Example 1: Projects mapped to Business Line

Proposed Mapping

Recommended Mapping:

Rationale: The available summer and study abroad programs may change from year to year. Summary P&L information would be available through GL reporting at the Business Line level. Each group will have the ability to configure and track revenue & expense based on their projects. We expect that many fund sources will become projects in the new ERP.

Projects will also be utilized for startup funds, plant, grants, endowments and gifts.

Organization Business Line

CGE AmidEast - Jordan Semester

CGE AmidEast - Jordan Summer

Common Mapping Challenges and Solutions

Organization Business Line Project Name (not in GL)

CGE Study Abroad Semester Programs AmidEast - Jordan Semester

CGE Summer Programs AmidEast - Jordan Summer

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Example 2: Natural Accounts Mapped to Business Line

Proposed Mapping

Recommended Mapping

Rationale: Natural Accounts capture the “what” – e.g., what is this expense being used for. The Business Line represents the function or mission of the university being fulfilled / supported by the spend.

a. Accounts being mapped to Business Line

Common Mapping Challenges and Solutions

Organization Business Line

Undergraduate Admissions Advertising

Undergraduate Admissions Postage

Undergraduate Admissions School Events

Undergraduate Admissions Editorial Services

Organization Business Line (example) Account

Undergraduate Admissions G&A Communications & Media Advertising

Undergraduate Admissions G&A Communications & Media Postage

Undergraduate Admissions G&A Communications & Media School Events

Undergraduate Admissions G&A Communications & Media Editorial Services

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Example 3: Organization vs. Business Line?It can be a difficult to determine whether a group is an Organization or a Business Line.– Guideline 1: Verify if there is dedicated people and space for the group. If there are 3 or more people, and

there is dedicated space, then it can be an Organization. Otherwise, this can be a Business Line.– Guideline 2: If the organization has embedded Finance, Accounting, Payroll, HR, IT, Marketing or

Communication functions, use the Business Line to capture those costs and use the Organization to capture the primary function of the organization.

Example 4: Division or Organization?– A Division is a grouping of Organizations based on how you view the business.– It is best to start with a complete list of Organizations and then work RIGHT to LEFT, filling out Division first,

then Division parent and grandparent as needed. – Each fund source should have a Division and an Organization value. Additional groupings of Divisions (i.e.

Division parent) are optional.

Example 5: Include value names when mapping, not just numbersThe numeric values are changing frequently as we continue to update the chart segment values, therefore we request that you also include the value name. You may also include the number, but we will be validating based on name.

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Division Organization Fund Type Business Line

4010/Research & Economic Development 3700/CoRE 720 2000

Common Mapping Challenges and Solutions

Example 6: Projects Guidance– Many fund source items that are short-term or one-time are going to be captured at the sub-ledger level in

Projects.– Fund sources such as startup funds, plant, grants, endowments and gifts will be captured in the Projects

module rather than as a value in the GL chart of accounts.

Example 7: Inactive and unused funds sources/indices– Inactive fund sources should not be mapped.– Work with system administrators to deactivate any unused sources in Banner and Oracle to prevent

accidental booking in FY16.

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Common Mapping Challenges and Solutions

Governance & Update Cadence

• As fund sources and indices are mapped by the business units and submitted, the EY team will review and incorporate new values into the listings.

• New values will not automatically be created – there is a review process in place to validate that guidelines have been followed and that values requested do not already exist.

• If there are questions, the EY team will reach out via email for a discussion – either resolution via email, phone call or in-person meeting.

• New value sets will be posted weekly to the controller’s website.

• In the future, definitions and use guidance will be created and available to the business units.

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