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Public Services Overview. Mark Sherman Curriculum Manager. Objectives. At the conclusion of this presentation, you will be able to:. Understand the Public Services solution Understand that system integration is highly critical Explain the proper use of master data and related ledgers.

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public services overview

Public ServicesOverview

Mark Sherman

Curriculum Manager

objectives
Objectives

At the conclusion of this presentation, you will be able to:

  • Understand the Public Services solution
  • Understand that system integration is highly critical
  • Explain the proper use of master data and related ledgers
higher education research
Higher Education & Research

Organization Management

Decision Support & Data Warehousing

Budget Formulation

Budget Execution

Financial Accounting

Managerial Accounting

Revenue Management

University Marketing

Market Research & Analysis

Campus & Program Marketing

Marketing Program Management

Management of Auxillary Services

Recruitment & Prospect Service

Alumni Services

Institutional Development

Student Management

Recruitment & Admission

Student Record & Registration

Student Receivables

Financial Aid & Sponsoring

Student Portal

Student Housing

Student Life

Studies Management

Academic Program Development

Class & Examination Planning

Ressources & Scheduling

Academic Advising & Career Placement

Learning Architecture

Media Services

Grants Management

Planning, Application & Preaward

Research Management

Financial Accounting for Sponsored Programs

Reimbursement for Sponsored Programs

Reporting to Sponsors & Closeout

Grantor Management

Records Management

Record/Case & Workflow Definition

Workflow Execution

Workflow Monitoring

Records Lifecycle Management

Information Retrieval

Human Resource Management

Organization & Position Management

Recruitment

Personnel Administration

Time Management

Personnel Development & Training

Compensation & Benefits Administration

Payroll Accounting

Material & Services Support

Procurement Process Management

Inventory Management

Facility Management

Reimbursable Services

Goods & Services Sales & Distribution

Business Support

Cash Management & Treasury

Property Management

Real Estate Management

Travel Management

complexity of public sector accounting
Complexity of Public Sector Accounting

CORPORATIONS PUBLIC SECTOR

BUDGETARY

MODIFIED ACCRUAL

FULL ACCRUAL

GRANT

CASH

FULL

ACCRUAL

FINANCIAL

TRANSACTIONS

1-1

accounting methods supported for each module
Accounting Methods Supported for Each Module

Financial accounting, full financial statements

(full accrual, modified accrual, reconciliation

of full vs. modified accrual, high-level cash

Financial Accounting

Budgetary accounting, budgeted income a

and expenses, reconciliation to full

and modified accrual

Funds Management

Cost accounting, operational income and

expenses (primarily full accrual, with

limited modified accrual support)

Controlling

Project accounting, income and expenses

for large projects (primarily full accrual,

with limited modified accrual support)

Project System

Grant accounting, all grant-related

transactions

Grants Management

3-11

fund accounting integration
Fund Accounting Integration

BUDGETARY

ACCOUNTANTS

(Budget Preparation,

Funds Management)

FINANCIAL

ACCOUNTANTS

(Special Ledger)

OPERATIONAL FINANCIAL

ACCOUNTANTS

(GL Open Item Management)

OPERATIONAL MANAGERS

(Case Management,

Performance Management)

GRANT

ACCOUNTANTS

(Grants Management)

OPERATIONAL COST

ACCOUNTANTS

(Controlling)

CAPITAL PROJECT COST

ACCOUNTANTS

(Project Systems)

1-2

public sector budgetary control
Public Sector Budgetary Control

PS

MM

SD

CO

HR

FI

FM

COMMITMENT ITEM

FUNDS CENTER

FUND

FUNCTIONAL AREA

FUNDED PROGRAM

GRANT

BUDGETARY CONTROL CAN AFFECT POSTINGS

IN OTHER MODULES

1-1

proper use of master data and related ledgers10
Proper Use of Master Data and Related Ledgers

Client

CO Area

Company Code

FM Area

Business Areas

Werk

Werk

Functional Areas

Werk

Werk

Funds

Werk

Werk

GL Accounts

1-5

proper use of master data and related ledgers11
Proper Use of Master Data and Related Ledgers

=

  • Technical structure containing configuration, master data and transactions for an organization. One client is designated in the production system PRD with other clients used for development, testing and training.

Client

  • Technical structure used to represent similar cost accounting and managerial control rules. A controlling area contains settings that impact master data and/or transactions within that area.

=

CO Area

  • Technical structure used to represent similar budgetary accounting and control rules. A financial management area contains settings that impact master data and/or transactions within that area.

=

FM Area

1-5

proper use of master data and related ledgers12
Proper Use of Master Data and Related Ledgers

=

  • Highest organizational structure for financial accounting and control purposes. All structures within a company code have similar financial processes and use the same chart of accounts. Only use one company code unless absolutely necessary!

Company Code

=

  • Represent separate, high-level areas of operation and responsibility within an organization. These are agencies, lines of business, or locations where complete (or even partial) financial statements are required.

Business Areas

=

  • Structures that identify and classify financial transactions by overall purpose, objective, function and/or mission for accomplishing major services or regulatory responsibilities. Used to account for “activities” as required by GASB Statements 34 and 35. Also used for activity-based costing and management.

Functional Areas

1-5

proper use of master data and related ledgers13
Proper Use of Master Data and Related Ledgers

=

  • Represent the lowest level source of funding used fortracking, controlling and reporting on available financial resources. A full set of financial statements is possible for each fund.

Funds

=

  • Represent the categories or classifications of assets, liabilities, fund equity, revenues and expenses at the lowest level of detail necessary for internal and external reporting.

GL Accounts

1-5

proper use of master data and related ledgers16
Proper Use of Master Data and Related Ledgers

Client

CO Area

Company Code

FM Area

Business Areas

Werk

Werk

Funds Centers

Werk

Werk

Functional Areas

Werk

Werk

Funded Programs

Werk

Werk

Funds

Werk

Werk

GL Accounts

Commitment Items

1-5

proper use of master data and related ledgers17
Proper Use of Master Data and Related Ledgers

=

  • Represent the lowest level areas of responsibility for budgetary monitoring and control.

Funds Centers

=

  • Represent lower-level internal programs or initiatives, which represent a plan or system under which actions may be taken to achieve specific goals.

Funded Programs

=

  • Represent the categories or classifications of fund equity, revenues, expenses and encumbrances at the lowest level of detail necessary for internal and external reporting. Should be 1:1 with GL accounts, with some exceptions.

Commitment Items

1-5

proper use of master data and related ledgers22
Proper Use of Master Data and Related Ledgers

Client

CO Area

Company Code

FM Area

Werk

Werk

Profit Centers

Business Areas

Werk

Werk

Funds Centers

Werk

Werk

Cost Centers

Werk

Werk

Functional Areas

Werk

Werk

Internal Orders

Werk

Werk

Funded Programs

Werk

Werk

WBS Elements

Werk

Werk

Funds

Werk

Werk

Cost Elements

GL Accounts

Commitment Items

1-5

proper use of master data and related ledgers23
Proper Use of Master Data and Related Ledgers

=

  • Represent the areas of accrual-based profitability (comparison of revenues vs. expenses) for internal monitoring and control purposes.

Profit Centers

=

  • Represent lower-level organizational units with responsibility for on-going activities.

Cost Centers

=

  • Structures used to plan, collect, monitor, control and distribute the actual costs of discrete, short-term tasks performed by responsibility units.

Internal Orders

=

  • Structures used to plan, collect, monitor, control and distribute the actual costs of discrete, long-term tasks performed by responsibility units.

WBS Elements

=

  • Represent the categories or classifications of revenues, expenses and cost allocations at the lowest level of detail necessary for internal reporting.

Cost Elements

1-5

proper use of master data and related ledgers26
Proper Use of Master Data and Related Ledgers

Client

CO Area

Company Code

GM Area

Werk

Werk

Profit Centers

Business Areas

Werk

Werk

Cost Centers

Werk

Werk

Grants

Werk

Werk

Internal Orders

Werk

Werk

Sponsored Programs

Werk

Werk

WBS Elements

Werk

Werk

Funds

Werk

Werk

Cost Elements

GL Accounts

Sponsored Classes

1-5

proper use of master data and related ledgers27
Proper Use of Master Data and Related Ledgers

Client

GM Area

FM Area

Werk

Werk

Funds Centers

Werk

Werk

Grants

Werk

Werk

Functional Areas

Werk

Werk

Werk

Werk

Sponsored Programs

Funded Programs

Werk

Werk

Werk

Werk

Funds

Funds

Sponsored Classes

Commitment Items

1-5

proper use of master data and related ledgers28
Proper Use of Master Data and Related Ledgers
  • Technical structure used to represent similar grant accounting and control rules. A grants management area contains settings that impact master data and/or transactions within that area.

=

GM Area

=

  • Represent lower-level funding instruments used to document, control and report on the results of an agreement made between a sponsor and the organization. A full set of financial statements is possible for each grant.

Grants

=

  • Structures used to control and monitor transactions based on a sponsor’s external programs, which may be different from an organization’s own programs.

Sponsored Programs

=

  • Structures used to control and monitor transactions based on a sponsor’s external account structure, which may be different from an organization’s own accounts.

Sponsored Classes

1-5

summary
Summary

You are now able to:

  • Understand the Public Services solution
  • Understand that system integration is highly critical
  • Explain the proper use of master data and related ledgers