2/5/2019 1 SFMS USER GROUP MEETING FEBRUARY 5, 2019 2 Agenda Structure Review SABRS-Structure Review Financial Archive Profile Roll DHS/OHA process to get ready for Profile Roll Financial Inquiry Screens-37, 44, 46, 47, 89 D23 Funds Overview SFMS SFMS 1
2/5/2019 3 SFMA Terms Table Archives Rollover Programs Document Tracking, Profile Payments, Financial, Year End Receipts, Profiles Purges Closing Programs Vendor Table Year End ACH Vendor Biennium Website Liquidation SFMS SFMS Encumbrances 4 How many times have you visited our website in the current month? A. Once B. 2-5 times C. 6-10 times D. More than 10 times 0% 0% 0% 0% s s s e e e e c m m m n O i i i t t t 0 0 5 ‐ 1 1 2 ‐ n 6 a h t e r SFMS SFMS o M 2
2/5/2019 5 How many times have you visited our website in the last 6 months? A. Once B. 2-5 times C. 6-10 times D. More than 10 times 0% 0% 0% 0% s s s e e e c e m m n m O i i t i t t 5 0 0 ‐ 1 1 2 ‐ 6 n a h t e r SFMS SFMS o M 6 SFMS Web site SFMS SFMS 3
2/5/2019 7 PROGRAM LIZ SCHULTZ STRUCTURE REVIEW AY 21 8 Program Structure Reviews – AY21 Background on R*STARS Program Structure Responsibilities & Timelines -- Agencies, SABRS & SFMS Recommended practices Tips to avoid common pitfalls SFMS SFMS 4
2/5/2019 9 Background on R*STARS Program Structure Oregon Budget Information Tracking System Relational Statewide Accounting & Reporting System Central repository of budgeting Central repository of accounting information for the state information for the state ORBITS & R*STARS share certain common data elements to allow agency accounting & budgetary structures to be aligned between the two systems. SFMS SFMS 10 Background on R*STARS Program Structure Example ORBITS to R*STARS Structure Alignment Spreadsheet SFMS SFMS 5
2/5/2019 11 Background on R*STARS Program Structure Reporting Level Type B = Summary Cross Reference (SCR) Level • A = Detail Cross Reference (DCR) Level • Reporting Level Number ORBITS Budget Level Number • ORBITS Cross Reference Number (X Ref #) Digits 1–5 (Level 1)= Agy number followed by 00 • Digits 6–8 (Level 2) = Reporting Level B • • Digits 9–10 (Level 3) = Reporting Level A Digits 11–17 (Lower Levels) = Agency defined • SFMS SFMS 12 Background on R*STARS Program Structure R*STARS Program Level (R*STARS D04 Profile) Nine levels available to define the agency • budgetary structure for reporting purposes. Level 0 = System required default - “0000” • Level 1 = Agency level - typically “0001” • Level 2 = Appropriation level – typically SCR level * • Level 3 = Appropriation level – typically DCR level * • • Level 4 – 9 = Lower Levels – Agency defined * * Program structures will vary based on agency needs. Agencies are required to maintain a one-to-one • relationship between R*STARs D04 Profile and ORBITS X-Ref # down to Detail Cross Reference (DCR) Level. SFMS SFMS 6
2/5/2019 13 Background on R*STARS Program Structure How does this look on the D04 screen? SFMS SFMS 14 Background on R*STARS Program Structure R*STARS D04 Screen - Program Code Profile The D04 profile is centrally maintained by SABRS The ORBITS XREF field aligns R*STARS to ORBITS Program hierarchy is displayed on this screen Program code level of 4 in this example SFMS SFMS 7
2/5/2019 15 Background on R*STARS Program Structure R*STARS 26 Screen - Program Cost Account Profile D04 program code is included on 26 PCA profile maintained by agency PCA identifies program code to use to summarize accounting activity Agy Bud Prg Level Ind should match program code level on D04 screen SFMS SFMS 16 Responsibilities & Timelines Agencies SABRS Agencies SFMS March – April 2019 April – May 2019 May – June 2019 June 2019 •Review updated •Review agency •Delete PCAs rolled •Identify any changes requested changes D04 and 26 profiles needed to your forward in AY21 before for alignment with SABRS deletes related D04 to ensure program agency program structure is properly ORBITS. profiles. structure for AY21. established. •Coordinate with •Review changes to D04 •Notify SABRS and your •Provide any review agency on D04s to profiles made by SABRS. SFMS analyst of any delete. Agency results to agency to changes to the D04 must delete related help ensure program structure. •Set up AY21 PCAs for new successful posting of AY21 PCAs first. or updated D04 profiles. agency’s AY21 •Submit required transactions. •Input changes into documentation to •Notify your SFMS analyst RSTARS D04 profile SABRS and copy your that AY21 profiles are for AY21. SFMS analyst. ready for review. SFMS SFMS 8
2/5/2019 17 Recommended Practices Keep program codes in a logical numbering sequence. 1. SABRS recommends separate PCAs that point to a Level 2 program code for 2. legislatively approved budget appropriation & allotment entries. SFMS recommends all other PCAs use lowest level program code in hierarchy. 3. For consistency, consider inserting intermediary program levels so all PCAs are at the same program code level. Make sure Agency Budget Program Level Indicator on 26 PCA screen matches 4. program code level shown on the D04 screen. If you have PCAs using program codes or agency budget indicators at different 5. levels, be aware this may impact how results are displayed in DAFR reports, Datamart queries & the 61 Agency Budget Financial Inquiry screen. SFMS SFMS 18 Tips to Avoid Common Pitfalls The tips below are to help you avoid some common pitfalls. These can result in a loss of accounting integrity and often require a lot of work to correct! Inactivate or delete related PCAs prior to inactivating or deleting the program code. If PCA remains active, the system will not prevent transactions from continuing to post. Only delete profiles if they have had no transaction activity to them in that AY. Do NOT make changes to existing program codes if they already have transactions posted to them in that AY. When making changes to higher-level program codes, make sure all D04 program code profiles that roll up to the program code were resaved (F10) to reflect the new program hierarchy. SFMS SFMS 9
2/5/2019 19 Program Structure Reviews – AY21 SFMS conducts full or partial reviews of agency structure changes depending on the extent of the changes. If there are no program structure changes from the prior AY, a review will not be conducted. During these reviews, we review the following: D04 screens match to agency approved spreadsheet. Program code hierarchy is correctly established within the system. PCAs have been established and inactivated as appropriate. Please let your SFMS agency support analyst know if you have any questions or need assistance with this process. SFMS SFMS 20 Are you planning on having a structure review? A. Yes B. No C. Maybe 0% 0% 0% s o e e N b Y y SFMS SFMS a M 10
2/5/2019 Any Questions? 21 SFMS SFMS 22 DAS Chief R*STARS STRUCTURE Financial Office PRESENTATION SABR Section 11
2/5/2019 23 Overview What actions require Program Code changes? Deadlines Required documentation Responsible Parties Final Thoughts SFMS SFMS 24 What actions require program code changes? • ORBITS Structures have changed due to the following: Policy Decisions Legislative Changes • Additional D04 programs are necessary to meet accounting needs. SFMS SFMS 12
2/5/2019 25 Required Documentation • ORBITS to R*Stars Alignment spreadsheet (see p.6) Copies of this document may be requested from ORBITS.help@Oregon.gov. Update spreadsheet as necessary. Include all current 2019-21 ORBITS Cross Reference structures and proposed 2019-21 R*Stars D04 Programs. SFMS SFMS 26 Required Documentation Cont. Highlight the requested changes. These can be additions, changes or deletions. Note: Deletions are only allowed at the change of a biennium. This requires that the agency update all existing pca’s associated with the D04 to be deleted and the D04 can not have any activity in the 2019-21 biennium. Use the Comments field to explain what needs to be done SFMS SFMS 13
2/5/2019 27 Structure spreadsheet example SFMS SFMS 28 Deadlines • March 20, 2019 Notification to SABRS at ORBITS.help@Oregon.gov that D04 Program structure changes will be needed. Please include your SFMS Agency Support Analyst on this notification. • May 1, 2019 or Sooner! Provide SABRS with an alignment spreadsheet displaying the D04 Program structure changes needed. • ASAP If additional changes are necessary based on Legislative action please provide these to SABRS. SFMS SFMS 14
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