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
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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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