firms overview and update
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FIRMS Overview and Update
Sedong John,
CSU Chancellor’s Office
June 8, 2004 Year-End Financial Reporting 2
Overall Assessment Significant improvement in timeliness of
submission for both FIRMS Data and SCO reporting requirements
Signs of improvement in the quality of data– Fewer errors detected by the C.O.
– More Certificates of Excellence issued by the SCO
June 8, 2004 Year-End Financial Reporting 3
Origin of FIRMS Executive Order 648-Delegation of Fiscal
Authority and Responsibility (Jan 1, 1996) defines campus financial reporting requirements to the C.O.
BF 96-01 (March 20, 1996) officially announced creation of Financial Information Record Management System (FIRMS) as the mechanism to fulfill the reporting requirements under E.O. 648.
June 8, 2004 Year-End Financial Reporting 4
Uses of FIRMS Data FIRMS data is collected to meet various
systemwide reporting needs:– State Reports (SAM07, Schedule 10, Governor’s
Budget, etc.)
– Federal IPEDS report
– To provide financial information to the Trustees, auditors, and other information users
– Management analysis
June 8, 2004 Year-End Financial Reporting 5
Flow of Data
Campus Transaction Data
FIRMS Data
System-wide Reports
June 8, 2004 Year-End Financial Reporting 6
Components of FIRMS Database Data Table
– Contains data collected from campuses and the C.O.– Legal basis actuals data for University is collected quarterly– Budget data for the following year is collected annually– Auxiliary organization data collected in July and October
(IPEDS)– GAAP basis actuals data will be collected annually
Reference Tables– Maintained centrally at the C.O.– Contain various attributes to be downloaded into campus
PeopleSoft system– Used to derive meaningful information in systemwide reports
June 8, 2004 Year-End Financial Reporting 7
Things to Watch Do not record encumbrances or accrued expenses in lump sum
using a default program code, but record them where actual expenditures will occur
Do not report any balance in, or with respect to, Fund 0998 Distinguish between intra-fund and inter-fund transactions
(105027/202027, 506026, 680026) Balance Due Froms/Due Tos and Transfers In/Transfers Out Record construction retention as accrued expense, not encumbrance Include Lottery Project numbers for both budget and expenditures Use object codes for specific expenditures rather than expenses-
other (660090) Notify the C.O. and resubmit FIRMS data if data is resubmitted to the
SCO
June 8, 2004 Year-End Financial Reporting 8
What’s new this year? New transfer object codes for inter-agency transactions (5061xx,
6801xx) that replaced 506040, 506041, 680040, 680041 Changes in auxiliary organization reporting template (Attachment IX) Automation of additional validation edits New capital outlay project codes (60702x, 60703x, 60704x) Review of FIRMS submissions and communication to campuses
regarding warnings/errors throughout the year Rules Committee is continuing its effort to refine definition of
Program Codes and Object Codes Started CDIP implementation
– Program derivation in PS 8.4– Will start collecting GAAP data from PS 8.4 campuses
June 8, 2004 Year-End Financial Reporting 9
What’s ahead? CDIP:
– Program codes will be derived using the derivation method in 8.4.
– Transition issues
– In addition to the legal basis data being collected, GAAP data will also be collected into FIRMS database
New Program Codes added effective 7/1/04 based on FARM release 02-6
New Object Codes created for more precise classification: optional this year, required next year
June 8, 2004 Year-End Financial Reporting 10
Division of Responsibility at the C.O. for FIRMS Systemwide Financial Operations/ Systemwide Financial Standards
& Reporting (SFO/SFSR): George Ashkar/Sedong John
– Functional: standards, policies & rules, submission requirements, data quality control coordination
Financial Management Services (FMS): Sean Boylan/Fyle Cagagnot
– Technical: implementation of defined rules, maintenance of reference tables, data analysis for management information users
Corporate Information Management (CIM): Ron Basich/Rick Fletcher
– Programming and database administration
June 8, 2004 Year-End Financial Reporting 11
Flow of Information
AVC- Financial Services
SFO/SFSR
FMS
CIM
FIRMS Database
June 8, 2004 Year-End Financial Reporting 12
Persons to Contact if you have questions See the list on Attachment IV of the Year-End Reporting Instructions
June 8, 2004 Year-End Financial Reporting 13
Annual Expense Variance Analysis
Part of the Data Integrity Initiative…
Lenore Rozner/Glenn Ducat
CSU Chancellor’s Office
June 8, 2004 Year-End Financial Reporting 14
Data Quality Objectives
Timely, accurate data for accountability reporting to CSU stakeholders
Consistency for year-to-year comparisons
Correct categorizations for comparison with other institutions
June 8, 2004 Year-End Financial Reporting 15
Enhancing Data Integrity
• Increased attention to expenditure categorizations (Program, Object Code)
• Expenditure analysis in 2002
• Post-closing campus expenditure reviews, explanations and campus financial officer certifications in 2003
June 8, 2004 Year-End Financial Reporting 16
A Big “THANK YOU!” Expense coding is becoming
more accurate Campus response has been
positive & timely
Looking Forward: Annual reviews/certifications will continue Changes in coding requirements will
make variances a certainty Scope for data accuracy will expand
June 8, 2004 Year-End Financial Reporting 17
CSU General Fund Expenditures Only* : Fiscal Years 1998/99 - 2002/03$Millions 1998/99 1999/00 2000/01 2001/02 2002/03
Instruction $1,215.4 $1,245.2 $1,319.4 $1,428.9 $1,545.7Research $0.5 $1.9 $2.6 $2.3 $2.1 Total Instruct & Research $1,215.9 $1,247.1 $1,322.0 $1,431.2 $1,547.8
Instruction & Research % 44.5% 44.6% 42.9% 41.9% 44.0%
Academic Support $371.4 $370.2 $435.3 $479.0 $476.8
Academic Support % 13.6% 13.2% 14.1% 14.0% 13.6%
Student Services $270.3 $284.9 $306.7 $325.1 $341.7
Student Services % 9.9% 10.2% 10.0% 9.5% 9.7%
Scholarships & Fellowships $114.9 $116.4 $122.9 $182.7 $172.9
Financial Aid % 4.2% 4.2% 4.0% 5.4% 4.9%
Total Academic & Student Services $1,972.5 $2,018.6 $2,186.9 $2,418.0 $2,539.2
% of Total Expenditures 72.2% 72.2% 71.0% 70.9% 72.2%
Institutional Support $435.0 $426.4 $519.0 $590.0 $599.0
Institutional Support % 15.9% 15.2% 16.8% 17.3% 17.0%
Operations & Maintenance of Plant $318.0 $343.2 $364.8 $388.4 $368.1
Plant O&M % 11.6% 12.3% 11.8% 11.4% 10.5%
Total - $ millions $2,733.0 $2,797.6 $3,081.1 $3,412.0 $3,516.1
FTES Served 273,928 281,782 290,554 316,396 331,353
General Fund Expenditures per FTES $9,977 $9,928 $10,604 $10,784 $10,611
*General Fund Budget Support Plus Fee Revenue
June 8, 2004 Year-End Financial Reporting 18
Major Contributors To Change FY 2002/03 Versus FY 2001/02
Increases $ MillionsAcademic Salaries 64.1
All Other Employee Salaries 31.6Employee Benefits 98.0Insurance Expense 55.8
DecreasesExpenses Other -31.4
Contractual Services -39.5Supplies and Services -29.4
Scholarships /Fellowships -9.8IT Hardware/Software -7.1
Other Decreases -28.2
TOTAL$104.1Million
edits
Activity PeriodRecord TypeAgency CodeSub Agency CodeOrganizationState Legal EntityApprop ReferenceCSU FundYear of AppropYear of BudgetProject No.Program CodeObject CodeAmountFTE Positions
Standards
DOF
Schedule 10---
Governor’s Budget
Financial Standards Advisory Committee
SCOLegal/GAAP Reporting
Federal IPEDS
FRS Qtrly
Management ReportsMulti-year
Variance Analysis---
Statistical Abstract
Activity PeriodRecord TypeAgency CodeSub Agency CodeOrganizationState Legal EntityApprop ReferenceCSU FundYear of AppropYear of BudgetProject No.Program CodeObject CodeAmountFTE Positions
Financial Planning/Resource Allocation
Oracle
Banner
PeopleSoft Qtrly
Qtrly
Qtrly
External Reporting Requirements:•Legislature•State Legal/GAAP•NACUBO/FARMS•GASB/FASB•IPEDS•CSU Trustees•Employee Unions•Public
External Reporting Requirements:•Legislature•State Legal/GAAP•NACUBO/FARMS•GASB/FASB•IPEDS•CSU Trustees•Employee Unions•Public
Campus Systems
FMS
SFO
Budget Office
BP&IM
Ad Hoc
AVC, Financial Services Office
Systemwide Financial Operations
June 8, 2004 Year-End Financial Reporting 20
June 1 Accounting Period Ends
June 30
Close Accounting Period July
31
Corrections / Adjustments
Management ReportsMulti-Year Variance Analysis
FIRMS Working
Table
Internal Data Review Process
Pre-June 30th
Technical Adjustments
Post-June 30th
Campus Financial System
FIRMS Final
Submittal
Review 2-Year Expenditure Data, Explain Expenditure Changes > $100,000, E-mail Variance Report & Management Certification
Submit Variance Report and Data Certification
Mid-August
EDIT Begun in
2003Early August
June 8, 2004 Year-End Financial Reporting 21
June 1 Accounting Period Ends
June 30
Close Accounting Period July
31
Corrections / Adjustments
Management ReportsMulti-Year Variance Analysis
FIRMS Working
Table
NEW EDIT 2004 Internal Data Review Process
Pre-June 30th
Technical Adjustments
Post-June 30th
Campus Financial System
FIRMS Final
Submittal
Review 2-Year Expenditure Data, Explain Expenditure Changes > $100,000, E-mail Variance Report & Management Certification
Submit Variance Report and Data Certification
Mid-August
EDIT Begun in
2003Early August
22
FIRMS ReportingData Submission and Quality Review
Corporate Information Management
June 8, 2004
June 8, 2004 Year-End Financial Reporting 23
FIRMS Documentation URL: http://www.calstate.edu/cim/financialAssets/fmenu1.shtml
Continuously updated reference tables Revised Validation Rules Contact Update
June 8, 2004 Year-End Financial Reporting 24
June 8, 2004 Year-End Financial Reporting 25
Data Submissions URL-http://orion.calstate.edu:7777/servlet/f60servlet?
config=firms_runedit
Web form works with IE 5 and up (PC only) Secure File Transfer
– Application opener button on panel
– Secure ftp application can be opened outside the FIRMS data submission panel
Files may be in tab-delimited or fixed-field format
June 8, 2004 Year-End Financial Reporting 26
Data Submissions- Notification Campus Data are Processed in FIRMS Working
Table Once Data File is Error-Free, Campus Notifies
Corporate Information Staff Corporate Information Staff Copies Data to Final
FIRMS Corporate Data Table
June 8, 2004 Year-End Financial Reporting 27
June 8, 2004 Year-End Financial Reporting 28
Campus Variance Reports Compare Working Table data with Last Year’s
Final Compare This Year’s Final (200406) with Last
Year’s Final (200306) Record Types 10 and 15 Broken Out Brio OnDemand Reports Excel Template for Final Comparison
June 8, 2004 Year-End Financial Reporting 29
Campus Variance Reports- URLs OnDemand Reports- URL:
http://gourdine.calstate.edu/ODSHTML/brio.html
Variance Reports- URL: http://www.calstate.edu/cim/financialAssets/FIRMS/data_quality_review.shtml
June 8, 2004 Year-End Financial Reporting 30
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FIRMS Processing Contacts Email: cim_mgr@calstate.edu Ron Basich- 562-951-4276 Rick Fletcher- 562-951-4299
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