource (budget pool):
Grants 18
Training
• Overview
– January through February
• Hands-On
– March through June
– Required prior to getting system access
• Continual Training
– Refresher, new employee
– New functionality
• On-Line Sign up via ITAC web site
Website and Email
Addresses
Laser Web Site:
http://laser.k-state.edu
Newsletter:
http://laser.k-state.edu/newsletter/home.htm
Email address for questions:
laser@ksu.edu
ITAC Web Site for Class Enrollment:
http://main.itac.ksu.edu/training/calendar.htm
Now switching gears
Dealing with Change
What might the elements of the parable (metaphor)
represent?
The maze?
Dealing with Change
The cheese?
The characters?
What attitudes or beliefs about change did each of
the characters hold?
Dealing with Change
Which of the four characters do you identify with?
Why?
HEM
SCURRY
HAW
Dealing with Change
SNIFF
Are people typically proactive or reactive to change?
Dealing with Change
Do you feel that you can adapt to these latest changes?
What do you need to be more comfortable?
Dealing with Change
“Most change—whether you realize it at the time or
not—leads to something better.”
-Spencer Johnson, M.D., author
Dealing with Change