FIRMS Edit Errors Sherry Pickering, Chancellor’s Office

Types of Error MessagesThere are four types of edits:

Valid valuesBusiness Rules - Accounting Business Rules - BudgetComparison Errors

Valid Values ErrorVery RareCO MaintainedExample would be an invalid

Program CodeTo Fix

Call CO – John Kochumman (562) 951-4622

Re-Run Attribute BuildRe-Extract

Chancellor’s Office FIRMS Reporting Elements

Business Rules - AccountingThese rules check that data

complies to standard business practice and combination edits

ExamplesReimbursed Activity Program Code

1100 must = 0Scholarship and fellowship program

code can only use financial aid object codes

FTE can only be on salary and wages object codes

Business Rules - BudgetThese rules check that data

complies to standard business practice

ExamplesReported current budget for GF

appropriations must be equal to budget allocations reported on Systemwide Allocation Control Report

Total amount for SUG must be equal to or greater than the systemwide budget allocations

Comparison Errors

Most comparisons involve campus data only – Due To/From, Transfers In/Out, A/R and Reimbursed Activity

Comparisons using a central validation table include: Fund Balance Clearing, Equity and Budget Validation

Chancellor’s Office FIRMS Validation Edits

http://www.calstate.edu/CIM/financialAssets/firms/validation_rules.pdf

Adobe Acrobat 7.0 Document

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

Business Rule

CSU_FIRMS_FILE & FIRMS Edit ErrorIn addition to researching errors using the

CSU_FNAT and CSU_AAT tables, CSU_FIRMS_FILE custom table has been added to help error clean-up

With CSU_FIRMS_FILE – Local values for Fund, Account and Department are returned using the extract line number

CSU_FIRMS_FILE & FIRMS Edit Error

CSU_FIRMS_FILE & FIRMS Edit Error

CSU_FIRMS_FILE & FIRMS Edit Error

Error optionsAccrue in XXCSU – reversing next period

Process in XXCMP in next period

Underive XXCSUProcess in XXCMP in Current PeriodRe-derive

If program code onlyProcess correcting journal in XXCSU OnlyCorrect Derivation rule in error for next time

What are the options for correcting?

Depending on errorIf a monthly “check” fix in XXCMP in

the subsequent month.If a submission month make

determination based upon type of errorEx. If the A/R Reserve account is more than

the actual A/R account fix in XXCSU as a reversal entry and then fix in XXCMP the subsequent month.

What are the options for correcting?

A decision to reopen the BU is a decision made by the Financial Managers based upon the severity of the problem and how it will effect the campus reporting.Ex. Missed subsystem feed, re-open

month even though it wasn’t a submission month

What are the options for correcting?

At year end the production environment is cloned

Check errors in the cloneOnce clean we close the BU and

submitAny errors after this point the

business unit would be opened to make corrections

Resources FIS 8.4 CDIP BPP –

Month & Year-End Procedures FUG 2004-05 Year-

End FIRMS Derivation Presentation

FIS 8.4 CDIP BPP – FIRMS/GAAP Submission

FIRMS Data Submission Procedure

FUG Training Feb 27 – 28, 2006