Building a Kuali Chart of Accounts by Vince Schimi

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Vince Schimizzi, Michigan State University Claire Tyson, San Joaquin Delta College Kim Yeoh, Cornell University: 

Vince Schimizzi, Michigan State University Claire Tyson, San Joaquin Delta College Kim Yeoh, Cornell University Building a Kuali Chart of Accounts

Agenda: 

Agenda I. Kuali Financial System (KFS) Key Chart Features Chart Organization Account/Sub-account Fund/Sub-fund Function Object/Sub-object Project Code Extended Attributes II. Laying the Groundwork Reporting requirements Multiple charts Organizational hierarchies Security/Workflow Chart Document Routing III. Chart Experiences and Challenges San Joaquin Delta College Cornell University Michigan State University

Kuali Financial System (KFS) Key Chart Features: 

Kuali Financial System (KFS) Key Chart Features

KFS Chart Features: 

KFS Chart Features Chart An aggregation of related accounts (e.g. campus, auxiliary activities) Individual charts report to higher level charts

KFS Chart Features: 

KFS Chart Features Organization A unit of activity typically represented by a department (e.g. Chemistry is a department in the College of Natural Science at MSU). Organizational structure facilitates workflow in KFS, strengthening internal controls

KFS Chart Features: 

KFS Chart Features Account/Sub-account Specific identifier for a pool of funds assigned to a specific organization for a specific function (e.g. a grant account). Accounts report up through organizations Sub-accounts achieve further division of an account for internal reporting purposes

Organization Hierarchy with Accounts/Sub-Accounts: 

Organization Hierarchy with Accounts/Sub-Accounts Division Campus University Department Program B Program A Account Account Sub-acct 1 Sub-acct 2

KFS Chart Features: 

KFS Chart Features Fund/Sub-fund Accounts also map to sub fund groups and then to fund groups (i.e. sub-fund is an attribute of account number). For those that use fund accounting, an account may belong to FUND – restricted SUB FUND – grants / sponsored programs

KFS Chart Features: 

KFS Chart Features Function Higher education function code is an attribute of account used in the creation of functional classification financial reports Enables multiple views and levels of reporting

KFS Chart Features: 

KFS Chart Features Object/Sub-object Transaction descriptor (asset, liability, fund balance, revenue, expense) Object codes map to levels and then to consolidations Object codes also map to object codes of higher level charts allowing for the rollup to an institutional chart for external reporting Reports to functionality enables multiple chart of accounts

KFS Chart Features: 

KFS Chart Features Project Code Specific transaction attribute Established and approved at the organization level Example: Inter-department project

KFS Chart Features: 

KFS Chart Features Extended Attributes Can be used throughout Chart (e.g. Orgs, Accounts, Object Codes, etc.) Implementation Set of developer instructions to use additional table as an extension of an existing table Can be supplemented with support tables to control related data and structure Example Linking otherwise unrelated organizational units

Laying the Groundwork: 

Laying the Groundwork

Laying the Groundwork: 

Laying the Groundwork Reporting Requirements Questions related to: Reporting Institutional financial reporting (external) Summarized management reporting Departmental detail Online queries Structure of Institution Campuses (organizational units) Fund accounting Higher Ed Functions

Laying the Groundwork: 

Laying the Groundwork Multiple Charts Questions to ask… Does the institution need multiple charts? For separate campuses For Auxiliary operations Will interfaced systems be able to accommodate multiple charts? Does there need to be a high level chart for institutional financial reporting?

Laying the Groundwork: 

Laying the Groundwork Organizational Hierarchies Questions to ask… Should the institution model its organizational hierarchy based on: lines of authority lines of business (disciplines, auxiliaries, etc.) system security schemas reporting requirements

Laying the Groundwork: 

Laying the Groundwork Security/Workflow Questions to ask… Will the established chart accounts facilitate use of the institution’s security management tool? Will the organizational hierarchy enable desired workflow requirements? How can KFS hierarchies and workflow support the institution’s internal control policies?

Laying the Groundwork: 

Laying the Groundwork Chart Document Routing The routing sequence of the primary chart documents occur as follows: Account – fiscal officer, org hierarchy, campus chart manager, university chart manager, special conditions routing Account Delegate - fiscal officer, org hierarchy, special conditions routing Organization - org hierarchy, campus chart manager, university chart manager Object Code - campus chart manager, university chart manager Sub Accounts/Sub Objects - fiscal officer, org hierarchy, special conditions routing Project Code - org hierarchy

Chart Experiences and Challenges: 

Chart Experiences and Challenges

San Joaquin Delta College: 

San Joaquin Delta College Objectives Purpose of a Financial System Data for Decision Making Financial Tracking Categorizations Reporting Fulfill Institutional needs for financial data Mirror Financial System Org Hierarchy to Operational Structure

San Joaquin Delta College: 

San Joaquin Delta College Starting with the End in Mind Financial Reporting Internal Management Reports Department Accountability Online queries External GASB / FASB requirements Federal reporting State reporting Other

San Joaquin Delta College: 

San Joaquin Delta College KFS Training / Implementation Changes Campus buy in Top 3 internal report wish list Hands on Training Old to New mapping What stays the same

Cornell University: 

Cornell University Change Management for KFS Decentralized campus Significant change (not a bad thing!) How/when to get campus involvement Local module teams Start up phase planning (meetings with major campus colleges/divisions) Demos/presentations Kuali Days

Cornell University: 

Cornell University Reporting Requirements Financial reporting (external) vs management reporting Shadow systems Faculty reporting “Funding Year” reporting

Cornell University: 

Cornell University Forward-looking Configuration Support the reporting requirements at many levels Use of extended attributes Standardization vs flexibility Organization level (extended attribute) Object codes Project code

Michigan State University: 

Michigan State University KFS Considerations Multiple reporting structures vs. a hierarchical organization structure in KFS. Object code groupings (external reporting vs. institutional budgeting vs. individual deptartment/account needs) “User Defined” attributes Overall change management

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