Financials ERP
Transition Session:
GL/Chart of Accounts
September 20, 2011
Housekeeping
• Please set cell phones and pagers to silent
• Session is being recorded and will be
available on the FIN ERP website
• Note cards for questions
• Meeting Logistics
2
Welcome and Introductions
Presenters:
• Anne Sullivan, Executive Vice President for Finance
• Alice Gleason, Deputy Controller / FIN ERP Functional
Lead
• Brendan Mallee, Chart of Accounts Lead
• Kate Sheeran, Change Management Lead
3
Welcome and Introductions
Core Team Members:
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Karen Burke, CUMC Dept Surgery
Kim Chadourne, Budget Office
Alice Gleason, Controller’s Office
John Hogan, Facilities
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Mike Kerstan, Controller’s Office
Brendan Mallee, EVPF
Terry Park, Purchasing
Ting Shi, CUMC Controller’s Office
Extended Team Members and Subject Matter Experts:
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Harry Aristakesian, Internal Audit
Rebecca Balentine, Sponsored Projects
Fran Caracappa, CUMC Controller
Paul Cassidy, Engineering
Marlene D’Agostino, Anesthesia
Brian David, Medicine
Jo-Ann Espaillat, Irving Institute
Joel Fine, Libraries
Jody Grunfeld, MSPH
Karen Hoffer, Lamont
Hugh Horowitz, Procurement
Andy Hrycyk, General Studies
Sean Johnson, Procurement
Joe Labetti, Procurement
Joann Li, Pathology
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Wil McKoy, CUMC Budget Office
Donna Messina, Astrophysics
Ed Moroni, Law School
Scott Norum, A&S
Dorothy Pearlman, Internal Audit
Michael Reich, Procurement
Patricia Reid, Treasury
Narda Romero, P&S Central
Dionida Ryce, Basic Sciences
Eileen Valerio, Internal Audit
Mary Ann Wanner, Dental School
Anna Wojnarowska, Business School
4
System Go-Live - July 1, 2012
2010
2011
2012
FY’11
FY’12
Jul Sept
Oct – Feb
Mar – Jul
Jul – Dec
Prep
Analyze &
COA Design
Design
Build
3 months
5 months
5 months
6 months
FY’13
Jan – May
Jun - Dec
Test &
Training
Deploy/
Support
5 months
6 months
 FIN ERP is our Project
 ARC is the name of our new financial system
5
Financials ERP Scope
Project Scope
• Redesign our Chart of Accounts in PeopleSoft Financials
• Implement a new General Ledger (core accounting module)
• Implement new Accounts Payable and Purchasing modules
• Implement Project Costing module; allows us to track certain activity across
fiscal years
• Retrofit current Budget Tool for a new Chart of Accounts
• Design New Reporting—queries “in the system” and from the data warehouse
• Conduct Training
6
What is a Transition Session?
• Transition Sessions are intended to promote awareness
and orientation to the changes that FIN ERP will bring
and prepare you for the formal training and deployment of
the new solution.
• Formal ARC System Training will begin in April 2012.
• Objectives for Today:
– Introduce the new Chart of Accounts and new terminology.
– Understand what is changing from the current state and why.
– Understand Columbia’s new Department structure.
7
Key System Components of the FIN ERP Solution
Application Security
Chart of Accounts
Finance
Procurement
Reporting
General Ledger
Purchasing
PeopleSoft
Budget
Accounts
Payable
Financial Data
Store
Project Costing
P-Card
Integrating Systems (i.e. Advance, PAC/LA, SIS, etc.)
Enabling Technology and Infrastructure
Operations and Maintenance
8
What is a Chart of Accounts?
• The Chart of Accounts is used to organize our financial
information
• The Chart of Accounts provides all the fields we can
choose from to organize and label our financial
transactions
• Examples include
– Assets, Liabilities, Revenues, Expenses
– Detailed Departments
– Specific Funding Sources
9
Impact of the Chart of Accounts Redesign
The new Chart of Accounts helps us meet our FIN ERP goals:
• Operational Improvements
 Improved quality and access to information
 Improved grants and contracts financial management and reporting
 Ability to retire shadow systems
 Financial management and reporting improvements
 Standardization across MS, CUMC and Lamont
• Positioned for Future Initiatives
 Better able to support growth in research and international activities
 Foundation set for Student Administration, Grants Management, eProcurement
10
CHART OF
ACCOUNTS
11
Chart of Accounts
The FAS Chart of Accounts does not equal the PeopleSoft Chart of Accounts
FAS
The list of a
department’s
GL and SL
Accounts
PeopleSoft
The valid values
CU will use to
classify and
group financial
transactions
But many FAS components will be used in our new Chart of Accounts…
12
What We Need to Take With Us
13
Why We Need It
What we purchased or received
Where the transactions took
place in the University
The funding source (GL Acct)
14
Why We Need It (Cont’d)
SL Accounts group the P&L for a
program or activity
Ledgers tell us how restricted
the money is
The University function that the
expense relates to (e.g., Research) –
this is the COB line
15
What it will be in PeopleSoft
Natural
Account
Department
Project
16
What it will be in PeopleSoft (Cont’d)
Initiative
Segment
Site
Ledger 4
Fund
Function
17
Function
Site
Segment
Initiative
Project
Activity
Project
PC Business
Unit
Fund
Department
Natural
Account
Business Unit
All ChartFields
Separate Legal/
Reporting Entity
COB Line
(replaces Exp Function
attribute)
(replaces 9-Ledger)
Natural Account
Building Number or
Country Code
(replaces SubCode /
Account Control)
(replaces bldg attribute)
Organization Chart
Generally a Person
or Thing
(replaces BU/MU, Dept,
some SLs)
(replaces many SLs)
Generally a
Program or
Business Activity
Fund Type
(replaces Ledger #)
(replaces many SLs)
Project Type
(multi-year / fiscal year)
Components of a
Multi-Year Project
Fund Source
(replaces GL Acct)
18
The Benefits of ChartFields
• ChartFields are the way we will keep track of information in PeopleSoft
• ChartFields are recorded on every transaction
• ChartFields then act like Column Headers in Excel to let us filter on common values
NATURAL ACCOUNT
DEPARTMENT
PROJECT
INITIATIVE
SEGMENT
SITE
FUND
FUNCTION
$ 4,760
62001-OFFICE SUPPLIES
21-01-115
01000X - GENERAL UNRESTRICTED
CONFERENCES
ERP
NEW YORK
UNRESTRICTED
INSTRUCTION
$ 6,500
62002-PRINT&REPRODUCING
21-01-115
01000X - GENERAL UNRESTRICTED
CONFERENCES
ERP
NEW YORK
UNRESTRICTED
INSTRUCTION
$ 2,500
62003-PAPER SUPPLIES
21-01-115
04XXXX - SMITH GIFT
CONFERENCES
ERP
NEW YORK
UNRESTRICTED
INSTRUCTION
$ 2,100
3617-REPRODUCING
10-14-110
01000X - GENERAL UNRESTRICTED
CONFERENCES
ERP
NEW YORK
UNRESTRICTED
INSTRUCTION
Filter by
Department to get
only 21-01-115
Filter by Project to
get only
Unrestricted
Project 01000X
Filter by Initiative to get
everything for
Conferences for any
Department or Project
19
Why So Many ChartFields?
GL Acct 1
• Unlike FAS, we can mix and match ChartFields
GL Acct 2
• FAS has a long “vertical” list of GL and SL accounts to choose from,
PeopleSoft breaks these into more fields with shorter lists for each
GL Acct 3
SL Acct 1
SL Acct 2
• To make it easier, Fund, Function and PC Business Unit default from
other ChartFields
SL Acct 3
Supplies
Dept
2101115
Project
Smith
01000X
Gift
Confs
ERP
New York
Room
Rental
Dept
2101118
Smith
Gift
Annual
Prgms
Tax
ERP
Law
France
SL Acct 4
SL Acct 5
SL Acct 6
Business
Natural
Unit
Account
SL Acct 7
SL Acct 8
Dept
PC Biz
Unit
Project
Project
Activity
Initiative
Segment
Site
Fund
Function
20
What we will do with the numbers
• Numbers are organized into Ledgers in PeopleSoft (not the same meaning as in FAS)
• Ledgers are tables of numbers representing Budget, Actuals and Encumbrances
• We will move FAS numbers into PeopleSoft
21
What it Looks Like in PeopleSoft
Natural Account
(replaces SubCode /
Account Control)
Organization Chart
(replaces BU/MU, Dept,
some SLs)
Generally a Person
or Thing
Fund Source
(replaces GL Acct)
(replaces many SLs)
Generally a
Program or
Business Activity
(replaces many SLs)
Building Number or
Country Code
(replaces bldg attribute)
Fund Type
(replaces Ledger #)
COB Line
(replaces Exp Function
attribute)
22
What it Looks Like in PeopleSoft
62001
02101115
01000X
CONFS
ERP
NYC
01
INSTR
Each has a drop down list of potential values
23
Mapping to PeopleSoft
FAS
ACCOUNT
DESCRIPTION
SUBCODE
SUBCODE DESC
2-2XX10
ADMISSIONS OFFICE
2100
Supplies
2-2XX20
DEAN'S DEVT ACTIV
2310
Foreign Travel
2-2XX23
JONES RESEARCH INCENT
2320
Domestic Travel
2-2XX24
SMITH RESEARCH INCENT
2320
Domestic Travel
Site indicates the international location
PeopleSoft
These SLs move into Initiative & Segment
This SL becomes a Dept
ACCOUNT
DEPT
PROJECT
61000-SUPPL
233000-ADMISSIONS
01000X
63200-TRAVEL
234000-DEAN'S OFFICE
01000X
63200-TRAVEL
235000-INSTRUCTION
01000X
63200-TRAVEL
235000-INSTRUCTION
01000X
INITIATIVE
SEGMENT
SITE
FUND
FUNCTION
01-UNRST
212-STUDENT SVS
01-UNRST
213-FUNDRAISING
RESCH INCENT JONES
01-UNRST
211-FACULTY SUPP
RESCH INCENT SMITH
01-UNRST
211-FACULTY SUPP
DEVELOPMENT
FRA
24
ChartFields
Ways of Organizing
1. Ranges
Each ChartField has conventions for assigning names and ranges to group
similar values together (similar to FAS ranges)
2. Attributes
Attributes categorize ChartFields for security, reporting, programming
and other purposes (similar to FAS attributes)
3. Trees
Trees are used to organize ChartField data into hierarchies which can be
used for security, reporting and managing organizational structure
25
FAS Department Ranges
After
years
of growth,
ERP will
organize
the new
many
FAS Departments
PeopleSoft
Departments
are
in ranges
into not
ranges
Department
XXX --XXX
006
Exec- VP
Hum
ForResources
Finance
XXX--Off
Environmental
Stewardship
007
Public Affairs
XXX -- VP
Printing
009
Arts &Services
Sciences
XXX-014
012
-XXX
- Hum
- Student
Resources
Services
XXX--EVP
026
Information
For Research
Technology
XXX--XXX
- Student
Services
029
Off Of
Univ Budget
XXX- -Ombuds
EVP For Office
Research
031
XXX-039
-XXX- IRB
- IRB++Animal
AnimalCare
Care
037
XXX -042
- Radiation
Safety
Office Audit
040
- Treasury,
Controller,
XXX--Facilities
Inst of Comparative
Medicine
045
Planning & Spc
Info
XXX -- Environmental
Sponsored ProjStewardship
Admin SPA
046
XXX--Radiation
Environmental
052
SafetyHealth
Office& Safety
XXX--Off
Exec
VP Investments
For Finance
053
Univ
XXX--Inst
Off of
Of Comparative
Univ Budget Medicine
054
XXX--XXX
- Treasury,
055
Printing
ServicesController, Audit
XXX--Sponsored
Off Univ Investments
062
Proj Admin SPA
XXX--Univ
UnivPurchasing
PurchasingOff
Off
074
XXX--Inst
Facilities
Planning & Spc Info
076
Real Estate
XXX-078
- Inst- Student
Real Estate
077
Services
XXX --XXX
- Facilities
(Various)
080
General
Counsel
XXX--XXX
- Real Estate
Management
082
Information
Technology
XXX--XXX
- Fm
Finance
& Administration
083
Off Of
The
Secretary
XXX- Sch
- Ombuds
Office
110
Arch Plann/Pres
XXX-125
- Off
Of TheOf
Secretary
120
- School
The Arts
XXX-200
- General
Counsel Schools
140
- Professional
XXX-450
-XXX- A&S
- Professional
Schools
302
Depts + Schools
XXX
Sch
Arch
Plann/Pres
460 -461 - School of Intl & Public Affrs
XXX-621
- Ctr- Fm
Int Sci
& Eng& Administration
601
Finance
XXX--Environmental
Sch Of Social Work
626
Health & Safety
XXX-655
-XXX- Facilities
- School of
Intl & Public Affrs
650
(Various)
XXX -- Earth
Col Sch
Press Assoc
664
Institute
XXX--Ctr
VP Int
ArtsSci
&&
Sciences
667
Eng
XXX--XXX
- School Of The
Arts
670
Lamont-Doherty
Earth
Obs
XXX-678
-XXX- A&S
- A&SVarious
Depts + Schools
674
XXX--XXX
- A&S
Various
682
Col Sch
Press
Assoc
XXX -- Soc
Soc Of
Of Fellows-Hum
Fellows-Hum
684
XXX --XXX
- A&S Various
686
Ctr Climate
Sys Rsch
XXX-695
- Earth
Institute
691
- A&S
Various
XXX -892
- Lamont-Doherty
Earth Obs
800
- Student Services
XXX -904
- Ctr -Climate
Sys Rsch
900
Real Estate
Management
Roll up
EVP Administration
Exec
VP For Finance
EVPPublic
Administration
Off
Affairs
EVPArts
Administration
VP
& Sciences
EVP Administration
EVP For
Administration
Research
EVP Administration
Exec
VP For Finance
EVP For Research
Ombuds
Office
EVP For Research
EVP For
Exec
VP Research
For Finance
EVPFacilities
For Research
VP
Mangmt
For Research
EVP Administration
EVP For Research
Exec VP For Finance
ExecFor
VP Research
For Finance
EVP
ExecAdministration
VP For Finance
EVP
ExecFor
VP Research
For Finance
EVP
Exec VP For Finance
VP Facilities Mangmt
VP Facilities
Mangmt
EVP
Administration
VP Facilities
Mangmt
General
Counsel
VP Facilities
Mangmt
EVP
Administration
VP Facilities
Mangmt
Off
Of The Secretary
Ombuds
Sch
Arch Office
Plann/Pres
OffArts
Of The
Secretary
VP
& Sciences
General
Counsel
Professional
Schools
Professional
Schools
VP
Arts & Sciences
Sch
Arch
Plann/Pres
School of Intl & Public Affrs
SchFacilities
Engr & App
Sci
VP
Mangmt
Sch Of
Work
EVP
ForSocial
Research
School
of IntlMangmt
& Public Affrs
VP
Facilities
SchoolInstitute
Of Journalism
Earth
VP Arts
Sch
Engr&&Sciences
App Sci
VP Arts
& Sciences
Earth
Institute
VP Arts & Sciences
VP ArtsOf
& Sciences
School
Journalism
VP Arts & Sciences
VP Arts
& Sciences
Earth
Institute
Earth
Institute
VP
Arts
& Sciences
EarthAdministration
Institute
EVP
Earth
Institute
VP
Facilities
Mangmt
26
Organizational Views of Columbia University
Budget
PeopleSoft
Department
Tree
Finance
Provost
Human
Resources
27
Department Tree Design Approach
When designing Columbia’s Department Tree, the ERP team considered the
following key design objectives:
End User Experience:
Simplify user experience through smart numbering in ranges
Future Growth and Organizational Change:
Optimize the use of ranges and trees to allow for growth and change
Alignment of Schools and Departments of Instruction:
Provide consistent positioning of Schools and Academic Departments across the University
Human Resource Management:
Accommodate HR position management at different levels in the organization
Central Budget Reporting:
Ensure consistency with current reporting and budget views
28
Columbia’s Department Tree ( 8 Levels )
Level Name
Tree Nodes Examples
1
University
Total University
2
Campus
Morningside Academic, CUMC, General University
3
School / Admin Unit Group
Professional Schools, A&S, Central Admin
4
School / Administrative Unit
Law School, Central Admin, Finance
5
Sector Rollup
Clinical (in P&S), Social Sciences (in A&S)
6
Academic Dept / Business Unit
Economics, Medicine, University Chaplain
7
Division
Cardiology, Accounting
8
PeopleSoft Department Value
(financial departments)
Economics Faculty, Law Admissions Office,
CU ID Center
29
Department Tree through Level 4
Level 1
Level 1: Total University
Level 2
Level 3: Group
Level 2: Campus
Level 3
Level 4
Level 4: School /
Major Admin Unit
30
Department Tree – Level 4 and Below
Business School Department Tree (Draft Excerpt)
Level 4:
School /Major Admin Unit
Level 5:
Reporting-only rollup
Level 6:
Academic Dept /
Admin Unit
Level 7:
Division
Level 8:
Detailed Department
• Budget uses same tree
Business School
51-00-000
• HR Positions (Faculty & Staff)
can be managed at level 4, 6, 7
or 8
Admin
Instruction
School Admin
51-02-000
Business
51-10-000
School Admin
51-02-100
Accounting
51-10-200
Marketing
51-10-100
Finance &
Economics
51-10-300
Dean’s Office
51-02-102
Acctg Faculty
51-10-203
Mktg Faculty
51-10-103
F & E Faculty
51-10-303
Admissions
51-02-104
Acctg Research
51-10-204
Mktg Research
51-10-104
F& E Research
51-10-304
Finance &
Planning
51-02-103
Acctg Admin
51-10-202
Mktg Admin
51-10-102
F & E Admin
51-10-302
31
Facilitated Q&A
32
Meeting Wrap-Up
33
ARC Training Timeline
2011
2012
FY12
Mar Apr May Jun Jul
Design
Aug Sep
Oct
Nov
Build
Dec
Jan
FY13
Feb
Mar
Test
Apr
May
Jun
Jul Aug
Deploy/Support
Sep
CORE ARC TRAINING
Plan Training
Design Training
Build Training
Pilot Training
Wave 1: Deliver WBT (Introductory Level)
Wave 2: Deliver WBT & ILT (Detail level)
Follow-Up Training
TRANSITION SESSIONS
Transition Transition Transition Transition Transition Transition Transition Transition Transition Transition
Session Session Session Session Session Session Session Session Session Session
#1
#2
#3
#4
#5
#6
#7
#8
#9
#10
34
Project Resources
• Review FIN ERP Project Website:
http://www.finance.columbia.edu/fin_erp/index.html
• Send Questions to FIN ERP Project Email Address:
FINERP@columbia.edu
• School / Admin Unit Liaisons (see following slide for
detailed list)
35
Your Extended Support Network:
FIN ERP School/Admin Unit Liaisons
Alumni and Development – Hannia Smith
Kraft Center for Jewish Life - James Levin
American Assembly - Karla Garcia
Lamont Doherty Earth Observatory - Edith Miller
Architecture - Elizabeth Alicea
Law School - Gabriele Werffeli
Arts and Sciences - Ellen Binder
Libraries - Kristine Kavanaugh
Athletics - James Grate
President’s Office - Kate Townsend
Business School - Janet Horan
Provost’s Office - Michelle Baggan-Bacchus
Columbia College - Andrea Burrell
Public Affairs/Government and Community Affairs - Allen Poole
Continuing Education - Karyn Smith
Research - Debbie Stiles
Columbia Technology Ventures - Tony Cerone
School of Engineering and Applied Science - Anna O’Neill
CUMC - Raquel Marin-Oquendo
School of International and Public Affairs - Patrick Bohan
Earth Institute - Wayne Belcher
School of the Arts - Barbara Batcheler
Facilities - Barbara Tracy
Social Work - Cynthia Kong
Finance - Lisa Rogerson
Student Administrative Services - Marcela Ruano
General Counsel - Helene Newman
General Studies - Robert Hoffmeister
GSAS - Rebecca Hirade
Journalism School - Lucia Viterbo
36