0.002/15/96 DIANE LIVELY 1.0 INTRODUCTION ------------ THE ACCOUNTING/BUDGET SUBSYSTEM IS DESIGNED TO STORE AND REPORT BUDGETING AND ACCOUNTING DATA TO THE BUDGET OFFICE AND OTHER ADMINISTRATIVE AND INSTRUCTIONAL DEPARTMENTS. THIS SYSTEM CURRENTLY USES DATA FROM FRS AND PREVIOUSLY USED DATA FROM THE ACCOUNTING SYSTEM ON THE VCCS HOST COMPUTING SYSTEM. THE MAJOR OBJECTIVE OF THIS SYSTEM IS TO PROVIDE UP-TO-DATE INFORMATION REGARDING THE STATUS OF THE BUDGET AND EXPENDITURE/ENCUMBRANCE TRANSACTIONS NEEDED TO MAKE BUDGET DECISIONS. THE PROGRAM ACC700 IS RUN AT REGULAR INTERVALS AT THE HOST TO RETRIEVE FRS BUDGET RECORDS, AS WELL AS ENCUMBRANCE, EXPENDITURE, AND BUDGET TRANSFER RECORDS, AS THEY ACCUMULATE DURING THE YEAR. THE FILE CREATED BY ACC700 IS THEN BROUGHT TO THE REGION WHERE ACC410 IS RUN TO STORE THE DATA IN THE DATA BASE. EACH TIME ACC410 IS RUN, ALL BUDGET ITEM SEGMENTS AND TRANSACTIONS FOR THE YEAR ARE DELETED AND PUT BACK WITH UP-TO-DATE DATA FROM FRS. PRIOR TO FRS, THE PROGRAMS SRACCTRN AND ACC310 WERE USED TO GENERATE THE ACCOUNTING BUDGET DATA. AT THAT TIME, THE BUDGET RECORDS WERE MAINTAINED IN SIS USING ACC100 INSTEAD OF AT THE HOST, EVEN THOUGH THE TRANSACTIONS ORIGINATED AT THE HOST. AFTER FRS, THE RECORD KEY OF THE BUDGET ITEM SEGMENT WAS REDEFINED FROM APPROPRIATION, CAMPUS, DEPARTMENT, AND OBJECT CODE TO FUND GROUP, FRS DEPARTMENT, FRS CAMPUS, AND OBJECT. REDEFINING FIELDS IN THE BUDGET ITEM SEGMENT ALLOWED THE SAME DATA BASE TO HOUSE FRS DATA WITH THE OLD SO THE USER COULD HAVE ACCESS TO BOTH. A NEW SET OF PROGRAMS WERE WRITTEN TO PROCESS THE FRS DATA FOR BUDGET YEARS '9394' AND AFTER, USING THE REDEFINED FIELDS IN THE RECORD KEY AND THE APPROPRIATE FRS MASTER FILES. THESE INCLUDE ACC110, ACC120, ACC410, ACC500, ACC600, ACC610, ACC650, ACC670, ACC673, AND ACC700. AN IMPORTANT DIFFERENCE IN FRS FROM THE OLD ACCOUNTING SYSTEM IS THAT THE BUDGET AMOUNT IS NOT MAINTAINED BY OBJECT CODE. IN FRS, OBJECT CODES ENDING WITH '00' CONTAIN ORIGINAL BUDGET AMOUNTS. AS MONEY IS SPENT, REVISED BUDGET RECORDS ARE ADDED ON THE OBJECT CODE LEVEL, AND THE '00' LEVEL IS REDUCED. BUDGET TRANSFERS ARE INCLUDED AS TRANSACTIONS (WITH EXPENDITURES AND ENCUMBRANCES), TO BE SHOWN BUT NOT INCLUDED IN ANY TOTALS. ANOTHER DIFFERENCE IS THAT DIFFERENT TYPES OF DATA ARE INCLUDED IN THE DATA BASE. ONLY APPROPRIATION CODE OF '01' WAS INCLUDED PRIOR TO FRS, BUT DATA IS INCLUDED FOR SEVERAL FUND GROUPS IN FRS. ALSO, PERSONAL SERVICE ACCOUNTS (OBJECT CODE LESS THAN 1200) ARE INCLUDED. PROGRAMS OPTIONALLY SHOW PERSONAL SERVICES AND THE DIFFERENT FUND GROUPS. * 2.0 SYSTEM NARRATIVE ---------------- TO IMPLEMENT THIS SUBSYSTEM, THE FIRST STEP IS TO ENTER THE MASTER FILE DATA USED BY ACCOUNTING/BUDGET PROGRAMS. BUDGET CAMPUS 1 IS USED TO OBTAIN THE COLLEGE HEADING ON BATCH REPORTS. THIS SEGMENT IS ALSO USED TO RETRIEVE THE CAMPUS NAME OF THE COST CENTER (REF115 AND REF615). THE FRS CAMPUS MASTER FILE IS READ TO RETRIEVE THE CAMPUS NAME OF THE FRS DEPARTMENT/CAMPUS SEGMENT (REF116 AND REF616). THERE MUST BE A MASTER RECORD IN THE CONTROL DATA BASE FOR EACH FRS DEPARTMENT/CAMPUS (REF126 AND REF627). FOR DATA PRIOR TO FRS, A MASTER RECORD WAS NEEDED IN THE CONTROL DATA BASE FOR EACH CAMPUS/DEPARTMENT (REF125 AND REF625). THE DEPARTMENT SEGMENTS ARE NEEDED TO RETRIEVE THE COST CENTER, PROGRAM, AND SUB-PROGRAM THAT IS STORED IN THE BUDGET SEGMENT. FOR EACH COST CENTER SPECIFIED, THERE MUST BE A COST CENTER MASTER SEGMENT (REF120 AND REF620). THERE MUST ALSO BE A MASTER RECORD FOR EACH OBJECT CODE (ACC050), WHICH IS ALSO PART OF THE BUDGET ITEM KEY. A PROGRAM OPTION SEGMENT IS NEEDED FOR EACH BUDGET YEAR ON THE DATA BASE TO INDICATE THE STATUS OF THE BUDGET YEAR (PAST, CURRENT, OR FUTURE) AND TO STORE THE DATE OF THE LAST BATCH UPDATE, WHICH REPORTS AND ONLINE SCREENS SHOW AS THE 'AS OF' DATE. FOR BUDGET YEARS '9394' AND AFTER, ACC700 IS REGULARLY RUN TO READ FRS DATA AT THE HOST AND BUILD A FILE, WHICH IS BROUGHT TO THE REGION WHERE IT IS LOADED INTO THE ACCOUNTING BUDGET DATA BASE BY ACC410. ACC700 READS THREE FRS REPORT FILES: THE SUBSIDIARY LEDGER FILE FOR BUDGET RECORDS, THE OPEN COMMITMENT FILE FOR ENCUMBRANCES, AND THE FRS DAILY TRANSACTION FILE FOR EXPENDITURES. DATA CAN BE VIEWED ONLINE WITH ACC110 AND ACC120, BUT IS NEVER UPDATED ON SIS. THE FOLLOWING REPORT PROGRAMS CAN BE RUN: ACC500, ACC600, ACC610, ACC650, ACC670, AND ACC673. PRIOR TO FRS, THE ONLINE PROGRAM, ACC100, WAS USED TO MAINTAIN THE BUDGET AMOUNT. THE PROGRAM, ACCTRN, READ A TEMPORARY REPORT FILE CREATED BY THE VCCS ACCOUNTING MISLIST JOB (USING ACT807 AND ACT810) AND CREATED A FILE OF ENCUMBRANCE AND EXPENDITURE TRANSACTIONS. THIS FILE WAS BROUGHT FROM THE HOST TO THE REGION, WHERE IT WAS USED BY ACC310 TO UPDATE THE ACCOUNTING/BUDGET DATA BASE TO INCLUDE ALL TRANSACTIONS AND TO REFLECT CURRENT TOTALS OF ENCUMBRANCES, EXPENDITURES, AND BALANCES. ANNUALLY, ACC300 COULD BE RUN TO USE THE CURRENT YEAR TO BUILD THE BUDGET SEGMENTS FOR THE NEW YEAR. ACC790 PROVIDED A REPORT TO HELP IN THE DECISION PROCESS FOR ALLOCATING FUNDS FOR THE NEW YEAR. ACC890 WAS RUN TO CREATE AND SUBMIT BUDGET TRANSACTIONS TO VCCS FOR THE NEW YEAR. ACCOUNTING/BUDGET DATA CAN BE ARCHIVED TO TAPE FOR A SPECIFIED BUDGET YEAR. ACC320 ARCHIVES THE DATA AND ACC330 RESTORES ARCHIVED DATA. * 3.0 DATA BASE DESIGN ---------------- 3.1 ACBDBD DESIGN THE ACCOUNTING/BUDGET DATA BASE INCLUDES A ROOT SEGMENT AND ONE DEPENDENT SEGMENT. BEFORE FRS, DATA WAS SEQUENCED BY A KEY CONSISTING OF THE BUDGET YEAR, APPROPRIATION, CAMPUS, DEPARTMENT, AND OBJECT CODE. FRS DATA IS SEQUENCED BY A KEY CONSISTING OF THE BUDGET YEAR, FUND/GROUP, FRS DEPARTMENT, FRS CAMPUS, AND OBJECT CODE. --------------- ] ] ] BUDGET ITEM ] ] ] --------------- ] --------------- ] ] ] TRANSACTION ] ] ] --------------- 3.2 BUDGET ITEM SEGMENT DESCRIPTION (ACBBUDGT) ONE RECORD PER BUDGET ITEM. TOTAL ENCUMBRANCE AND TOTAL EXPENDITURE AMOUNTS ARE UPDATED BY ACC310/ACC410. ITEM-CODE. (KEY) BUDGET-YEAR. BUDGET-YR-BEG PIC X(2). BUDGET-YR-END PIC X(2). APPROPRIATION PIC X(2). CAMPUS-DEPT. CAMPUS PIC X(1). DEPARTMENT PIC X(3). OBJECT-CODE PIC X(4). ITEM-CODE-RED REDEFINES ITEM-CODE. (KEY) BUDGET-YEAR. BUDGET-YR-BEG PIC X(2). BUDGET-YR-END PIC X(2). FRS-FUND-GROUP PIC X(1). FRS-DEPT-CAMP. FRS-DEPT-NO PIC X(4). FRS-CAMPUS PIC X(1). OBJECT-CODE PIC X(4). COST-CENTER-ID. COST-CENTER-CAMP PIC X(1). COST-CENTER-NO PIC X(2). PROGRAM-CODE PIC 9(3). SUB-PROGRAM PIC 9(2). BUDGET-AMOUNT PIC S9(7)V99 COMP-3. TOT-ENCUMBRANCE PIC S9(7)V99 COMP-3. TOT-EXPENDITURE PIC S9(7)V99 COMP-3. DBD-FILLER PIC X(20). COPY-FILLER PIC X(20). 3.3 TRANSACTION SEGMENT (ACBTRANS) THIS CONTAINS ENCUMBRANCE AND EXPENDITURE DATA FOR A BUDGET ITEM. THE DATA IS BUILT FROM INFORMATION OBTAINED FROM FRS OR THE OLD VCCS ACCOUNTING SYSTEM. TRAN-DATE. (KEY) TRAN-YR PIC X(2). TRAN-MO PIC X(2). TRAN-DAY PIC X(2). AMOUNT PIC S9(7)V99 COMP-3. DESCRIPTION PIC X(15). PURCHASE-NO PIC X(5). REQUISITION PIC X(6). STATUS-CODE PIC X(1). *TYPE-RECORD PIC X(1). VOUCHER-NO PIC X(5). FRS-BATCH-NO PIC X(6). DBDFILLER PIC X(19). COPYFILLER PIC X(20). *TYPE-RECORD 1 OR 2 - ENCUMBRANCE TYPE-RECORD 3 - EXPENDITURE TYPE-RECORD 4 - BUDGET TRANSFER 3.4 ACCOUNTING/BUDGET CONTROL DATA THE CONTROL DATA BASE IS USED TO STORE MASTER DATA WHICH IS NEEDED BY THE ACCOUNTING/BUDGET SUBSYSTEM. THESE ARE THE CONTROL SEGMENTS USED: SEGMENT DESCRIPTION COPY NAME SEG TYPE CAMPUS/COLL MASTER CTLBCAMP 24 FRS CAMPUS/COLL MASTER CTLFCAMP 40 FRS DEPT/CAMPUS MASTER CTLFDEPT 41 CAMPUS/DEPT MASTER CTLDEPT 25 COST CENTER MASTER CTLCSTCR 26 OBJECT CODE MASTER CTLOBJCT 30 PROGRAM OPTION MASTER CTLPROPT 15 FRS FUND GROUP MASTER CTLFNDGP 42 4.0 PROGRAMS: -------- 4.1 ONLINE PROGRAMS *REF070 - PROGRAM OPTION SEGMENT UPDATE *REF115 - BUDGET CAMPUS/COLLEGE UPDATE *REF116 - FRS BUDGET CAMPUS/COLLEGE UPDATE *REF117 - FRS FUND GROUP UPDATE *REF120 - COST CENTER UPDATE REF125 - CAMPUS/DEPT UPDATE *REF126 - FRS DEPARTMENT/CAMPUS UPDATE *ACC050 - OBJECT CODE UPDATE ACC100 - BUDGET ITEM UPDATE *ACC110 - FRS ACCOUNTING BUDGET INQUIRY *ACC120 - FRS BUDGET TRANSACTION INQUIRY ACC210 - ACCOUNTING BUDGET INQUIRY ACC220 - ACCOUNTING BUDGET TRANS INQUIRY 4.2 BATCH UPDATE PROGRAMS ACC300 - BUILD BUDGET ITEM SEGMENTS FOR NEW BUDGET YEAR ACC310 - UPDATE BUDGET ITEMS AND TRANSACTIONS USING VCCS DATA *ACC410 - UPDATE BUDGET ITEMS AND TRANSACTIONS USING FRS DATA *ACC320 - ARCHIVE ACCOUNTING/BUDGET DATA TO TAPE *ACC330 - RESTORE ARCHIVED ACCOUNTNG/BUDGET DATA 4.3 BATCH PROGRAMS ACCTRN - BUILD ACCOUNTING TRANSACTION FILE FROM VCCS REPORTS *ACC700 - BUILD ACCOUNTING BUDGET FILE FROM FRS ACC890 - BUILD VCCS BUDGET TRANSACTIONS FOR SUBMISSION TO VCCS 4.4 BATCH REPORTS *REF570 - PROGRAM OPTION REFERENCE LIST *REF615 - CAMPUS/COLLEGE REFERENCE LIST *REF616 - FRS CAMPUS/COLLEGE REFERENCE LIST *REF617 - FRS FUND GROUP LIST LIST *REF620 - COST CENTER REFERENCE LIST REF625 - CAMPUS/DEPARTMENT REFERENCE LIST REF626 - CAMPUS/DEPARTMENT REFERENCE LIST BY COST CENTER *REF627 - FRS DEPARTMENT/CAMPUS REFERENCE LIST *ACC500 - FRS ACCOUNTING BUDGET BY CST CTR *ACC600 - FRS BUDGET STATMENT BY CST CTR *ACC610 - FRS ENC/EXP REPORT BY COST CENTER *ACC650 - FRS ACCOUNTING BUDGET STATUS *ACC670 - FRS ACCOUNTING BUDGET MAINTENANCE *ACC673 - FRS ACCOUNTING BUDGET MEMBERSHIP *ACC750 - OBJECT CODE REFERENCE LIST ACC790 - BUDGET PREPARATION REPORT ACC800 - BUDGET REPORT BY COST CENTER ACC860 - BUDGET REPORT BY CAMPUS/DEPARTMENT ACC890 - BUILD BUDGET TRANSACTIONS FOR VCCS ACC900 - BUDGET STATEMENT BY COST CENTER (USED BY SR) ACC901 - BUDGET STATEMENT BY COST CENTER (USED BY TN) ACC910 - ENCUMBRANCE/EXPENDITURE REPORT BY COST CENTER ACC912 - ENCUMBRANCE REGISTER BY COST CENTER ACC913 - ENCUMBRANCE REGISTER BY REQUISITION NO ACC932 - EXPENDITURE REGISTER BY COST CENTER (USED BY SR) ACC934 - EXPENDITURE REGISTER BY COST CENTER (USED BY TN) ACC950 - BUDGET STATUS REPORT ACC955 - OVER BUDGET WARNING REPORT ACC960 - PRIOR YEAR EXPENDITURE COMPARISON ACC970 - ACCOUNTING BUDGET MAINTENANCE REPORT ACC973 - ACCOUNTING BUDGET MEMBERSHIP REPORT *DENOTES PROGRAMS THAT ARE USED WITH FRS DATA. 7.0 PROGRAM OPTIONS: ---------------- ACCS00 XX - WHERE XX EQUALS LAST TWO DIGITS OF THE BUDGET YEAR. POSITION NAME VALUE DESCRIPTION 1 STATUS P BUDGET YEAR IS PAST C BUDGET YEAR IS CURRENT F BUDGET YEAR IS FUTURE 2 UPDATE Y ACC100 CAN BE USED TO UPDATE DATA N DO NOT ALLOW ONLINE UDPATE NOTE: NOT APPLICABLE FOR FRS YEARS 3-10 DATE XX/XX/XX DATE ACC310/ACC410 LAST UPDATED DATA 8.0 CHANGE HISTORY: --------------- 8.1 VERSION NO: V3.10 CHANGE DATE: 06/01/88 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: DESCRIPTION OF CHANGE: RELEASE VERSION 8.2 VERSION NO: V4.09 CHANGE DATE: 12/12/89 PROGRAMMER NAME: S. EDMONDS PROGRAM CHANGE REQUEST NO: 00004497 DESCRIPTION OF CHANGE: REVISED DOCUMENTATION BY ADDING THE PROGRAM ACC955 AND OMMITTING PROGRAM ACC881 FROM THE 8.0 PROGRAM SECTION. 8.3 VERSION NO: V5.18 CHANGE DATE: 11/15/94 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00014683 DESCRIPTION OF CHANGE: REVISED DOCUMENTATION FOR FRS. ADDED FRS PROGRAMS REF116, REF117, REF126, ACC110, ACC120, ACC410, ACC700, REF616, REF617, REF627, ACC500, ACC600, ACC610, ACC650, ACC670, ACC673. 8.4 VERSION NO: V6.01 CHANGE DATE: 02/15/96 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00016476 DESCRIPTION OF CHANGE: REVISED DOCUMENTATION FOR CHANGE TO INCLUDE BUDGET TRANSFERS (RECORD TYPE 4) AS A TRANSACTION UNDER THE BUDGET RECORD. THESE ARE SHOWN BUT NOT COUNTED IN ANY TOTALS ON ACC110, ACC610, ACC650, ACC670, AND ACC673.