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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USAS Profile Review and Cleanup Procedures

USAS Profile Review and Cleanup Procedures – Profile Review for Organization Code Profile (DØ3) and Index Code Profile (24)

Background

The organization structure allows agencies to establish hierarchical relationships for their internal accounting needs. For example, an agency’s activities could be grouped by operational divisions, by geographical territories, by reporting units or by some combination thereof. There are up to nine levels in the organization structure.

Level 1, agency level, is always defined as organization code 0000 when the organization structure is used. Levels 2-10 are user-definable by each agency.

Note: Agency level for the program structure is level 0, while agency level for the organization structure is level 1.

Index serves as a coding-reduction element in USAS. Among the data elements that can be looked up by an index are appropriation number, fund, grant number and phase, project number and phase and PCA. Index codes are attached to the lowest level of the organization structure established by an agency.

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Risk Areas

Misdefining an Index

Because an index can infer multiple transaction elements, there is a possibility that some of the inferred elements are incompatible.

For example, if an index infers PCA or a PCA infers index, the appropriation number must be the same in both profiles or blank in one of the two profiles.

Overriding the Inferred Elements of an Index

While the ability to override inferred elements is central to the design of USAS, clerical errors can still occur.

Setting the Agency Budget Organization Level Indicator

When the following indicators are improperly set, the Agency Budget (AB) financial table does not update when transactions post:

  • AGENCY BUDGET (fund level indicator) on the Fund (D23) Profile
  • AGY BUD PRG LEVEL IND on the Program Cost Account (26) Profile
  • AGY BUD ORG LVL IND on the Index Code (24) Profile

If all of these indicators are set to 0, and an Index Code is used on a transaction, the AB table does not update. This affects system and table balances, a critical part of system data integrity. Therefore, at least one of the indicators above must be set to post to the AB table (that is, contain a value greater than 0) for all records of the related profile. To maintain consistent table posting, the indicator should not be changed during the year, or from year-to-year for the related profile.

One exception exists: When the AGY BUD PRG LEVEL IND and the AGENCY BUDGET fund level indicator on all related profile records are set to 0 and the agency does not include an Index Code on the transaction — either directly input or inferred — the required elements (Agency, Appropriation Year, Fiscal Year and Balance Type) will post to the AB table.

The OBJ LVL field on the 20 profile also affects posting to the AB table. However, its setting does not affect system out-of-balance conditions.

Note: System and financial table balance monitoring occurs on a transaction-by-transaction basis. When the index (if applicable), PCA and fund entered on a transaction have profile records where AB table indicators are set to 0, the AB table is not updated and an out-of-balance condition is detected. USAS system managers monitor the DAFR8480, System Reconciliation Exceptions Report, for out-of-balance conditions.

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Reports and Procedures

Report PCU110 – Organization Profile Levels and Lookups

Type Listing
Source DØ3 profile table
Purpose The report lists selected data elements contained on the DØ3 profile records.

Procedures

  1. Verify that status code (STAT CODE or STAT on QMF) is A for all organization codes and indexes to be used in the reporting period.

    Status code A indicates an active profile record.

  2. Verify the profile dates.

    Effective end date (END DATE on QMF) identifies the date a profile record is no longer available for use. Verify that the value is NOT set to 083120CY for CY profile records that you want to roll forward to FFY.

    Note: This field is used by the year-end close rollover programs to determine if a profile record will be rolled over to the new fiscal year. A value of 083120CY or an earlier date prevents the rollover of a CY profile record to FFY. A value of 090120CY or a later date allows a CY profile record to roll forward to FFY. When the field is left blank, a value of 12319999 is returned to the database but no value appears online.

    Last process date (LAST PROC DATE on QMF) identifies the date of the last modification (A = Add or C = Change) to the profile record.
    No verification is needed.

    Effective start date (START DATE on QMF) identifies when a profile record becomes available for use. For FFY profiles, verify that the value is set to 090120CY or prior.

    Note: This field will default to the current effective date from the System Management (97) profile.

Report PCU108 – Index Profile Posting Levels and Lookups

Type Listing
Source 24 profile table
Purpose The report lists selected data elements contained on the 24 profile records.

Procedures

  1. Verify the Agency Budget Organization Level (AB ORG LVL IND on QMF) Indicator setting.

    Posting-level indicators are set at the beginning of each fiscal year and should not be changed during the year.

    The agency budget organization level indicator controls the level of organization that posts to the AB table. The agency budget organization posting level should be equal for all indexes within an agency within an appropriation year.

    Caution: See Setting the Agency Budget Program Level Indicator.

  2. Verify that status code (STAT CODE or STAT on QMF) is A for all organization codes and indexes to be used in the reporting period.

    Status code A indicates an active profile record.

  3. Verify the profile dates.

    Refer to description of dates under report 110 above.

  4. Verify the PCA

    If the index code profile is set up to infer a PCA, ensure that the PCA is still valid.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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