Import/linkage processes
E&G / JV Departments & GLAs (based on Banner data imported through Cognos)
A Cognos report export file is generated and uploaded to the PCR 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
But exactly how does the import work? What model of orgs and index codes is PCR translating into what model of Departments & GLAs? How are funds involved? How does PCR decide whether to tag a Department with the E&G or JV billing groups? Brent is exploring.
CASH Departments & GLAs (for external “cash” customers)
are manually created and linked by SMO team on cash customer onboarding.
ESIGN Departments & GLAs
What are/were these for? Are they used for anything other than hijacking the Department → default GLA mapping and confusing agents? Can they be removed? Brent is exploring.
Resulting state in PCR
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 mapping.
Intended function
PCR has an accurate list of Departments (orgs) and a default GLA for each one. Departments whose index codes are all associated with funds we consider E&G (below) only have an “E&G” version; departments who have only JV funds have only a “JV” version; departments whose index codes are associated with both types of funds 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 index codes and the fund classification helps set GLAs and billing groups more automatically.
Telephone service is billed differently for E&G vs. JV vs. CASH customers, so it’s important to accurately match the billing group to the usage of each service, which we do based on the fund classification of the index code that’s paying for it. However, non-telephon services generally bill everyone at the same price no matter which billing group they’re in.
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).