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Financial Management Modernization Initiative (FMMI)

Financial Management Modernization Initiative (FMMI). AMS Master Data Discussion February 2011. What is Master Data?. Master Data is data in FMMI that Agencies will reference and use in order to execute business transactions in the system FMMI Master Data Elements include:

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Financial Management Modernization Initiative (FMMI)

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  1. Financial Management Modernization Initiative (FMMI) AMS Master Data Discussion February 2011

  2. What is Master Data? • Master Data is data in FMMI that Agencies will reference and use in order to execute business transactions in the system • FMMI Master Data Elements include: • Application of Funds • Functional Area • Fund • Funds Center/Cost Center • Funded Program/Work Breakdown Structure (WBS) • Shorthand Code All obligations at a minimum will include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary.  2

  3. Master Data ElementsApplication of Funds • The Application of Funds used in FMMI is the equivalent of the Treasury Symbol used in FFIS. Each Application of Funds is tied to one or more FMMI Funds. • Examples of Application of Funds: • 12_2500 - Marketing Services • 12X2500 - Marketing Services User Fees • 12X5070 - Perishable Agricultural Commodities Act • 12X5209 - Section 32

  4. Master Data Elements Functional Areas • Functional Areas represent programs within AMS. These programs are core to the operations of USDA agencies and staff offices. They are based off of the Program Groups in FFIS. • OMB Recognized Category Programs • Cat A – Defined by Time – Quarterly Apportionments • Cat B – Project Specific – Apportionments other than quarterly • Cat E – Not Subject to Apportionment • Examples of Functional Areas • AM00110000000000 – Market News • AM00300000000000 – Tobacco Grading User Fees

  5. Functional Area is used to represent Cat B Programs or agency specific programs and are 16 characters. Below is the structure: Characters 1-2: Agency Identifier - AMS uses AM Characters 3-4: Reserved for Cat B usage Market News Example: AM01110000000000 Characters 5-6: Functional Area Market News Example: AM00110000000000 Character 7: Indicates that the Activity is Reimbursable in Nature Market News Example: AM0011R000000000 Characters 8-16: Agency Defined – These are not being used by AMS currently and will be zero filled. The rule remains that all obligations at a minimum will include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary.  Master Data Elements Functional Area Structure 5

  6. Master Data ElementsFund • Funds in FMMI are used to represent funding from external sources. A Fund can represent a source of funding such as a federal appropriation where the funding is limited based on the time available (no year, annual funds, multi-year funds). A Fund can also represent the specific expenditures which can be covered (direct or reimbursable). • Examples of Funds: • AM005209R1 – Section 32 Category E Reimbursable • AM002500D1 – Marketing Services Direct Appropriation • AM002500R6 – Marketing Services Reimbursable • AM005070V1 – PACA • AM008015V1 – TRUST • AM008015VB – Wool Trust – Category B

  7. Master Data Elements Fund Structure • The Fund Structure is 10 digits long and will have the following attributes: • Agency Identifier (Characters 1 - 2) – this is the designated identifier for each agency. AMS will use AM as the Agency Identifier. • High Level Business Area (Characters 3 - 4) – unless otherwise specified by an Agency this will always be “00”. The high level business area is considered the Agency as a whole which is represented by “00”. • Agency Defined (Characters 5 - 8)– AMS has chosen to configure positions 5-8 for the base Treasury code • Agency Defined (Character 9)– AMS will use this space to indicate the Fund Type. Fund types that AMS will use include R=Reimbursable, D=Direct, V=Trust, A=Deposit, S=Special. And X=Receipt. • Agency Defined (Character 10) – indicates whether the activity is Category A, Category B, or Category E types of activity • The Budget Period will distinguish No-year, Multiyear, or Annual. 7

  8. Master Data ElementsCost Centers and Funds Centers • Cost Centers are a cost object that consumes, collects, allocates, controls, and reports and plans costs. They are also the organizational unit that identifies the costs for performing activities within an organization. • Cost Centers reflect the levels at which a Division spends at a location. • Cost Centers and Fund Centers have a one to one relationship. Cost Centers reside in the Controlling Module while Fund Centers reside in the Funds Management Module. • Funds Centers and Cost Centers typically map to FFIS Divisions, Organizations, Sub Organizations, and Cost Organizations • Examples of Cost Centers • AMCADC5200 – IC and Audits Branch • AMDYDC2300 – Order Operations Branch • AMPYDC5100 – Market News Headquarters

  9. The Cost Center Structure has been confirmed to represent the organization levels at which each Agency/Staff office tracks spending or collects costs. Below is the AMS structure: Agency Identifier (Characters1- 2) - this is the designated identifier for each agency. AMS will use AM as the Agency Identifier. Lower Level Business Area (Characters 3 - 4) – this is an organizational level such as a division. AMS will use the following Division Identifiers: CA – Compliance and Analysis CT – Cotton and Tobacco DY – Dairy FV – Fruit and Vegetable IT – Information Technology LS – Livestock and Seed OA – Office of the Administrator PY – Poultry SC – Science and Technology TM – Transportation and Marketing Master Data Elements Cost Center Structure 9

  10. Master Data Elements Cost Center Structure – Continued • Agency Defined (Characters 5 – 6) – are the two-character location identifier. These will be two letters that indicate the state where the Cost Center is located. Examples include: • AL – Alabama • CA – California • DC – Washington DC • GA - Georgia • MI – Michigan • NC – North Carolina • RI – Rhode Island • VA – Virginia • Agency Defined (Characters 7 – 10) – are four character and represent the organizational unit/division of a particular program. These are program/agency defined and can be a combination of letters and numbers. • The Cost Center Structure will always be 10 characters and have a one-to-one relationship with a Fund Center.

  11. Master Data ElementsWBS Elements and Funded Programs • WBS Elements are a cost object that represents a project that supports direct charges and cost allocation for financial procurement and reimbursable process. • Provides a means of collection and tracking costs of a specific job, service, project, or task. • WBS Elements should be thought of as a program or project with an operational purpose and defined time frame. These should be created when it is not possible to track costs using Functional Area, Cost Center, and Budget Object Code. • WBS Elements (Controlling Module) have a one-to-one relationship with Funded Programs (Funds Management Module).  This helps to provide consistency between the Controlling and Funds Management modules in FMMI. A WBS Element is required for all Sales Orders and for other projects as designated and determined by the Agency.

  12. Master Data ElementsWBS Structure • Level 1 WBS Element • 10 Characters • Example - AM.CA.FV01 • Characters 1-3: AM. = Agency Identifier + a period (AMS) • Characters 4-6: CA. = Project Element + a period (Cooperative Agreement) • Characters 7-10: FV01 = Project Activity (Fruit and Vegetable) • Level 2 WBS Element • Characters 11-13: Agency Defined • Example – AM.CA.FV01.GA • Characters 11-13: .GA = Agency Defined (Georgia) Note: Spending must occur on a Level 2 WBS element or higher (2,3,or 4).

  13. Master Data ElementsWBS Structure - Continued • Level 3 WBS Element • Characters 14-18: Agency Defined • Example – AM.CA.FV01.GA.2011 • Positions 14-18: .2011 = Agency Defined (FY 2011) • Level 4 WBS Element • Characters 19-24: Agency Defined • Example – AM.CA.FV01.GA.2011.53241 • Positions 19-24: .53241 = Agency Defined (Agreement Number) Example of the 4 Level WBS Element: AM.CA.FV01.GA.2011.53241 • This WBS element would track a Fruit and Vegetable Cooperative Agreement with the State of Georgia for FY 2011.

  14. Master Data ElementsWBS Information • Spending must occur on a Level 2 WBS element or higher. • WBS elements for expense projects can be mapped to multiple Cost Centers. • Section 32, Investments, and Greenbook charges will be assigned WBS Elements for tracking purposes. • There is a one-to-one relationship between a WBS Element and a Sales Order. • WBS Elements will be used for Cost Allocation using Project Settlement. Costs can be settled from a lower level WBS Element to a higher level WBS Element or Cost Center.

  15. Master Data ElementsShorthand Code Overview • The Shorthand Code (SHC) is a way to shorten the length of the accounting information that gets sent into FMMI. The Shorthand Code will contain 27 agency defined characters and will be sent to FMMI via corporate and agency feeder systems. • The SHC will not be used for direct entry into FMMI. • Corporate feeder systems include WebTA, Govtrip, TRVL, Smartpay, • PACS and IAS. • Agency feeder systems include User Fee billing systems. • Relationships between SHC to full FMMI accounting can be • 1:1 and many-to-1, but 1-to-many shall not be allowed. • Not all SHC’s will have an associated WBS Element. For SHC’s not using • a WBS Element, the character Z will be used as the filler. • If a WBS Element is used, it must be at least a Level 2 WBS Element or • higher. 15

  16. Master Data Elements Shorthand Code Layout • Shorthand Code Format: • FMMI Budget Period (4) + FMMI Fund (6) + FMMI Functional Area (2) + FMMI Cost Center (8) + FMMI WBS Element + (7) • Example: • 08XX5209S485DYDC2200UDY01CH • Budget Period: 08XX • FMMI Fund: AM005209S4 • FMMI Functional Area: AM0085000000000 • FMMI Cost Center: AMDYDC2200 • FMMI WBS Element: AM.AU.DY01.CH

  17. Master Data ElementsFFIS to FMMI Mapping Mapping in SAP/FMMI Currently in FFIS Treasury Symbol Category B Programs Agency/Staff Office Fund Program Project BOC/Sub BOC/Rev Source Code Organization/Sub Org Division Application of Funds Functional Area Business Area Fund Funded Program / WBSe Funded Program / WBSe GL Acct / Commitment Item / Cost Element Funds Center / Cost Center Funds Center / Cost Center

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