Presentation of Chart of Accounts

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Presentation of Chart of Accounts

• June 29, 2005

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Team Members

• District
• Christy Price
• Debbie Hardy
• Jill Klink
• Karen Davis
• Leanne Evans
• Martin Arroyo
• Melanie Pitts
• Mike Burke
• Ron Horan
• Shirley Knox
• Susej Morejon
• Wayne Atzrodt

• ERP Project Team
• Doris Howard
• Greg Ostaffe
• eVerge
• Chuddie Jones
• Jason Mathieu
• Martha Thompson

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Best Business Practices

• Improved local control of budget
• Budget Manager
• Local Code
• Enhanced reporting
• Improved grants accountability

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TERMS to PeopleSoft

• Old Dimension
• Location
• Fund
• Function
• GLFunctionsObjects
• Project/Program
• Capital Projects

• PeopleSoft ChartField
• Department
• Fund
• Function
• Account
• Program
• Budget Manager (new)
• Local Code (new)
• Award Year (new)
• Projects

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• School/DepartmentThe same as the existing local
  code.
• FundBased on activity and reporting need.
• FunctionRetains existing identity (Redbook
  compliance).
• AccountThe Account field will include TERMS
  revenue functions, expense objects and Balance
  Sheet accounts.
• ProgramIdentifies true programs of the District.

• Budget ManagerBudget responsibility and control.
  
• Local CodeAllows the budget to be allocated at a
  more granular level as determined by each campus
  or department.
• Award YearThe Award Year indicates the year of
  the grant award, TANS or SFS activity. Allows for
  multi-year budgeting.
• ProjectThe project element will be used for
  Capital Projects only.

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Chart of Accounts Cross Walk
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Impact of New Chart of Accounts

• Relabeling ChartFields
• Effect on District systems
• Chart of Accounts Rollout
• Managing Change

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ChartField Labels

• Relabeling ChartFields
• Changing the labels of the PeopleSoft chartfields
  will make them more meaningful to District
  personnel.
• Relabeling is accomplished through a process
  called chartfield configuration.
• Impact of Relabeling ChartFields
• Relabeling and resequencing chartfields requires
  modification to delivered PeopleSoft objects. The
  estimated effort for implementing the
  modification changes is eight hours.
• Final approval of the change will rest with the
  ERP Steering Committee.

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Effect on District Systems

• Change to new Chart of Accounts
• Subsystems will have to be changed to incorporate
  the PS chart of accounts structure (School Food
  Service, Maximo, Field Trips, Printing Services,
  etc.)
• Concerns expressed about the effort required to
  change subsystems
• Cross walk to new Chart of Accounts
• Change the interface process by crosswalking to
  PS chart of accounts versus changing the
  subsystems
• Crosswalk must be maintained until all subsystems
  are updated or replaced. Maintenance will be
  complex due to the structural changes Projects
  to Programs, etc.

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Chart of Accounts Rollout

• Fiscal year 2005 ledger balances will be
  converted to the PeopleSoft chart of accounts
  structure during June September 2005.
• Historical Capital Projects data stored in the
  Capital Projects Reporting system (CPR) will also
  be converted and validated.
• The fiscal year 2007 budget will eventually have
  to be available using the PeopleSoft chart of
  accounts and at the correct level of detail.
• The budget will either need to be developed using
  the new chart of accounts or converted prior to
  loading to PeopleSoft in the Spring of 2006. An
  initial fiscal year 2007 budget must be loaded
  prior to the May 1, 2006 Go Live for end of
  school year purchasing.

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Managing Change

• Communication
• Website
• Road shows
• End-user input/participation
• Focus groups
• Inclusion of site-based personnel in BPR sessions
• Support
• Instructor-led training
• Help desk
• One-on-one workshops
• Tools
• Chart of Accounts crosswalk
• User Productivity Kiton-demand help on the
  desktop

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For More Information

• Visit the ERP website.
• Contact Greg Ostaffe or Doris Howard
• Email erpdept_at_palmbeach.k12.fl.us