DOCE Overview

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University of Florida

• DOCE Overview
• April 8th, 2004

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Agenda

• Review DOCE future business process in PeopleSoft
• Review Conversion Plan
• Questions

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Business Process
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Plan Program

• DOCE interaction with department to plan a
  program
• Factors that go in to determining the budget for
  a course

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Budget Program

• Create estimated revenue budget for the program
• Upload the revenue estimate into PeopleSoft and
  post to commitment control
• Note Users cannot spend against the course until
  cash has been deposited

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Budget Program

• Remaining cash from previous year will roll into
  spending authority formula as budget
• The greater of estimated or collected revenue
  plus the budget (prior year cash) provide the
  spending authority for DOCE programs

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Provide Initial Funding

• Transfer cash into program (department flex) and
  fund with Journal Entry

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Provide Initial Funding

• Journal Posting to Ledger is controlled by FA.
• Budget checking immediately impacts spending
  authority
• Note Collected Revenue has not exceeded
  Estimated Revenue

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Develop Materials

• Purchase Office Supplies for Distance Learning
  Issue Voucher to Vendor

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Develop Materials

• Available Balance After Voucher Budget Check

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Develop Materials

• Distribute payroll costs to program (Account Code
  000000001) 100

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Develop Materials

• Review the Chartfields associated with Account
  Code 000000001
• The general ledger account is determined by the
  salary plan. This employee will map to Faculty
  Salary Expense (611000).

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Develop Materials

• Summary of Payroll Security
• Payroll distributions will be limited to those
  persons who you have security to maintain.
• DOCE will not have the ability to maintain your
  employees. However, they control the creation of
  account codes charging their programs.
• DOCE will only have the ability to maintain
  payroll distributions for their home department
  (52).
• The common link between payroll distributions for
  employees in different departments will be the
  program (department flex)

Conclusion Users will not have to have Gloria
maintain the payroll distributions for employees
that will charge DOCE programs.
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Develop Materials

• 3 different departments charge DOCE program
• Payroll costs are tracked in the home department.
  Thus, allowing departmental and program statement
  of revenues and expenditure

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Develop Materials

• Available Balance after Payroll actuals and
  encumbrance
• Payroll encumbrance computed as 15,247.65

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Develop Materials

• Things to Note
• Cash collected is only 5,000.00
• Remaining cash balance is 1,364.73 (After voucher
  and payroll transactions)
• Encumbrance passed budget check because available
  spending authority was 20,319.14
• Encumbrances do not impact spending authority for
  cash
• Encumbrances do impact spending authority for
  estimated revenue

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Administer Program

• Collect Deposits from Registration Fees

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Administer Program

• Review Available Balance for Program
• Program receives the benefit of collecting more
  than the estimated revenue

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Close Program

• Steps for Closing Program
• Payoff any cash advances
• Move remaining spending authority to appropriate
  cost center
• Closes the program in commitment control
• Run Final Reports for Program

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Conversion

• All 52 Org Codes will be mapped to a flex field
  (ie DOCE Program) in fund 143
• Remaining cash balance will be converted as
  beginning balance for the program
• All 52 Org Codes will be mapped to the
  appropriate department or cost center. Orgs will
  no longer be imbedded in the DOCE department
  structure
• Estimated Revenue will be loaded continuously
  throughout the year as new programs are added.

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• Questions?????????