February Transitioning to the new LAUSD Account String

Transitioning to the new LAUSD Account String February 2006 Agenda • Introduction • Objective • Overview • SAP Organizational Hierarchy • SAP Accou...
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Transitioning to the new LAUSD Account String

February 2006

Agenda • Introduction • Objective • Overview • SAP Organizational Hierarchy • SAP Account String • Account String Wizard Mockup –Examples • Communications & Training Highlights • Questions

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What are the key objectives for this session? 9 Understand how master data is organized in the individual SAP financial modules

9 Understand the elements of the new SAP Account String

9 Understand what the key account string changes are, why they are being implemented and the benefits for the changes

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Why now? • To increase visibility of the required Standardized Account Code Structure (SACS) across the entire school district • To increase accuracy and efficiency for reporting to the State • To provide upfront pre-edits of account element combinations to minimize back-end corrections

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LAUSD Big Picture Data Flow Food Services

Student Information Decision Support System

Finance

Human Resources

Transportation Systems

Cross Application Timesheets

Project Systems

SACS 200x

SAP Controlling

Materials Management

System of Record

Supply Relationship Management

FY‘07 Funds Management

Grants Management

Budget Planning Simulation (BPS)

Facilities Systems

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SAP BW

LACOE Peoplesoft

Basic SAP Flows (Finance Perspective)

Human Resouces T im (HR) ea nd Pa yr

DSS/ Analytics oll

Financial Accounting (FI)

Funds Management (FM)

Extracts Materials Management (MM)

Procurement Grants Management (GM)

Controlling (CO)

Sales & Distribution (SD)

lin Bil

g

Budgets

Business Warehouse (BW) Business Planning and Simulation (BPS)

Reporting Adjustments

Interfaces

Budgets

The financial ledgers in SAP are comprised of 4 modules that share data. 5

SAP Master Data Integration IFS

FI Financial Accounting (external accounting)

CO Controlling (managerial/cost accounting)

FM Funds Management (budgetary accounting)

GM Grantee Management (sponsor’s view/reporting requirements)

Object

GL Account

Cost Element Primary & Secondary

Commitment Item

Sponsor Class

Fund

Fund

Fund

Fund

Fund

Area & Org

Cost Center

Funds Center

Project & Job Number

Internal Order WBS Element

Funded Program

Sponsored Program

Program

Functional Area

Functional Area

Functional Area

Grant

Grant

Grant

Grant

Grant

Fiscal Year

Fiscal Year

Fiscal Year

Fiscal Year

Budget Validity Period

IFS elements are shown with their corresponding elements in the four modules. 6

SAP Account String

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LAUSD SAP Account String Entry Fields

Enter these Fields

Plus ONE of these Fields

Fund

Functional Area

GL Account

Cost Center

Internal Order

WBS Element

333-4444

4444-4444-1AAAA

444422

5555522

123456789012

A-666666-22-333-22

SACS Fund (+)

SACS Resource

SACS Goal

SACS Object

SACS Function

IFS Program (+)

GL Account Extension

IFS Org (+)

A = Alphanumeric code 8

IFS Job Number

Cost Center Extension

Project

Phase

SubProject

Funding Source

Enter these Fields

SAP FUND

Fund

Functional Area

GL Account

Cost Center

Internal Order

WBS Element

333-4444

4444-4444-1AAAA

444422

5555522

123456789012

A-666666-22-333-22

SACS Fund (+)

SACS Resource

SACS Goal

(7)

Plus ONE of these Fields

SACS Object

SACS Function

IFS Program (+)

GL Account Extension

IFS Org (+)

IFS Job Number

Cost Center Extension

Project

Phase

SubProject

Funding Source

SAP Fund is comprised of two SACS fields:

NNN-NNNN

• The first three digits are the 2 digits SACS Fund plus an additional digit added for flexibility and to maintain continuity within the bond and building funds.

SACS Fund+1 (3) SACS Resource (4)

• The last four digits are the fully compliant SACS Resource. • All digits are numeric.

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Enter these Fields

SAP FUNCTIONAL AREA

Fund

Functional Area

GL Account

Cost Center

Internal Order

WBS Element

333-4444

4444-4444-1AAAA

444422

5555522

123456789012

A-666666-22-333-22

SACS Fund (+)

SACS Resource

SACS Goal

(13) NNNN-NNNN-NAAAA SACS Goal (4) SACS Function (4) 1+LAUSD Program (5)

Plus ONE of these Fields

SACS Object

SACS Function

IFS Program (+)

GL Account Extension

IFS Org (+)

IFS Job Number

Cost Center Extension

Project

Phase

SubProject

Funding Source

SAP Functional Area is comprised of two SACS fields and a modified version of the current LAUSD program code: • (1) The first substring is the SACS Goal. • (2) The second substring is the SACS Function. • (3) The third substring, at initial conversion is the LAUSD current program with a leading digit added to increase capacity and flexibility. The first digit will have some intelligent numbering. – Specially Funded Programs (SFP) will start with a 7 or an 8. – Job Cost Programs will start with a 9. – All other programs will have a leading digit of 1. 10

Enter these Fields

SAP GL ACCOUNT

Fund

Functional Area

GL Account

Cost Center

Internal Order

WBS Element

333-4444

4444-4444-1AAAA

444422

5555522

123456789012

A-666666-22-333-22

SACS Fund (+)

(6)

SACS Resource

SACS Goal

NNNNNN

Plus ONE of these Fields

SACS Object

SACS Function

IFS Program (+)

GL Account Extension

IFS Org (+)

IFS Job Number

Cost Center Extension

Project

Phase

SubProject

Funding Source

SAP GL Account is comprised of the SACS Object plus two additional digits at the end to allow for additional definition of the object.

SACS Object+2

•Will contain the IFS objects, balance sheet accounts, and revenue source. Some of the numbers will change to match the State numbering conventions. •All digits are numeric. •GL Account will derive Cost Element & Commitment Item. Commitment Item will derive Sponsored Class.

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Enter these Fields

SAP COST CENTER (7) NNNNNNN 1+IFS Orgn+2 When Possible (5) + (2)

Plus ONE of these Fields

Fund

Functional Area

GL Account

Cost Center

Internal Order

WBS Element

333-4444

4444-4444-1AAAA

444422

5555522

123456789012

A-666666-22-333-22

SACS Fund (+)

SACS Resource

SACS Goal

SACS Object

SACS Function

IFS Program (+)

GL Account Extension

IFS Org (+)

IFS Job Number

Cost Center Extension

Project

Phase

SubProject

Funding Source

SAP Cost Center is based on the IFS Org Code. Three additional digits have been added to allow for growth: a leading digit (1 in most cases) and two at the end to allow for sub-locations. •For all “real” budget locations the existing IFS four digit Org code will follow a new first digit (1in most cases). The last two digits will be used to designate sublocations such as Magnet Centers, Small Learning Communities etc. •Where the existing location code is a Magnet center or SLC, the Org code of the home school will replace the existing Org code and the last two digits will be increased by 1 (i.e., 02, 03, 04, etc.) •Service Cost Centers will begin with 9. •Cost Center will derive Fund Center which will derive Sponsored Program. 12

Enter these Fields

INTERNAL ORDER

Fund

Functional Area

GL Account

Cost Center

Internal Order

WBS Element

333-4444

4444-4444-1AAAA

444422

5555522

123456789012

A-666666-22-333-22

SACS Fund (+)

SACS Resource

SACS Goal

(12) NNNNNNNNNNNN

Plus ONE of these Fields

SACS Object

SACS Function

IFS Program (+)

GL Account Extension

IFS Org (+)

IFS Job Number

Cost Center Extension

Project

Phase

SubProject

•Internal Order replaces the IFS Job. The numbering conventions for this element vary according to the existing practice within IFS. •All digits are numeric. •The leading digit for Special Jobs will be 8. •In Funds Management (FM) the Internal Order derives the Funds Center which will derive the Funded Program.

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Funding Source

WBS ELEMENT Work Breakdown Structure (14) A-NNNNNN-AA-AAA-AA

The WBS Element replaces the IFS Project Number and uses the following conventions: •Department Designation – first digit (Alpha) •Project Number - Digits 2-7 (Numeric), with a range assigned for each department: N -- New Construction Numeric Range 100,000-199,999 E -- Existing Facilities Numeric Range 200,000-699,999 I -- ITD Project Execution Numeric Range 700,000-799,999 S -- Facilities Support Numeric Range 800,000-899,999 •Primary Phase - Digits 8-9 (Alpha or Numeric) Similar to Phase but expanded to two digits. •Subproject - Digits 10-12 (Alpha or Numeric) Similar to current subproject. •Funding Source - Digits 13-14 (Alpha or Numeric) Used to identify the funding source for the expenditure. •In Funds Management (FM) the WBS derives the Funds Center which derives the Funded Program. 14

FUNDED PROGRAM (Derived Element) (8) All but Release 3 Projects AAANNNNN

(9) Projects in Release 3 AAANNNNNN

Funded Program is a derived number based on the Controlling Cost Center and the Program (substring 3 of the Functional Area). Based on these two elements, a designation of Administered, Operational, Distributed, Undistributed, Project or Norm will be assigned. •Funded Program will be used for budget and reporting purposes and will often be viewed in conjunction with Program to ensure that reporting can be provided at the Program level. •The first three alpha characters will be defined as follows: ADM- Administered DST- Distributed OPR- Operational UDT- Undistributed PRJ- Project NRM- Norm •The next five numeric characters will be the first five digits of the cost center location controlling the funds. •Starting with Release 3 for Projects the first three alpha characters will be PRJ and the next six numeric characters will be the second substring of the WBS Element -- the unique project identifier. 15

GRANT (Derived Element) (6)

•Grant is a derived number based on the Functional Area.

Grants NNNNNN

•In Release 3 Federal grants will have the fiscal year of the grant as a suffix.

(8) Federal Grants Release 3 NNNNNN.YY

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Account String Wizard Mock Up Examples of Crosswalk

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SAP Account String Wizard Mock Up IFS Account String

SAP Account String Fund

Fund

Fund

Resource Area

Functional Area

Goal

Organization Program Object /Bal Sht/ Rev Source

IFS

Function

SAP

Program

IFS SAP

GL Account

Job #

Cost Center Internal Order

Project #

WBS Element

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SAP Account String Wizard Mock Up IFS Account String

Fund Area

Enter IFS Account String here

SAP Account String Fund

Fund Or Enter SAP Account String here

Resource Functional Area

Goal

Organization Program Object /Bal Sht/ Rev Source

IFS

Function

SAP

Program

IFS SAP

GL Account

Job # Project #

Cost Center Click here for translation

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Internal Order WBS Element

Example 1: Central Office Operational Acct General Accounting is purchasing office supplies. IFS Account String

Fund=001 Area=07B

Enter IFS Account String here

SAP Account String Fund

Click here for translation

Fund

010

Resource

0000

Functional Area

Goal

0000

Function

7200

Program

10025

GL Account

430001

Job#

Cost Center

1056901

Project#

Internal Order

Orgn=0569 Program=0025 /

Object=4501

IFS

SAP

IFS SAP

WBS Element 20

Example 2: Schools-Norm Account Albion is paying a norm teacher’s salary. IFS Account String

Fund=001 Area=ALB

Enter IFS Account String here

SAP Account String Fund

Click here for translation

Orgn=2014 IFS

SAP

Program=1020 /

Object=1101

IFS SAP

Job#

Fund

010

Resource

0000

Functional Area

Goal

1110

Function

1000

Program

11020

GL Account

110001

Cost Center

1201401

Internal Order

Project#

WBS Element 21

Example 3: Schools – Administered Account A Magnet Center is purchasing textbooks from an account controlled by the Local District. IFS Account String

Enter IFS Account String here

SAP Account String Fund

Fund=003 Area=ATX

Click here for translation

Fund

010

Resource

7156

Functional Area

Goal

1110

Function

1000

Program

14152

GL Account

410001

Job#

Cost Center

1413002

Project#

Internal Order

Orgn=4132 Program=4152 /

Object=4140

IFS

SAP

IFS SAP

WBS Element 22

Example 4: Projects The project is the construction of a lunch shelter at Woodlawn ES using BB bond funds; this transaction relates to procuring architect’s fees. IFS Account String

Enter IFS Account String here

SAP Account String Fund

Fund=045 Area=ABL

Click here for translation

Orgn=7904 Program=0030 /

Object=6210

IFS

SAP

IFS SAP

Fund

211

Resource

9010

Functional Area

Goal

0000

Function

8500

Program

10030

GL Account

620001

Job#

Cost Center

Project = E2634DF3

Internal Order WBS Element 23

N-000001-03-211-01

Example 5: Grant Albion is reviewing an SAP report and finds that the expenses in question related to paying for supplemental pay for a counselor with Title I funding. IFS Account String

SAP Account String Fund

Fund=045 Fund=003

Enter SAP Account String here

Area=ABL

/

Object=6210 Object=1503

IFS

SAP

IFS SAP

Job# Project Project#= E2634DF3

010

Resource

3010

Functional Area

Orgn=7904 Orgn=2014 Program=S046 Program=0030

Fund

Click here for translation 24

Goal

1110

Function

3110

Program

7S046

GL Account

120004

Cost Center

1201401

Internal Order WBS Element

Summary and Key Benefits • Automation of Balance Sheet reporting by SACS Resource which was formerly a manual process • SACS visibility: – allows for facilitated State reporting – provides opportunity for more precise budgeting and expenditure reporting –common financial language across the district, county and state • Extra digits for Cost Center allow for growth and provides a way to link schools with their sub-locations (e.g., magnet centers) • Upfront automated SACS combination edits will reduce the number of back-end corrections

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Communications and Training

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Our Guiding Principles Sustainable Change Is A Process The objective of Change Management is to “engage” LAUSD . This is accomplished by moving audiences up the “commitment curve” through a series of events and communications.

High

STAGES FOR BUILDING PERSONAL COMMITMENT TO CHANGE Ownership & COMMITMENT

Action

Low

Individuals make the project their own and create innovative ways to use and improve

Acceptance & Buy-In

Awareness & General Understanding

Individuals understand and are willing to acquire skills required to adopt the project

Personal Understanding

Individuals are aware of the benefits, basic scope and concepts of project

Individuals understand how the project impacts them and their job

Status Quo

TIME 27

Vision

How will we enroll our stakeholders?

11 Awareness Awareness & & General General Understanding Understanding

22 General General Understanding Understanding 33 Willing Willing to to Accept Accept

44 Buy-in Buy-in

BTS BTS 101 101 & & Communication Communication Overview Overview — — Basic Basic information information about about the the project project to to bring bring everyone everyone up up to to speed speed

Process Process Walkthroughs Walkthroughs & & Simulations Simulations –– Design Design overviews overviews of of the the process process workflows workflows covering covering changes changes and and system system impacts impacts as as well well as as an an opportunity opportunity to to preview preview the the new new SAP SAP system system

“Go “Go Live” Live” Prep Prep & & Training Training — — Your Your role role in in “go “go live,” live,” whether whether you’ll you’ll need need training, training, when when and and where where training training will will occur occur and and understanding understanding of of our our SAP SAP system system through through actual actual training. training. Job Job Support Support — — Tools Tools you’ll you’ll need need to to perform perform your your work work after after “go “go live,” live,” including including who who to to ask, ask, where where to to go go for for support support and and who who to to provide provide suggestions suggestions for for improvements. improvements.

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Training and Communications Timeline 2005 Dec

2006 Jan

Feb

March

Apr.

Process Walkthroughs and Simulations

Develop End User Training

May

June

July

Go-live Prep

End User Training*

Go Live Support

Training Delivery Methods: Web-based Learning, Live Virtual Training, Instructor-led Training, Expert-led Training and Open House 29

Training Courses

Topic

SAP Navigation IFS to SAP Crosswalk SAP Account String SAP Org Hierarchy

Course

Delivery Method

Duration

Basic SAP Navigation

Web-based Learning

1 hour

SAP Account String

Web-based Learning

1 hour

Virtual Training

2 hour

General Ledger Overview

30

More Project Information? To learn more about the BTS Project: •Check out the BTS Project Website (www.lausd.net/bts) •Contact your local Change Champion •For questions, e-mail [email protected]

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