Programmatic Elements

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.

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:

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.

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.

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.

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.

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.

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.

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.  

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.

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.

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

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.