SSIS Software Specification. Chart of Accounts

Transcription

1 SSIS Software Specification Chart of Accounts Prepared By: Jayson Carrigan Project Manager: Kate Stolpman Last Updated: June 17, 2008

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3 Change Sheet Revision Description Date Original Reviewed by Product Team (Sections 1-5) Nov 17, 2003 Revision 1 Reviewed by Product Team (Sections 6-8) Mar 15, 2004 Revision 3 (Section 9) August 32, 2004 Revision 4 Section Edit COA Code Include service arrangements in edit for Require maximums. June 17, 2008

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5 Table Of Contents SECTION ONE: INTRODUCTION Introduction System Requirements Statement Overview Impact Statement... 2 SECTION TWO: FUNCTIONAL REQUIREMENTS Introduction System Overview Requirements Federal SACWIS Requirements County Requirements Use Cases Setup Chart of Accounts Elements Maintain Chart of Accounts Elements Setup Chart of Accounts Codes Maintain Chart of Accounts Codes Print Chart of Accounts Elements List Print Chart of Accounts Codes List Security SECTION THREE: NON-FUNCTIONAL REQUIREMENTS Introduction Testing Integration Testing SECTION FOUR: EXCEPTION CONDITIONS AND ERROR HANDLING REQUIREMENTS Introduction SECTION FIVE: SUPPORTABILITY AND USABILITY REQUIREMENTS Introduction Supportability SECTION SIX: DEVELOPMENT AND OPERATING ENVIRONMENTS Introduction Development Environment SECTION SEVEN: SYSTEM INTERFACES Introduction... 19

6 SECTION EIGHT: USER INTERFACES Introduction Navigation Map Chart of Accounts Element Task Add COA Element Add COA Element Business Rules Add COA Element Warning/Error Messages Edit COA Element Edit COA Element Business Rules Edit COA Element Warning/Error Messages Chart of Accounts Code Task Add COA Code Add COA Code Business Rules Add COA Code Warning/Error Messages Edit COA Code Edit COA Code Business Rules Edit COA Code Warning/Error Messages COA Reporting SECTION NINE: DESIGN Introduction Class Models Chart of Accounts Element Form Chart of Accounts Code Form Persistent Model RELATED DOCUMENTS GLOSSARY Appendix A: Database Models A.1 Logical Model A.2 Physical Model APPENDIX B: Chart of Accounts Initial Load Detail B.1 Overview B.2 COA Initial Load Details APPENDIX C: Changes to The Admin Module for The Chart of Accounts Module C.0 Introduction C.1 Requirements C.1.1 Security... 53

7 C.1.2 County Preferences C.2 User Interface C.2.1 County Preferences for the COA Module C County Preferences Business Rules C County Preferences Error Messages APPENDIX D: Issues & Design Decisions D1 Design Decisions... 59

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9 SECTION ONE: INTRODUCTION 1.0 Introduction This document is the Software Specification for Chart of Accounts. It describes the functional requirements and design of the Chart of Accounts module. Some of the topics related to Chart of Accounts are global to the entire SSIS Fiscal application and are covered in the SSIS Fiscal System Specification. Section One provides a project overview, Sections Two through Five describe requirements, and Sections six through nine describe design. 1.1 System Requirements Statement Federal SACWIS requirements mandate that state SACWIS systems, such as SSIS Fiscal, include functionality to initiate and record payments for child welfare services. Payment requests are initiated in the SSIS Fiscal system and sent to the county accounting system, which prints vendor warrants and creates journal entries in the general ledger. Each payment request must include a Chart of Accounts code to indicate to the county accounting system the account to use to make the payment. Figure 1-1 depicts the business process to define valid Chart of Accounts codes. Chart of Accounts Creator Chart of Accounts Element Values <<input>> <<goal>> Define the Chart of Accounts in order to map payments to the appropriate general ledger account in the county accounting system. Set up Chart of Accounts <<SSIS Fiscal process>> Define Chart of Account Codes <<output>> Chart of Account Codes Figure 1-1 Chart of Accounts Business Process 1.2 Overview The purpose of the Chart of Accounts module is to provide a way to define valid Chart of Account codes. Chart of Account codes are made up of Chart of Account Elements. The Default Elements used by most counties include: Fund, Department, Program, Service, Object, and Org. This module provides the ability to set up the valid values, descriptions, and effective date ranges for the Chart of Account elements and codes. The module also provides the ability to print the Chart of Account elements and codes. Chart of Accounts Page 1 of 60

10 Each Chart of Account element length can be defined by counties by setting the length, and description of the element types in County Preferences, or the county can choose not to use a particular element by setting the length to zero. The counties can set up to eleven element types at this time, if a county needs more element types than this they can contact SSIS Fiscal to add more. 1.3 Impact Statement The Chart of Accounts module impacts Service Arrangements, Payments, and Chart of Accounts Maximums. The Chart of Accounts module requires changes to the Admin module to allow counties to enter and view Chart of Account Element lengths in County Preferences. When setting up date ranges on Chart of Account codes, all Service Arrangements, Payments, and Chart of Accounts Maximums must occur within the date range of the Chart of Accounts code. All Chart of Accounts codes must be within the date range of all of the Chart of Accounts elements that make up the code. Chart of Accounts Page 2 of 60

11 SECTION TWO: FUNCTIONAL REQUIREMENTS 2.0 Introduction This section describes the functional requirements for the Chart of Accounts module. 2.1 System Overview The Chart of Accounts module provides the ability to define and maintain Chart of Accounts codes and elements. 2.2 Requirements Requirements for the Chart of Accounts module are based on Federal SACWIS requirements and input from county financial workers to meet requirements for the county accounting systems Federal SACWIS Requirements The Chart of Accounts module supports the SACWIS requirement to make payments. The following table represents the federal SACWIS requirements listed in the Advance Planning document, and the SACWIS Review Guide. Requirement 1. Create a standard interface record for the use of existing county accounts payable systems in matching invoices with requests for service, to include general ledger account code, if known. Comment Source: APD VI.A.3.j Chart of Accounts Page 3 of 60

12 2.2.2 County Requirements Counties use Chart of Accounts to budget, track expenditures on the county accounting system, track specific grants, and compare expenditures over time. SSIS Fiscal includes a Chart of Accounts code on each payment request to provide the county accounting system with information needed to make a payment. The following table describes the requirements that need to be met for the Chart of Accounts module. Requirement 1. Define the Chart of Accounts structure for each county by setting the length of the Chart of Accounts elements. If a specific element length is set to zero, then that Chart of Accounts element will not be used. Comment Not all counties use all six elements. Default element lengths will be set up for each county that the users can modify at initial setup. After initial setup, the lengths will be available for viewing only in County Preferences. The users will need SSIS to make any additional changes to the element size. 2. Set up and maintain valid values, descriptions, and date ranges for Chart of Accounts elements. 3. Set up and maintain valid values, descriptions, date ranges, and comments for Chart of Accounts codes. 4. Print and create an export file of defined Chart of Accounts elements and codes. 5. Ability to require Maximums on Chart of Account Codes, in order to be able to attach that Chart of Account Code to a Payment or Service Arrangement. Counties can set this requirement system wide in County Preferences or set this on each individual Chart of Account Code. Chart of Accounts Page 4 of 60

13 2.3 Use Cases Figure 2-1 shows the use cases identified for Chart of Accounts. Setup Chart of Accounts Elements Maintain Chart of Accounts Elements COA Creator Setup Chart of Accounts Codes Maintain Chart of Accounts Codes Print Chart of Accounts Elements List SSIS Fiscal User Print Chart of Accounts Codes List Figure 2-1. Chart of Accounts Use Cases Chart of Accounts Page 5 of 60

14 2.3.1 Setup Chart of Accounts Elements Chart of Accounts Use Case Set up Chart of Accounts Elements Use Case # 1 Purpose Define the valid values for the Fund, Department, Program, Service, Object and Org elements of the chart of accounts and define descriptions and effective dates for each element value. Example: Fund 11 Social Services Fund Description Precondition: Element lengths have been defined in County Preferences. Post-conditions: Elements are available for use in Chart of Account Codes setup and maintenance. Element descriptions are available in drop downs and reports where the Chart of Accounts elements are used. If effective dates are included for the element, when a Chart of Accounts Code is defined using that element it must have effective dates within the same date range. Related Use Cases Requirements Trace Actors & Type(primary/secondary) COA Creator (primary) Actor Actions System Response 1. Select Create Element 1. Display blank entry form. Create drop down of elements whose length in County Preferences is > 0 2. Select the element (Fund, Dept, 2. Program, Service, Object, Org) and enter the details 3. Save record 3. Verify the element length is valid. Verify the value for the selected element does not exist in the specified date range. Create Chart of Accounts Element record and store the values. Display blank entry form. Alternative Courses 1. Select an existing element and select Copy Element Exception Conditions 3a. The element length is invalid: System displays a message and does not allow the record to be saved. Actor must change the element value before saving the record. 3b. The element type and value already exists in the specified date range or an overlapping date range: System displays a message and does not allow the record to be saved. Actor must change the element, the value, or the effective dates before saving the record. Notes Chart of Accounts Page 6 of 60

15 2.3.2 Maintain Chart of Accounts Elements Chart of Accounts Use Case Maintain Chart of Accounts Elements Use Case # 2 Purpose Change the details of a Fund, Department, Program, Service, Object and Org element of the chart of accounts. Delete elements that have not been used. Description Precondition: Chart of Account Element has been defined Post-conditions: Updated elements are available for use in the Chart of Account Codes setup and maintenance. Updated element descriptions are available in drop downs and reports where the Chart of Accounts elements are used. Deleted values are no longer available for use in the Chart of Account Codes setup and maintenance. Related Use Cases Requirements Trace Actors & Type(primary/secondary) COA Creator (primary) Actor Actions System Response 1. Select the Element and Element Value (i.e. Fund, 11) 1. to work with 2. Choose update option 2. Display update form. Check whether value is used in a Chart of Accounts Code. If not used, enable update of all fields along with delete option. If value has been used, enable update of description, start date, and end date, disable update of value and disable delete option 3. Change element details Save Changes Verify the element length is valid. Verify another Element record does not contain the same value for the selected element in the specified date range. Verify any Chart of Accounts Codes using that element are within the date range (May need to verify existing Service Arrangement, Payment Requests, COA Maximums are in the date range.) Alternative Courses 1. Delete record if option enabled. Exception Conditions 4a. The element length is invalid: System displays a message and does not allow the record to be saved. Actor must change the element value before saving the record. 4b. The element type and value already exists in the specified date range or an overlapping date range: System displays a message and does not allow the record to be saved. Actor must change the element, the value, or the effective dates before saving the record. 4c. Chart of Accounts Code(s) using the Element Type and Value have effective dates outside of the Element s effective date range: System displays a message indicating a date conflict exists and does not allow the record to be saved. Actor must change the value(s) before saving the record. 4d. Chart of Accounts Code(s) using the Element Type and Value have no effective dates and the Element has effective dates: System displays a message and does not allow the record to be saved. Actor must change the value(s) before saving the record. Notes Chart of Accounts Page 7 of 60

16 2.3.3 Setup Chart of Accounts Codes Chart of Accounts Use Case Set up Chart of Accounts Codes Use Case # 3 Purpose Define Chart of Accounts codes and their effective dates. Description Precondition: Element lengths have been defined in County Preferences. Post-conditions: Chart of Accounts Codes are available for use where needed. If a start or end date is defined, the Chart of Accounts Code is not available for payments with a general ledger date outside of that date range. Related Use Cases Requirements Trace Actors & Type(primary/secondary) COA Creator (primary) Actor Actions System Response 1. Select Create Chart of Accounts Code 1. Display blank entry form. Fill drop downs with valid element values. Disable fields that are not used (County Preferences field length = 0). 2. Select from drop down of valid Fund, Dept, 2. Program, Service, Object, Org or type value for each field and enter additional details 3. Save record 3. For each element in the Chart of Accounts code, verify the date range for the code is within the date range for that element. Verify the Chart of Accounts code does not exist in the specified date range or in an overlapping date range. If no date range is entered, verify the Chart of Accounts code does not exist. Alternative Courses 1. Select an existing element and select Copy Element Exception Conditions 3a. The date range of the Chart of Accounts Code is outside the date range of one or more individual elements used: System displays a message indicating which element(s) have conflicting dates and does not allow the record to be saved. Actor must change the value of one or more elements, or change the date range before saving the record. 3b. Chart of Accounts Code already exists, or exists in the specified date range, or with an overlapping date range: System displays a message and does not allow the record to be saved. Actor must change the value of one or more elements, or change the date range before saving the record. Notes County Preferences determines which elements are used. If the field length in County Preferences is not 0, the element is required. If the field length is 0, the field is not used. Chart of Accounts Page 8 of 60

17 2.3.4 Maintain Chart of Accounts Codes Chart of Accounts Use Case Maintain Chart of Accounts Codes Use Case # 4 Purpose Change a Chart of Accounts Code and its effective dates or delete a Chart of Accounts code that has not been used. Description Precondition: Chart of Accounts code has been defined. Post-conditions: Updated Chart of Accounts code is available for use where needed. If a start or end date is defined, the Chart of Accounts code is not available for payments with a general ledger date outside of that date range. Deleted Chart of Accounts code is no longer available in other modules. Related Use Cases Requirements Trace Actors & Type(primary/secondary) COA Creator (primary) Actor Actions System Response 1. Select Chart of Accounts codes to work with Choose update option 2. Display update form. Check whether Chart of Accounts Code is used in any Service Arrangements, Maximums, or Payments. If not, enable update of elements and effective dates along with delete option. If code has been used, enable update of effective dates, disable update of elements and disable delete option 3. Update element values if enabled Update Chart of Accounts code details Save record 5. Verify Chart of Accounts code does not exist in the specified date range or in an overlapping date range. If no date range is entered, verify the Chart of Accounts code does not exist. Verify Payments, Service Arrangements, Provider Arrangements and Maximums using this account are within the date range Alternative Courses 2. Delete record if option enabled. Exception Conditions 5a. Chart of Accounts Code already exists in the specified date range or with overlapping date range: System displays a message indicating the Chart of Accounts Code exists and does not allow the record to be saved. Actor must change the value of one or more elements, or change the date range before saving the record. 5b. Payments exist with a general ledger date outside of date range or pending Payments exist with a GL Date outside of date range: System displays a message and does not allow the record to be saved. User must change the date range before saving the record. 5c. Service Arrangement exists with service dates outside of the date range: System displays an error message. User must change the date range before saving the record. 5d. Maximums exist with start and end dates outside of the date range: System displays a message and does not allow the record to be saved. Actor must change the date range before saving the record. Notes Chart of Accounts Page 9 of 60

18 2.3.5 Print Chart of Accounts Elements List Chart of Accounts Use Case Print Chart of Accounts Elements List Use Case # 5 Purpose Create a list of values that have been defined for any or all of the available elements of the Chart of Accounts code (Fund, Department, Program, Service, Object, Org) Description Precondition: Post-condition: Related Use Cases Requirements Trace Actors & Type(primary/secondary) SSIS Fiscal User (primary) Actor Actions System Response 1. Select element(s) or date range or both. 1. Display list of chart of account elements based on selection. 2. Select print report. 2. Send list to printer Alternative Courses 2. Export report to a file, rather than the printer Exception Conditions Notes Print Chart of Accounts Codes List Chart of Accounts Use Case Print Chart of Accounts Codes List Use Case # 6 Purpose Create a list of Chart of Account Codes Description Precondition: Post-condition: Related Use Cases Requirements Trace Actors & Type(primary/secondary) SSIS Fiscal User (primary) Actor Actions System Response 1. Select filter options for elements and/or date range. 1. Display list of list of Chart of Accounts codes based on selection. 2. Select print report. 2. Send list to printer Alternative Courses 2. Export report to a file, rather than the printer Exception Conditions Notes 2.4 Security The ability to set up and maintain Chart of Account Elements, and Chart of Account Codes requires that access to each of these tasks be setup in the Admin module in order to limit who can enter or modify codes and elements. The ability to print the Chart of Accounts Elements and Codes is available to all users with access to the SSIS Fiscal application. Chart of Accounts Page 10 of 60

19 SECTION THREE: NON-FUNCTIONAL REQUIREMENTS 3.0 Introduction This section describes the non-functional requirements for the Chart of Accounts module. Non-functional requirements refer to product requirements for aspects other than functionality, for example, adherence to standards. Refer to the SSIS Fiscal System Specification for non-functional requirements that affect the entire application. 3.1 Testing Testing applies to the overall lifecycle of the Chart of Accounts module, as well as during initial development and acceptance. Refer to the SSIS Fiscal System Specification for testing standards that apply to the entire application Integration Testing The Chart of Accounts module affects Chart of Account Maximums, Service Arrangements and Payments. Test that the system does not allow the dates on a Chart of Account code to be changed to a value that would cause the Chart of Account Maximum, Service Arrangement, or Payment to be outside that date range. If Chart of Accounts code dates are left blank then all Chart of Account Maximum, Service Arrangement, or Payment should be allowed to use that Chart of Account code. Chart of Accounts Page 11 of 60

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21 SECTION FOUR: EXCEPTION CONDITIONS AND ERROR HANDLING REQUIREMENTS 4.0 Introduction This section describes requirements for detecting, handling and logging of exceptions and errors for the Chart of Accounts module. Refer to the SSIS Fiscal System Specification for details about exception handling that affects the entire application. Chart of Accounts Page 13 of 60

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23 SECTION FIVE: SUPPORTABILITY AND USABILITY REQUIREMENTS 5.0 Introduction This Section describes the supportability, usability, and installability requirements for the Chart of Accounts module. Refer to the SSIS Fiscal System Specification for supportability and usability requirements that affect the entire application 5.1 Supportability The ability to set the length of the Chart of Account Elements, and define the element type description and number of element types, is done in the County Preferences in the Admin module. Once the element lengths are set they can only be changed with the help of SSIS. Chart of Accounts Page 15 of 60

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25 SECTION SIX: DEVELOPMENT AND OPERATING ENVIRONMENTS 6.0 Introduction This section describes the development and operations environments, and executable software packaging for the Chart of Accounts Module. 6.1 Development Environment The hardware and software applicable to the Chart of Accounts module is described in the SSIS Fiscal System Specification. Source code is stored in folders shown in Figure 6-1 below. Figure 6-1. Source Folder Structure Chart of Accounts Page 17 of 60

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27 SECTION SEVEN: SYSTEM INTERFACES 7.0 Introduction Refer to the System Software Specification for Interfaces that apply to the entire SSIS Fiscal application. No additional Interfaces are required for the Chart of Accounts Module. Chart of Accounts Page 19 of 60

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29 SECTION EIGHT: USER INTERFACES 8.0 Introduction This section describes the user interface for Chart of Accounts Module. 8.1 Navigation Map Figure 8-1 depicts a high-level navigation map for the Chart of Accounts. The Navigation is from the Fiscal Parent Screen to the Chart of Accounts Element Screen, or to the Chart of Accounts Code Screen. The user may also navigate from the Chart of Accounts Code task to the Chart of Accounts Element task. Fiscal MDI Parent Screen Chart of Accounts Element Node Chart of Accounts Code Node Figure 8-1. User Interface Navigation Map 8.2 Chart of Accounts Element Task Figure 8-2 shows the Chart of Accounts Element Search Screen, the results of the search display in an E-grid and the Chart of Account Element Detail Screen displays in the preview window. The Chart of Accounts Element Screen is available through the Payment Tab on the Fiscal Bar, and also through the View Payments menu (Figure 8-3). The ability to add or edit COA Elements requires that the user is set up with the COA Creator Function, in County Preferences. Chart of Accounts Page 21 of 60

30 Figure 8-2. Chart of Accounts Element Screen Figure 8-3 Menu Path to COA Element The COA Element Search Screen allows users to search for elements by the COA Element Type, the COA Element Value, the COA Element Description, and by the Start and End Dates of the elements. The search will return the following results in the e-grid: The Element ID, Element Type Description, Element Value, Element Description, Start Date, End Date, and Comments. Table 8-1 shows the fields for the COA Element Detail Screen. Chart of Accounts Page 22 of 60

31 Caption Description Field Length Element Type Displays the description of the Element Type for the element. Data Type Tab Order Required Yes/No 65 Alphanumeric 1 Yes Element Value Element Description Start Date End Date Comments Displays the Element Value of the Element. Displays the description for the element Displays the first date the element can be used. If the start date isn t entered, the element is valid for any date prior to the end date. Displays the last date the element can be used. If the end date isn t entered, the element is valid for any date after the start date. Displays comments that the user may enter for the element. Defined in County Preferences Table 8-1 COA Element Detail Fields Alphanumeric 2 Yes 65 Alphanumeric 3 No 10 Date 4 No 10 Date 5 No 255 alphanumeric 6 No Add COA Element To add a new COA Element the user must go to the COA Element task and select New Chart of Account Element from the Action menu, the Right click menu, or the Ctrl-N shortcut. When the user chooses to add a new Element, the Element Type label, in the detail screen, will be replaced by a Drop down to select what element type you are adding (Figure 8-4). When adding a new COA Element, the user must select a valid COA Element Type. The user must also enter an element value. The length of the Element Value must be less than or equal to the length defined in county preferences. The system will add leading zeros to the Element Value if the user enters a value less than the defined length. The user can optionally enter an Element Description, Start Date, End Date, and Comments. If there is already an element with the same value and element type, the date ranges can not overlap. Once the user finishes entering the COA Element, the user will save the record using the Ctrl-S shortcut, Save button on the button bar, or by going to the Action menu. Upon saving the record the system will display any warning/error messages that apply. Chart of Accounts Page 23 of 60

32 The user can also add a new COA Element by copying an existing COA Element. To copy an Element the user must select an existing element in the e-grid or Treeview/XP Control and select Duplicate from the Right Click or Action menu. Once the user chooses to copy an element all of the fields from the copied element will be carried over to the Add COA Element Task. All of the fields on the screen will be modifiable until the user saves the new element. Save Button Element Type dropdown that replaces the element label for adding new COA Elements. Figure 8-4 New COA Element Screen Add COA Element Business Rules The business rules for adding a COA Element include the following: Element Value must be the length set for the element type in County Preferences. If there is already an Element Value for the Element Type entered, then the date ranges for that Element Value can t overlap(see Table 9-2 for date validations). If Start and End Date is left blank, then the Element is valid for all date ranges. If only Start Date is left blank then the element is valid for all dates prior to the End Date. If only the End Date is left blank, the element is valid for all dates following the Start Date. Chart of Accounts Page 24 of 60

33 Existing Start Date <= New End Date And Existing End Date >= New End Date Existing Start Date <= New Start Date And Existing End Date >= New Start Date Existing Start Date >= New Start Date And Existing Start Date <= New End Date Existing End Date >= New Start Date And Existing End Date <= New End Date Existing Start Date = Blank And Existing End Date = Blank New Start Date = Blank And Existing End Date = Blank Existing Start Date = Blank And New Start Date <= Existing End Date Existing End Date = Blank And New End Date >= Existing Start Date New Start Date = Blank And Existing Start Date <= New End Date New End Date = Blank And Existing End Date >= New Start Date Existing Start Date = Blank And New Start Date = Blank Existing End Date = Blank And New End Date = Blank Table 8-2 Date Range Validations Add COA Element Warning/Error Messages Specific errors for add COA Element include the following: The Element length must be <Element Length>. Occurs when the user enters an element value with a length that is larger than the length that was defined for the element type, in county preferences. This Element already exists in the specified date range, or an overlapping date range. Occurs when the user enters an element value that already exists for the element type within the same date range that the user is trying to enter. Start Date must be earlier than End Date. Occurs when the user enters a start date greater than the end date entered. Element Type must be entered. Occurs when no Element Type is selected. Element Value must be entered. Occurs when the user tries to save without having entered an element value Edit COA Element To edit or view COA Element details the user must go to the COA Element Task and perform a search to display the element(s) they want, then select the Element from the E-grid or XP/Treeview control. In edit mode the COA Element Type displays as a label and is not editable. If the COA Element being edited is not used in any COA codes then all of the rest of the fields for the COA Element are editable, and the user has the ability to delete the COA Element by selecting the Delete option from the tool bar, Action menu, or Right Click menu. If the COA Element being edited is used by a COA Code then the Element Value is not editable. The Element Description and Comment fields are always editable. The Start and End date fields are editable as long as all of the COA Codes that use the element have a date range that are still within the new COA Element date range entered. Chart of Accounts Page 25 of 60

34 Once the user finishes editing the COA Element, the user saves the record by using the Save button on the button bar or by going to the Action menu. Upon saving the record the system will display any warning/error messages that apply Edit COA Element Business Rules The business rules for editing a COA Element include the following: If the COA Element is not being used in any COA Codes, then all of the fields on the COA Element screen are editable, and the user has the ability to delete the COA Element. If the COA Element is being used by any COA Codes, then the Element Value will no longer be editable. The Start Date and End Date are editable as long as all of the COA Codes that use the Element are within the new date range Edit COA Element Warning/Error Messages Specific errors for Edit COA Element include the following: The Element length should be <Element Length>. Occurs when the user enters an element value with a length that is not equal to the length that was defined for the element type in County Preferences. This Element already exists in the specified date range, or an overlapping date range. Occurs when the user enters an element value that already exists for the element type within the same date range that the user is trying to enter. Start Date must be earlier than the End Date. Occurs when the user enters a start date greater than the end date entered. Chart of Accounts codes using this element have effective dates outside of this elements date range. Occurs when a COA code using the element has a date range outside of the updated COA Element date range. Chart of Accounts Codes using this element have no effective dates associated with them. Occurs when a COA Code using the element doesn t have a date range associated with it and the Element does. The user must remove the date range from the element, and go into all codes that use the element and enter date ranges that fall within the new element date range before they are able to enter the date range on the element. 8.3 Chart of Accounts Code Task Figure 8-5 shows the Chart of Accounts Code Search Screen, the Results of the Search in an E-grid, and the Chart of Account Code Detail Screen in the preview window. The ability to add or edit COA Codes requires that the user is assigned the COA Creator Function, in County Preferences. The Chart of Accounts Code Screen is available through the Fiscal Bar on the Payment Tab, and also through the View Payments menu (Figure 8-6). Chart of Accounts Page 26 of 60

35 Figure 8-5. Chart of Accounts Code Screen Figure 8-6 Menu Path to COA Code The COA Code Search Screen allows the users to search for codes by any COA Element, by the COA Code Start and End dates, and by the COA Code Description. If the user is searching by Element viewing the Elements by the default of Value (Displays Value Description in dropdown), or by Description (Displays Description Value in dropdown), depending on whether or not they select Value or Description from the sort options box. The Search will return the following results in the e-grid: COA Code ID, COA Code, Description, Start Date, End Date, and Comments. Table 8-2 shows the fields on the COA Code Detail Screen. Chart of Accounts Page 27 of 60

36 Caption Description Field Length COA Code *COA Element Type *COA Element Value *COA Element Start Date *COA Element End Date Displays the calculated COA Code (A concatenated sting of the values of all of the elements that make up the code). Displays the description of each COA Type defined in County Preferences (ie fund, department ). Displays the Element Values that make up the COA Code. There will be an element value for every Element Type defined in County Preferences Displays the Element Start Date if a start date exists on that element. Displays the Element End Date if an end date exists on the element. Defined in County Prefs. Data Type Tab Order Required Yes/No Alphanumeric N/A N/A 65 Alphanumeric N/A N/A Defined in County Prefs. Alphanumeric 1 Yes 10 Date N/A N/A 10 Date N/A N/A Description Start Date Displays the description for the COA Code. Displays the first date the code can be used. If the start date isn t entered, then the code is valid for any date prior to the end date. If any of the elements that make up the COA code has a start date, then the COA code s start date must be equal to or greater than the latest start date. 65 Alphanumeric 2 No 10 Date 3 No Chart of Accounts Page 28 of 60

37 Caption Description Field Length End Date Require Maximums COA Code Comments Displays the last date the code can be used. If the end date isn t entered, then the code is valid for any date after the start date. If any of the elements that make up the COA code has an end date, then the COA code s end date must be equal to or less than the earliest end date. Displays whether or not this COA Code will require that a COA maximum be defined in order to use this COA Code on Service Arrangements or Payments. Displays comments for each code. Data Type Tab Order Required Yes/No 10 Date 4 No 1 Yes/No 5 No 255 Alphanumeric 6 No *Screen will display one of these fields for each Element Type defined in County Preferences Add COA Code Table 8-3 COA Code Fields To add a new COA Code the user must go to the COA Code task and select New Chart of Account Code from the Action menu or the Right Click menu, or the Ctrl-N shortcut. When the user chooses to add a new COA Code, a blank COA Code entry screen will display(figure 8-7). When adding a new COA Code the user must enter a Value for every COA Element that make up the COA Code either by typing the element values or by selecting from the element dropdowns. As the user enters the Elements, the Start and End dates for that element will also be populated, if they exist on the element, and the COA Code will be built and displayed at the top of the screen. The user will also have the option of adding a new element by pressing the Quick Add button on the element dropdown, which will pull up the COA Element task. The user can optionally enter a Description and Comments. The Require Maximums check box is also optional, unless the Global Require Maximums Flag in County Preferences is set to Yes. If the Global Require Maximums is set to yes, then the Requires Maximum field on the screen won t be visible and all COA Codes will require a maximum in order to be used by payments and service arrangements. The user will also be able to enter the start and end dates for the COA Code. If the elements that make up the code have start and end dates, then the Start date on Chart of Accounts Page 29 of 60

38 the code must be greater than or equal to the latest element start date, and the End Date on the code must be less than or equal to the earliest Element End Date. When finished entering the COA code the user saves the record by using the Save button on the button bar or by going to the Action menu. Upon saving the record the system will check for any errors that occurred during entry. The user can also add a new COA Code by copying an existing COA Code. To copy a Code, the user selects an existing Code in the e-grid or Treeview/XP Control and selects Duplicate from the Right Click or Action menu. All of the fields from the copied Code will be carried over to the Add COA Code Task. The user will need to modify the new code so that there aren t two codes with the same date range before they will be allowed to save the new COA Code. COA Code will display here once the user is done. COA Element Quick Add Button. Figure 8-7 New COA Code Screen Element Start and End dates will display here as elements are entered Add COA Code Business Rules The business rules for adding a COA Code include the following: If the elements that make up the code have start and end dates on them, then the Start date on the code must be greater than or equal to the latest element start date, and the End date on the code must be less than or equal to the earliest element end date. Chart of Accounts Page 30 of 60

39 There must be a valid COA Element selected for each COA Element Type defined in County Preferences Add COA Code Warning/Error Messages Specific errors for Add COA Codes include the following: The End Date of the COA Code is after the end date of one or more of the individual COA Elements. Occurs when the end date on the COA code occurs after the end date of one of the COA elements. The Start Date of the COA Code is prior to the start date of one or more of the individual COA Elements. Occurs when the start date on the COA code occurs prior to the start date of one of the COA elements. This Code already exists in the specified date range, or an overlapping date range. Occurs when the user enters a code that already exists within the same date range that the user is trying to enter. Start Date must be earlier than the End Date. Occurs when the user enters a start date greater than the end date entered. All COA Elements must have a value before saving this COA Code. Occurs when the user fails to select an element value for all of the element types displayed on the screen Edit COA Code In order to edit or view COA Code details the user must go to the COA Code Task and perform a search to display the codes, then select the COA Code from the E-grid or XP/Treeview control. If the COA Code being edited is not being used by any COA Maximums, Service Arrangements, or Payments, then all of the fields on the Code are editable, and the user has the ability to delete the COA Code, by selecting the Delete option from the tool bar, Action menu, or Right Click menu. If the COA code is being used then the elements are not editable. The Description, and Comments fields are always editable. The Requires Maximums fields is editable, but if the user tries to set the field to Yes without having a maximum set up for that code then the user will receive a warning message. The Start and End date fields are editable as long as all of the COA Maximums, Service Arrangements, and Payments occur in the newly specified date range. Once the user finishes editing the COA Code the user will have to save the record by using the Save button on the button bar or by going to the Action menu. Upon saving the record the system will check for any errors that occurred during the edit mode Edit COA Code Business Rules The business rules for editing a COA Code include the following: If the COA Code is not being used by COA Maximums, Service Arrangements, or Payments, then all of the fields are editable, and the user has the ability to delete the COA Code. If the COA Code is being used by COA Maximums, Service Arrangements, or Payments, then the Element values will no longer be editable. Chart of Accounts Page 31 of 60

40 The Start and End Date are editable as long as all of the COA maximums, Service Arrangements, and Payments are within the new date range, and as long as the new date range is still within the date ranges of all of the elements that make up the code. If the COA Code is being used by a payment or service arrangement then the Require Maximums Flag will not be editable Edit COA Code Warning/Error Messages Specific errors for Edit COA Code include the following: The End Date of the COA Code is after the end date of one or more of the individual COA Elements. Occurs when the end date on the COA code occurs after the end date of one of the COA elements. The Start Date of the COA Code is prior to the start date of one or more of the individual COA Elements. Occurs when the start date on the COA code occurs prior to the start date of one of the COA elements. This Code already exists in the specified date range, or an overlapping date range. Occurs when the user enters a code that already exists within the same date range that the user is trying to enter. Start Date must be earlier than the End Date. Occurs when the user enters a start date greater than the end date entered. A Payment Request exists with a General Ledger date outside of the COA Code date range. Occurs when a payment exists outside of the date range. The user will need to change the date range on the code before they are allowed to save the changes made, or change the Payment Request. A Service Arrangement exists with service dates outside of the COA Code date range. Occurs when a Service Arrangement exists outside of the date range. The user will need to change the date range on the COA code before they are allowed to save the changes made, or change the Service Arrangement. A COA Maximum exists with a date range outside of the COA Code date range. Occurs when a COA Maximum exists outside of the date range. The user will need to change the date range on the code before they are allowed to save the changes made, or Change the COA Maximum. 8.4 COA Reporting For COA Elements and COA Codes users have the ability to print a list of both the COA Elements and COA Codes on the system. This functionality will be provided by using the e-grids in the COA Element and COA Code Searches. In order to print the grid the user can go to the grid options in the right click menu or Action menu and select Print Grid. The user will then get a print preview screen where they can preview the grid and choose to print Figure 8-8 shows the preview for COA Element, and Figure 8-9 shows the preview for COA Codes. Both Figure 8-8 and Figure 8-9 show all of the Elements and Codes, none of the search criteria was selected on the COA Element Search or COA Code Search. Chart of Accounts Page 32 of 60

41 Figure 8-8 COA Element Report Preview Chart of Accounts Page 33 of 60

42 8-9 COA Code Report Preview Chart of Accounts Page 34 of 60

43 SECTION NINE: DESIGN 9.0 Introduction This section describes the design of Chart of Accounts. Descriptions of software elements here are intended to be sufficient to describe the design and to use during life-cycle maintenance of the software. This documentation should be used in conjunction with source code and the SSIS Architecture specification. 9.1 Class Models Chart of Accounts Element Form Table 9-1 shows a cross reference to the development documentation for the Chart of Accounts Element form shown in section 8, Figure 8-2. Visual Module Document (VMD) vmdcoaelement.doc Data Object Document (DOD) dodcoaelement.doc Table 9-1 Chart of Accounts Element Development Documentation Table 9-2 shows a cross-reference of the fields on the form to the corresponding database fields. Caption Element Type Element Value Element Description Start Date End Date Comments Database Field COA_ELEMENT_TYPE.COA_ELEMENT_TYPE_DESC COA_ELEMENT.COA_ELEMENT_VALUE COA_ELEMENT.COA_ELEMENT_DESC COA_ELEMENT.START_DT COA_ELEMENT.END_DT COA_ELEMENT.COA_ELEM_COMMENTS Table 9-2 Chart of Accounts Element Data Fields Figure 9-1 Shows the design time form for the Chart of Accounts Element detail form. Chart of Accounts Page 35 of 60

44 Figure 9-1 COA Element Form Chart of Accounts Code Form Table 9-3 shows a cross reference to the development documentation for the Chart of Accounts Code form show in section 8, Figure 8-5. Visual Module Document (VMD) Data Object Document (DOD) vmdcoacode.doc dodcoacode.doc dodcoaxref.doc Table 9-3 Chart of Accounts Code Development Documentation Table 9-4 shows a cross-reference of the fields on the form to the corresponding database fields. Caption Chart of Account Code Element Values Element Start Dates Element End Dates Description Start Date End Date Require Maximums Comments Database Field COA_CODE_VW.COA COA_ELEMENT.COA_ELEMENT_VALUE COA_ELEMENT.START_DT COA_ELEMENT.END_DT COA_ CODE.COA_DESC COA_CODE.START_DT COA_CODE.END_DT COA_CODE.COA_REQ_MAX_IND COA_CODE.COA_CODE_COMMENTS Table 9-3 Chart of Accounts Code Data Fields Chart of Accounts Page 36 of 60

45 Figure 9-2 Shows the design time form for the Chart of Accounts Code detail form. The Element Values and Element Start and End Dates are dynamically created based on the number of Element types set up in the COA_ELEMENT_TYPE table, and the Elements for the code set up in the COA_ELEMENT_XREF table. Figure 9-2 COA Code Form 9.2 Persistent Model Figure 9-3 show the physical model for the Chart of Accounts module. Chart of Accounts Page 37 of 60

46 Figure 9-3 chart of Account Detailed Physical Model Chart of Accounts Page 38 of 60

47 RELATED DOCUMENTS The following list of documents are related to this specification. COA Maximums Specification SSIS Fiscal System Specification COA Test Specification Chart of Accounts Page 39 of 60

48

49 GLOSSARY Term ACCOUNT CAP ACCOUNTING PERIOD ACCOUNT NUMBER AVAILABLE BUDGET CHART OF ACCOUNTS CODE CHART OF ACCOUNTS ELEMENT CHART OF ACCOUNTS MAXIMUM COFARS Definition A limit to payments/expenditures against a specific account, while other accounts in the same budget are simply limited by the overall current budget account. Any portion of a fiscal year for which accounting reports are separately created. Use of accounting periods allows the proper budget to be charged for expenditures and to comply with requirements of the modified accrual basis of accounting without extensive manual adjusting entries. Some users employ a 13 month year in which each month is four weeks long to minimize variances on the financial reports caused by differing lengths of calendar months; use of a year-end adjusting period is common. See Object. Monies currently available for use in creating service arrangements. This amount is calculated by the formula of Maximum less Expenditures less Encumbered Not Spent. Current CSIS functionality includes the regulation of payments and service agreements by identification of accounts under which a county may make payments. Budgets limit the level of payments by serving as a control/cap on expenditures and on service agreement amounts and start/end dates. Budgets also limit the level of planned services recorded in service agreements. Also see maximums. Listing of valid accounts that service agreements and voucher account codes are verified against. Fund, Department, Program, Service, Object, Org are all default elements of a Chart of Account code, however some counties may have different element type descriptions. Each element delineates information on the source of funds. If added to the new system, functionality would include allowing maximum dollar amounts to be set for each code or a group of codes in the Chart of Accounts. This would be an option for counties to use. County Financial Accounting and Reporting Standards. The COFARS account number contains 16 digits which report Fund, Department, Program, Service and Object. A BRASS code may be contained within a COFARS code. Chart of Accounts Page 41 of 60

50 DEPARTMENT ENCUMBERED ENCUMBERED NOT SPENT EXPENDED FUND GL (GENERAL LEDGER) DATE IFS MAXIMUMS One of the elements of a Chart of Accounts code. This element defines divisions within the Fund. The use or meaning of this element can vary from county to county depending on the internal structure of the departments and the responsibilities of these departments. The total of all service arrangement amounts within specified parameters. The total of all service arrangement amounts within specified parameters which have not been paid to a vendor. Total of all payment requests (paid or awaiting payment) within specified parameters. One of the elements of a Chart of Account code. This element defines a fiscal and accounting entity within the county. Examples might include Social Services, Public Health, Public Works. See Accounting Period. Integrated Financial System. Independent accounting package used by the majority of the CSIS counties. Currently an interface exists between CSIS and IFS. SSIS will implement an interface as well. Proposed functionality will include dollar caps optionally set at various levels of detail. Chart of Account Maximum - dollar cap set to limit the spending from all or some line items within the Chart of Accounts. Service Arrangement Maximum - dollar cap optionally set to limit the spending within a particular service arrangement or group of service arrangements. Also see budget. OBJECT ORG PAYMENT REQUEST One of several fields defining an account. It is the object of expenditure in the purchase of social services. In some counties the object code identifies the program, such as Title IV-E, Elderly Medical Assistance, etc. under which a county receives reimbursement for expenditures. One of the elements of a Chart of Account code used only by a few counties. This element can be used to function as Program but at a higher level in the account code structure. Some examples are Child Welfare, Child Protection, Mental Health. In some counties Org is used to further define organizational sections down to the unit to help managers track their budgets. Electronic request from SSIS Fiscal to IFS or the county financial system for payment. Chart of Accounts Page 42 of 60

51 PROGRAM SERVICE ARRANGEMENT SERVICE SSPS WARRANT One of the elements of a Chart of Account code. This element defines a group of related services a broader service category than the individual Service. Program and Service are categories for recording activities and achieving objectives. An agreement between the county and a provider detailing service specifics such as services to be provided, cost of services, date parameters, number of units, etc. A service arrangement can be client specific or non-client specific. If a county is encumbering funds, funds are encumbered at the point a service arrangement has all the required approvals. The classification structure for social services which relates to the functions of planning, budgeting, reporting and accounting for social services. This also can be an element of a chart of accounts code. For some counties known as service code. A service code is a more detailed piece of a BRASS code. Social Services Payment System. Payment system within the CSIS application for payment of vouchers and provides for budgeting. Check (payment) written to the vendor for services rendered. Chart of Accounts Page 43 of 60

52

53 Appendix A: Database Models A.1 Logical Model The logical model for the Chart of Accounts module is shown below. COAElementType attributes ElementTypeID Description ElementLength ElementIndex 1 0..* COAElement attributes COAElementID ElementType ElementValue Description EndDate StartDate Comments 1 COACode 1..* attributes COACodeID Description Comments StartDate EndDate RequireMaximums 1 1..* COAXRef attributes COAXRefID COAElementID COACodeID Figure A-1. Chart of Accounts Logical Model Chart of Accounts Page 45 of 60

54 A.2 Physical Model The physical model for the Chart of Accounts module is shown below. Figure A-2. Chart of Accounts Physical Model Chart of Accounts Page 46 of 60

55 APPENDIX B: Chart of Accounts Initial Load Detail. B.1 Overview Users need an initial load process to upload Chart of Account elements and codes that are applicable to Social Services from their county accounting system. The initial load process for Chart of Accounts requires that the user sets up the Element Types in County Preferences before running the initial load process. The counties need to provide files from the county accounting systems into two tabdelimited files, one for COA Elements and one for COA Codes. The user can verify the data is correct in a spreadsheet and make any changes or additions that are needed. The Chart of Accounts initial load process will read the tab-delimited files and populate the appropriate Chart of Accounts tables, verifying that the data entered follows the Chart of Accounts module s business rules, and provide an error report if there are any problems with the data. Data that does not conform to the business rules will not be updated to the database, and that record will be listed on an error report so that the user can correct those elements or codes. The conversion process verifies the following: For Chart of Account Elements: Verify that the Element Lengths are equal to the defined lengths. Verify that the correct data types are entered in the appropriate fields. Verify that the COA Element Start date is earlier than the End Date. For Chart of Account Codes: Verify that the elements used to define the code exist. Verify that the correct data types are entered in the appropriate fields. Verify that the date range for the Codes is within the date range of all of the elements that make up the code. Verify that the COA Code Start date is earlier than the End Date. B.2 COA Initial Load Details This section outlines the process for importing COA Elements and Codes into SSIS Fiscal. 1. Set up Element Types, Position, and Element Lengths in county preferences. Chart of Accounts Page 47 of 60

56 2. Need to Create Tab/Comma-Delimited Files from County Accounting System for all of the COA Elements and COA Codes that need to be imported into SSIS Fiscal. (Will include instructions on how to do this for IFS counties later). Description Data Type Format Element Conversion Element Index (Position) Integer N/A Element Value String Element Description String N/A Cannot exceed the length defined in county preference for each element type. The Import Process will pad with zeros if the element is less than the length defined. Element Start Date Date MM/DD/YYYY Element End Date Date MM/DD/YYYY Element Comments String N/A Code Conversion Code Description String N/A Code Comments String N/A Code Start Date Date MM/DD/YYYY Code End Date Date MM/DD/YYYY Element 1 String Cannot exceed length. Element 2 String Cannot exceed length. Element 3 String Cannot exceed length. Element 4 String Cannot exceed length. Element 5 String Cannot exceed length. Element 6 String Cannot exceed length. Element 7 String Cannot exceed length. Element 8 String Cannot exceed length. Element 9 String Cannot exceed length. Element 10 String Cannot exceed length. Element 11 String Cannot exceed length. Figure B-1 Field List for COA Initial Load 3. Open Tab/comma-delimited files in a spread sheet and make any changes: adds, delete, fix formatting (Optional Step). 4. Run COA Initial Load Program (COALoad.exe). Will be prompted to login. Chart of Accounts Page 48 of 60

57 The user must have access to the COA Creator Security Role in order to be able to run the COA Initial Load process. Select the correct delimiter in the Input File Delimiter Box. Tab is the default setting. Run the Element Load Process first. Figure B-2 COA Initial Load Application If errors occur during the load of elements the program will display the error report. You should print this report to be used to fix the element errors. (If you fail to print the report there is a text file created with the errors listed. The text file will be in the same directory as the import file with a time stamp ErrorList[Timestamp].txt ) Chart of Accounts Page 49 of 60

58 Figure B-3 COA Initial Load Error Report Chart of Accounts Page 50 of 60

59 Figure B-4 Error List File created for Error Report If errors occurred you will either need to manually enter the elements in the SSIS Fiscal Application, or you can fix the problems in the new tab/commadelimited file in a spread sheet and re-run the import process using the new tab/comma-delimited file. Chart of Accounts Page 51 of 60

60 Figure B-5 New Import File Save Dialog If errors occurred you will either need to manually enter the elements in the SSIS Fiscal Application, or you can fix the problems in the new tab/commadelimited file in a spread sheet and re-run the import process using the new tab/comma-delimited file. After all of your elements are entered run the process for COA Codes. If errors occur print the error report and fix your errors for the Codes indicated on the report. (Same process as used for the element import). 5. Go into SSIS Fiscal and review elements and Codes to make sure that everything looks ok. Chart of Accounts Page 52 of 60

61 APPENDIX C: Changes to The Admin Module for The Chart of Accounts Module. C.0 Introduction This Appendix describes how the Chart of Accounts Module affects the Admin Module. C.1 Requirements This section describes the requirements in the Admin module needed for the Chart of Accounts module. C.1.1 Security The Chart of Accounts Module requires that access be limited to Add/Maintain Chart of Accounts Elements, and Add/Maintain Chart of Accounts Codes. These tasks are available by the COA Creator function, and Counties can determine which staff will be given access in Security. C.1.2 County Preferences In County Preferences, the Admin Module allows counties to define the length of their Chart of Accounts elements, and determine how many Chart of Accounts elements they will use for every Chart of Accounts code. SSIS will default the lengths and descriptions to the following: Element Description Element Index (Position) Fund 1 2 Department 2 3 Program 3 3 Service 4 4 Object 5 4 Org (Will not be set up as a default, since it is not used in most counties.) N/A Element Length N/A Chart of Accounts Page 53 of 60

62 The Counties can set up to eleven element types. If a county needs more than eleven element types they will need to contact SSIS. Once counties enter any elements they will need to contact SSIS in order to change the element type lengths, or add additional element types. County Preferences allows the counties to set a global Requires Maximums Flag that will require Chart of Account Maximums on all Chart of Account Codes, and will override the Require Maximums flag on each COA Code. The global Require Maximums Flag can only be changed at the beginning of the fiscal year. C.2 User Interface This section describes the user interface for the Admin Module related to the Chart of Accounts module. C.2.1 County Preferences for the COA Module Figure C-1 shows the County Preferences tab for setting up the COA Structure. The COA Structure can be accessed in county preferences by going to tools county preferences and selecting the COA Structure tab. In order to edit the Element Types the user needs to perform a search and edit the fields in the preview pane as shown in Figure C-2. Chart of Accounts Page 54 of 60

63 Figure C-1 COA Structure Tab in County Preferences. Chart of Accounts Page 55 of 60

64 Figure C-2 COA Structure Detail Screen. Table C-1 shows the fields for the Setup COA Structure Detail Screen. Caption Description Field Length Element Type Index Element Type Description Element Length Displays the order that the COA Elements will be used to create the COA Code. Displays the Element Type Description Used to set the length for the elements that are of the Element Type Data Type Table C-1 COA Structure Detail Fields. Tab Order Required Yes/No 2 Numeric 1 Yes 65 Alphanumeric 2 Yes 5 Numeric 3 Yes Chart of Accounts Page 56 of 60