As a State employee, the way you perform your daily job could be affected directly or indirectly as a result of BREAZ, depending on your role and your functional area. If you work in one or more of these functional areas, you may experience direct changes to how you do your job.
1. Accounts Payable
2. Accounts Receivable and Billing
3. Asset Management
4. Budgetary Control
5. Cash Management
6. Project/Grant Cost Accounting and Cost Allocation
a. Cost Structure for Projects and Grants
c. FHWA Billing
d. Cost Allocation
7. General Accounting, including Chart of Accounts
8. Grants Management
9. Facilities Management
10. Inventory Management
Financial Functional Area Highlights & Examples of Changes
Descriptions of each functional area including a few examples of criteria for measuring success and process changes are listed below. The full list of all criteria for measuring success and process changes can be found in the Impact Assessment Document which your Agency Coordinator can provide to you.
Inventory and Facilities Management functional areas’ descriptions and examples of criteria for measuring success and process changes will be previewed in future communications.
GENERAL ACCOUNTING, INCLUDING CHART OF ACCOUNTS
Chart of Accounts functionality provides an account structure to classify financial information according to the dimensions needed to support the various uses of a government’s financial information. In this way, monies can be measured as they are collected and spent. Also, each transaction can be categorized using independent characteristics to record and report on financial activity. Another aspect of the chart of accounts is the consolidation of information into rollups that you can use for reporting and budgeting.
The purpose for General Accounting is to record financial transactions using journal vouchers and other documents not specific to the other modules of Arizona Advantage. For instance, inter/intra governmental types of transactions can be recorded using one document or a set of documents where one agency records revenue and another agency records an expenditure.
Criteria for measuring success:
- A streamlined Chart of Accounts can eliminate overly detailed account structures.
- Control processes are designed to eliminate or minimize reconciliations between sub-systems and the general ledger.
- Use of automated triggers to initiate processing upon occurrence of an event thereby avoiding manual interfaces.
- Validation of budget and cash availability prior to posting transactions.
Examples: How it might affect you …
|Current Process||Statewide Process|
|AFIS supports the capability to process intra-agency and inter-agency transactions today; however, a subset of these transactions must be entered by GAO based on security limitations of the current system.||Arizona Advantage provides similar capabilities for inter/intra-agency types of transactions but provides additional flexibility with the workflow capabilities available. It is expected that a number of transactions that either currently require data entry or approval by GAO will now be the responsibility entirely of the agency and not necessarily be routed to GAO for review and approval.|
|AFIS is currently limited to only a period 13 for year-end activity. Year-end adjustments are processed in this time period.||Arizona Advantage provides the capability to establish multiple year end adjustment accounting periods to assist with the recording of CAFR and year-end financial activity and allow specific document codes in certain periods. BFY Staging also provides configuration controls as to what documents may be processed in certain time frames.|