Glossary

Aggie Enterprise Glossary

Common language around a change:

  • Supports a shared vernacular and understanding of the change.
  • Reduces the risk of unique, but potentially incorrect, interpretations.
  • Allows for the change to be discussed more effectively across UC Davis.

This glossary will evolve to include additional terms and acronyms as the Aggie Enterprise initiative progresses.

Click the column headings to sort the table by column (A to Z). | Also: Download Oracle Financials glossary. (.pdf)

Term/Acronym Category Meaning/Definition

Account Types

Technology-Oracle

Account types are used in year-end processes and to correctly categorize account balances for reporting. They are assigned to each Account value in Oracle, and fall into one of two types:

  • General Account types:
    • Asset, Liability, Net Position, Revenue, or Expense
  • Expanded Account types:
    • Provide specialized functionality and are used to identify the intended usage of your natural account values to facilitate automation and enable completion of other required set up objects.
    • Automatically generate fully defined initial Financial Reporting reports and Account Groups based on the enterprise structure. Examples:
      • Asset - Accounts Receivable: For receivables receipt methods
      • Liability - Accounts Payable: For Payable common options
      • Net Position - Net Position: For GL ledger options
      • Revenue - Top Revenue Parent Account: For sample reports & account groups
      • Expense - Top Operating Expenses Parent Accounts: For sample reports & account groups

ADKAR

Methodology-Change Management

A model developed by Prosci® to describe the elements needed for an individual to successfully move through change.
The acronym ADKAR stands for:
A – Awareness
D – Desire
K – Knowledge
A – Ability
R – Reinforcement

Aggie Enterprise

Aggie Enterprise Initiative

The project name for the Business Transformation initiative, as well as the system name for Oracle implementation on campus.

Audited Financial Statements

Finance-Accounting

Audited financial statements are those required by a third party, independent certified public accountant or firm. The three financial statements include:

  • Statement of Net Position (SNP)
  • Statement of Revenues, Expenses and Changes in Net Position (SRECNP)
  • Statement of Cash Flows, including both the direct and indirect method

Balancing Segment

Chart of Accounts

When a CoA segment is configured as a “balancing segment” in the Oracle system, it means that the system will automatically create due to/ due from transactions between segments so that those segments are always in balance. UC Davis plans to configure the Entity and Fund segments as balancing segments, ensuring that debit transactions match with credit transactions, & facilitating financial statement reporting.

Boundary Applications

Technology

Boundary Applications are any application or system that interfaces with our current Kuali system and/or will interface with the future Oracle Cloud Services. Whether the interface is coming into (upstream) or going out of (downstream) the system, the incoming or outgoing data crosses the “boundaries” of KFS and/or Oracle.

CCoA

Chart of Accounts

The Common Chart of Accounts (CCoA) is the systemwide chart structure developed by UCOP to establish consistency in the UC accounting system and practices. The segment definitions and values in the CCoA provide a framework for each UC campus to develop their local Chart of Accounts.

Change Champion

Methodology-Change Management

A change champion is an individual who clearly sees the vision for the change and takes an active role in moving the change forward.   Change champions advocate for the change, and are key to realizing successful outcomes.  They can be from any level within the organization.

Child Level

Chart of Accounts

See Posting Level

Cloud Services

Technology

The various services available in the Oracle financial system.

CoA

Chart of Accounts

The Chart of Accounts (CoA) is the basic structure that UC Davis uses to record and organize financial transactions to facilitate financial reporting. It creates a common language for financial information.
The new UC Davis CoA will replace the current Full Accounting Unit (FAU) as the mechanism to record and report financial transactions at UC Davis. It will align UC Davis with the CCoA structure required by UCOP and also serve as the foundation for Oracle Cloud Services implementation.
CoA is also a work stream under the Aggie Enterprise initiative.

CoA (Natural) Account Segment

Chart of Accounts

(Natural) Account is a segment of the new UC Davis Chart of Accounts. During the Aggie Enterprise initiative, the use of the word "Natural" will help distinguish between the new CoA Account segment and the former FAU Account. The approved definition for (Natural) Account is:
The Account segment classifies the nature of the transaction as a specific type of revenue, expense, asset, liability or net position.

CoA Activity Segment

Chart of Accounts

Activity is a segment of the new UC Davis Chart of Accounts. The approved definition for Activity is:
The Activity segment will track significant transactions which are recurring and take place at a point in time.

CoA Entity Segment

Chart of Accounts

Entity is a segment of the new UC Davis Chart of Accounts. The approved definition for Entity is:
The Entity segment identifies a major organizational unit within the UC system. The Entity is responsible for all of the financial activities and results of all Financial Departments, Programs and Activities within the Entity’s hierarchy.

CoA Financial Department Segment

Chart of Accounts

Financial Department is a segment of the new UC Davis Chart of Accounts. The approved definition for Financial Department is:
The Financial Department segment represents an academic or operating unit identified with an ongoing business objective, aligned with the UC Davis organization structure.

CoA Fund Segment

Chart of Accounts

Fund is a segment of the new UC Davis Chart of Accounts. The approved definition for Fund is:
The Fund segment identifies funding resources. These resources, or “pots of money” are classified based on designations and restriction types. This classification also supports external reporting of net position.

CoA Future Segment

Chart of Accounts

The new Chart of Accounts includes two Future segments.
Based on lessons learned from other Higher Education institutions, and at the request of UCOP, the Future segments are reserved for UCOP’s future use.
Although users will see these segment in Oracle, they will NOT require data entry until criteria is defined and put into use. Until that time, a default value will be system-generated.

CoA Inter-Entity Segment

Chart of Accounts

Inter-Entity is a segment of the new UC Davis Chart of Accounts.
The Inter-Entity segment is recommended by Deloitte to support the Balancing Segment functionality. UC Davis intends to designate the Entity and Fund segments as Balancing Segments.
Although users will see this segment in Oracle, it will NOT require data entry. It will have default values, generated by the Oracle system.

CoA Program Segment

Chart of Accounts

Program is a segment of the new UC Davis Chart of Accounts. The approved definition for Program is:
The Program segment records revenue and expense transactions associated with a formal, ongoing system-wide or cross-campus/location academic or administrative activity that demonstrates UC Davis’ mission of teaching, research, public service and patient care.

CoA Project Segment

Chart of Accounts

Project is a segment of the new UC Davis Chart of Accounts. The approved definition for Project is:
The Project segment tracks financial activity for a ‘body of work’ that often has a start and an end date that spans across fiscal years.

CoA Purpose Segment

Chart of Accounts

Purpose is a segment of the new UC Davis Chart of Accounts. The approved definition for Purpose is:
The Purpose segment is the functional classification of expenses for financial statements and other functional reporting, or for classifying revenues reflecting the mission of the university. Purpose supports federal and other external reporting requirements.

COFI

Aggie Enterprise Initiative

The Common Operating Funds Initiative (COFI) is an effort to reduce complexity in the financial management of unrestricted campus resources. The focus is on campus resources that support the core academic investment and general institutional operations.
COFI is also a work stream under the Aggie Enterprise initiative.

Configuration

Aggie Enterprise Initiative

As it relates to the Aggie Enterprise initiative, configuration refers to optimizing our use of Oracle cloud services by reviewing, analyzing and updating current business processes. Contrary to the past practice of customizing a system to meet us where we are, we will instead realign our processes with the industry best practices embedded in Oracle, making the best use of the system.

Cross-Validation Rules (CVRs)

Technology-Oracle

Cross Validation Rules (CVRs) are rules configured in Oracle to define whether a specific value in one chart segment can be combined with specific values in other segments. If the user enters a chart of account string into the system that violates one of the CVRs, an error message will be generated. CVRs are similar to the KFS Business Parameters such as Document Validation functionality.

Customization

Aggie Enterprise Initiative

As it relates to the Aggie Enterprise initiative, customization refers to the past practice of making complex system customizations to meet existing business processes. These customizations may not leverage best practices, and often result in systems maintenance challenges, including significant manual work to keep systems updated. This project will mark a culture shift in moving away from customization to configuration (see configuration definition).

Data Governance

Aggie Enterprise Initiative

Data Governance is a set of quality control disciplines for managing, using, improving, maintaining, monitoring, and protecting information across the enterprise.

Decommission

Technology

Decommission refers to the process of retiring an external system that will no longer be used in the future state of Aggie Enterprise.

EPM

Technology-Oracle

Enterprise Performance Management, including:

  • Planning and Budget
  • Forecasting
  • Aggregated Labor Planning

ERP

Technology-Oracle

Enterprise Resource Planning, is Oracle's end-to-end Software-as-a-service (Saas) suite of modules that manages enterprise operations.  The ERP suite includes:

  • Project Portfolio Management (See PPM)
  • Enterprise Performance Management (See EPM)
  • Record to Report (See RTR)
  • Procure to Pay (PTP)

FASB

Finance-Accounting

The Financial Accounting Standards Board (FASB) establishes financial accounting and reporting standards for public companies and not-for-profit organizations that follow Generally Accepted Accounting Principles (GAAP).

FAU

Chart of Accounts

The Full Accounting Unit (FAU) is the mechanism currently used at UC Davis to classify the type, purpose and funding entered into KFS. The FAU will be replaced by the new Chart of Accounts on July 1, 2023.
The FAU is comprised of three required elements and three optional elements, for a total of up to 30 characters.
The three required elements are:

  • Chart (1)
  • Account (7)
  • Object (4)

The three optional elements are:

  • Sub Account (5)
  • Sub Object (3)
  • Project (1-10)

Financial Category

Technology-Oracle

Values which identify groups of accounts for reporting with Oracle Business Transactional Intelligence (OBTI). Accounts tagged with expanded account types are automatically assigned a financial category.

FRS

Technology-Oracle

Financial Reporting Studio is a powerful tool for designing and
presenting analytic data in formats such as:

  • cash management reports
  • profit and loss statements
  • balance sheets

It also allows nontraditional formats for financial or analytic data that include text boxes, grids, images, and charts, to design reports.

GAAP

Finance-Accounting

Generally Accepted Accounting Principles (GAAP) are a collection of uniform minimum standards and guidelines designed to govern financial accounting and reporting. Currently, the Financial Accounting Standards Board (FASB), the Governmental Accounting Standards Board (GASB) and the Federal Accounting Standards Advisory are authorized to establish these principles.

GASB

Finance-Accounting

The Governmental Accounting Standards Board (GASB) establishes accounting and financial reporting standards for U.S. state and local governments that follow Generally Accepted Accounting Principles (GAAP).

General Ledger (GL)

Finance-Accounting

The General Ledger (GL) stores, sorts and organizes summary financial data used to support financial reporting.

HEFC

Chart of Accounts

The Higher Education Function Code (HEFC) is a four-character attribute that indicates the specific purpose of the activity recorded in the account. HEFC is used at many universities around the United States and is defined by the National Association of College and University Business Officials (NACUBO).

Hierarchy

Chart of Accounts

The reporting tree structure that defines the relationship between the values in each chart segment. The values share a parent-child relationship. Each subordinate level can only roll up to one value in the hierarchy, supporting a single source of truth. The hierarchy includes local values that roll up to UCOP, as well as values unique to UC Davis local needs.

IOC

Finance-Accounting

An Intercampus Order/ Charge is a billing for costs between two UC Campuses or between one UC Campus and the UC Office of the President (UCOP) resulting in an expense transfer.
IOC examples include:

  • Conference registrations/travel expenses
  • Service department billings to Principal Investigators
  • Deposits that belong to another campus that were received in error
  • Transactions between campuses that involve agency accounts

IPEDS

Finance-Accounting

Integrated Postsecondary Education Data System is a system of surveys issued by the Institute of Education Services > National Center for Education Statistics. Every post-secondary institution that receives federal student financial aid must submit basic characteristics including enrollment data, graduation rates, faculty and staff, etc. to the federal government.

ITF

Finance-Accounting

An Interlocation Transfer of Funds is a budgetary transfer of funds between UC Campuses or between a UC Campus and the UC Office of the President (UCOP).
ITFs are used by academic departments, organized research units, research centers, and programs housed at UCOP to provide funding for various purposes at other UC Campuses.
Some programs/departments that make awards through the ITF process include:

  • Toxic Substances Research Program at UCD
  • M.I.N.D. Institute at UCDMCUC MEXUS Program
  • Center for Health Quality and Innovation (CHQI) Gift and Endowment Funds

Lean

Methodology-Process Improvement

Lean is not an acronym. It is a term to describe a philosophy and approach for process improvement. It is the systematic, customer-centric approach to identifying and eliminating waste through continuous improvement.

Net Position

Finance-Accounting

Net position is the residual of all other elements presented in a statement of financial position (balance sheet). The governmental accounting version of the accounting equation can be defined as (assets + deferred outflows of resources) - (liabilities + deferred inflows of resources) = net position. Net position may also be referred to as “Fund Balance” or “Retained Earnings” in some sectors.

NUD

Finance-Accounting

Non-University Differentials are assessments on goods or services provided to non-university customers in order to recoup indirect costs associated with providing the goods or services.

PCT

Methodology-Change Management

The Project Change Triangle (PCT) is a model developed by Prosci® to describe the elements needed for an organization to successfully move through change -- Leadership/Sponsorship, Project Management and Change Management.

PMBOK

Methodology-Project Management

Project Management Body of Knowledge

PMI

Methodology-Project Management

Project Management Institute

POET account structure

Chart of Accounts

The POET chart string is used for transactions in the PPM module.  POET values map to the Chart of Accounts values in the General Ledger through Oracle’s subledger accounting process. The POET fields are: Project – Organization – Expenditure Type – Task.