FI$Cal Change Discussion Guide General Ledger Guide March 2015.

FI$Cal Change Discussion Guide

General Ledger Guide

March 2015

FI$Cal: Transparency. Accuracy. Integrity. 2March 2015

FI$Cal Solution

Legend

Pre-Wave

Wave 1

Wave 2


Process Overview Key Impacts The Enter and Process Journals

process covers all activities related to recording journals for adjustment and corrections in the General Ledger (GL)

This includes the following sub-processes: Enter General Ledger Journal Validate General Ledger Journal Approve General Ledger Journal Post General Ledger Journal

The State Controller’s Office (SCO) will continue to approve FI$Cal journal entries submitted via transaction requests

Journal entries will post to the applicable ledgers and will be reflected on all ledger-based reports

The General Ledger module will close on a monthly basis, and journal entries cannot be posted to closed accounting periods

General Ledger Journals


Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around Journals will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

JournalsGeneral Ledger


FI$Cal End-User Roles

General Ledger Journals

FI$Cal End-User Role DescriptionDepartment GL Journal Processor

The department end user who will create journals in the Modified Accrual ledger, run online Edit Check, run online Budget Check, and submit to the journal approval process.

Department GL Journal Approver 1

The department end user who is responsible for the first-level approval of department journals from a pooled worklist.

Department GL Journal Approver 2

The department end user who is responsible for the second-level approval of department journals from a pooled worklist.

GL Viewer The central and department end user who has access to General Ledger and Commitment Control online inquiry screens and read only access to Create Journal Entry pages.


Process Overview Key Impacts The Create and Process Budget

Journals process covers all activities related to recording of budgeted revenue and expenditure amounts

Transactions in all FI$Cal modules are validated against these budgets

Department of Finance (DOF) approved budget requests posted to Commitment Control establish appropriation spending authority

Departmental control budgets posted to Commitment Control establish department budget spending authority

Commitment Control allows for the establishment of spending authority at differing levels within state government

DOF and departments will initiate budget requests in Hyperion

SCO will validate amounts within Hyperion prior to processing within FI$Cal

SCO can create and post budget journals in Commitment Control in the event of a no-budget situation or a statewide budget not utilizing Hyperion

Departments create operating budget using the same mechanism today (legacy budget creation)

General Ledger Budget Journals




Department business processes around Budget Journals will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Budget JournalsGeneral Ledger



General Ledger Budget Journals

FI$Cal End-User Role DescriptionDepartment Operating Budget Processor

The department end user who can enter but cannot post department level budget journals. This user cannot enter or post statewide budget journals.

Department Operating Budget Approver

The department end user who can enter and post department level budget journals, and override department budget exceptions. This user cannot enter or post statewide budget journals or override a statewide controlling budget exception.

Appropriation Viewer The central and department end user who will allow users access to view Statewide Controlling budget information.

Operating Budget Viewer

The central and department end user who will have access to view department-level budgets using online inquiry screens.


Process Overview Key Impacts Gross payroll disbursements are initially

recorded in the GL as a lump sum, typically in a department’s “Payroll Clearing Account”

The Labor Distribution process creates accounting entries to reclassify payroll costs

The Accounting entries distribute payroll costs at a lower level of detail based on department-defined rules and/or Activity Sheets

As costs are distributed, the process reverses them from the department’s “Payroll Clearing Account”

Payroll is reconciled with SCO by FI$Cal Service Center (FSC) before Labor Distribution is run

FI$Cal provides three different methods for loading Activity Sheets Online Entry Upload from Excel Interface

Departments address errors and rerun Labor Distribution as needed

Departments enter Adjustment Activity Sheets to correct errors in previously recorded costs

General Ledger Labor Distribution




Department business processes around Labor Distribution will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Labor DistributionGeneral Ledger



General Ledger Labor Distribution

FI$Cal End-User Role DescriptionDepartment Activity Sheet Processor

The department end user who loads and updates Activity Sheets using the online Activity Sheet page or the Excel Activity Sheet upload process and runs the monthly Inbound Activity Sheet Interface (if applicable).

Department LD Processor

The department end user who runs the Labor Distribution Process.

Department LD Maintainer

The department end user who maintains all department-level configuration for Labor Distribution.


Process Overview Key Impacts The Allocations process creates GL

journal entries to reclassify (allocate) modified accrual monetary amounts based on user-specified rules

A central FI$Cal entity will be responsible for the maintenance of allocation configuration

Allocation types available: Copy Spread Evenly Allocate on Fixed Basis Prorata with Record Basis

Allocations will be set up in FI$Cal to distribute statistics, revenue, and indirect and administrative costs

Allocation process can be run in a trial mode allowing allocation results to be known before creating and posting allocation results

Monthly or year-to-date amounts can be allocated When allocating year to date

amounts, journals can be configured to auto reverse

Departments execute their allocations whenever needed – FSC involvement is not required

General Ledger Allocations




Department business processes around Allocations will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



AllocationsGeneral Ledger



General Ledger Allocations

FI$Cal End-User Role DescriptionAllocation Processor The central and department end user who processes

Allocation Groups and verifies the allocation results. Departments will be given the ability to execute the General Ledger Allocation processes when required.

Process Overview Key Impacts The Financial Statements Process

provides department reports and period close and year-end close procedures

State Controller’s Office will be responsible for: Opening and closing the

accounting periods at the end of each month

Closing ledgers and rolling forward balances into the next fiscal year at year-end

Journals may not be posted to closed periods

Any journals not posted before an accounting period closes must be posted to the next open accounting period

Departments will post adjustment journals to the adjustment period as part of Year-End Close procedures

Budgetary/Legal basis and CAFR reports will be created from FI$Cal beginning in Wave 3

General Ledger Financial Statements





Department business processes around Financial Statements will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Financial StatementsGeneral Ledger



General Ledger Financial Statements

FI$Cal End-User Role DescriptionGL Reporter The central and department end user who will run

reports and distribute to the Department GL Report Viewer as required.

Department GL Report Viewer

The department end user who will receive nightly batch distributed reports and have access to Report Manager.

Process Overview Key Impacts The Maintain Chart of Accounts (COA)

process supports the maintenance of ChartField values and their associated system configuration

Statewide ChartField administrators will be responsible for maintaining values in statewide ChartFields, statewide trees, and Combination Edit Rules in FI$Cal

Departments will be responsible for maintaining the values (codes) and any related trees for the departmental ChartFields

Departments will be responsible for maintaining SpeedCharts and Speed Types (shortcuts for frequently used ChartField strings)

General Ledger Chart of Accounts





Department business processes around Chart of Accounts will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Chart of AccountsGeneral Ledger



General Ledger Chart of Accounts

FI$Cal End-User Role DescriptionDepartment GL Configuration Maintainer

The department end user who controls department General Ledger configuration work units.

Department COA Maintainer

The department end user who sets up department-owned COA values and maintains SpeedTypes and SpeedCharts. This end user also sets up department default values on the COA translation process.


Role Changes –Wave 1 to Wave 2

General Ledger

Wave 1 Role Wave 2 ChangeDepartment State Contract and Procurement Registration System (SCPRS) Processor

This role has been removed in Wave 2.

FI$Cal End-User Training

General Ledger


Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTGL101 Introduction to FI$Cal General Ledger 4 hours ILTGL112 Processing Journal Entries 4 hours WBTGL122 Commitment Control Transactions 4 hours WBTGL132 Process Allocations 4 hours WBTGL142 Working with Chart of Accounts 4 hours WBTGL243 Closing Monthly Accounting Periods 4 hours WBTGL244 Closing Yearly Accounting Period 4 hours WBTGL202 Introduction to FI$Cal Labor Distribution 4 hours WBTGL253 Understanding Labor Distribution

Configuration4 hours WBT

GL263 LDBatch Processing and Error Reports 4 hours WBT

*FS101 and FS102 are mandatory for all FI$Cal end users


For additional information on end-user training, visit the Training page of the FI$Cal Project website at :

http://fiscal.ca.gov/training-academy/index.html

FI$Cal End-User Training



FI$Cal Change Discussion Guide General Ledger Guide March 2015.

Documents

journals general ledger

general ledger gl

cal journal entries

process journals process

general ledger module

department gl journal

cal sco

journal approval process