Probable (evolvingly understood/documented) process for E&G / JV Departments:
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Terminology
What Banner FIS calls Index Codes are called GLAs (“General Ledger Accounts”) by PCR-360
What Banner FIS calls Organizations are called Departments by PCR-360
Billing Groups are an OIT/Telecom invention in PCR-360 that classifies aspects of University operations based on how they’re funded (so we can charge different rates for some services):
E&G means Education & General Funded, more precisely activities that are related to budgeted operations of the University (the specific Fund-based logic is described below)
JV (“Journal Voucher”) means Service & Grant Funded, more precisely all University activities that are not E&G funded
CASH means entities that are not part of the University (retail customers)
Telephone service is billed differently for E&G vs. JV vs. CASH customers, so it’s important to classify the usage of each service by billing group, which we do based on the fund classification of the index code that’s paying for it. Non-telephone services generally bill everyone at the same price no matter which billing group they’re in.
How do these things get into PCR-360?
Index Codes/GLAs are automated
The Schedule_Index_List Cognos report is generated every morning and its export file is uploaded to the PCR-360 server (/wiki/spaces/TKB/pages/1724645544 managed by BI team + server operations by LAP)
PCR-360 detects and imports the file, as described in /wiki/spaces/ICAT/pages/2205647320
The result is that the GLA Catalog is always an accurate representation of Banner index codes (including the codes themselves, their descriptions, active/inactive statuses, and even further FOAPAL associations in User Defined Fields).
Orgs/Departments (E&G + JV) are manual
The E&G and JV branches of the Department Hierarchy were initially populated from a bulk import in 2017, and have been manually maintained since then. Departments only appear in the Department Hierarchy if they are manually added.
Departments whose index codes are all associated with E&G funds (below) should only have an “E&G” version; departments who have only JV fund-associated index codes should have only a “JV” version; departments with index codes which are associated with both types of funds should have two Department entries, one of each type. The Department list allows us to associate each IT service with a Department Owner, and the connection to a default index code and the billing group classification helps set GLAs and billing groups more automatically, though not perfectly.
CASH Departments & GLAs are manual
These are manually created and linked by the SMO team on as part of cash customer onboarding (Specific PCR-360 Procedures).OUTSTANDING QUESTION: What about
ESIGN Departments
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were a mistake
These seem to have been invented by Layton as a pilot of how Adobe Sign charges might be linked to their customer GLAs. They are no longer in use for this purpose and were inactivated and removed by the directory by Brent (SMO-308). They should not be used in service orders.
Connections between Departments and GLAs
Each Department has one Default GLA assigned; when that Department is selected on a Service Order, that GLA is autofilled as the Default GLA for that order. Conversely, if you search for one of the default GLAs in the Department Owner field, it will turn up the associated Department. If you search for a GLA that is not linked to a Department in this way, no Department will be returned. The mapping is from each Department to one index code; there is no guarantee that each index code is in the map.
The GLA Permissions tab on each Department allows us to associate multiple GLAs with each Department, ostensibly for the purpose of restricting Coordinators to using certain GLAs based on their Department affiliation. We don’t use this feature, and the GLAs listed on this tab don’t help autofill the Department Owner field on Service Orders as the Default GLA does.
Using GLAs, Departments, and Billing Groups in Service Orders
When creating a service order, enter the index code that should receive charges in the Department Owner field. If this autofills a single department, you’re all set! The Department should be right and the index code should become the Default GLA for the order.
If the Department doesn’t autofill, look up the index code in the Cognos report (Cognos > Departments > OIT > Index Code Funds, Orgs, Billing Groups) to find the org code and Billing Group associated with that index. Enter the org code in Department Owner, using the version of that Department with the right Billing Group. Save the order, then replace the GLAs on the next tab with the proper index code.
If the right Department isn’t available (or a version with the right Billing Group isn’t available), add an entry to the Department Hierarchy in the right billing group branch: just E&G if all indexes for that org are E&G, just JV if all indexes for that org are JV, and one of each if the org has both kinds of index codes.
Rule for determining if billing group for a charge should be E&G or JV
Each service/charge is expensed to a particular index code; the fund associated with that index code tells you which billing group the charges should be in:
Budgeted Operations (Funds in 00xxxx - 04xxxx) should be E&G
except F&A Returns (Funds of the form 0025Ax) should be JV
Everything else should be JV
This rule is used to calculate the Billing Group in the Cognos report mapping index codes to funds/orgs/billing groups (Cognos > Departments > OIT > Index Code Funds, Orgs, Billing Groups).