Attachment G Chart of Accounts and Financial Master Data Redesign Summary Presentation.pdf
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- Solicitation number
- S000000321
- Issued by
- Arkansas
About this file
This document is a presentation summarizing the redesign of the Chart of Accounts and Financial Master Data for the Arkansas Administrative Statewide Information System (AASIS). The presentation outlines the changes from the current structured hierarchy to a more flexible hierarchical and grouping structure, including the impacts on account assignment and organizational, funding, and program/project structures. The key changes include the introduction of Profit Centers, Funded Programs, and Sponsored Programs to enable improved operational and management reporting. The presentation provides detailed examples contrasting the current and future state for non-grant cost centers, internal orders, grants, and capital projects.
The related state and local contract opportunity is for SAP S/4HANA Implementation and Upgrade Services, which involves the jurisdictions of Pulaski County and Little Rock City in Arkansas. The scope likely includes implementing the redesigned Chart of Accounts and Financial Master Data structures outlined in the presentation, as well as broader ERP implementation and upgrade services.
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Chart of Accounts and Financial Master Data Redesign
E X E C U T I V E O V E R V I E W
7/31/2023 1
Agenda
• Account Assignment Overview
• AASIS As-Is vs. AASIS To-Be
• Today vs. Tomorrow
• Examples
• Non-Grant (operating)
• Cost Center
• Internal Order
• Grant
• Project
• Discussion
Account Assignment Overview
SAP Organizational Structures
Account
Assignment Aspect Today Use Today Aspect Tomorrow Use Tomorrow
Structured
Hierarchy
Flexible
Hierarchies / Groups
Segment Not Available Not Available Line of Business
(ACFR Type of Activity)
Auto-Populated from Profit
Center N Y
Business Area State Agency Auto-Populated from
Cost Center
Not Used
(replaced by Profit
Center)
Not Used
(replaced by Profit Center) N N
Profit Center Not Used Not Used
Line of Business and Agency
(Replaces the
Business Area)
Auto-Populated from Cost
Center, Order or WBS
Element
Y Y
Cost Center Quasi-Organizational
(Budget Quad:
funding, function)
Mandatory Entry
(operating)
Child: Agency Defined
Level of Organization
Parent: Agency
Management
Conditional
(must choose Cost Center or
Order or WBS Element)
Y Y
Funds Center Budget Quad:
Appropriation
Auto-Populated
(derived from Cost
Center and Fund)
Organizational
Management
(across service efforts)
Auto-Populated from Cost
Center entered, or Cost
Centers assigned to Orders or WBS Elements
Y Y
Sponsor Not Used Not Used Grant Reporting Auto-Populated from Grant N Y
SAP Funding Structures
Account
Assignment Aspect Today Use Today Aspect Tomorrow Use Tomorrow
Structured
Hierarchy
Flexible
Hierarchies / Groups
Fund
Budget Quad:
Legal Fund, Sub-Funding Sources and Other Uses
Auto-Populated
Budget Quad:
Legal Fund, Sub-Funding Sources and Other Uses
Mandatory Entry N Y
Grant Grant Reporting
(limited use) Auto-Populated
Grant Accounting and
Reporting
(statewide use)
Auto-Populated from Cost
Center, Order or WBS
Element (direct entry for multi-funded projects)
N Y
Budget Period Not Used Not Used
Not Used
(no requirements to track and report prior-year budget in new fiscal year)
Not Used
(no requirements to track and report prior-year budget in new fiscal year)
N Y
SAP Account Structures
Account
Assignment Aspect Today Use Today Aspect Tomorrow Use Tomorrow
Structured
Hierarchy
Flexible
Hierarchies / Groups
GL Account Revenue, Expense, Balance Sheet Mandatory Entry
Revenue, Expense, Balance Sheet Mandatory Entry N Y
Commitment
Item
Budget Quad:
Classification of
Expense
Auto-Populated
Child: One-to-One with
Account
Parent: Current
Character Code
Child: Copy Account, automatic reconciliation with
ACFR reporting
Parent: Character Code for
Appropriation
Y Y
Sponsored
Class Not Used Not Used
Grant Revenue and
Expense Accounting and Reporting
(statewide use)
Auto-Populated from
Commitment Item
SAP Program / Project / Activity Structures
Account
Assignment Aspect Today Use Today Aspect Tomorrow Use Tomorrow
Structured
Hierarchy
Flexible
Hierarchies / Groups
Internal Order Agency Use
(Grant for DHS and Health) Optional Entry
Program Service
Efforts
Conditional
(must choose Cost Center or
Order or WBS Element)
N Y
WBS Element Agency Use
(Grant or Capital Project for Other Agencies)
Optional Entry
Project Service Efforts
(Capital and
Operating)
Conditional
(must choose Cost Center or
Order or WBS Element)
Y Y
Funded
Program Not Used Not Used
Child: Program or
Project Service Efforts
Child: Agency
Child: Line of Business
(ACFR Type of Activity)
Parent: Appropriation
(Replaces Funds
Center)
Auto-Populated from Fund and Cost Center, Order or
WBS Element
N Y
Sponsored
Program Not Available Not Available
Grant Accounting and
Reporting
(statewide use)
Auto-Populated from Funded
Program, Functional Area, and/or Funds Center
N Y
Functional Area Budget Quad: Function
(not significant) Auto-Populated
Child: Functions /
Processes / Activities
Parent: Program /
Service
Auto-Populated from Cost
Center, Order or WBS
Element (direct entry for activity-based purposes)
AASIS As-Is vs. To-Be
Today vs. Tomorrow
Today
• SAP fields are being misused
• Hard coded to other structures (e.g., funding) to reduce data entry
• Restricts and complicates system integration and extension
• User receives less granular information
• Focus on appropriation control and GASB reporting
• No standardization, more room for human error and difficult to manage groupings
Tomorrow
• SAP fields are used as intended
• Supports logical use
• Simplifies system integration and extension
• User receives more granular information
• Enables integrated support for operations and management
• Standardized central master data management will simplify use by / reporting for user agencies
Non-Grant – Cost Center What We Enter and What We Get Back
Entered
Today
5030001000
Expense Acct Printing
383210
Cost Center Internal Audit
272 HSC6101
Business Area
DFA
HSC6101
Fund DFA Mgmt.
Services
Funds Center DFA Mgmt.
Services
ADMN
Function General Govt
Admin
502:00:02
Commit Item Operating Exp
5030001000
Expense Acct
Printing
1006100000
Profit Center
Cost Center
CAIA000000
Cost Center / Funds Center Internal Audit Management
N/A
Sponsored
Program
Unassigned
Grant
0610100610…
Funded Program DFA Mgmt.
Services
5030001000
Commit Item Printing
1000000000
Segment General
Government
N/A
Sponsored Class
Auto-
Populated Today
Entered
Tomorrow
Auto-
Populated Tomorrow
Rolls Up To
ADMN
Function General Govt
Admin
502:00:02
Commit Item
Operating Exp
1006100000
Profit Center Gen. Govt.
DFA
CA00000000
Cost Center / Funds Center
Central Administration
CAIA000000
Internal Audit Management
ADMN…
Function General Govt
Admin
Legal Appropriation DFA Mgmt.
Services
HSC6101000
Gen. Govt.
DFA
Fund DFA Mgmt.
Services
And Fund
HSC6101000
DFA Mgmt.
Services
Non-Grant – Internal Order
Entered
Today
5020003000
Expense Acct
Telecomm
Wireless
397220
Cost Center
Field Audit 281
Hsc3
I0630154
Order
Central Audit
District
Business Area
DFA Revenue
Division
HSC3001
Fund
DFA Revenue
Div Oper
Funds Center Rev Services Div
Operations
ADMN
Function
General Govt
Admin
502:00:02
Commit Item
Operating Exp
5020003000
Expense Acct
Telecomm Wireless
CAIAFACAD000
Order
Central Audit District
And
Cost Center / Funds Center
Field Audit
N/A
Sponsored
Program
Unassigned
Grant
281… Children
Funded Program Revenue
Collection Audit
5020003000
Commit Item Telecomm
Wireless
1000000000
Segment General
Government
N/A
Sponsored Class
Auto-
Populated Today
Entered
Tomorrow
Auto-
Populated Tomorrow
Rolls Up To
ADMN
Function General Govt
Admin
502:00:02
Commit Item
Operating Exp
1006300000
Profit Center DFA Revenue
Division
CAIA000000
Cost Center / Funds Center
Internal Audit
CAIAFA0000 ADMNAUFD… Children
Function General Govt Admin
Field Audits
Legal Appropriation
HSC3001000
Legal Fund DFA Revenue
Div Oper
1006300000
Profit Center Gen. Govt.
DFA Rev. Div.
Rev Services Div Operations
And Fund
HSC3001000
DFA Revenue
Div Oper
Grant
Entered
Today
5020003500
Expense Acct 02 Connectivity
456923
Cost Center Internet Crimes
Against Children 19
F.0960.ICAC-19-E
WBS Element
ICAC 2019
Expense
Business Area
State Police
FLA8502
Fund Internet Crimes
Against Children 19
Funds Center Var. Fed. Programs
803 of 23 (16)
SFTY
Function Public Safety /
Corrections
502:00:02
Commit Item
Operating Exp
5020003500
Expense Acct
02 Connectivity
SPG19ICACMCX
Order
SP ICAC-MISSING
CHILDREN (2019)
And
Cost Center / Funds Center
State Police
16.543
Sponsored Program
109602019-MC-K023
Grant
521… Children
Funded Program Various Federal
Programs
5020003500
Commit Item 02 Connectivity
1000000000
Segment General
Government
INTERNET SERVICES
Sponsored Class
Auto-
Populated Today
Entered
Tomorrow
Auto-
Populated Tomorrow
Rolls Up To
SFTY
Function Public Safety /
Corrections
502:00:02
Commit Item
Operating Exp
1006300000
Profit Center Gen. Govt.
State Police
CAIA000000
Cost Center / Funds Center
Internal Audit
SP00000000 SFTYCH… Children
Function Public Safety-
Child Services)
Legal Appropriation
FLA8502000
Legal Fund DFA Revenue
Div Oper
1009600000
Profit Center Gen. Govt.
State Police
Various Federal Programs
ICAC (2019) Missing Children Assistance
Internet Services
And Fund
FLA8502000
Internet Crimes
Against Children 19
Project
Entered
Today
5080018000
Expense Acct
02 SALVAGE DEMO
& REMOVAL
C.0193.90839-01
WBS Element Rehab of
Jr. College Bldg.
Business Area South Arkansas
College
CWS0000
Fund South AR CC § 19-5-303(s)
Funds Center
JR COLL BLDG
349 OF 03 (33(A&B))-
CCOL
Function Community
Colleges
502:00:02
Commit Item
Operating Exp
5080018000
Expense Acct
02 SALVAGE DEMO
& REMOVAL
C.000001.020.00
WBS Element Rehab of Jr. College
Bldg- Phase 2
Cost Center / Funds Center
S CC-Facilities-PM
N/A
Sponsored Program
Unassigned
Grant
804… Children
Funded Program
JR COLL BLDG
5080018000
Commit Item
02 SALVAGE DEMO
& REMOVAL
2H00000000
Segment Higher Education
N/A
Sponsored Class
Auto-
Populated Today
Entered
Tomorrow
Auto-
Populated Tomorrow
Rolls Up To
CCOL
Function Community
Colleges
502:00:02
Commit Item
Operating Exp
2H01930000
Profit Center Higher Education
South Ark College
C1FMPM0000
Cost Center / Funds Center
S CC-Facilities-PM
C1FMPM0000 CCOLCAP… Children
Function Community
Colleges-Capital
Legal Appropriation
CWS0000000
Legal Fund South AR CC § 19-5-303(s)
2H01930000
Profit Center Higher Education South Ark College
JR COLL BLDG
349 OF 03 (33(A&B))-
N/A N/A N/A
And Fund
CWS0000000
South AR CC
§ 19-5-303(s)
Discussion
| Default Section |
| Slide 1: Chart of Accounts and Financial Master Data Redesign |
| Slide 2: Agenda |
| Account Assignment Overview |
| Slide 3 |
| Slide 4: SAP Organizational Structures |
| Slide 5: SAP Funding Structures |
| Slide 6: SAP Account Structures |
| Slide 7: SAP Program / Project / Activity Structures |
| AASIS As-Is vs. To-Be |
| Slide 8 |
| Slide 9: Today vs. Tomorrow |
| Slide 10: Non-Grant – Cost Center |
| Slide 11: Non-Grant – Internal Order |
| Slide 12: Grant |
| Slide 13: Project |
| Discussion |
| Slide 14 |
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