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Accounting Processes Solution Design Part 3

Purpose: Remediation WebEx Solution Design session for Accounting Processes Part 3

Audience: All College Staff

Accounting Processes Part 3 Meeting Information

Solution Identification (Design)

Topic: Accounting Processes Part 3

Meeting Date/Time: March 30, 2017 2:30 - 4:00pm

Meeting Facilitator: Emmett Folk

Meeting Information: Accounting Processes Part 3 WebEx Recording

Meeting Objective

Remediation Solution Identification - The goal of this meeting is to gain a mutual understanding of the viable options for remediating the identified.  For example, if there is a reporting gap, we would discuss any delivered pages or reports that provide the required information or if a query would need to be developed.

Remediation Solution Decision Making - The goal of this meeting is to make a decision on the remediation solution that will be pursued to address the identified issues and their associated remediation tickets.  For example, if there are several solutions for a reporting gap, we would decide on one of those solutions to be the final resolution of the identified issue(s) and their associated remediation tickets.

Key Finance Modules Involved

  • General Ledger

Meeting Notes and Decisions

From College Critical Issues

Fund Balancing and Accounting

  1. OK to proceed with development given by Tacoma
  2. Report/Query Development
    1. Show module sub-ledger accounting entries posted or to-be posted to the General Ledger
      1. Need query that shows detail module sub-ledger data
        1. Prompts for Business Unit, Accounting Date range
        2. Examples in Production
          1. CTC_ACCTG_LINE_AM
          2. CTC_ACCTG_LINE_AP
          3. CTC_ACCTG_LINE_AR
          4. CTC_ACCTG_LINE_ARCC
          5. CTC_ACCTG_LINE_BI
          6. CTC_ACCTG_LINE_CA
          7. CTC_ACCTG_LINE_CAPC
          8. CTC_ACCTG_LINE_EX
          9. CTC_ACCTG_LINE_PAY
          10. CTC_ACCTG_LINE_PO
          11. CTC_ACCTG_LINE_SF
          12. CTC_ACCTG_LINE_TR
        3. Must include all Chartfield segments
        4. Field titles and translate values need to be updated to make query more user friendly
      2. Need query that shows summary module sub-ledger data
        1. Summarize by Account, by Fund
        2. Prompts for Business Unit, Accounting Date range
        3. Can use module sub-ledger detail queries as a baseline for summary queries
      3. Tacoma and State Board noted that they are currently using the QFS_GL_ACCT_ANALYSIS query in Production to provide fund balancing information
        1. This query is looking at the LEDGER table, which is where the PS Trial Balance reports get their data from; it contains posted General Ledger data
    2. Show module sub-ledger transactions that didn’t get sent to the General Ledger
      1. Want to incorporate this information in the detail and summary module sub-ledger queries
  3. Training/Documentation Development
    1. Need to identify generated Journals are now in an “Error” status
      1. Can use Create/Update Journal search screen to filter on Header Status; search parameters are user specific and can be saved
        1. Need QRG/Video content for Saving Journal Search Results (Create/Update Journal Entries page)
    2. QRGs/Video for related processes being performed by the colleges
      1. Make sure “gotchas” and “tips and tricks” are identified as part of these process-specific documents
      2. Key processes that need QRGs
        1. Journal Generation
        2. Online Journal Entry
        3. Bulk Journal Upload
        4. Editing a Journal
        5. Posting a Journal
        6. Unposting a Journal
    3. Cross-Pillar GL Interface Functional Documentation
      1. Related Discussion Items
        1. Colleges would like to include Cross-Module Integration Points within Finance as a documentation requirement for our “GL Integration & Reconciliation” WebEx session
        2. Colleges would like to add an agenda sub-topic to “GL Integration & Reconciliation” WebEx session
          1. Julie Dunbar and Nerm Edward (TCC) to share examples of integration points within Finance to external systems
      2. HCM to Finance interface
        1. Include AP Integration for Payroll Vendor payments
        2. Input processes and timing
        3. Key tables and the data they provide
        4. Queries or reports that provide information on interfaced data
        5. Include CEMLI explanations
          1. Any CEMLI on either side (HCM or FIN) that’s involved with the posting of Accounting Entries to GL
        6. Note Grants/Billing related notes like how Analysis Type gets included in transactions
        7. Explaining how cash fits into these cross-pillar processes  “transactional cash”  both bank cash and also PeopleSoft system cash transactions
      3. Central Payroll Process Documentation
        1. Outlining the accounting process
        2. Identifying the various transactions that occur as part of that process (performed by both the colleges and State Board)
        3. Business Process Overview
        4. Accounting Process Overview
        5. Step-by-Step
      4. CS to Finance Interface, including Student Financials and Financial Aid transactions
        1. System/Process Integration between SF/FIN
          1. Cross-Pillar AR Process Overview Document
          2. Reporting on Trial Balance, separating Student AR, 3rd Party AR
          3. Need to understand how this information gets reflected into Finance
          4. Maybe put into a separate document
        2. Include AP Integration for Student refunds
        3. Input processes and timing
        4. Key tables and the data they provide
        5. Queries or reports that provide information on interfaced data
        6. Include CEMLI explanations
          1. Any CEMLI on either side (CS or FIN) that’s involved with the posting of Accounting Entries to GL
        7. Note Grants/Billing related notes like how Analysis Type gets included in transactions

Year-End Close

  1. OK to proceed with development given by Tacoma
  2. Training/Documentation Development
    1. Year-End Close Adjustment Process Overview Document
      1. Business Process Overview
        1. Cutoff dates and how they influence how/where adjustment can be made
        2. Specific for each module sub-ledger
      2. Accounting Process Overview
        1. How various adjustment methods affect the General Ledger
        2. Specific for each module sub-ledger
      3. Process Detail Information
        1. Adjustment processes need to be identified for each module that affect Year-End Close
        2. Links to QRGs on performing the individual adjustment processes
        3. Note expected outcomes
      4. Policy/Procedure Notes
        1. CCS Scenario - AR Payments put on account, module closed, what are the steps to fix that?
    2. Year-End Close Adjustment QRGs
      1. Need QRG/Video content for any PeopleSoft task that’s identified in the overview document
    3. Year-End Closing Process Overview Document
      1. Business Process Overview
        1. Needs to include all steps regardless of whether it’s performed by the colleges or State Board
        2. Include preparation tasks such as setting up Closing Rules
        3. Identify who is responsible for a given year-end process step
        4. How/when accounting periods are opened and closed
        5. Specific notes for each module sub-ledger
      2. Accounting Process Overview
        1. Include Accounting effects of year-end close processes
        2. Specific notes for each module sub-ledger
      3. Step by Step Outline
        1. Include initiating event or timing
        2. Note who is responsible for each step
        3. Link each step to QRG where appropriate
        4. Note supporting queries or reports in each step where appropriate
        5. Note any step dependencies
        6. End each step with expected results
    4. Year-End Closing Process QRGs
      1. Need QRG/Video content for any PeopleSoft task that’s identified in the overview document

Inter-/Intra-Agency Transactions

  1. OK to proceed with development given by Tacoma
  2. AFRS Reporting and Inter-Agency transactions
    1. These items need to be incorporated into the AFRS CEMLI design
      1. When invoicing or billing, need to be able to code that payment in order to identify due-to/due-from other agency
        1. Suppliers
        2. Customers
      2. Student Financials also has due-to/due-from that need to be addressed
        1. External Organizations
  3. Report/Query Development
    1. Need to be able to see due-to/due-from by Agency at a given time
      1. Provide summary balance information by Agency, by Account, by Fund
        1. Prompt for Business Unit and Accounting Date range

Unclaimed Property

  1. OK to proceed with development given by Tacoma
  2. Documentation/Training Development
    1. Unclaimed Property Process Overview Document
      1. Business Process Overview
        1. Include the steps and what terminology does PeopleSoft use to describe them
        2. Explain how the existing QRGs fit together
        3. Include notes on how the PeopleSoft processes interface with the actual remittance to Department of Revenue
        4. Reporting deadline information (cutoff and lookback period) and process frequency information (when to perform processes in PeopleSoft)
      2. Accounting Process Overview
        1. Identify events or process steps trigger accounting entries to be created
      3. Step by Step Outline
        1. Include initiating event and timing between steps
        2. Link each step to QRG where appropriate
        3. Note supporting queries or reports in each step where appropriate
        4. Note any step dependencies
        5. End each step with expected results
    2. Unclaimed Property Process QRGs
      1. Need QRG/Video content for any PeopleSoft task that’s identified in the overview document

From Open Remediation Tickets

Inter-Fund Transactions

  1. OK to proceed with development given by Tacoma
  2. Documentation/Training Development
    1. Foundational Agency Accounting Information for new hires, such as:
      1. Fund roll-ups and how they are set up
      2. Reconciliation of Payroll transactions across funds
      3. Investment allocation across funds

Meeting Action Items and Follow Up

Topic Assigned To Action / Follow Up Item Description
Fund Balancing and Accounting Spokane Spokane to provide “OK” to move forward with development of identified solution items or to give additional feedback on missing items or content.
Decision Making “OK” or feedback due by end of the day Wednesday, April 5th, 2017.
Year-End Close Spokane Spokane to provide “OK” to move forward with development of identified solution items or to give additional feedback on missing items or content.
Decision Making “OK” or feedback due by end of the day Wednesday, April 5th, 2017.
Inter-Agency Transactions Spokane Spokane to provide “OK” to move forward with development of identified solution items or to give additional feedback on missing items or content.
Decision Making “OK” or feedback due by end of the day Friday, April 7th, 2017.
Unclaimed Property Spokane Spokane to provide “OK” to move forward with development of identified solution items or to give additional feedback on missing items or content.
Decision Making “OK” or feedback due by end of the day Friday, April 7th, 2017.
Inter-Fund Transactions Spokane Spokane to provide “OK” to move forward with development of identified solution items or to give additional feedback on missing items or content.
Decision Making “OK” or feedback due by end of the day Friday, April 7th, 2017.

Parking Lot Items

  • N/A

Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets

  • N/A

Topics and Associated Remediation Tickets

Accounting Processes

Ticket # Requirement ID Requirement Description Assoc. Topic
19328 GL1 – General “Support fund accounting and roll up accounts by fund.” Fund Balancing and Accounting
19307 GL16 – Accounting Structure “Support the configuration of accounts for use in specific functions, such as suspense accounts, balancing accounts, and interfund accounts.” Inter-Fund Transactions
19317 GL36 – Journal Entry & Processing “Enable the entry of interfund and inter-organization journals (e.g., across a set of books), with automatic generation of intercompany balancing entries.” Inter-Fund Transactions
19298 GL49 – Period & Year-End Processing “Perform year-end processing individually at all System entities which maintain sets of books.” Year-End Close
19303 GL51 – Period & Year-End Processing “Support both hard and soft closes.” Year-End Close
19301 GL52 – Period & Year-End Processing “Define and maintain controls and business rules to assist with and maintain uniform closing processes across organizations.” Year-End Close
19362 GL53 – Period & Year-End Processing “Enable automatic and manual generation of year-end closing journals (e.g., income statement and balance sheet journals) based on user-configurable business rules.” Year-End Close
19330 GL55 – Period & Year-End Processing “Support the generation of financial statements.” Year-End Close
19292 GL56 – Period & Year-End Processing “Support manual and automated opening of the first accounting period in the new fiscal year.” Year-End Close
19359 GL57 – Period & Year-End Processing “Automate the reversal of prior year balance sheet journals and update balances for the new fiscal year.” Year-End Close
19361 GL58 – Period & Year-End Processing “Support all applicable GASB and FASB requirements, including updates.” Year-End Close
19357 GL71 – Inquiry & Reporting “Support for Governmental Accounting, Auditing, and Financial Reporting (GAAFR) guidelines published by the Government Finance Officers Association (GFOA) for financial statements of colleges and universities.” Inter-/Intra-Agency

Unclaimed Property

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