aphis master data june 2014

Transforming Financials at the People’s Department

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APHIS Master DataOctober 2014

Transforming Financials at the People’s DepartmentMaster Data Agenda

What is Master Data? Application of Funds Budget Periods Functional Areas Funds Cost Centers / Fund Centers WBS Elements / Funded Programs Shorthand Codes Where to Go for More Information Master Data Questions - Test

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Transforming Financials at the People’s DepartmentWhat is Master Data?

Master Data is data in FMMI that Agencies will reference and use in order to execute business transactions in the system

FMMI Master Data Elements include: Application of Funds Budget Period Functional Area Fund Funds Center/Cost Center Funded Program/Work Breakdown Structure (WBS) Shorthand Code

All obligations must include a Functional Area and a Cost Center.If further identification is needed, a WBS would be necessary.

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Master Data ElementsApplication of Funds

The Application of Funds used in FMMI is the equivalent of the Treasury Symbol. Each Application of Funds is tied to one or more FMMI Fund.

Examples of Application of Funds: 12_1600 – Salaries and Expenses, APHIS 12X1600 – Salaries and Expenses, APHIS 12X1601 – Buildings and Facilities, APHIS 12X5161 – Agricultural Quarantine Inspection User Fee Account, APHIS 12X8226 – Miscellaneous Contributed Funds (Trust Funds), APHIS

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Master Data ElementsBudget Period

Budget Period is the time frame of available budget. During this period the Agency can commit, obligate and transfer funds, the actuals and commitments recorded are differentiated and reported by period.

It indicates both the beginning and ending budget fiscal years for a fund. Each budget fiscal year begins October 1st and ends September 30th. Budget periods can be annual, multi-year or no-year.

Example Annual 1414 No-Year 14XX Multi-year 1415

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Master Data Elements Functional Areas

Functional Areas represent “mission critical” programs without an end date. APHIS decided the functional areas should reflect the specific line items from our Appropriation Language received each year, or indicate the type of funding that is being received, such as AQI User Fees, and Non-AQI User Fees.

OMB Recognized Category Programs Cat A – Defined by Time – Quarterly Apportionments Cat B – Project Specific – Apportionments other than quarterly

Examples of Functional Areas AP00AGDISTRIB000 – APHIS Distributable AP02SUFB10201000 – Farm Bill-Plant Pest/Dis Mgmt

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Functional Areas are used to represent Cat B Programs or agency specific programs and are 16 characters. Below is the structure:

Agency Identifier (Characters 1-2): APHIS = AP CatB Identifier (Characters 3-4): zero filled except for Cat B, then it relates to

the line number from SF 132 Agency Level Use (Characters 5-6): Indicates Congressional Sub-Category Line Item Name (Character 7-13): Used for tracking purposes Agency Defined (Characters 14-16): Typically - zero filled; this is needed to

accommodate items processed by the State Department on behalf of APHIS.

The all obligations must include a Functional Area and a Cost Center. If further identification is needed, a WBS would be necessary.

Functional Areas are posted to the web under the FMD Quick Reference Guide

Master Data Elements Functional Area Structure

http://www.aphis.usda.gov/wps/portal/aphis/ourfocus/business-services/sa_applications_systems/sa_fimmi/ct_new_users/!ut/p/a1/vVFNV4MwEPw1HnlZIBQ4QqstLVWfWgUueSGlbRQCJaHaf29KvXjohxdz2-zM7M4OylCCMkF3fE0VrwUtD3U2IDjyLMsGKwIcWxBA-GrDcGGaL6ABqQZMHyaWGWrAeHwbQnR_Fz-6s6kFM-c6_nAcTLAbAwD2LIhG4WTk-nOAaHCJ_4YylDGhGrVBKW02XBJWC1UIRUqet7Td34CkpO5asqpZJ_sq7yQXhZREFu2Os-L4S5um5Kx3rjt7qYrq2FjxquI3wBQRxSfpNEkepjaML1Hq5Z5vO35h-D4zDQzUNCjG2PBxTj1Y4qXpDH5cwokXwFUuL9y5B5w7ZA84s0Oql3RPb2Gj5z-6nl4RPn_fbrNAR3gI7Uuh5B8z1OOtdj6cr7UrqjYGF6saJSdU-kavgpJfKk21WFSevTc-njywnXIXB8E3NWxukg!!/?1dmy&urile=wcm:path:/aphis_content_library/sa_our_focus/sa_business_services/sa_applications_systems/sa_fimmi/ct_quick_reference_guide


Master Data ElementsFunds

Funds in FMMI are used to represents the type of funding and its funding source. Using the Fund and Budget Period together indicates the availability of funding as it pertains to time (no year, annual funds, multi-year funds). It includes the specific attributes indicating the type of funding; e.g., direct, trust, special, or reimbursable.

Examples of Funds: AP001600AD – General Direct-CatA AP0016IEAR – Import/Export User Fees; General-Reimb-CatA AP005161AV – Special AQI-CatA AP00160MBN – Farm Bill; Non-Approp-Transfer-CatB AP008226AV – Trust Fund; Distrib-Recipt-Trust Avail-CatA

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The Fund Structure is 10 digits long and will have the following attributes: Agency Identifier (Characters 1 - 2) – this is the designated identifier for each

agency. APHIS = AP High Level Business Area (Characters 3 - 4) – unless otherwise specified by an

Agency this will always be “00”. The high level business area is considered the Agency as a whole which is represented by “00”.

Agency Defined (Characters 5 - 8) – APHIS has chosen to configure positions 5-8 for the base Application of Funds.

Agency Defined (Character 9) – Indicates whether the activity is Category A or Category B funds.

Agency Defined (Character 10) – APHIS uses this space to indicate the Fund Type. Fund types which include R=Reimbursable, D=Direct, V=Trust, A=Deposit, S=Special, and X=Receipt.

Note: The Budget Period will distinguish No-year, Multiyear, or Annual.

APHIS Funds are posted to the web under the FMD Quick Reference Guide

Master Data Elements Fund Structure



Master Data ElementsCost Centers/Fund Centers

Cost/Fund Centers are organizational elements that identify where the costs are incurred for performing activities within APHIS.

Cost Centers and Fund Centers have a one to one relationship. Cost Centers reside in the Controlling Module while Fund Centers reside in the Funds Management Module.

Cost Centers reflect the levels at which a Division spends at a location.

Examples of Cost Centers APPQDA0024 – PPQ Deputy Administrator APVSHQ1011 – VS Deputy Office APMRFM6027 – MRPBS, FMD, Financial Operation Branch

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The Cost Center Structure represents the organization levels that tracks spending or collects costs.

Agency Identifier (Characters 1- 2) – APHIS = AP Agency Defined (Characters 3 - 4) – APHIS Program/Support unit (e.g., PQ – Plant

Protection & Quarantine (PPQ); AC – Animal Care; VS – Veterinary Services; BR – Biotechnology Regulatory Services (BRS))

Agency Defined (Characters 5 – 6) – Organizational structure within the Division/Program/Support Unit, (e.g., WR=Western Region; OP=PPQ Field Operations; IA=VS NIES Air and Sea Ports)

Agency Defined (Characters 7 – 8) – Program specific These are program/agency defined and can be a combination of letters and numbers.

Agency Defined (Characters 9 – 10) – State or Country Codes (State codes as defined by GSA State Code Listing, numeric only; International locations will use the alpha designation)

The Cost Center Structure will always be 10 characters and have a one-to-one relationship with a Fund Center.

Master Data Elements Cost/Fund Center Structure


Master Data Elements WBS Elements / Funded Programs

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WBS Elements

Provides a means of collection and tracking costs of a specific job, service, project, or task.

WBS Elements should be thought of as a program or project with an operational purpose and a defined timeframe. These should be created when it is not possible to track costs using Functional Area, Cost Center, and Budget Object Code.

WBS Elements (Controlling Module) have a one-to-one relationship with Funded Programs (Funds Management Module). This helps to provide consistency between the Controlling and Funds Management modules in FMMI.

A WBS Element is required for all Sales Orders and for other projects as designated and determined by the Agency.


Master Data ElementsWBS Information

WBS – Expense Project Spending must occur on a Level 2 WBS element or higher. WBS elements for expense projects can be mapped to

multiple Cost Centers.

WBS – Reimbursable/Trust Fund Project There is a one-to-one relationship between a WBS Element and a

Sales Order.

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Master Data ElementsWBS Structure

Level 1 WBS Element 10 Characters Example - AP.EX.ADRV Characters 1-3: A P . = Agency Identifier + a period (APHIS) Characters 4-6: E X . = Project Type/Agency Identifier + a period

(i.e., EX = Expense; RA = Reimbursable; TF = Trust Fund) Characters 7-10: ADRV = Project Activity (Admin Reserve)

Level 2 WBS Element Characters 11-13: Agency Defined Example – AP.EX.ADRV.CR Characters 11-13: . C R = Agency Defined (Civil Rights and Compliance)

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Master Data ElementsWBS Structure - Continued

Level 3 WBS Element Characters 14-18: Agency Defined Example – AP.EX.ADRV.CR.OUT1 Positions 14-18: . O U T 1 = Agency Defined (Thurgood Marshall College

Fund)

APHIS currently only goes to a Level 3 WBS Elements

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Shorthand Code Overview

The Shorthand Code (SHC) is a way to shorten the length of the accounting information used by feeder systems that get sent to FMMI. The Shorthand Code contains 27 agency defined characters and is used by feeder systems. The SHC will not be used for direct entry into FMMI. Corporate feeder systems include webTA, GovTrip, TRVL, Smartpay2,

PACS, IAS, and lockbox collections. Agency feeder systems include User Fee billing systems. Relationships between SHC to full FMMI accounting is 1:1. Not all SHC’s will have an associated WBS Element. For SHC’s not using

a WBS Element, “PUBLICUSDA” will be used as the filler, for codes that

only go to Level 2 will be filled with “USDA” If a WBS Element is used, it must be at least a Level 2 WBS Element or

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Master Data Elements Shorthand Code Layout

Shorthand Code Format: Budget Period (2) + Cost Center (8) + Functional Area (7) + WBS Level 2 (6) + WBS

Level 3 (4)

Example: 44WSHQ0808EPPSODEPD00011234

o Budget Period: 1414o Cost Center: APWSHQ0808o Functional Area: AP00PDEPPSODE000o WBS Level 2: AP.EX.PD00.01 (If no WBS fill with “PUBLICUSDA”)o WBS Level 3: AP.EX.PD00.01.1234 (If only a WBS Level 2, fill with “USDA”)

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Where To Go From More Information

The MRP FMMI Home Page is an excellent source for FMMI guidance

http://www.aphis.usda.gov/business-services/fmmi

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Where To Go From More Information

Master data guidance can be found under the FMD Quick Reference Guide; Master Data.

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Master Data QuestionsSet 1

(Match the Master Data to the Master Data Element)

Master Data AP001600AD ___

AP00AGREIMBUR000 ___

AP.EX.DIST.IT ___

1414 / 14XX ___

12X5161.16 ___

APMRFM2406 ___

Master Data Element A. Application of Funds

B. Fund

C. Cost/Fund Center

D. Functional Area

E. Funded Program / WBS

F. Budget Period

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(Match the Master Data Element to the Master Data Term)

Master Data Represents a program or project with an

operational purpose and a defined timeframe ___

Represents ‘mission critical; programs without an end date ___

Equivalent to the Treasury Account Symbol (TAS) ___

Identified both the beginning and ending budget fiscal year for a fund ___

Represents the type of funding and its funding source ___

Organizational Elements that identify where costs are incurred. ___

Master Data Term A. Application of Funds

B. Fund

C. Cost/Fund Center

D. Functional Area

E. Funded Program / WBS

F. Budget Period

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Question How many characters are in a

shorthand code (SHC)?

How many characters does the fund contain?

What do all APHIS accounting elements begin with?

Where do you go to get more information on Master Data?

Answer

___________________

___________________

___________________

___________________

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Where To Go For More Information

Where to go with questions:

1) Supervisor

2) Program Budget Office

3) APHIS Functional Administrators [email protected]

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mailto:[email protected]


Master Data Answers

Answers to Set 1:– AP001600AD B - Fund – AP00AGREIMBUR000 D - Functional Area– AP.EX.DIST.IT E - Funded Program/WBS– 1414 / 14XX F - Budget Period– 12X5161.16 A - Application of Funds– APMRFM2406 C - Cost/Fund

Center

Answers to Set 2– Represents a program or project with an operational purpose and a defined timeframe E

– Represents ‘mission critical; programs without an end date D

– Equivalent to the Treasury Account Symbol (TAS) A

– Identified both the beginning and ending budget fiscal year for a fund F

– Represents the type of funding and its funding source B

– Organizational Elements that identify where costs are incurred.

C

Answer to Set 3

– How many characters are in a shorthand code (SHC)? 27

– How many characters does the Fund contain? 10

– What do all APHIS accounting elements begin with? AP

– Where do you go to get more information on Master Data?

FMD Quick Reference Guide

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Provide this page to your supervisor as documentation of completing this required overview.

I certify that I have completed the General Ledger (G/L) Overview.

__________________(Employee’s Name)

___________________ (Employee’s Signature)

Master DataCertification

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aphis master data june 2014

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