New Chart of Account

This content provides information on the new chart of accounts training, target audience, challenges, and terminology changes within the College of Agricultural & Life Science. It includes details on the audience, timeline updates, and highlights the opportunities and challenges in rebuilding current reports and transitioning to new systems. The material also covers terminological changes for better understanding and implementation.

• Training
• Communication
• Agricultural Science
• College
• Chart of Accounts

hkin Follow

Uploaded on Feb 15, 2025 | 0 Views

Download Presentation

Please find below an Image/Link to download the presentation.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.

You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.

Presentation Transcript

1. New Chart of Account New Chart of Account Training and Communication Training and Communication College of Agricultural & Life Science Sep 6, 2018

2. TARGET AUDIENCE TARGET AUDIENCE Deans & Directors Leadership Team Admin Service Team 9 People 25 people 40+ People Department Heads District Directors R&E Directors Dean &Directors Finance Specialists Admin Assistants Grant Management Office NEW Weekly Monthly Monthly

3. TARGET AUDIENCE TARGET AUDIENCE Training Communication Deans & Directors -Timeline & Updates - Main Changes: What? When? Why? Fund Levels - Impact: Benefits & Challenges 9 People - New Terminology - Communication & Training Plan for the College - Reference Sheet Sympathy NEW Support Weekly Monthly Monthly

4. Training Sample The Good and The Challenges The Good and The Challenges Opportunity to rebuild our current reports because they all need to be updated. Slow beginning of year with Chart V Conversion activities at the top of the regular year end activities. Rollover balances. Sept-15 Different ways to roll up the data: By Location, By spending authority, By Department, By fund types. Argos is the new reporting system and requires good excel skills that our staff need to master. The new banner is going to be easier to learn for new user. Friendlier window based environment. Limited IT Resources to convert old banner reports and build new Argos Reports

5. TARGET AUDIENCE TARGET AUDIENCE Training Communication -Timeline & Updates Admin Service Team - Chart V in CALS What? When? Why? - Reference Sheet: 40+ People - Input from CUIIBO Project: Review Chart of Account Finance Specialists Admin Assistants Grant Management Office - New Processes - Reminders - Argos Navigating -Q&A Session - Excel Pivot tables -Argos/ Banner Reports Get Alignment & Change Grief Finance NEW Human Resources Monthly

6. Training Sample Terminology Changes Terminology Changes BEFORE AFTER Example 3 digit: 848 DEPT /Roll up CODE ORG CODE 6 Digits: 848XXX BUDGET AABXXX INDEX NUMBER 6 Digits: 20XXXX FUND CODE NEW LOCATION CODE AGPARM NEW ACTIVITY CODE AGLLLN A Budget is a spending plan. Not to be confused with INDEX- Number to identify a budget plan New Fund Codes New Location Code For Off Campus Offices. Academic Departments in campus do not have location code New Activity Code Spending Authority LLL First three letters of last name N First letter of name

7. Training Sample Reference Sheet Reference Sheet New New - - CALS Fund Codes CALS Fund Codes New New - - CALS Location Codes CALS Location Codes Fund Type 1 Fund Level 1 10 Fund Type 1 Title NEW LOC CODE AGABER AGCALD AGCENT AGCOUN AGDUBO AGEAST AGEAST AGKIMB AGNMCR AGNORT AGPARM AGPREE AGSOUT AGTETO AGENGH AGEXTF Fund Level 1 Title NEW LOC TITTLE General Education AG Aberdeen AG Caldwell AG Central District AG County Extension AG Dubois AG Eastern District AG Southern District AG Kimberly AG NMCREEC AG Northern District AG Parma AG PREEC AG Southern District AG Tetonia AG Engineering Hatch Projects AG EXT FOR 12 Local Service Current Unrestricted Funds 1 14 15 Unrestricted Gifts Service Center 16 Student Fees Ag Research and Extension 20 Current 21 Restricted Gifts 2 Restricted Funds 22 Sponsored Programs

8. TARGET AUDIENCE TARGET AUDIENCE Training Communication -Timeline & Updates Leadership Team - Understand changes in the New Chart of Accounts - Become familiar with the New Structure & Codes -Vandal Web Access How to navigate it. -Dashboard - Screen Shot Tool What? When? Why? 25 people - Impact: Benefits & Challenges Department Heads District Directors R&E Directors Dean &Directors - Communication & Training Plan for the College Sympathy NEW Support Monthly Monthly Monthly

9. Reference Sheet Reference Sheet Training Sample CALS Department / New Org Codes CALS Department / New Org Codes Old Dept Code 51 51 51 51 51 52 66 69 54 55 57 61 62 63 64 70 New Org Code 734 753 765 771 581 748 746 728 884 850 848 829 835 875 582 830 CALS Old Dept Code 71 72 73 74 061E 061P 061S 59 067A 067C 067D 067H 067K 067P 067T New Org Code 761 742 768 738 846 870 826 872 840 874 832 838 769 757 833 Finance Contacts CALS Departments/Centers/Districts Finance Contacts Departments/Centers/Distric Government Affairs Academic Programs Extension Administration Research Administration Development Communication & Marketing Extension Forestry International Programs Ag Econ Rural Sociology AG Extension Education Animal Vet Science PSES Admin School Food Science Family Consumer Science CHHE State 4-H Janice Jones Janice Jones Janice Jones Janice Jones Janice Jones Erica Fraizer Janice Jones Janice Jones Tammy Greenwalt Tammy Greenwalt Tracie Hutchison Janice Jones Erica Fraizer Tammy Greenwalt Tammy Greenwalt Tracie Hutchison Northern District Southern District Central District Eastern District Entomology,Plt Pathology,Nematology Plant Science Soils and Water Systems Palouse Research Center Aberdeen Research Center Caldwell Research Center Dubois Research Center Nancy M. Cummings Research Center Kimberly Research Center Parma Research Center Tetonia Research Center Carrie Reese Diane Isaak Kathy Garofano Sarah Ramirez Tammy Greenwalt Linda Wilson Erica Fraizer Tracie Hutchison Sherrie Mauroner Theresa Araquistain Annette Eddns Barbara Dodds Theresa Albright Michelle Beagley Teri Hill

10. Training Sample Vandal Web Vandal Web Finance Queries for Non Banner Users Finance Queries for Non Banner Users: : Go to Vandal Web/Employees CALS Detail Expenses(Under Budget Queries) Only approved expenses and encumbrances but you can search for pending expenses. Detail Expenses but not in a nice format Payroll details by person name and hours paid. It works for all Funds Data is updated daily Budget Availability: All expenses and encumbrances: Approved and Pending Expenses grouped by PER & NON PER It does not work for Gen Ed Funds Data is updated daily

11. Vandal Web Vandal Web Training Sample Finance Queries for Non Banner Users Finance Queries for Non Banner Users: : Go to Vandal Web/Employees Fund Balance: Most relevant for Local Services and Service Centers (Old Y Accounts). A lump sum screenshot of revenue, expenses, cost transfers and available cash. It does not break expenses by type. Pending expenses or encumbrances are not included because it is a cash balance A positive balance means Deficit. A negative balance means a Surplus.

12. Training Sample Dashboard Dashboard Cross Walk Cross Walk Budget Availability & Fund Balance Budget Availability & Fund Balance Easy conversion from Chart 9 to Chart V Codes Use new Chart V Codes Provide a big picture on the indexes by Departments, Locations, Fund types and spending authority (Activity Codes) Provide a YTD balance by Index, Departments, Locations, Fund Types and Spending Authority (Activity Codes) It is an screenshot. New indexes will not be updated It is an screenshot. Data changes every day. It does not work for grants now but has potential to work when grant budgets and balances are rolled over. It does not work for grants. Not easy to replicate - Manual One Place Shopping

13. Training Sample Dashboard Dashboard

14. Training Sample Dashboard Dashboard

15. NEXT TARGET AUDIENCE NEXT TARGET AUDIENCE - - Faculty Faculty Training Communication Faculty -Through Leadership Team - Through Finance Specialist --Vandal Web Access How to navigate it. 200+ people - Through Finance Specialists NEW Monthly Monthly