KDE GL Utilities for the Chart of Accounts Migration

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KDE GL Utilities for theChart of Accounts
Migration

• Kristin Lambert - OET

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KDE GL Utilities

• KDE recognizes the prior chart of accounts change
  
• (Data Integrity) placed a heavy burden on
  Districts to
• align with the new standards.
• KDE has charged MUNIS with creating utilities
• and program changes to assist in identifying
• and changing to the new account standards.

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Utilities to Ease the Transition

• KDE is providing five MUNIS utilities to ease
• the transition
• Account cleanup/purging.
• Identify current chart of account changes and
  provide some mass-change capabilities.
• Improve performance of existing Account Change
  utility.
• Account Description Synchronization
• Verify compliance (current and past) with KDE
  chart of accounts standards.

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Account Cleanup/Purging

• Why Purge Old Accounts?
• Reduces the number of accounts that must be
  addressed through the migration process
• Creates a cleaner more efficient chart of
  accounts
• For many Districts the number of old and unused
  accounts comprises 10 25 of the accounts in
  their chart!

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Account Cleanup/Purging

• Process
• Purge Journal History transactions through and
  including FY2004 (KDE web document Purge GL
  History MSA-3)
• Purge old Budget Projections
• Mass delete old projects through and including
  FY2004 (KDE web document Mass Create BGL-5)
• Mass delete closed accounts
• Close fully expended projects
• Identify and purge accounts with no history

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Mass Delete Closed Accounts

• This program purges closed accounts with no
  transaction history
• To run Program Financials -gt General Ledger -gt
  End of Period -gt Purge GL Accounts
• Allows you to select ranges of Orgs, Objects, and
  Projects
• Must print or spool report before proceeding
• Note Limit account selection to expense objects

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Mass Delete Closed Accounts
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Utility Identify Accounts w/No History

• Identifies expense accounts with no history and
  produces a basic spooled report.
• District uses report to manually delete accounts
  from their chart.
• Although not required, KDE suggests running the
  utility and purging accounts to facilitate the
  migration process.

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Utility Identify Accounts w/No History

• To run the No GL History Utility
• Login as root
• cd /fms
• ksh nohist

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Utility Identify Accounts w/No History

• Select one of two options
• Takes a few minutes to process

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Utility Identify Accts w/No History

• Use this report to manually delete individual
  accounts under G/L Account FM.

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Utility Identify Post Changes

• Identify all changes currently proposed (object
  code, function, object code description, segment
  code description etc.)
• Produce a report of active inactive accounts
  requiring change and list type of change
• Allow posting of selected changes in mass to
  alleviate manually performing changes

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Utility Identify Post Changes

• Types of changes/District requirements
• Outdated objects (include extended objects).
• Program Reports outdated objects only. District
  manually moves/inactivates/closes accounts.
• Object/Account description changes.
• Program Mass post object and account description
  changes.
• Move object codes accounts.
• Program Reports accounts that must be moved.
  District manually performs account moves.

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Utility Identify Post Changes

• Types of changes/District requirements
• Segment number changes (not Org changes)
• Program Mass post segment changes
• Outdated Segments
• Program Reports outdated segments. District
  manually moves/inactivates/closes accounts.
• New Objects/Segments
• Program Auto-load new objects/segments. District
  manually creates any new accounts.

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Utility Identify Post Changes
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Utility Change GL Acct Enhancements

• Enhance the Account Change function within this
  program to
• Allow spreadsheet style interface to enter
  multiple account changes prior to processing
• Add an Import function to allow Districts to
  import a comma delimited file of account changes
• Add an option to change account status during
  Account Change
• Improve performance of move

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Utility Change GL Acct Enhancements
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Utility Change GL Acct Enhancements
Excel/CSV Example (Column headings for
illustration only do not put headings in your
file)
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Utility Change GL Acct Enhancements

• Working in Excel Importing Changes
• In Excel, format the entire worksheet as text to
  preserve leading zeros on the org, object and
  project codes.
• Work with the file in Excel until all changes are
  made then save in Excel (xls). Once finalized
  save in CSV format.
• Do not make any changes in the CSV file only
  the Excel file and resave in CSV format. Changes
  made in CSV will cause leading zeros to fall
  off.

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Utility Account Description Synchronization

• Two categories of changes, Object Code
  Description and Account Code Move, can result in
  accounts with what appears to be two different
  descriptions. 
• The descriptions differ since the account
  description no longer matches the object code
  description. 

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Utility Account Description Synchronization
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Utility Account Description Synchronization

• Login as root
• Type cd /fms
• Type ksh syncdesc
• Select L for Live Database or T for Test
  Database

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Utility Account Compliance

• Utility contains a list of all valid objects,
  valid segments, and reports discrepancies.
• Utility can be run at any time by District.
• Invalid Objects Reports accounts with invalid 4
  digit objects and associated extended objects
• Invalid Segments Reports accounts with invalid
  segments

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Utility Account Compliance

• Separate function to identify payroll records
  using inactive or closed accounts
• Employee Master
• Job Pay
• Allocation table

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Utility Account Compliance

• To run Program Admin gt Miscellaneous Admin gt
  System Update

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Utility GL Compliance

• Obsolete Objects Objects and accounts listed in
  this report should not be used in the new chart
  of accounts.

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GL Compliance
Obsolete Segment
Segment Type

• Obsolete Segments Segments no longer valid in
  the new chart of accounts.

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Utility PR Account Verification
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• Questions?