fiscal year asc/loa roll over process linda hopple vice ... · fiscal year asc/loa roll over...

U.S. General Services Administration

Fiscal Year ASC/LOA Roll Over

Process

Linda Hopple

Vice President

Citi

July 2012

2012 GSA SmartPay Conference

“Fine Tune Your Payments Program With GSA SmartPay”

This material is intended for use by the GSA only

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House Rules

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Fiscal Year ASC/LOA Roll Over Process

To ensure the best possible learning experience for participants, please adhere to

the following house rules:

• Turn electronic devices to vibrate

• No video taping or audio recording is allowed

• Hold questions to end of session

• Ensure your participant badge is scanned to receive CLP credits

− For each course

• Take advantage of opportunities to provide feedback

− Please select the “Citi Q&A” icon on any Citi PC at the conference

− Answers to be emailed after the conference within 60 days

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Schedules Available at the Welcome Center

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Visit the Citibank Welcome Center

– Governor’s Lobby

Visit the Citibank One-on-One Lab –Governor’s Chambers D&E

Citi Q&A Link – Tell us your thoughts

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RemindersCB Purchase Clients

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Interactive Training Events – GSA

Fiscal Year LOA/ASC Roll Over Process

Citi offers Computer-Based Training (CBT) via the Citi Commercial Card Learning

and System Support (CLASS) in CitiManager.

Visit home.cards.citidirect.com and from the Web Tools tab select the CLASS

link

Please contact your Account or Client Manager if you are interested in setting up a

training session. Training can be conducted at a Citi Training Location, on-site at

your office or via the web.

Regional Citi Training Locations

– Norfolk, VA

– Washington, DC

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This course is designed to assist you in achieving the

following objectives:

• Understand How Accounting Codes are Set-Up and

Managed in CCMS

• Introduce the New Fiscal Year Roll Over Feature in

CCMS

-- Available to FO and AOPC/FO Users

--Maintenance Log Available to All AOPCs

• Communicate Best Practices for Fiscal Year Roll Over:

-- determine when to make changes

-- communicate the schedule

-- downstream impacts to reallocations

Goals & Objectives

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• Intro to CCMS Accounting Code Management

• Defining Accounting String Code s(ASC) or Lines of

Accounting (LOAs)

• Assigning Values to Business Units & Hierarchies

• Best Practices for Changing ASCs/LOAs at Fiscal Year

End

• Assessing When to Make Changes

• Staging of Values

• Communication

• Remediation of Mistakes

• Introduce New Fiscal Year Roll Over Functionality

• Process Improvements

• How it Works

• New Fiscal Year Management Features

• Question and Answers

Agenda

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Intro to CCMS ASC/LOA Management

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CCMS Management of Accounting Codes

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ASC/LOAs support transaction reallocation within CCMS

ASC / LOA Management Features

– Clients may define more than one ASC/LOA Sub Field Definition

– May set up ASC templates to govern custom ASC creation

– May set up data validation and cross validation rules

ASC/LOA Sub-Field definitions are made up of one or more segments.

For example:

Appropriation Project Code

Cost Center Fund Code

Fiscal Year Division

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Creating Sub-field Definitions

CCMS ASC Sub-field Definition Screen

Sub-field definitions are managed by the Financial Officer User

Group (FO or APC/FO User Group)

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Creating Sub-field Definitions

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Assigning ASC Sub-field Definitions

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CCMS supports the data validation of ASC/LOA general ledger codes.

The system accepts a list of valid values for one or more sub-field

segments.

Clients may also define a sub-set of valid values based on a previously

selected field segment.

Define Valid Values and Cross Validation Rules

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Creating and Assigning ASC Data Values

There are two methods that may be used to load ASC/LOA values into

the system: bulk file upload or manual entry.

If there are only a few data values, the APC may create them using the

ASC Maintenance screen

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There are two methods that may be used to assign ASC/LOA data values

to cardholders: bulk file upload or manual entry.

If there are only a few data values, the APC may create them using the

ASC Maintenance screen or they may do so in Manage Accounts.

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Now we have all the ASC/LOA values loaded into the system and

assigned to cardholder accounts.

So --- what do we do when the fiscal year changes, and all the

accounting codes must be updated?


Best Practices for Management of

LOAs/ASCs

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Best Practices for ASC/LOA Management

When should values be changed in the system?

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Select a date to roll accounting codes that minimizes the number of transaction

reallocations.

In general, purchases made on or before 30 September must be allocated to the prior fiscal

year’s accounting codes.

The optimum date may be different for each agency or even for each business unit within

an agency.

Analyze the purchase data from the previous year and compare the Transaction Date and

the Transaction Post Dates for the October cycle.

What is the average number of days are between them?

How do weekends affect this?

Cross-reference the transaction dates with the purchase documentation.

Were the majority of transactions posted prior to _October for purchases made on or before

30 September? If so, then you have the optimum date.

Note: For most federal agencies, the date of the purchase is determined by the local

purchase documentation – not the Citi transaction or posting dates.

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*Date of Purchase: Date Transaction Posts at the

Bank

FY ASC/LOA Assigned in

the Bank System

Should the LOA Be

Reallocated?

24 September 2012 1 October 2012 FY 2012 ASC/LOA No

24 September 2012 6 October 2012 FY 2013 ASC/LOA YES – Reallocate to FY

2012 ASC/LOA

28 September 2012 30 September 2012 FY 2012 ASC/LOA No

30 September 2012 4 October 2012 FY 2013 ASC/LOA YES – Reallocate to FY

2011 ASC/LOA

1 October 2012 4 October 2012 FY 2013 ASC/LOA No



When should values be changed in the system?

If ASC/LOA Values changed on 4 October….

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Communication

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Document the Plan. The plan should show the timing of the change, and

be detailed enough to communicate the roles and responsibilities for

required tasks. If training is required, indicate the dates/times of the

training.

3.2 Key Milestones

Date Assigned Action Responsible Party

15-Jul Begin Meetings with Agency Financial Managers to review plans for

FY Roll Over

Agency Program Director

13-Aug Send Message out to APCs to Communicate Fiscal year Roll Over

Plans

Agency Program Director

16-Aug Begin Train-the-Trainer Classes on New ASC / LOA Fiscal Year

Roll Over Features in CCMS

Citi

30-Aug Pull list of proposed ASC/LOA changes from system and provide to

Financial Managers for Approval

AOPC/FO (uses CCMS)

17-Sep Deadline for Financial Managers to provide verified / corrected

spreadsheet to APC/FO.

Agency Financial

Managers

20-Sep Organize spreadsheet and submit list of validation values for next

fiscal year.

AOPC/FO (uses CCMS)

21-Sep Upload Spreadsheet to CCMS and submit Default ASC/LOAs for

Validation

AOPC/FO (uses CCMS)

30-Sep Deadline for Validation Values to be Entered in CCMS AOPC/FO (uses CCMS)

1-Oct New Governement Fiscal Year Agency

3-Oct Deadline for Upload of ASC/LOA spreadsheet with list of new

values.

AOPC/FO (uses CCMS)

3-Oct Nightly Processing of ASC/LOA data values Citi (automated process)

4-Oct New FY ASC/LOAs assigned as the default on the cardholder

account

CCMS System

4-Oct Verify that new values were assigned in the system APCs, CCPMD &

6-Oct Upload Spreadsheet to CCMS and submit Alternate ASC/LOAs for

Validation and Assignement to accounts

AOPC/FO (uses CCMS)

7-Oct Verify that new values were assigned in the system AOPC/FO (uses CCMS)

20-Oct Communicate ASC/LOA Roll Over Status - Conclude actions for FY Agency Program Director

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Staging of Values

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Cardholder Use of LOA/ASCs depends upon two actions:

1. Assignment of the Value to the Business Unit

2. Assignment of the Value to the Cardholder

Remember our Earlier Diagrams?


New ASC/LOA Fiscal Year Bulk

Maintenance

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CCMS now provides the ability to manage ASC/LOA values in bulk for Fiscal

Year end changes. Three new menu items are provided:

1. ASC/LOA Fiscal Year Bulk Maintenance

2. Process ASC/LOA Files

3. ASC/LOA Bulk Maintenance Log

New ASC/LOA Fiscal Year Bulk Maintenance

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How it Works

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The following steps outline the business flow for the processing of ASCs/LOAs for the Fiscal

Year Roll Over:

STEP 1: Select ASCs/LOAs using sub-field segments and values

STEP 2: Request Changes to individual segments

STEP 3: Create Files with New ASC/LOAs Values – Valid and Invalid

STEP 4: Review New Values / Make Corrections (Offline)

STEP 5: Select / Upload Files for Processing

STEP 6: Process Updates and Assign Values to Accounts

STEP 7: Generate Result Files (Success/Failure)

STEP 8: Review Maintenance Log

(Note: May successively resubmit file with failures until all errors are resolved).

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Step 1 – Select ASC/LOAs to Work With (Search for Values)

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New Functionality for LOA/ASC Fiscal Year

Management

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--Selection of Hierarchy

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--Selection of Sub-field segments

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Step 3 – Provide Changes

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STEP 2: Request Changes to Individual Segments

--Changes entered for BFY EFY

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STEP 2: Request Changes to Individual Segments

--Acknowledgment of Proposed Changes

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Management

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STEP 3: Create Files with New ASC/LOA Values – Valid and Invalid

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Management

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STEP 4: Review New Values / Make Corrections (Offline)

CCMS has a process that runs every 30 minutes that will pick up and process

files.

Fiscal Year Roll Over Files are produced in Excel format. The will have these

Account_Type

LOA_Type

Credit_Rating

New_LOA

New_LOA_Desc

Old_LOA

Old_LOA_Desc

Comments

Record_ID

HL3

HL4

HL5

HL6

Account_Number

First_Name

Last_Name

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Step 6 – Submit Files – Schedule for Processing

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STEP 5: Select / Upload Files for Processing

--Scheduling Files


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Step 6 – Process Updates and Assign Values to Accounts

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STEP 7: Generate Results File (Success / Failure)

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Step 8 – Review Maintenance Log

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-– Main Search Screen

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-– Search Results Screen

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-– Maintenance Log Details Pop-Up

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Where to get help

Contact the Help Desk

– 1-800-790-7206, Option 1

– E-mail: [email protected]

Request Assistance with ASC Roll Over

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Questions?

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Survey

Please take the course survey online by visiting:

www.gsasmartpayconference.org/survey

or by using the link sent to you via email from Feedback Systems.

Surveys can be taken through any mobile device.

http://www.gsasmartpayconference.org/survey

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fiscal year asc/loa roll over process linda hopple vice ... · fiscal year asc/loa roll over...

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