Funds Control Review videoconference

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Funds Control Reviewvideoconference

• August, 2005

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Jefferson Lab Org Chart
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CFO Division Org Chart
Total FTEs 18
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FY2005 Budget Summary (M)
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FY05 Budget
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BUDGET EXECUTION FUNDS CONTROL SUMMARY
The Budget Officer receives contract mod from
Site Office Contracting Officer The Budget
Officer allocates new funds to divisions by BR
code The Budget Analyst for division notifies
cost account manager sets up new project(s) as
needed uploads budget for project into web
reports Spending is monitored on a daily basis
by the Budget Office using web based spending
summaries (by BR within each division). Cost
Account Managers have access to web reports and
are also responsible for monitoring their
projects. (note webreports contains a pending
column that alerts the Cost Account Manager and
Budget Office of requisitions that are in
procurement but are not yet commitments). In
addition the Budget Office maintains a spending
plan that reflects the divisional plans for
labor, procurements, etc. at the funding
level. Potential overruns are identified by the
Budget Office. The Cost Account Manager is
notified for corrective action and is followed up
by the Budget Office.
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Flow Chart
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Cost Reporting

• The Project/Organization/Account numbering
  convention, shown below, is used for
• collecting, tracking, and reporting labor and
  material costs. The actual costs and
• commitments are reported by project and/or
  organization and account combination.
• Project Code XXXXXX.XXXXXXXXXX.XXX.XXX
• Organization Code X.XX.XXX.XXXX
• Account Code XXXX-XXX
• The project codes are made of 4 levels. Level 1
  is the top level summary and consists of
• six alphanumeric characters and is used to
  roll-up projects. Level 2 consists of 10
• alphanumeric characters and is used as a second
  level roll-up. Level 3 consists of 3
• alphanumeric characters and is used as a roll-up
  of detail projects. Level 4 consists of
• three alphanumeric characters and is used as a
  detail project identifier. Each detail
• project is tied to the BR that funds it by using
  a field called Prime Contract ID.
• The organization codes consist of 4 levels. Each
  level rolls-up to the level above it.
• Level 1 is intended to roll-up to the Lab level.
  Level 2 is used to indicate the division.
• Level 3 identifies the department within the
  division, and Level 4 is used as the detail
• organization code.

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Sample Listing of JLab Project Codes
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Sample Listing of JLab Organization Codes
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Sample Listing of JLab Account Codes
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