Programmatic Elements

CGI Advantage provides other elements for reporting and tracking transactions across different funds and organizations so that you can see how much has been collected or spent for a certain measure in total. Many are department-specific, and most of those that are contain a combination of rollups that are department-specific and system-wide. Those system-wide rollups allow for the aggregation of departmental data into measures that span the government entity.

These additional elements allow you to indicate more details about the transaction. They are a mix of centralized and department-specific elements. Use of these elements and their rollups are not as structured or pre-defined as those in the Fund Accounting and Organizational areas. Each can be used in any capacity that you see fit. For example, an activity can capture detailed information about expenses such as painting and plumbing. A location indicates the geographic location of the financial activity, the location of a fixed asset, or a specific location on a map for a construction project.

Oftentimes these programmatic elements are used in conjunction with the cost accounting elements described in a later topic.

Location

The Location element is used primarily to classify were goods or services were purchased or provided when such information is not captured in the organizational structure. Location is also used to classify, at a very high level, where a fixed asset or fixed asset component is located. For this reason, if the Fixed Asset tracking ability of the application is used, this programmatic measure must be populated on the Location (LOC) reference page.

Name	Length	Key #1	Key #2
Location	4	Department
Sub Location	4	Department	Location
Location Class	3	Department
Location Category	4	Department
Location Type	4	Department
County	5

The Sub Location (SLOC) reference page allows you to define a further breakdown of locations. This element can be used for reporting purposes and Fixed Assets.

Sample Location Hierarchies

A sample of values for Location would be:

Location Measure	Sample Value
Location Class	County Owned
Location Category	Auburn
Location Type	Building
County	Lee
Location	Courthouse
Sub Location	Basement

Activity

The Activity element is used primarily to classify accounting entries to a business operation. That operation is one that is defined by individual departments within an application. Consolidation of these actions into groups for reporting is important to individual departments and at a system-wide level for financial reporting. Examples most commonly resemble verbs such as paving, auditing, and habitat restoration. This element is one that is often used heavily in the Cost Accounting area.

Name	Length	Key #1	Key #2	Key #3
Activity	4	Fiscal Year	Department
Sub Activity	4	Fiscal Year	Department	Activity
Activity Class	4	Fiscal Year	Department
Activity Category	4	Fiscal Year	Department
Activity Type	4	Fiscal Year
Activity Group	4
ACFR Activity Unit	4
ACFR Major Activity Type	4
ACFR Minor Activity Type	4

Specific Abilities for Activities

Reimbursement Eligible - An indication that an activity eligible for the reimbursement billing process in cost accounting. Major Program codes that split, either in a back end process or with front end split, have to use reimbursable activities in order to infer a Funding Profile. Please refer to the "Splitting” topic in the CGI Advantage - Cost Accounting User Guide for more information on the splitting process.
Construction Program Eligible –An indication an activity is eligible to be included in the accumulation of costs against a Program-Related Fixed Asset.
Populate for All Departments – When the Activity measure is not defined for each Department, but a system-wide element is desired, this action will copy the selected Activity record and create additional records – one for each Department in the same Fiscal Year. Sub Activity, Activity Class, and Activity Category also have this ability.

The Sub Activity (SACTV) page allows you to define breakdowns of activity codes for more detailed tracking.

Function

The Function element is often used by a state or local government entity to track the expenditure of funds for various functions of government. For example, a state government might want to report on functions of government such as general government, highways, education, environment, and corrections. The Function chart of accounts data element could then be used for tracking of expenditures for these various functions if some element of the organizational structure or activity is not tracking this level of 'function'.

Function codes do not necessarily have to match to a function of government as it can be used to classify accounting entries for any client-specific need. There are no baseline special abilities for the Function element other than those common to all chart of account pages.

Name	Length	Key #1	Key #2	Key #3
Function	10	Fiscal Year	Department
Sub Function	4	Fiscal Year	Department	Function
Function Class	4	Fiscal Year	Department
Function Category	4	Fiscal Year	Department
Function Type	4	Fiscal Year
Function Group	4

Specific Abilities for Functions

Populate for All Departments – When Function is not defined for each department, but a system-wide element is desired, this action will copy the selected Function record and create additional records – one for each Department in the same Fiscal Year. Sub Function, Function Class, and Function Category also have this ability.

The Sub Function (SFUNC) page allows you to define breakdowns of function codes for more detailed tracking.

Reporting

The Reporting element is used to classify accounting entries for any client-specific need. The Reporting (RPT) reference page does not have a key field for Department like the other programmatic elements so this element is system-wide. There are no baseline special abilities for the Reporting element other than those common to all chart of accounts.

Name	Length	Key #1	Key #2
Reporting	10	Fiscal Year
Sub Reporting	4	Fiscal Year	Reporting
Reporting Class	4	Fiscal Year
Reporting Category	4	Fiscal Year
Reporting Type	4
Reporting Group	4

Specific Abilities for Reporting

Control To & Control From – When the need exists to control certain accounting events for a Reporting code (not using the Effective From and Effective To dates), these two dates exist for that control as well as a Reporting Control Date Editing indication on Event Type (ETYP). All three have to be made visible and completed in order to use. If the Control Dates are blank for a Reporting code, then there is no accounting control.

The Sub Reporting (SRPT) page allows you to define breakdowns of reporting codes for more detailed tracking.

Department Object

The Department Object element is primarily used to classify objects for a department at a different level than the system-wide Object and Sub Object choices. This element could also be used for a different need, as there are no baseline special abilities on the Department Object (DOBJ) reference page other than those common to all chart of account pages.

Name	Length	Key #1	Key #2
Department Object	4	Fiscal Year	Department
Department Object Class	4	Fiscal Year	Department
Department Object Category	4	Fiscal Year	Department
Department Object Type	4	Fiscal Year	Department
Department Object Group	4	Fiscal Year	Department

Department Revenue

The Department Revenue element is primarily used to classify revenues for a department at a different level than the system-wide Revenue Source and Sub Revenue Source choices. The actual use of this element could even be for a different need as there are no baseline special abilities on the Department Revenue Source (DRSRC) reference page other than those common to all chart of accounts.

Name	Length	Key #1	Key #2
Department Revenue Source	4	Fiscal Year	Department
Department Revenue Source Class	4	Fiscal Year	Department
Department Revenue Source Category	4	Fiscal Year	Department
Department Revenue Source Type	4	Fiscal Year	Department
Department Revenue Source Group	4	Fiscal Year	Department

Task

The Task element is one that could be placed in the Programmatic or Cost Accounting list of Elements. Tasks can be used simply to record data, similarly to Cost Accounting elements, but without all the structure built into those elements for specific functionality. The element could be utilized for other purposes as well, since there are no baseline special abilities on the Task (TASK) reference page other than those common to all chart of accounts.

Name	Length	Key #1	Key #2
Task	4	Department
Sub-Task	4	Department	Task

The Sub Task (STASK) page allows you to define breakdowns of tasks for more detailed tracking.

Task Order

The Task Order element is one that could be placed in the Programmatic or Cost Accounting list of elements. Task Orders can be used simply to record data similar to Cost Accounting elements, but without all the structure built into those elements for specific functionality. The element could be utilized for other purposes as well such as the Streamlined Task Order Billing feature that is discussed in the CGI Advantage - Cost Accounting User Guide. That guide describes the specific abilities for Task Orders when they are used for billing.

Name	Length	Key #1
Task Order	6	Department

	Name	Length	Key#1	Key#2	Key#3
Location
Code	Location	4	Department
Activity
Code	Activity	4	FSYR	Department *
Sub	Sub Activity	4	FSYR	Department *	Activity
Roll # 3	Activity Type	4	FSYR
Roll # 4	Activity Group	4
Roll # 5	ACFR Activity Unit	4
Function
Code	Function	10	FSYR	Department *
Sub	Sub Function	4	FSYR	Department *	Function
Roll #1	Function Class	4	FSYR	Department *
Roll #2	Function Category	4	FSYR	Department *
Roll #3	Function Type	4	FSYR
Roll #4	Function Group	4
Reporting
Code	Reporting	10	FSYR
Sub	Sub Reporting	4	FSYR	Reporting
Roll #1	Reporting Class	4	FSYR
Roll #2	Reporting Category	4	FSYR
Roll #3	Reporting Type	4
Roll #4	Reporting Group	4
Department Object
Code	Department Object	4	FSYR	Department
Department Revenue
Code	Department Revenue Source	4	FSYR	Department
Task
Code	Task	4	Department
Sub	Sub-Task	4	Department	Task