Financial Data Architecture (FDA) Changes in the Financial Management System (FMS)

Title:	Financial Data Architecture (FDA) Changes in the Financial Management System (FMS)
Publication date:	2/1/2024
Effective date:	6/25/2018

BRIEF

Policy Summary

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

Who Should Read This Policy

Office of the Chief Financial Officer (OCFO) employees responsible for requesting, managing, and/or processing changes to the FDA in the PeopleSoft FMS.

To Read the Full Policy, Go To:

The POLICY tab on this wiki page

Contact Information

Deputy Controller, Accounting and Business Systems

Title:	Financial Data Architecture (FDA) Changes in Financial Management System (FMS)
Publication date:	2/1/2024
Effective date:	6/25/2018

POLICY

A. Purpose

This policy establishes guidelines for initiating changes (add/activate, close/inactivate, or modify) to the Financial Data Architecture (FDA) (e.g., data fields and attributes) in the PeopleSoft Financial Management System (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) employees responsible for requesting, managing, and/or processing changes to the FDA in the PeopleSoft FMS

C. Exceptions

None

D. Policy Statement

Proposed changes to Berkeley Lab's FDA must be controlled to ensure consistency and data integrity of the FMS.
To change the FDA, a requestor completes the relevant form and obtains approvals from appropriate process/system owners. See the forms and approval matrix.

The requesting and approving process/system owners must ensure a thorough analysis is done to determine the impact of the proposed change on functional and business processes. Consideration should be given to cross-functional and reporting impacts, seeking inputs from the Business Systems Group (BSG) and subject matter expert(s) (SMEs) if needed. In addition, potential impacts to other systems should be identified and communicated to the appropriate stakeholders.

The BSG will evaluate the impact of the proposed change on the financial and other business systems and will provide inputs to process/system owners, as needed.

Once all the process/system owners and the Deputy Controller or designee concur and approve the proposed FDA change electronically, the BSG will implement the change in the FMS and communicate it to appropriate stakeholders, except for procurement item categories. The BSG will implement the item category change in the FMS and the Procurement unit will communicate it to appropriate stakeholders. Upon notification, process/system owners are responsible for implementing any required process/configuration changes in the relevant downstream processes/systems.

E. Roles and Responsibilities

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

Role	Responsibility
Requester	Completes the appropriate FDA change request form. Obtains approvals from appropriate process/system owners. Validates the FDA change after its implementation in the FMS.
Process/system owner (e.g., Budget Office Manager, General Accounting Manager, and Procurement Manager)	Refer to the Business Systems Ownership policy for a complete list of process/system owners. Validates the request submitted. Ensures a thorough impact analysis is complete to determine the impact of the proposed FDA change on functional and business processes, including cross-functional and reporting impacts, seeking inputs from the BSG and SMEs as needed. May complete the analysis or request that the SMEs complete the analysis. Working with the Deputy Controller or designee, communicates potential impacts to downstream processes and other systems to appropriate stakeholders. Approves the proposed FDA change. Working with appropriate staff members in OCFO departments, manages the implementation of process/configuration changes in relevant downstream processes/systems and training needs.
BSG (including BSG Manager)	Analyzes and evaluates the impact of the proposed FDA change on financial and other business systems as needed and provides inputs to process/system owners. Implements the requested FDA change in the FMS. Communicates the changes made to the FMS to process/system owners and other stakeholders. Manages request forms for each FDA change type.
Deputy Controller or designee	Approves the proposed FDA change. Working with process/system owners, ensures requested FDA and downstream system changes are implemented.
Downstream process/system owner	Updates processes/systems as required. See FMS FDA Change Request Forms, Tab: Task & Owner Matrix

F. Definitions/Acronyms

Term	Definition
Analysis type	Three-character identifiers that enable labelling the different types of costs in FMS Projects. For example, REQ to track pre-committed costs (purchase requisitions), COM to track committed costs (Purchase Orders), and ACT for actual costs.
Business Systems Group (BSG)	A unit responsible for ensuring that OCFO business systems are responsive to the needs of Berkeley Lab, and that systems strategies and plans are effectively communicated. The BSG partners with OCFO functional units and IT Division professionals in the planning, design, testing, implementation, and maintenance of automated information systems.
General Ledger Account	A numbered account used to keep track of financial transactions and to prepare financial reports. Each account is a unique record summarizing each type of asset, liability, equity, revenue, and expense.
LBNL fund code	Five-digit identifiers that represent unique combinations of Department of Energy (DOE) funding attributes. Every unique combination of DOE and reimbursable funding attributes would have a unique LBNL fund code.
Org unit	Four-digit identifiers representing organizational units including associate lab directorates, divisions, departments, or groups.
Process/system owner	A unit or individual with overall accountability for each of its business and financial systems or portions of the system. The system owner must ensure that the system's capabilities meet Berkeley Lab's business needs. The system owner must provide leadership and direction for system development, enhancement, and ongoing operations, including ensuring that appropriate controls are in place.
Project type	A mechanism to identify projects that function under different rules. Usually, the differences are related to funding and overhead treatment. Examples include Operating, Capital Equipment Purchase, Capital Equipment Fabrication, various Overhead project types, and Fellowships.
Requestor	An employee of an OCFO functional unit who interacts with the Financial Management System (FMS) and who is responsible for performing business processes in OCFO departments (e.g., Budget Office and General Accounting).
Resource category	Five-digit identifiers used to further break down transactions at a lower level than resource type to track, analyze, and report actual and planned (committed) project costs (e.g., 10000-Salaries & Wages; 10500-Contract Labor; 20000-Goods; 20500-Services; 30000-Domestic Travel).
Resource type	Five-character identifiers used to track, analyze, and report actual and planned (committed) project costs. They are also used to define overhead/burden rules (e.g., LABOR-Labor; PROCU-Procurement; TRAVL-Travel; and BURDN-Burdens).

G. Recordkeeping Requirements