Data Onboarding - Understand Your Data Mapping to Budgeting and Reporting

Once your initial data onboarding is complete and your chart of accounts is mapped, the transition to the financial worksheet is a critical step in managing your organization's budget. Understanding how to interpret this worksheet from a budgeting perspective ensures that you can effectively sort, filter, and report on your data to meet your specific use cases.

The Foundation: Account Strings and Dimensions

The power of the worksheet lies in the Dimensions. In ClearGov terminology, a dimension is a segment or a specific portion of your account string. Depending on how your chart of accounts was configured, these segments are broken out into individual columns such as Fund, Function, Department, and Object.

• Account ID: The full, unique identifier (e.g., 100-00000-41110) that represents your entire account string as it exists in your ERP or financial software.
• Dimensions: The individual segments that make up that account ID (e.g., Fund 100, Function 00000, and Object 41110).

Because every organization's chart of accounts is unique, your dimensions will differ based on the mapping conversations you had with your data onboarding consultant!

Standard Fields

While dimensions are customizable to match your chart of accounts, there are several standard terms you will encounter throughout the system:

Pro Tip: The ERP Account Code is particularly useful for organizations with complex, multi-segment account IDs. Let’s say your contributors only recognize a specific five-digit number within a twenty-digit string. Establishing that segment as the ERP Account Code allows for much faster filtering in both the financial worksheet and operational budgeting modules.

Budget Classifications

To truly understand your data, it helps to view dimensions as Budget Classifications. 

This structure allows you to "slice the pie" in different ways for reporting and budgeting processes:

1. Fund Type: The overarching group above individual funds, such as General Operating, Special Revenues, or Capital.
2. Fund: The unique funds like General, 
3. Function: A broad category often used for Public Safety, Culture and Recreation, or School Administration. It can act as a level above a department. 
4. Department: The specific organizational unit, such as Police, Fire, or Public Works.
5. Object: The type of expenditure or revenue just before the physical account level, such as Personnel Services, Benefits, or Supplies.

Note: Your unique dimensions vary depending on your current Chart of Accounts. For example, School Districts might have a dimension called Location in which each school is segmented in the Chart of Accounts. 

By viewing these dimensions as classifications, you can easily call up all objects within a specific department to see where funds are being allocated and how they compare to previous years.

Historical and Budgeted Data Fields

As you move across the worksheet, you will see your Historical and Budgeted Versions. These columns display the values associated with the data you have provided, including year-to-date actuals and different budget stages like Budgeted Adopted, or Budgeted Amended. These versions provide the context necessary for informed budgeting. 

Pro Tip

This is a great way to verify that your COA was loaded accurately, as this layout with your dimensions is how columns will display in other areas of ClearGov, like the budget book and your operational worksheet. 

Ultimately, the financial worksheet is a tool designed to adapt to your organization's specific structure. By working closely with your onboarding team to design these dimensions, you ensure that the system provides the exact slice of data you need for your unique budgeting requirements.