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Memo from Harold Horton Regarding
Fiscal Year 2000 and Fiscal Year 2001 Financial File Reporting
M E M O R A N D U M
To: Financial Data Reporters
HEI Liaisons
HEI Advisory Committee
From: Harold Horton
Date: July 17, 2000
Re: Reorganization of Financial Reporting
Cc: Course Sections Taught Data Reporters
Recall that unfortunately not many campuses were
able to take advantage of the practice period for the financial files.
Consequently, many of the issues and
dilemmas inherent within financial reporting
did not become apparent until the financial data went "live" last winter.
Knowing that, Regents staff promised campuses
that following the financial collection we would
review the data submissions processes and find ways to improve the efficiencies
of the data submission processes.
The primary objectives of this review were to
reduce campus workloads, eliminate files wherever possible, remove unnecessary
dependencies between and among
files, and reorder the submissions to reflect
good campus business practices. To those ends Regents' staff propose the
following changes to the financial data
collection process.
FY 2000 Reporting
For fiscal year 2000 Regents staff propose the
following:
1. Elimination of the Actual Data (AD) Cross Edit of the Changes in Current
Funds (CF) file, Changes in Funds Balances (CB) file, and
the Assets and Liabilities (AL) file. Each file would have its load programs
and would not necessarily have to wait on the others for
loading. Campuses would also be able to delete bad data more easily than
in the current set-up. In this scenario, year-end data would be
collected in two streams-one stream would be the CF file followed by the
files that provide more detail about the current funds (CX,
CP, FX, FF, IO, SR, EE, AU, and HP), the other stream would consist of
the CB, AL, IT, and AF files.
2. Reorder the file submission sequence for the financial files used in
the Resource Analysis (RA) from a bottom-up approach to a top
down approach. Currently campuses are supposed to submit (in order) the
Faculty Funding (FF) file, the Funding Unit Expenditure (FX)
file, College Expenditure (CP) file (an optional file, used mainly by universities),
and then the Campus Expenditure (CX) file. The new
format would simply reverse the above and have the CX as the first submission,
followed by the CP for those campuses that submit it, the
FX and then the FF. In this reporting scheme each file would look
to its predecessor to ensure that there are enough funds in it to cover
its costs.
FY 2001 Reporting
For fiscal year 2001 Regents staff propose the
following:
1. Eliminate the Funding Unit Inventory (FI) file, beginning Summer 2000,
and use the FX file as the master list of funding units.
2. Eliminate the link between the FI and the Course Sections Taught (ST)
file. The FX would have an edit to ensure that all funding units
reported in the ST file during the year are represented in the FX submission.
3. To facilitate FX reporting Regents staff will develop a query that will
relate the funding units used in the ST throughout the fiscal year.
These funding units will need to be in the FX file submission.
4. Add a "College" field to the FX file submission. A "College" field would
be required only if the campus reports a CP file submission. If
the campus does not submit a CP, then it need not submit a value in this
field.
Note that we will not be asking for any new data submissions nor any new data elements.
Please review each proposal and provide any feedback you may have by August 1 to Chris Doll at cdoll@regents.state.oh.us or at 614-728-8858.
Thanks.
http://regents.ohio.gov/hei/datasubdoc/raq/fxraq.html
Last updated February 8, 1999