Lawrence Berkeley National Laboratory masthead LBNL Home A-Z Index U.S. Department of Energy logo Phone Book Jobs Search

RPM

REQUIREMENTS AND POLICIES MANUAL

Search the RPM
 
Home

Data Field Changes for Financial Systems

    Title:

    Data Field Changes for Financial Systems

    Publication date:

    1/31/2012

    Effective date:

    1/31/2012

    BRIEF

    Policy Summary

    This policy establishes guidelines for initiating changes (add/activate, close/inactivate, or modify) to data fields in PeopleSoft Financial Management Systems (FMS) to ensure consistency, data integrity, and control at Berkeley Lab. To change a data field, the requestor completes the relevant form, obtains the signature of the requesting department, and gets approval from the General Accounting Manager or Financial Controls and Compliance Manager.

    Who Should Read This Policy

    Office of the Chief Financial Officer (OCFO) General Accounting or Business Systems Analysis (BSA) employees responsible for managing and/or processing changes to data fields in the PeopleSoft FMS

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    General Accounting Manager
    Financial Controls and Compliance Manager

    Title:

    Data Field Changes for Financial Systems

    Publication date:

    1/31/2012

    Effective date:

    1/31/2012

    POLICY

    A. Purpose

    This policy establishes guidelines for initiating changes (add/activate, close/inactivate or modify) to data fields in PeopleSoft Financial Management Systems (FMS) to ensure consistency, data integrity, and control at Lawrence Berkeley National Laboratory (Berkeley Lab).

    B. Persons Affected

    Office of the Chief Financial Officer (OCFO) Business Systems Analysis (BSA) or General Accounting employees responsible for managing and/or processing changes to data fields in the PeopleSoft FMS

    C. Exceptions

    None

    D. Policy Statement

    To change a data field, the requestor completes the relevant form (see FMS Data Field Change Request forms, H. Implementing Documents, below), obtains the signature of the requesting department, and gets approval from the General Accounting Manager, or the Financial Controls and Compliance Manager. Each signature is obtained as a digital signature, allowing for electronic distribution for all forms.

    The requesting and approving managers must thoroughly analyze the impact of the proposed change on functional and business practices, and systems and reporting requirements, including input from any subject matter experts (i.e., Business Systems Analysis [BSA] and General Accounting work units). The requesting manager completes the appropriate change request form and electronically routes it for electronic approvals. As required, the BSA analyst will obtain input from the Information Technology – Business Systems programmers.

    The General Accounting Manager, or the Financial Controls and Compliance Manager, is responsible for the final approval of any changes. Once approved, the General Accounting Manager, or the Financial Controls and Compliance Manager, forwards the completed form electronically to the General Accounting system administrator.

    Upon receipt, the General Accounting system administrator implements the requested change in the PeopleSoft FMS and communicates the changes to all appropriate parties.

    E. Roles and Responsibilities

    Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.

    F. Definitions/Acronyms

    Term

    Definition

    Data Fields

    Budget and Reporting (B&R) Budget Classification Code, Fund Code, General Ledger (GL) Account; Management Analysis and Reporting Systems (MARS) Code; Resource Type, Resource Category, and Project Type

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document Number

    Title

    Type

    11.04.001.001

    FMS Data Field Change forms

    Forms

    I. Contact Information

    General Accounting Manager
    Financial Controls and Compliance Manager

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/31/2012

    2

    Hegarty

    Reformat for wiki

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Data Field Changes for Financial Systems

    Document number

    11.04.001.000

    Revision number

    2

    Publication date:

    1/31/2012

    Effective date:

    1/31/2012

    Next review date:

    1/31/2014

    Policy Area:

    Accounting

    RPM Section (home)

    Financial Management

    RPM Section (cross-reference)

    Section 11.27

    Functional Division

    OCFO

    Prior reference information (optional)

    RPM, Chapter 11, Section 11.27

    Source Requirements Documents

    Berkeley Lab Office of the Chief Financial Officer (OCFO) Policy

    Implementing Documents

    Document Number

    Title

    Type

    11.04.001.001

    FMS Data Field Change forms

    Forms

    • No labels

    Adaptavist ThemeBuilder EngineAtlassian Confluence