FIRMS

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FIRMS

• Financial Information Records Management System (FIRMS)

• A database that stores a variety of data submissions from the campuses that assist the Chancellor’s Office in completing systemwide analysis and reporting tasks.

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Derivation Concept• Three PeopleSoft Business Units

CMP Business Unit

Legal Basis All six ChartFields

can be used Campus Business

Needs ChartField Values

based on Campus Information Needs

CSU Business Unit Legal Basis NACUBO Program

Code derived into PS Program ChartField

Only Three ChartFields – Fund, Account, Program Code

GAP Business Unit GAAP Basis Four ChartFields used

– Fund, Account, Program Code and Class

All ChartFields are derived

Peoplesoft Design

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FIRMS• Review the Derivation Rules• Open Accounting Periods in CSU Business Unit• Derivation Process• Journal Generation Process• Allocations for Technology Program Codes• Run the BU in synch report• Extract & Submit• Delete Batch and Redo

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Summary of NACUBO Program Code Derivation Rules

• Rule 1• Account Type determines Program Code

• Rule 2• Fund Processing type + FIRMS Object Code determines

Program Code

• Rule 3• FNAT Key determines Program Code• If not on FNAT Key, then PS Fund determines Program Code

• Rule 4• Department ID determines Program Code

CSU Derivation Rules

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Assets, Liabilities, Equity

• These account types use Rule 1 only• Program Code is assigned based on Account

Type• Program Code 9002 is assigned to all account

types for assets, liabilities and equity

CSU Derivation Rules

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Revenue

• These account types will first use Rule 2• Fund Processing Type + AAT Key

• Sample: Fund 0948 + Trans In from DCF= 1301

• If not found in Rule 2 then the program code associated with Rule 1 will be used

• Account Type R = 5000

CSU Derivation Rules

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Expense

• This account type will first use Rule 2• Fund Processing Type + AAT Key

• Sample CSU Operating Fund + Utilities = 0704

• If Rule 2 is not found it will look to Rule 3• FNAT Key has a program code• If no program code on FNAT key then PS FUND Attribute

• If Rule 3 is not found it will look to Rule 4• Department has a program code

CSU Derivation Rules

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Derivation Concept Review

Peoplesoft Design

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Open Accounting Period cont.

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Open Accounting Period

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Derivation Run Control

Navigation:

CSU BU Derivation>

Derivation Processes >

Delete CSU Batch

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Journal Generate – Save Run Control –

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Journal Generate 3 or 4 Journals

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Journal Generation cont.

• Actual Journals• Actuals

• Contains the data from the Ledger Actuals• Also contains FTE data• Use batch edit, budget check and posting.

• Encumbrance Journals• Contains information from Ledger KK_DTL_ENC• Use batch edit and budget check

• Budget Journals• Contains information from the Ledger_Budg• Journal can be processed on-line

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Allocations for new Technology Program classifcations• 616 Allocation

• In July 1, 2004 there were new program codes to be used for information and technology expenses within each program code.

• An allocation was developed to record activity in the 616 FIRMS object code series in these program codes

• 616001-IT Communications• 616002-IT Hardware• 616003-Misc. Info Tech Cost

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Business Units (BU) In Synch Report

Navigation:

CSU BU Derivation>

Reports >

CSU to Campus Validation Rpt

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BU In Synch Report Output

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Extract

• Run the FIRMS Extract

• Submit the file to the FIRMS database

• Run Edits

• Correct Errors

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Extract

Navigation:

CSU BU Derivation>

Extracts and Submissions >

FIRMS Extract

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Delete FIRMS Derivation Batches Criteria

To delete derived data, one of the following criteria must be met:

1.Batch has not yet been journal generated

2.Batch has been journal generated but journal was deleted before posting

3.Batch has been journal generated and posted but then unposted

21212121

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Delete FIRMS Batches

How? Navigation:

CSU BU Derivation>

Derivation Processes >

Delete CSU Batch

Parameters:

• Required• Business Unit

• Optional• CSU Batch Number• Journal Template• Accounting Date• Journal ID

− Select CSU Batch

22222222

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Delete FIRMS Batches

Click the Trash Can icon to delete batch

23232323

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Types of Error Messages

• Validation edits can be categorized as one of the following:

• Invalid values• Business Rules-Accounting & Budget

• Comparison Errors

• Data is usually edited through an automated process

• Some edits are still manual

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FIRMS Error Examples Combination Error

Comparison Error

ERROR-E0035-AB Invalid Fund,Program Code data combination. Line no: 6099 Rec Typ:10 CSU Fund:246 Prgm Grp:07 Prgm Code:0706 Obj Code:660006 Acct Type:60 Amt:+000001631199.69 FTE:+0000.00 ERROR...Unclassified Salaries and Wages not allowed for Last Quarter Line no:2469 Rec Typ:10 CSU Fund:001 Object Code:601000 Prog Code:0404 Approp Yr:2002 Amt:-000000167980.33 FTE:+0000.00 ERROR-E0151D-A Objects 506026 and 680026 must balance within each state fund. STATE FUND NUMBER 0660 CSU FUND CD OBJ CD AMOUNT 310 506026 -4400970.01 310 680026 4402804.76 ------------- TOTAL AMOUNT FOR STATE FUND 0660 1834.75

Invalid Data

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Business Rules-Accounting & Budget• These rules check that data complies to standard

business practice• Scholarship and fellowship program group can only use

financial aid object codes• FTE can only be on salary and wages object codes• Comparison Errors

• Due To/From = 0• Reimbursed Activity = 0• Campus Budget = Central Validation Table

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Intra/Interagency Transfers

• Intra-agency transfers – automated edits available in FIRMS

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Intra/Interagency Transfers (cont.)• Interagency transfers – require manual edit

Between state funds: 5061xx = 6801xx

Within same state fund other than 0948:

506126 = 680126

SWAT: 506100 = 680100

Between CSU funds in 0948: 571xxx = 671xxx

Within the same CSU fund in 0948:

571000 = 671000

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Due to/Due from

• Within campus – automated edits available in FIRMS

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Due to/Due from (cont.)• Between campus and CO

Between state funds: 1051xx = 2021xx

Within same state fund other than 0948:

105127 = 202127

Between CSU funds in 0948: 131xxx = 231xxx

Within the same CSU fund in 0948:

131000 = 231000

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RMP Expenditures

• No SWAP transactions

Transfers between funds 0001 and 0948 must net to $0 within campus

• SWAP transactions

Transfers between funds 0001 and 0948 must net to $0 at system wide level

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Governmental/Non-Governmental AR

• 103003 includes type “G” or Governmental transactions only

• 103004 includes types “P” and “F” (Proprietary and Fiduciary) transactions only

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Abnormal Balances

This check will not automatically result in rejection of data; explanation will be requested for following:

• Asset & expense accounts – debit balances• Contra-asset accounts – credit balances• Liability, equity & revenue accounts – credit

balances

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Abnormal Balances (cont.)

• Equity account #304099, Offset for Reserves/Fund Balance, will carry a debit balance

• Prior year adjustments (accts. #690002 & #590002) can have either a debit or credit balance

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Other Manual Edits

• 404001 (Allocation Orders Pending) & 404002 (Reserve for Allocation Orders Pending) should be $0 as of July 1, 2008 for appropriation year 2005

• Object codes to which revenues & expenses close in each fund – see CSU website, System-wide Financial Standards & Reporting, Standards & Rules, Fund Equity Object Code by Fund

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Other Manual Edits (cont.)

• Consistency between transfer program codes (13xx) and transfer object codes (506xxx, 570xxx, 680xxx, 670xxx, 690003) until the edits are automated

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New Automated Edit

• Entries using obsolete values in various data elements (e.g., Object Codes, Program Codes, CSU Funds, etc.) will be flagged as errors by automated FIRMS edits. If the entries are posted to clear existing balances in obsolete data element values, campuses should obtain submission approval from Systemwide Financial Standards & Reporting (SFSR).

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