Chart of Accounts

New Chart of Accounts (CoA) Structure   |    CoA Building Blocks   

This page is your one-stop-shop for information about UCLA’s new Chart of Accounts (CoA). The CoA will replace today’s Full Accounting Unit (FAU) when Oracle Financials Cloud goes live in July 2023. More information about the new CoA as well as FAU to CoA mapping will be made available here throughout the project.

 

New Chart of Accounts (CoA) Structure

The Chart of Accounts, or CoA, is the basic structure used to record the financial effects of transactions in Oracle Financials Cloud. The finalized UCLA CoA structure is:

Entity

Financial Unit

Fund

Account

Transaction Class

Program

Portfolio

Flex 1 and Flex 2

Major operational unit (e.g., school) responsible for the transaction

Academic or operating unit responsible for the transaction

“Pots of money” and their associated spending restrictions and designations

Nature of the transaction (e.g., asset, liability, expense, revenue, and net position)

Purpose of the transaction (e.g., NACUBO functional classification) or mission

Formalized interdisciplinary programs that cross campuses, schools, or Financial Units

Represents a body of work and includes both PPM projects (e.g., sponsored and capital projects), as well as GL-only projects (e.g., faculty start-ups)

Institution, organization and/or department-specific activities not covered in other segments and developed in partnership with campus

Flex 1 will include a subset of shared values consistent across campus (e.g., Commencement or Banquets and Awards)

The CoA also includes a Future segment that is reserved for future use.

 

CoA References:

 

CoA Building Blocks

  • What is the Chart of Accounts? 
  • The Chart of Accounts, or CoA, is the basic structure used to record the financial effects of transactions in Oracle Cloud. The future state Chart of Accounts will: 

    - Replace the current FAU structure for recording financial transactions.

    - Organize UCLA’s finances by segregating expenses, revenues, assets, liabilities, and equity to provide a clear understanding of the university’s financial status.

    - Organize and report data out of the General Ledger.

    - Support financial and management reporting by serving as the basis for the fiscal administration of UCLA’s funds, programs, projects, organizations, and activities.

    - Serve as the common language for the financial transactions whether they are created directly in the financial system, generated in another major university system, or created through a local third-party application. However, it may not support the detailed fiscal tracking of all institutional activities. Some detailed information currently stored in the current FAU structure will instead be captured within other modules of the Oracle Cloud application. 

    Review our CoA FAQs for more information on what moving to the CoA means for UCLA.

  • Redesign Process

  • As planning for the Ascend Project began, UCLA leadership decided that the implementation of a new financial system would provide the opportunity to redesign the Chart of Accounts in order to fully meet UCLA’s regulatory and reporting needs. The Ascend Chart of Accounts team, led by Associate Controller Laura Bonner, began redesigning the Chart of Accounts in May 2018. The Chart of Accounts redesign process began with consideration of best practices for higher education institutions, as well as a review of UCOP’s common chart. In 2013, UCOP conducted a CoA analysis, which identified areas for improvement, and those recommendations were also considered during design. Examples of best practices include keeping each segment of the chart unique so that each has one consistently-used definition.  

    After the initial design was conducted, proof of concept scenarios were developed using the previously-cited considerations. The scenarios were brought to the Business Partner Experts for review, and they provided feedback to the CoA Team, who evaluated the recommendations and refined the CoA structure accordingly. Additionally, there were several working groups engaged to provide guidance and feedback on the CoA design, which included representation from academic departments and administrative units. Both formally through committees, and informally through separate working sessions, a cross-section of key campus stakeholders was engaged as the structure was being designed.  

    The redesigned Chart of Accounts leverages a multi-dimensional design to enhance reporting capabilities, simplify maintenance, and make tracking fiscal activity convenient, scalable, and transparent.

  • CoA Guiding Principles

  • Just as the Ascend project has guiding principles to ensure the implementation and business transformation are of the highest quality, so too does the CoA Redesign. The following principles have guided the redesign team as they work to create a new Chart of Accounts:   

     

    Reporting

    The UCLA CoA should support consistent campus-wide reporting.

    Innovate

    CoA Design participants should be open to new, innovative ways of doing business. 

    Scaleable

    The UCLA CoA should be transparent, simple, intuitive, easy to comprehend and use, and be able to adapt to growth and change.

    Common Language

    The UCLA CoA should serve the needs of the institution as the common language used in all financial management processes and systems used campus-wide. 

    heirarchy

    The UCLA CoA should capture transactional level detail that, when combined with CoA element attributes and data from subsidiary ledgers, will be sufficient to support departmental, school, and institution-wide financial and budgetary analysis, financial and management reporting needs, and key external (UCOP) and legislative requests for University data. 

    Singular

    Each UCLA CoA segment should have a single use with a clear and consistent definition.  

  • Chart of Accounts Building Blocks Videos

  • Best Practices, Reporting Trees & Hierarchies

    This video outlines how UCLA’s new CoA uses defined reporting trees and hierarchies as a means for organizing our financial transactions. It visualizes how transactions are rolled-up to higher levels in the hierarchy, and outlines the hierarchical numbering system used to organize values. Click below to view the video.
     

     

    Modules, The General Ledger & Reporting

    This video examines how Oracle Cloud Modules speak to UCLA’s General Ledger, how the new CoA structure will enhance our reporting needs. It explains how transaction details will be housed in Modules, allowing for the General Ledger to remain just that: General. View the Oracle Cloud Modules video below.