SCT Banner FinanceSCT Banner FinanceChart of AccountsChart of Accounts

Presented byPresented by Stephanie Coleman, CPAStephanie Coleman, CPA

Banner FinanceBanner Finance

What is Banner?What is Banner?

Financial Operating System that is Financial Operating System that is replacing FRSreplacing FRS

Who will be affected?Who will be affected?

EveryoneEveryone

StudentsStudents

FacultyFaculty

StaffStaff

Why are we doing this?Why are we doing this?

The Existing System is Technically The Existing System is Technically ObsoleteObsolete

Chart of AccountsChart of AccountsThe Chart of Accounts is the The Chart of Accounts is the numbering system used by Banner numbering system used by Banner to capture financial transactions to capture financial transactions and facilitate retrieval of and facilitate retrieval of information and financial reporting. information and financial reporting. The Chart of Accounts is defined by The Chart of Accounts is defined by the letter “E”.the letter “E”.

The Chart of Accounts structure is The Chart of Accounts structure is composed of six elements: Fund, composed of six elements: Fund, Organization, Account, Program, Organization, Account, Program, Activity, and Location (FOAPAL).Activity, and Location (FOAPAL).

Some of the FOAPAL elements Some of the FOAPAL elements represent information that is similar represent information that is similar to Account Numbers and Object to Account Numbers and Object Codes in FRS.Codes in FRS.

Chart Elements (C FOAPAL)Chart Elements (C FOAPAL)

A series of individual values which, in A series of individual values which, in a sequence, describe a specific a sequence, describe a specific activity within the University.activity within the University.

Represents the foundation on which Represents the foundation on which the Banner system has been built.the Banner system has been built.

Why Use Chart Elements? Why Use Chart Elements?

Organize information in many Organize information in many different ways:different ways: Isolate relevant dataIsolate relevant data Enable roll upsEnable roll ups

Generate reports for end user needs Generate reports for end user needs as well as central needs. as well as central needs.

Create flexibility and capture details Create flexibility and capture details in defining transactions. in defining transactions.

The New Chart elements The New Chart elements (C-FOAPAL)(C-FOAPAL)

C = Chart code C = Chart code (1 character) Given “E” for ECU (1 character) Given “E” for ECU F = Fund code F = Fund code (6 character - 5 levels)(6 character - 5 levels) O = Organization code O = Organization code (6 char.-8(6 char.-8 levels)levels) A = Account code A = Account code (5 char. - 4 levels)(5 char. - 4 levels) P = Program code P = Program code (4 char. - 5 levels)(4 char. - 5 levels) A = Activity code A = Activity code (6 char. - 0 levels) (6 char. - 0 levels) (optional)(optional)

L = Location code L = Location code (6 char. - 5 levels) (6 char. - 5 levels) (optional)(optional)

Chart of AccountsChart of Accounts

Index code• ‘Shortcut’ or ‘alias’

• Can populate all or part of FOAPAL

• Increases data entry accuracy

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

AccountIndex

Fund code•Self-balancing set of accounts•Shows ownership of cash or fund balance •Similar to FRS GL Account

Chart of Accounts Chart of Accounts (cont.)(cont.)

Chart “E”

Fund Organization Activity LocationAccount Program

Required Optional

Fund

FRS to FundFRS to FundType of Fund FRS Begins with Banner will begin with

111-East 112-West

12 - Overhead Receipts14 - ITF/Special Funds

Auxillary 31 31MFPP 34, 35 314 and 315Grants 4, 5 21Univ Scholarships 6 23, 24, 25, 27, or 6E Univ Endowments 7 6C or 6ZLoans 770 410Capital Improvements 88 91Foundation 993, 994, 995, 997 2- Alpha's

2State

Special Funds 1

Organization code•Budgetary unit or departmental unit•Similar to FRS OUC number•Houses information regarding Revenues and Expenses

Chart of Accounts Chart of Accounts (cont.)(cont.)

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Organization

Organization HierarchyOrganization Hierarchy

Account code•Identifies type of account (Asset, Liability, Revenue, Labor, Expenditure, Transfer)•Similar to FRS object code or line item

Chart of Accounts Chart of Accounts (cont.)(cont.)

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Account

Account CodeAccount Code

Revenues and transfers in will begin Revenues and transfers in will begin with 5with 5

Salaries and Benefits will begin with 6 Salaries and Benefits will begin with 6 for ECU personnelfor ECU personnel

Contracted employees will begin with 7Contracted employees will begin with 7 Expenditures and transfers out will Expenditures and transfers out will

begin with the number 7begin with the number 7

Program code• Functional classifications of revenues and

expenditures

• Like FRS Purpose Codes• Defines NACUBO functions

• Examples are Instruction, Research, Libraries, Student Services etc.

Chart of Accounts Chart of Accounts (cont.)(cont.)

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Program

Activity code•Optional•Non-hierarchical element•Often used to account for tracking of special events or (i.e. Physician, Trade Skills, etc.)

Chart of Accounts Chart of Accounts (cont.)(cont.)

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Activity

Activity code for SOMActivity code for SOM

A = Anesthesiology P = Peds

B = BMT (SCT) Q = Rehab

C = R = Rad Onc

D = S = Surgery

E = Emerg Med T =

F = Fam Med U =

G = GPA V = Basic Sci. Depts

H = Firetower W = Academic Affs.

I = X =

J = Pathology Y =

K = Radiology Z =

L = LJCC

M = Medicine

N = Psych

O = Ob/Gyn

Activity Code

Department Assignment

Activity Code

Department Assignment

Activity code for SOMActivity code for SOMPROPOSED

Budget Provider

Unit Initials

Model I: Cost by Provider / Location

Provider Name Location

PEDS Ronald M. Perkins, MD General P R M P G L

Dale A. Newton, MD POC P D A N P C

Provider Initial's Log Departmental Location Assign

RMP = Ronald M. Perkins, MD GL = General

DAN = Dale A. New ton, MD PC = POC

ABC = ABC, MD DP = DP2

(Note: Each provider will need to be set up for each potential location)

OB/GYN Julius Q. Mallette, MD Brody B O J Q M B B

C. Calvin Hayslip, MD LJCC O C C H L C

Provider Initial's Log Departmental Location Assign

JQM = Julius Q. Mallette, MD BB = Brody B

CCH = C Calvin Hayslip, MD BJ = Brody J

ABC = ABC, MD LC = LJCC

(Note: Each provider will need to be set up for each potential location)

Location

Activity code for SOMActivity code for SOMBudget Department

Model II: Cost by Program / Location Unit Program

Program Name Location

EM Simulator PCMH E 1 0 0 P H

Wake Med Raleigh E 3 0 0 R G

Departmental Program Log Departmental Location Assign

100 = Simulator PH = PCMH

200 = EMS Rotation RG = Raleigh

300 = Wake Med BB = Brody B

(Note: Each program will need to be set up for each potential location)

Location

Location code•Optional•Identifies physical locations•Only used in the Fixed Assets, Stores Inventory, and Research Accounting modules

Chart of Accounts Chart of Accounts (cont.)(cont.)

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Location

FRS Crosswalk to BannerFRS Crosswalk to Banner Systems Coordination websiteSystems Coordination website

FRS Crosswalk to BannerFRS Crosswalk to Banner Systems Coordination websiteSystems Coordination website

FOAPAL Comparison to FRS 10-digit FOAPAL Comparison to FRS 10-digit AccountAccount

Special Fund Smart Classroom-Miscellaneous Revenue 1 2 1 7 9 1 - 0 7 9 0State Acct Financial Services- SPA Salaries 2 5 1 2 5 0 - 1 2 1 0Auxiliary Acct Umstead Hall Operating 3 1 0 9 8 5 - 2 3 0 0Foundation Acct Mary Howard Schlarship In 9 9 3 9 7 6 - 8 4 1 1

State Fund 1 1 1 1 7 0 2 4 0 0 0 1 6 0 2 0 1 1 7 0 0 Special Fund 1 4 1 7 9 1 2 7 0 1 0 1 5 1 0 1 2 1 4 2 0 Auxiliary 3 1 0 9 0 0 4 2 1 3 1 5 7 2 1 8 1 2 0 5 0 Foundation E A 3 9 7 6 7 1 0 1 0 1 8 2 2 1 1 2 0 5 0

Activity Location(6 digits) (6 digits) (5 digits) (4 digits) (1-6 digits) (1-6 digits)--Required --Required --Required --Required --Optional --Optional--Source of Money --Nature of trans -- Used for --Balance Sheet --Like FRS Objt Tracking

--Rev/Exp

Examples111= State Funds (East) 1=Chancellor 5= Revenues 1010 Instruction Trade Skills112= State Funds (West) 2= Div Adm & Finance 6= Labor/Benefits 1020 Research Student Store Merch.12= Overhead Funds 3= Div Inst Adv 7= Expenses 1070 Distance Ed Physicians14= Special Funds 4=Div of Student Life 8= Transfers 2030 Food Srvs Summer Theatre21= Grant Funds 5=Div of Academic Affairs 2040 Health Center31= Auxilliary Funds 6=Div of Health SciencesAlpha= Foundation Funds 7=Div of Res & Grad Studies

8=Athletics

--Like FRS Purpose Code

--Departmental or Budgetary Unit

Fund Organization Account Program

PROG ACTV LOCN

--Only used for Fixed Assets,

FRS SL"10" Digit SL Account

6 digit department 4 digit object

BANNER FOAPALRequired Elements Optional

FUND ORGN ACCT

Banner Chart ElementsBanner Chart ElementsThe Good NewsThe Good News

Helpful Features Helpful Features Drill Downs are availableDrill Downs are available Can Execute Queries to Retrieve Can Execute Queries to Retrieve

InformationInformation Unlimited Transaction HistoryUnlimited Transaction History Can Download Forms into Excel Can Download Forms into Excel

Transition Issues for Transition Issues for Banner Chart ElementsBanner Chart Elements

Until all of Banner is implemented, we will Until all of Banner is implemented, we will continue to use Legacy Account numbers continue to use Legacy Account numbers for some activities. The activities that will for some activities. The activities that will require the use of both FRS and Banner require the use of both FRS and Banner account information include: account information include:

Pro CardPro Card Student SystemStudent System Student AlumniStudent Alumni HRMSHRMS

Purchase Order & Requisition Purchase Order & Requisition Tracking (a.k.a. PORT)Tracking (a.k.a. PORT)

Easy Ordering in just three Easy Ordering in just three screensscreens

Built on a point and click Built on a point and click methodmethod

Similar to Staples.com siteSimilar to Staples.com site

Purchase Order & Requisition Purchase Order & Requisition Tracking (a.k.a. PORT)Tracking (a.k.a. PORT)

Banner 101 and Banner 102 Banner 101 and Banner 102 prerequisitesprerequisites

PORT training to begin on November PORT training to begin on November 14 and conclude December 1414 and conclude December 14

Classes will be held on East and West Classes will be held on East and West CampusCampus

Registration will be available on One Registration will be available on One Stop within the next two weeksStop within the next two weeks

Banner FinanceBanner Finance

Go Live Date for General Ledger and Go Live Date for General Ledger and Purchasing is January 9, 2006Purchasing is January 9, 2006

Anticipated Go Live Date for Human Anticipated Go Live Date for Human Resources is July 1, 2006 Resources is July 1, 2006

Websites for additionalWebsites for additionalBanner InformationBanner Information

www.ecu.edu/syscoord/www.ecu.edu/syscoord/

www.ecu.edu/sctbanner/www.ecu.edu/sctbanner/index_news.cfmindex_news.cfm

Banner QuestionsBanner Questions

Questions?Questions?

Presented by Stephanie Colemancolemans@mail.ecu.edu

Presented by Stephanie Colemancolemans@mail.ecu.edu