Year End Checklist Changes

Integrity Checks and What MattersJulie Thompson, ITSSeptember 29, 20111AgendaWe will be talking about Integrity, Month End, and Year End queries collectivelyWell review what the queries are showing youTips for finding variancesEffect variances can have

25 Primary Types of Integrity ChecksSummary vs. DetailIntegrity within Commitment Control(APPROP vs ORG vs DETAIL)Integrity between Commitment Control and General Ledgers(DETAIL_EX vs ACTUALS)Checks for things that should not existChecks for things that should exist

3Primary PlayersSummaryKK_ACTIVITY_LOGLEDGER_KKLEDGERJRNL_LNDetailAPPROP, ORG, DETAIL, PROJ_GRT, PRMST_EXP, PRMST_REV, REVESTACTUALS, CAPITAL, GAAP, ENCUMBLedger GroupsTables4KK_ACTIVITY_LOGLEDGER_KKLEDGERJRNL_LNIntegrity 05: BOR_CHK_KKLEDG_ACTVCompares detail activity in KK_ACTIVITY_LOG to summary amount in LEDGER_KKType 1: Summary vs. Detail5Integrity 08: BOR_CHK_LEDG_JRNLCompares detail activity in JRNL_LN to summary amount in LEDGERType 1: Summary vs. DetailKK_ACTIVITY_LOGLEDGER_KKLEDGERJRNL_LN6Integrity 06: BOR_CHK_KKLEDG_BUDCompares detail activity in KK_BUDGET_LN with summary amount in LEDGER_KKKK_ACTIVITY_LOGLEDGER_KKLEDGERJRNL_LNKK_BUDGET_LNType 1: Summary vs. Detail7Summary vs Detail data example:LEDGER_KKKK_ACTIVITY_LOG

Integrity Check 05: BOR_CHK_KKLEDG_ACTV8LEDGERJRNL_LN

Summary vs Detail data example:Integrity Check 08: BOR_CHK_LEDG_JRNL9These queries should never have a varianceA DBI is usually, but not always required to correctUpdate LEDGER_KK or LEDGER to reflect correct activity, orClean bad data out of KK_ACTIVITY_LOG or JRNL_LN, orCan sometimes resolve functionally by clearing Budget Check Exception

Type 1: Summary vs. Detail10LEDGER_KKIntegrity 01: BOR_CHK_PROJ_ENC_LEG - Encumbrances between PRMST, PROJ_GRT, and DETAIL

Integrity 04: BOR_CHK_UNREST_LEDGER- Encumbrances and Expense between APPROP, ORG, and DETAIL

Integrity 10: BOR_CHK_REVAPPROP_BUD- Budgets between REVEST and APPROPAPPROPORGDETAILPRMST_EXPPRMST_REVPROJ_GRTREVESTType 2: Integrity within Commitment Control11Integrity within Commitment Control data examples:

LEDGER_KKIntegrity Check 01: BOR_CHK_PROJ_ENC_LEG12These queries should never have variances since all ledgers should be updated at the same time upon a valid budget checkCorrective Action is usually a journal entry directly to Commitment ControlIf the variance is for a Project ledger, we will usually opt to rebuild the project ledgers because many schools still have residual variances from 8.9 upgradeType 2: Integrity within Commitment Control13So, how do you find these variances?For variances in the Summary vs Detail and Integrity within Commitment Control queries find the accounting period where the variance exists

Then use a detail query to identify the specific transaction(s)

14Finding variances

Integrity Check 05: BOR_CHK_KKLEDG_ACTV15

Finding variances 16

Integrity Check 05: BOR_CHK_KKLEDG_ACTVFinding variances 17Once you know the accounting period, you can use the BOR_KK_ACTIVITY query to identify the transaction

You may want to tweak it a bit. I recommend adding a Business Unit prompt (improves performance), and changing the LEDGER_GROUP = DETAIL criteria to LEDGER = promptFinding variances 18

Finding variances 19So now what? Once youve found the transaction, check for any budget errors. If they exist, clear them.

Even if the transaction does not show as having a Budget Error, re-budget checking can sometimes clear the issue (may need to trick the system to reset the budget flags)

If the variance persists, submit a ticket to ITS20LEDGER_KKIntegrity 02: BOR_CHK_PROJ_EXP_LEG- Expense between PRMST, PROJ_GRT, DETAIL, and ACTUALS

Integrity 03: BOR_CHK_PROJ_REV_LEG- Revenue between PRMST, DETAIL, and ACTUALS

Integrity 07: BOR_CHK_DETL_ACTLS- Expense between DETAIL and ACTUALSLEDGERType 3: Integrity between Commitment Control and GL LedgersAsk audience: Why is PROJ_GRT not in Integrity 03 ?21LEDGER_KKIntegrity 09: BOR_CHK_REV_LEDGER- Revenue between REVEST, DETAIL, and ACTUALS

Integrity 11: BOR_CHK_DTL_ENC- Encumbrance between DETAIL and ENCUMB- Corrective Action to re-run ENCUMB ledger build- ENCUMB ledger is not closed and can be rebuilt at any timeLEDGERType 3: Integrity between Commitment Control and GL Ledgers22Integrity between KK and GL Ledger data example:Integrity 03: BOR_CHK_PROJ_REV_LEG

LEDGER_KK LEDGER_KK LEDGER 23Integrity between KK and GL Ledger data example:LEDGER_KK LEDGER

Integrity 07: BOR_CHK_DETL_ACTLS24Variances between Commitment Control and ACTUALS very commonTiming Issue - Any transaction that has been budget checked and not posted will be a varianceIf running throughout year, monitor for lingering variancesWill probably only be clear at Fiscal Year EndIf true variance, then journals to Commitment Control are usually neededType 3: Integrity between Commitment Control and GL Ledgers253 primary sources of variances:Vouchers budget checked, but not yet posted (BOR_AP_UNPOSTED_VCHR)Expense Reports budget checked, but not yet posted (BOR_EX_UNPOSTED_ACCRUALS)Expense Reports posting for different amount than budget checked

Finding variances26Known Issue with Expense Reports not re-budget checking when mileage is changedWorkaround: uncheck/recheck approve expense boxIf you are an Expense user, add BOR_KK_EX_ER_RECON to your month end list of queries to runThis query will return any Expense Reports budget checked for a different amount than posted forRelatively easy DBI to fix if caught before Expense Reports are closed

Finding variances27Month End 01: BOR_CHK_JE_PENDING- Returns transactions not journal generated or journals with errors

Month End 02: BOR_CHK_UNPOST_SUBSYSTEM- Returns any subsystem journal that has been unposted (ability to unpost subsystem journals has been removed)- Will cause FDM errors

Type 4: Checks for Things that Should Not ExistBOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accounts

Cash Encumbrances can cause BTA_ENCUMB_PAYABLE query to be out, also cause FDM errors28Month End 03: BOR_CHK_CASH_ENCUMB- Returns cash encumbrances (ITS can run utility to delete them)- Coming from Encumbrance journals on which the DEFAULT transaction code is used. Can be either Payroll Encumbrance process of manual Encumbrance journals - Will cause your BOR_BTA_ENCUMB_PAYABLE query to be out- Will cause FDM editor errors for period 0

Type 4: Checks for Things that Should Not ExistBOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accounts

Cash Encumbrances can cause BTA_ENCUMB_PAYABLE query to be out, also cause FDM errors29Month End 04: BOR_CHK_REST_WOUT_PROJ- Fund 20000 transactions without a Project

Month End 05: BOR_CHK_ERROR_ENCUMB- Encumbrances in Revenue or Balance Sheet accounts

Month End 06: BOR_CHK_NEG_ENCUMB- Negative Encumbrances

Type 4: Checks for Things that Should Not ExistBOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accounts30Year End 01: BOR_CHK_12000_BALANCESBalances in Fund 12000 (inactive fund)

Year End 02: BOR_CHK_FDM_CAPITAL_CFReturns CAPITAL transactions where CFs are missing and Fund Code not equal to 52000

Year End 04: BOR_CHK_PERSERV_ENCUMReturns Personal Services Encumbrances (only shouldnt exist if YE and Zero Personal Services process has been run)

Integrity 12: BOR_CHK_BUD_REF_FISCAL_YEAR- Returns transactions with Budget Ref greater than FY entered

Type 4: Checks for Things that Should Not ExistBOR_CHK_ERROR_ENCUMB checks for Encumbrances in Revenue or Balance Sheet accounts31Year End 03: BOR_CHK_PERIOD0_POPULATED- Ensure that ACTUALS, CAPITAL, GAAP, DETAIL_EN, and ENCUMB have beginning balances

Year End 05: BOR_NET_ASSET_ACCOUNT- Returns beginning balances for Net Asset accountsType 5: Checks for Things that Should Exist32Variances undermine the intent of Commitment Control

If you have Encumbrances or Expenses recorded in KK_ACTIVITY_LOG, but not LEDGER, transactions may pass budget checking that shouldnt

If you have Encumbrances or Expenses recorded in DETAIL, but not APPROP, transactions may pass budget checking that shouldnt, since we control at APPROP

Why do we care?Why do we care?33Can cause overspending or underspending

Year End Reporting of Expenses does come from ACTUALS, but if youre spending based on KK, then your numbers may not be what you expected

Causes inaccurate reporting to your departments

Why do we care?Why do we care?34Encumbrance errors can affect your ENCUMB ledger which affects the BTA_ENCUMB_PAYABLE query and the Budgetary Compliance Report

Encumbrance errors will affect your Surplus/Deficit reporting

Bad data can cause FDM editor errors

Why do we care?Why do we care?35Run Summary vs Detail, Integrity within Commitment Control, and Checks for things that shouldnt exist throughout the year, dont wait until Year End

Begin the hunt for variances by adding accounting period to queries

You may still need ITS to find or correct the variance

Wrap-Up36Questions

37