FI Cal End-User Summary Role Description Handbook
FI Cal End-User DGS-CFSRole Description Handbook
Revision HistoryDate10/13/2021Revision1.0ChangeInitial Version for DGS-CFS departmentsTable of Contents1. Introduction .22. Accounts Payable (AP) .32.1 Accounts Payable Process Overview.32.2 Accounts Payable Roles .3Table 1: Accounts Payable Roles .43. Asset Management (AM) .53.1 Asset Management Process Overview .53.2 Asset Management Roles .5Table 2: Asset Management Roles .64. Billing / Accounts Receivable (BI/AR) .94.1 Billing / Accounts Receivable Process Overview .94.2 Billing / Accounts Receivable Roles .9Table 3: Billing / Accounts Receivable Roles .95. Bond Accounting (BA) .125.1 Bond Accounting Process Overview .125.2 Bond Accounting Roles .12Table 4: Bond Accounting Roles.136. Cash Management (CM) .136.1 Cash Management Overview.136.2 Cash Management Roles .13Table 5: Cash Management Roles .147. Customer Contracts (CA) .147.1 Customer Contracts Process Overview .147.2 Customer Contracts Roles .15Table 6: Customer Contracts Role.158. General Ledger (GL) .168. 1General Ledger Process Overview .168. 2General Ledger Roles .17Table 7: General Ledger Roles .17i
9. Grants Management (GM) .199. 1 Grants Management Process Overview .199. 2 Grants Management Roles .19Table 8: Grants Management Roles .2010. Loan Accounting (LA) .2010. 1 Loan Accounting Process Overview .2010. 2 Loan Accounting Roles .20Table 9: Loan Accounting Roles .2111. Procurement (PO) .2111. 1 Procurement Process Overview .2111. 2 Procurement Roles.21Table 10: Procurement Roles .2212. Project Costing (PC) .3612. 1 Project Costing Process Overview .3612. 2 Project Costing Roles .36Table 11: Project Costing Roles .3713. Viewer Only Roles .3813.1 Viewer Only Roles .38Table 12: Viewer Only Roles .39Appendix A – Role to Business Process Matrix .44Accounts Payable.44Table 13: Accounts Payable End-User Role to Business Process Map .44Asset Management .45Table 14: Asset Management End-User Role to Business Process Map .45Billing / Accounts Receivable .46Table 15: Billing/Accounts Receivable End-User Role to Business Process Map .46Bond Accounting.47Table 16: Bond Accounting End-User Role to Business Process Map .47Cash Management .48Table 17: Cash Management End-User Role to Business Process Map.48Customer Contracts .49Table 18: Customer Contracts End-User Role to Business Process Map .49ii
General Ledger .50Table 19: General Ledger End-User Role to Business Process Map .50Grants Management .51Table 20: Grants Management End-User Role to Business Process Map .51Loan Accounting .52Table 21: Loan Accounting End-User Role to Business Process Map .52Procurement .53Table 22: Procurement End-User Role to Business Process Map .53Project Costing .55Table 23: Project Costing End-User Role to Business Process Map.55Appendix B – Glossary .56List of TablesTable 1: Accounts Payable Roles. 4Table 2: Asset Management Roles. .6Table 3: Billing / Accounts Receivable Roles . 9Table 4: Bond Accounting Roles . 13Table 5: Cash Management Roles . 14Table 6: Customer Contracts Roles . 15Table 7: General Ledger Roles . 17Table 8: Grants Management Roles . 20Table 9: Loan Accounting Roles . 21Table 10: Procurement Roles . 22Table 11: Project Costing Roles . 37Table 12: Viewer Only Roles . 39Table 13: Accounts Payable End-User Role to Business Process Map .44Table 14: Asset Management End-User Role to Business Process Map .45Table 15: Billing/Accounts Receivable End-User Role to Business Process Map .46Table 16: Bond Accounting End-User Role to Business Process Map . 47Table 17: Cash Management End-User Role to Business Process Map .48Table 18: Customer Contracts End-User Role to Business Process Map .49Table 19: General Ledger End-User Role to Business Process Map .50Table 20: Grants Management End-User Role to Business Process Map . 51Table 21: Loan Accounting End-User Role to Business Process Map.52Table 22: Procurement End-User Role to Business Process Map .53Table 23: Project Costing End-User Role to Business Process Map .55iii
FI Cal End-User DGS-CFS Role Description Handbook1. IntroductionThe FI Cal End-User DGS-CFS Role Description Handbook (Handbook) describes anddocuments FI Cal end-user roles related to FI Cal business processes and technologies.The FI Cal end-user roles are organized by FI Cal business process area.This Handbook is designed to assist departments in completing role-mapping tasks andongoing maintenance of role assignments. Role mapping is the process of mapping endusers to the appropriate FI Cal end-user roles required to complete their daily work activitiesin FI Cal. The Handbook also helps departments understand the FI Cal access that eachrole provides. For each FI Cal end-user role, this Handbook provides the following: Role name Description of role List of role responsibilities List of related FI Cal business processes Description of how the role works with other roles, and where applicable, specificallycategorized as the following: Automatically Assigned Roles Separation of Duty Requirements Hard Stop Requirements Suggested Role Combinations Required Role CombinationsNote: For definitions, see Appendix B Glossary.Note: Not all roles present in this document are going to be available to request for your department.Review your departments signed Division of FI Cal Role Assignments (DOR) form for available roles.2
FI Cal End-User DGS-CFS Role Description Handbook2.Accounts Payable (AP)2.1Accounts Payable Process OverviewAccounts Payable is the process of vouchering and paying money owed to vendors andemployees. This includes the sub-processes of Vendors, Vouchers, Payments, and 1099Withholding.The purpose of the Vendor process is to create a single statewide Vendor Management File(VMF) that records vendors, bidders, and SB/DVBE certification data. Unique vendor IDs arecreated centrally in FI Cal for each vendor and shared by all departments. Each vendor isvalidated by FI Cal and approved centrally to prevent duplicate entry. Prior to using a vendorto source a requisition or create a PO, a vendor requires approval.The Voucher process encompasses activities required to capture invoice data; generate avoucher; and attach related documents, approvals, budget checking, and voucher posting.Matching also occurs in the Voucher process when POs and receipts are matched with thevoucher, thereby integrating the voucher to the Purchasing business process.The Payment process begins with the need to generate a payment from the approved voucherand includes activities needed to capture invoice-specific information. It ends when thevoucher is approved for payment.The 1099 Withholding process uses vendor payment data and creates withholding detailrecords used to report to the Internal Revenue Service (IRS). Vendor Payment Transactionsthat are flagged for 1099 reporting are posted into the withholding tables and used to createcalendar year reports in FI Cal.2.2Accounts Payable RolesThis section provides details for each FI Cal end-user role related to the Accounts Payableprocess, including: Role Name Role Description Related Business Process Role Responsibilities Relationships with Other Roles3
FI Cal End-User DGS-CFS Role Description HandbookTable 1: Accounts Payable RolesRole NameDepartmentVendorProcessorRole DescriptionThe department enduser who creates a newvendor or adds/modifiesvendor address andcontact information.Vendor Viewer The central anddepartment end userwho will be able to viewvendor litiesEnter andMaintainVendorsEnter andMaintainVendorsRelationships with Other Roles Create NewVendor Search for Vendor Update VendorInformation ReceiveNotification ofApproval ReceiveNotification ofUpdate to VendorRecord View VendorHistory Add and viewAttachments Creates and updates vendorsfor review and approval byCentral Vendor Approvers View VendorInformation Search for Vendor View VendorHistory View VendorConversations Can view vendors entered bythe Department VendorProcessor or the CentralVendor Processor Includes additional accessassociated with the VendorViewer role Can be combined withConfidential User to add/updateconfidential vendor information Can be combined withConfidential User to viewconfidential vendor information Attachments are not visibleAP ReporterAP ViewerThe central anddepartment end userwho runs payablereports.Create andMaintainInvoicesThe central anddepartment end userwho is able to viewvoucher and paymentinformation.Create andMaintainInvoicesRun Voucher relatedreports Creates and runs reports thatmay be shared with otherdepartment end users Can be combined withConfidential User to add/updateconfidential accounts payableinformation4 View VoucherInformation Can view vouchers entered by theDepartmental AP Processor View PaymentInformation Can be combined withConfidential User to add/updateconfidential accounts payableinformation
FI Cal End-User DGS-CFS Role Description Handbook3. Asset Management (AM)3.1Asset Management Process OverviewThe Asset Management process involves the acquiring and maintaining of assets owned andleased by the State of California. This process includes acquiring, maintaining, stocktaking,depreciating, transferring, and retiring of assets and leases.The Asset Management process includes: Acquire and Maintain Assets: Purchase assets and enter/maintain assets in FI Cal Acquire and Maintain Leased Assets: Lease assets and enter/maintain leased assets inFI Cal Asset Stocktaking: Confirm through visual inspection the physical count of all assetsand the reconciliation of the count with the assets in FI Cal Asset Depreciation: Expense an asset’s depreciable cost based on the estimated usefullife of the asset Transfer Assets: Initiate a physical (e.g., change in a location) or financial (e.g., a change to the Retire Assets: Remove an asset physically and financially from a department’spossession3.2funding) change to an asset within a department or between departmentsAsset Management RolesThis section provides details for each FI Cal end-user role related to the Asset Managementprocess, including: Role Name Role Description Related Business Process Role Responsibilities Relationships with Other Roles5
FI Cal End-User DGS-CFS Role Description HandbookTable 2: Asset Management RolesRole NameDepartmentAssetProcessorRole DescriptionThe department enduser who processesassets originating fromPurchasing, AccountsPayable, and/orProject Costing, aswell as enters assetsdirectly in the AssetManagement sAcquire Assets Add OwnedAsset IntegratePhysicalinformation fromthe PurchaseOrder andReceiptRelationships with Other Roles Relationships with other Roles Includes additional accessassociated with the PO ViewOnly, AP Viewer, and PC Viewerroles Adds assets to be managed byDepartment Asset Manager andDepartment Asset Maintainer IntegrateFinancialInformation fromthe Voucher View AssetInformation Asset inerThe department enduser who entersadditions/ adjustmentsto an asset, performsIntraUnit/ InterUnittransfers for an asset,and processesretirements/reinstatements for anasset. Maintain Assets Manage AssetInformation Transfer Assets Transfer Asset Retire/The department enduser who manages thephysical informationassociated with assetsunder their control(Locations, TagNumbers, Custodians,etc.).Maintain AssetsReinstateAssetsManages assets entered by aDepartment Asset Processor Retire Asset Reinstate Asset View AssetInformation Manage AssetPhysicalInformation Manage AssetPhysicalInventoryThis user is notresponsible for therecording of anyfinancial information(change in funding).6Maintains all physical information(change in location) on assetsentered by Department AssetProcessor and Department AssetManager
FI Cal End-User DGS-CFS Role Description HandbookRole NameConfidentialAssetMaintainerAsset ViewerRole itiesThe central andMaintain Assetsdepartment end userwho enters and updatesconfidential informationassociated with assets,such as vehicleidentification number(VIN) and Asset Class. Manage AssetDepartment end userswill only view assetswithin their businessunit. View Asset ConfidentialInformation View AssetInformationMaintain Assets Physical Information View Asset FinancialInformation View Owned Assets View TransferredAssetsRelationships with Other Roles Maintains confidentialinformation on assets enteredby Department AssetProcessor, Central AssetProcessor, and DepartmentAsset ManagerCan view information enteredby Department AssetProcessor, Department AssetManager, Department AssetMaintainer, and DepartmentAsset Depreciation Processor View Retired Assets View ReinstatedAssets View DepreciationInformation Run Asset ReportsDepartmentAssetConfigurationMaintainerThe department enduser who updates andmaintains configurationvalues that aredesignated as beingmaintained bydepartments.Maintain AssetsMaintain DepartmentMaintained AssetConfiguration ItemsDepartment end users can onlymaintain configuration valuesfor the Department AssetProcessor, Department AssetManager, Department AssetMaintainer, and DepartmentAsset and DepreciationProcessor within their businessunitDepartmentAssetConfidentialReporterThe department enduser who can view theconfidential assetinformation on the AMconfidential report.Maintain AssetsView ConfidentialInformation on the AMConfidential Report(VIN and Asset Class)Can view confidentialinformation on the AMConfidential report, which gotthe information entered byConfidential Department AssetProcessorDepartment end userswill only be able to runthe report within theirbusiness unit.7
FI Cal End-User DGS-CFS Role Description esRelationships with Other RolesRole NameRole DescriptionDepartmentAM LeaseProcessorThe department enduser that processesleased assets.LeasedAssetsProcess leasedassetsIncludes additional accessassociated with the AP ViewerroleDepartmentAM PhysicalInventoryProcessorThe department enduser that processesphysical inventory.StocktakingProcess physicalinventoryIncludes additional accessassociated with the AM reporter roleto review PI related reportsDepartmentAM Approver1The department enduser that approvesInter-Unit transferrequests. This is aworkflow only roleTransfer AssetsApprove Inter-Unittransfers requests Includes additional accessassociated with the DepartmentAsset Viewer to see assetinformation Approves of transfers initiated bythe Department Asset ManagerSeparation of Duty Requirement: Role cannot be granted with theAM Approver 2. This is due toSAM 3520.2DepartmentAM Approver2The department enduser who performs asecond-levelreview/approval forInter-Unit transferrequests. This is aworkflow only role.Transfer AssetsApprove Inter- Unittransfers requests Includes additional accessassociated with the DepartmentAsset Viewer to see assetinformation Approves of transfers initiated bythe Department Asset ManagerSeparation of Duty Requirement: Role cannot be granted with theAM Approver 1. This is due toSAM 3520.2ReceivingDepartmentTransferApproverThe department enduser that approves thereceipt of the Inter-Unittransfer.Transfer AssetsApproves receipt ofInter-Unit transfer Includes additional accessassociated with the DepartmentAsset Viewer to see assetinformation Approves the transfer after it isapproved by the DGS AMApprover8
FI Cal End-User DGS-CFS Role Description Handbook4. Billing / Accounts Receivable (BI/AR)4.1Billing / Accounts Receivable Process OverviewThe Billing/Accounts Receivable process provides functionality in FI Cal for establishing adepartment-specific customer file, generating invoices, entering, and collectingreceivables, and processing customer payments (both miscellaneous receipt paymentsand customer receivable payments).The process begins when customer information (e.g., departments, private entities, andemployees) is added or updated in a department-specific customer file. Customers arerequired for generating invoices, recording employee receivables, and recording and applyingreceipts for invoices/receivables. Customer information is not required for recordingmiscellaneous receipts; however, customers may be associated with miscellaneous receipttransactions. Once an invoice or a receivable is established for a customer, the departmentmay perform and track collection activities (e.g. sending dunning/collection letters, recordingcustomer interactions, and recording collection actions) for the receivable within FI Cal.4.2Billing / Accounts Receivable RolesThis section provides details for each FI Cal end-user role related to the Billing/AccountsReceivable process, including: Role Name Role Description Related Business Process Role Responsibilities Relationships with Other RolesTable 3: Billing / Accounts Receivable RolesRole NameDepartmentCustomerProcessorRole itiesThe department end user Set Up andwho adds, updates, and MaintainCustomersinactivates customerdata for SetIDs that theDepartment CustomerProcessor has access to.This end user will nothave access toconfidential customerdata. Create Customer MaintainCustomers ManageCustomerConversations InactivateCustomer9Relationships with Other RolesCannot view confidential informationentered by Department ConfidentialCustomer Processor
FI Cal End-User DGS-CFS Role Description HandbookRole NameRole dentialCustomerProcessorThe department end user Set Up andMaintainwho performsCustomersDepartment CustomerProcessorresponsibilities, as wellas adds, updates, andviews customer SocialSecurity Numbers(SSNs) or customerTaxpayer IdentificationNumbers (TINs).CustomerViewerThe central anddepartment end userwho runs inquiries andreports on customerdata for a SetID. Thisend user will not haveaccess to confidentialdata.Department BI The department endProcessoruser who createsexternal bills,interagency bills,recurring bills, and ProForma (draft) invoicesof the bills. The enduser will also updatebilling data, set bills toReady status, andcorrect billing interfaceerrors.RoleResponsibilities Create Customer Maintain Customer Manage CustomerConversations InactivateCustomer Manage CustomerConfidential DataRelationships with Other RolesManages customer confidentialinformation not viewable byDepartment Customer Processor Cannot view confidentialinformation entered by DepartmentConfidential Customer Processor Creates and runs reports that maybe shared with other departmentend usersSet Up andMaintainCustomers View CustomerInformation View CustomerConversations Create and ViewReports GenerateCustomer ExtractFilesGenerate andAdjust Invoices Includes additional access Create Externalassociated with the BI ReporterBillsand Customer Viewer roles Create InteragencyBills Creates and updates bills forreview and approval by Create RecurringDepartment BI ApproverBills Print Pro FormaInvoices Update Billing Data Correct BillingInterface Errors Process bills fromCustomerContracts10
FI Cal End-User DGS-CFS Role Description HandbookRole NameRole itiesRelationships with Other Roles Finalize and PrintInvoices View BillingInformationCorrect BillingErrors Includes additional accessassociated with the BI Reporterand Customer Viewer rolesAdjust Invoices Includes additional accessassociated with the BI Reporterand Customer Viewer rolesDepartment BI The department enduser who runs theApproverFinalize and PrintInvoice PeopleSoft Jobfor bills set to Readystatus.Generate andAdjust InvoicesDepartment BI The department enduser who adjusts aAdjustmentfinalized invoice withinProcessorthe Billing Module. Thisincludes adjusting theentire bill through thecredit/rebill process oradjusting select lineswithin a bill.Generate andAdjust InvoicesBI ViewerThe department enduser who runs inquirieson billing data for abusiness unit.Generate andAdjust Invoices BI ReporterThe department enduser who runs reportson billing data for abusiness unit.Generate andAdjust Invoices Create and ViewBilling Reports Generateinteragency billingextract filesCreates and runs reports thatmay be shared with other centralor department end usersDepartmentDeposit SlipProcessorThe department endProcessuser in the department’s Paymentscashiering unit whoprocesses deposit slips. Enter Deposits Print Deposit Slips Run DepositRelated ReportsProvides payment details to theDepartment AR PaymentProcessorAR ViewerThe department enduser who runs inquirieson receivable andcustomer payment datafor a business unit. Approves and finalizes invoicesmade ready by Department BIProcessor Adjusts finalized invoicescreated by Department BIProcessor and finalized byDepartment BI Approver Enter andMaintainReceivables ProcessPayments CollectReceivablesView Billing DataAble to view data created andmaintained by other Billing rolesReprint InvoicesView Printed BillsView Bill SummariesView Billing Errors View CustomerAble to view data maintained byInformationother AR roles View DunningLetters and OverdueCharges View Payments View PendingReceivables View Worksheets View Posting Errors View PostedPayments11
FI Cal End-User DGS-CFS Role Description HandbookRole NameAR ReporterRole DescriptionThe department enduser who runs reportson receivable andcustomer payment datafor a business unit.RelatedBusinessProcessesRoleResponsibilities Set Up andMaintainCustomers Enter andMaintainReceivables ProcessPayments CollectReceivables Create Customer Reports Create PaymentReports Create AgingReports Generate ARextract filesRelationships with Other Roles Creates and
Table 17: Cash Management End-User Role to Business Process Map .48 Table 18: Customer Contracts End-User Role to Business Process Map.49 Table 19: General Ledger End-User Role to Business Process Map .50 Table 20: Grants Management End-User Role to Business Process Map
for ages 10 and under 10.75 per meal includes kid's drink drink choices of milk (119 cal), apple juice (156 cal), orange juice (153 cal), pineapple juice (198 cal), soda coca-cola 12oz (75 cal), diet coke 12oz (1 cal), coca-cola zero sugar 12oz (1 cal), fanta 12oz (82 cal) or water (0 cal). headliners
Starbucks Coffee, Decaf and Hot Tea 0 Cal/8 oz. serving AM Perk Up Granola Bars 190 Cal each Assorted Individual Yogurt Cups 50-150 Cal each Iced Tea 5 Cal/8 oz. serving Iced Water 0 Cal/8 oz. serving Starbucks Coffee, Decaf and Hot Tea 0 Cal/8 oz. serving Power Up Lunch Tomato and Cucumber Couscous Salad 120 Cal/3.75 oz. serving
No statement or other information provided in connection with the FBBC 6 Week Vegan Meal Plan (including on this or any related website, in any email or electronic message or via any . WEEK 2 MEAL PLAN Week 2 250-300 Cal 180 Cal 250-500 Cal 150 Cal 300-500 Cal 170 Cal Total Cal Breakfast Snack #1 Lunch Snack #2 Dinner Dessert
appetizers Build Your Own Sampler 906-2974 cal. 10.29 11.99 Chicken Tenders 361 cal. Fried Cheese Curds 508 cal. Brew City Fries 590 cal. Onion Rings 552 cal. Crispy Green Beans 351 cal. Zesty Pickle Fries 302 cal. Served with your choice of two sauces:
Electrical power calculations to be completed throughout the life cycle of a project. Incident Energy Hazard Risk Category (HRC) 0 to 2 Cal/cm2 0 2 to 4 Cal/cm2 1 4 to 8 Cal/cm2 2 8 to 25 Cal/cm2 3 25 to 40 Cal/cm2 4 40 Cal/cm2 Dangerous (you must de-energize to do work) Table 2. Once
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