LINE OF BUSINESS 2013 August 2, 2012 Line of Business 2013 PURPOSE - - PowerPoint PPT Presentation

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LINE OF BUSINESS 2013 August 2, 2012 Line of Business 2013 PURPOSE - - PowerPoint PPT Presentation

Nov 27, 2023 315 likes •572 views

LINE OF BUSINESS 2013 August 2, 2012 Line of Business 2013 PURPOSE To classify financial activity across our three core missions (Lines of Business) for mission-based financial reporting Implemented in clinical departments in FY2008

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August 2, 2012

LINE OF BUSINESS 2013

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Line of Business 2013

PURPOSE

  • To classify financial activity across our three core

missions (Lines of Business) for mission-based financial reporting

  • Implemented in clinical departments in FY2008
  • “LOB 2013” will further refine the clinical

department implementations, and be officially deployed in basic science departments for the first time

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Line of Business 2013 METHODOLOGY (“How?”)

  • All financial activity at the University is organized

by “Project” (the “P” in PTAEO)

  • Each Project has a “Functional Classification” (aka

“Project Classification”) which indicates the primary purpose or objective of the activity

  • There are 12 functional classifications
  • The 12 classifications roll up into Lines of

Business

  • The LOBs are Research, Clinical, and Education
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Line of Business 2013 METHODOLOGY (“How?”)

  • All financial activity at the University is organized by

“Project” (the “P” in PTAEO)

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Line of Business 2013 METHODOLOGY (“How?”)

  • Each Project has a “Functional Classification” (aka “Project

Classification”) which indicates the primary purpose or

  • bjective of the activity
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Line of Business 2013

  • There are 12 functional classifications

METHODOLOGY (“How?”)

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Line of Business 2013 LINES OF BUSINESS

PROJECT CLASSI FI CATI ONS 01 EDUCATION 02 ACADEMIC SUPPORT 03 STUDENT LIFE & SERVICES 04 ORGANIZED RESEARCH 05 RESEARCH TRAINING 06 RESEARCH SUPPORT 07 PROFESSIONAL PRACTICUM 08 PUBLIC SERVICES 09 OTHER SCHOLARLY ACTIVITIES 10 ADMINISTRATION 11 FACILITIES 12 INSTITUTIONAL EXTERNAL AFFAIRS

RESEARCH EDUCATION CLINICAL ADMIN

  • The 12 classifications roll up into Lines of Business
  • The LOBs are Research, Clinical, and Education (plus Administration)

METHODOLOGY (“How?”)

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Line of Business 2013

METHODOLOGY (“How?”)

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Line of Business 2013 KEY PRINCIPLE

It’s not the source of funds (e.g., the Award) that defines Line of Business. It’s the PROJECT. EXAMPLE

  • 0051AM is the Clinical Account
  • The Projects associated with 0051AM may or may

not be clinical

  • Project is the activity taking place; Award is how

you are paying for it

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Line of Business 2013 EXAMPLE: “Research” that is funded from a “Clinical” account

CURRENT STATE Project: 3330001 One Project is used to record all activity Task: Task1 Award: 00051AM Org Unit: 799001 FUTURE STATE Project: 3330001

Old Project is used to record clinical activity

Task: Task1 Award: 00051AM Org Unit: 799001 Project: 3330002

New Project is set up to record research activity

Task: Task1 Award: 00051AM Org Unit: 799001

ONE ACCOUNT TWO ACCOUNTS

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Line of Business 2013

BASIC STEPS TO CLASSIFY ACTIVITY BY LOB

  • Review the LOB classification on your current

Projects to determine if the activity you typically record in that account is consistent with its classification

  • BUG 606a – Project/Task Maintenance Report
  • BUG 209a – Account Holder Listing (modified)
  • Review the activities in your department and

classify them into the lines of business (see Quick Guide)

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Line of Business 2013

Line of Business Classification Quick Guide

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Line of Business 2013

BASIC STEPS TO CLASSIFY ACTIVITY BY LOB, CON’T

  • Review the Line of Business Labor Distribution

Report to determine if the Projects on labor schedules are consistent with each individual’s activities

  • After reviewing current classifications, it is likely

that you will need to:

  • Change LOB classifications on some Projects
  • Set up some new Projects
  • Update labor schedules
  • Update standing POs, ISP billing, internal

reference documents (such as PTAO lists for labs)

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Line of Business 2013 WHEN TO USE “ADMINISTRATION” INSTEAD OF AN LOB

“Administration” may be used in place of an LOB where activities support multiple missions and cannot easily or reasonably be allocated across the LOBs EXAMPLES

  • Business office staff & general expenses
  • HR administration
  • Leaves of absence
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Line of Business 2013 HOW “ADMINISTRATION” IS ALLOCATED ACROSS THE LOBs

When producing LOB financial statements, activity classified as “Administration” will be allocated across the three Lines of Business based upon faculty FTEs in your department

EXAMPLE:

Net activity in “Administration” Projects: $1,200,000 Research FTES: 30 50% $ 600,000 Clinical FTEs: 20 33% $ 396,000 Education FTEs: 10 17% $ 204,000 TOTAL FTEs: 60 100% $1,200,000

This allocation will not be recorded on the GL, so it will not interfere with dept-level financial statements

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Line of Business 2013 SOME ASSUMPTIONS

Some accounts will default to “Research” unless a specific LOB is identified: EXAMPLES

  • Sabbaticals
  • Faculty discretionary accounts
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Line of Business 2013

RESOURCES & TIME LINE

  • COA structure guidance from FinOps, COA

Manager, and COA handbook website

  • FinOps can provide direct administrative support

(such as for LD schedule changes or submitting forms to set up new Projects)

  • Changes need to be in place for the Sept 2012

closing

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Line of Business 2013

APPENDIX SAMPLE REPORTS

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Line of Business 2013

Line of Business Labor Distribution – Time Survey Report Location

This is a TOOL, not an exception report

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Line of Business 2013

Line of Business Labor Distribution – Time Survey Report Sample

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Line of Business 2013

BUG606a – Project/Task Maintenance Report

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Line of Business 2013

BUG209a – Account Holder Listing (Modified Version)

BUG 209a - Account Holder Listing (Modified to include Project Class) Ptao Cd Project Manager Task Manager Award Pi Nm Project Project Nm Project Class Nm Projec t Class Cd Task Num Task Nm Award Num Award Short Nm 0024549.00.0061AM.799001 Smith, Jane Smith, Jane , 0024549 FINANCIAL AID STUDENT Student Life & Services C03 00 General task 0061AM Curr Use-YSM 0061AM 0025795.00.0051AM.799001 Smith, Jane Smith, Jane , 0025795 MBOT General Admin Professional Practicum C07 00 General task 0051AM YSM-Medical Services - 0051AM 0025897.00.0061AM.799001 Smith, Jane Smith, Jane , 0025897 BOTANY-GENERAL 0044497 Administration C10 00 General task 0061AM Curr Use-YSM 0061AM 0025897.00.0061AM.799003 Smith, Jane Smith, Jane , 0025897 BOTANY-GENERAL 0044497 Administration C10 00 General task 0061AM Curr Use-YSM 0061AM 0025897.00.0061AM.799004 Smith, Jane Smith, Jane , 0025897 BOTANY-GENERAL 0044497 Administration C10 00 General task 0061AM Curr Use-YSM 0061AM 0026156.00.0053AM.799001 Smith, Jane Smith, Jane , 0026156 BOTANY LAB Professional Practicum C07 00 General task 0053AM Clin Labs-YSM 0053AM 0026917.00.0061AM.799001 Smith, Jane Smith, Jane , 0026917 TVP Account Administration C10 00 General task 0061AM Curr Use-YSM 0061AM 0026944.00.0051AM.799001 Smith, Jane Smith, Jane , 0026944 YNHH Shared Services Professional Practicum C07 00 General task 0051AM YSM-Medical Services - 0051AM 0026944.00.0058AM.799001 Smith, Jane Smith, Jane , 0026944 YNHH Shared Services Professional Practicum C07 00 General task 0058AM Med Svs YNHH SS-YSM 0058AM 0026944.1.0058AM.799001 Smith, Jane Smith, Jane , 0026944 YNHH Shared Services Professional Practicum C07 1 Task 1 0058AM Med Svs YNHH SS-YSM 0058AM 0026944.DDD92.0058AM.7990 01 Johnson, Sam Johnson, Sam , 0026944 YNHH Shared Services Professional Practicum C07 DDD92 Donner 0058AM Med Svs YNHH SS-YSM 0058AM 0026944.DDD73.0058AM.7990 01 Johnson, Sam Johnson, Sam , 0026944 YNHH Shared Services Professional Practicum C07 DDD73 Damler 0058AM Med Svs YNHH SS-YSM 0058AM 0026944.FFF24.0058AM.79900 1 Johnson, Sam Johnson, Sam , 0026944 YNHH Shared Services Professional Practicum C07 FFF24 Ferrari 0058AM Med Svs YNHH SS-YSM 0058AM 0026944.ADA45.0058AM.79900 1 Johnson, Sam Johnson, Sam , 0026944 YNHH Shared Services Professional Practicum C07 ADA45 Amco 0058AM Med Svs YNHH SS-YSM 0058AM 0026945.00.0051AM.799001 Johnson, Sam Johnson, Sam , 0026945 YNHH Inpatient Agreement Professional Practicum C07 00 General task 0051AM YSM-Medical Services - 0051AM 0026945.00.0058AM.799001 Johnson, Sam Johnson, Sam , 0026945 YNHH Inpatient Agreement Professional Practicum C07 00 General task 0058AM Med Svs YNHH SS-YSM 0058AM 0026945.00.0059AM.799001 Johnson, Sam Johnson, Sam , 0026945 YNHH Inpatient Agreement Professional Practicum C07 00 General task 0059AM Med Svs YNHH IP-YSM 0059AM 0026945.00052.0059AM.79900 1 Johnson, Sam Johnson, Sam , 0026945 YNHH Inpatient Agreement Professional Practicum C07 00052 ConvTask 00052 0059AM Med Svs YNHH IP-YSM 0059AM 0031291.00.0001AM.799001 Anderson, Mike Anderson, Mike , 0031291 YNHH-Research Center Education C01 00 General task 0001AM General Appropriation - 0001AM 0031891.00.0001AM.799001 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 0001AM General Appropriation - 0001AM 0031891.00.0001AM.799006 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 0001AM General Appropriation - 0001AM 0031891.00.0061AM.799001 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 0061AM Curr Use-YSM 0061AM 0031891.00.21729A.799001 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 21729A Harvey, Kelsey - Fund 0031891.00.51336A.799001 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 51336A BOTANY RESEARCH 0031891.00.55188A.799001 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 55188A Microsoft Fund 0031891.00.55188A.799006 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 55188A Microsoft Fund 0031891.00.55188A.799013 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 55188A Microsoft Fund 0031891.00.56037A.799001 Anderson, Mike Anderson, Mike , 0031891 BOTANY - Other Scholarly Administration C10 00 Administration 56037A Botany Fund 0031892.00.0001AM.799001 Anderson, Mike Anderson, Mike , 0031892 Plant Studies Education C01 00 General task 0001AM General Appropriation - 0001AM 0035019.00.0001AM.799001 Anderson, Mike Anderson, Mike , 0035019 YSM Faculty Special Funds Research Support C06 00 General task 0001AM General Appropriation - 0001AM 0035019.00.0051AM.799001 Anderson, Mike Anderson, Mike , 0035019 YSM Faculty Special Funds Research Support C06 00 General task 0051AM YSM-Medical Services - 0051AM 0035027.00.0051AM.799001 Anderson, Mike Anderson, Mike , 0035027 PFS Operations 0035027 Professional Practicum C07 00 General task 0051AM YSM-Medical Services - 0051AM 0035047.00.0061AM.799001 Anderson, Mike Anderson, Mike , 0035047 Education Sabbatical Charges Education C01 00 General task 0061AM Curr Use-YSM 0061AM 0035062.00.0001AM.799001 Anderson, Mike Anderson, Mike , 0035062 CRTF Professional Practicum C07 00 General task 0001AM General Appropriation - 0001AM 0035062.00.0001AM.799003 Anderson, Mike Anderson, Mike , 0035062 CRTF Professional Practicum C07 00 General task 0001AM General Appropriation - 0001AM 0035062.00.0051AM.789101 Anderson, Mike Anderson, Mike , 0035062 CRTF Professional Practicum C07 00 General task 0051AM YSM-Medical Services - 0051AM

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Line of Business 2013 COA Handbook: www.yale.edu/COA COA Email: COA@yale.edu

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Line of Business 2013

Questions?