Botanical Garden
Botanical Garden Org Codes and Org Code Descriptions
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BG1AR |
Garden Administration & Resource Development |
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BG1AD |
General Admin Operations |
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25529 |
MU1BG Adm General Adm |
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25530 |
MU1BG Adm Facilities |
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25531 |
MU1BG Adm Computer Support |
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25532 |
MU1BG Adm Tanglewood |
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25533 |
MU1BG Adm Vehicle/Equip Maint |
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BG1FM |
Fundraising & Marketing |
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25535 |
MU1BG FM Membership |
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25536 |
MU1BG FM Annual Fund |
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25537 |
MU1BG FM Special Events |
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25538 |
MU1BG FM General Fundraising |
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25539 |
MU1BG FM General Marketing |
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25540 |
MU1BG FM Programs |
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BG1BU |
Business Operations |
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25545 |
MU1BG BU Kiosk |
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25546 |
MU1BG BU Plant Sale Events |
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25547 |
MU1BG BU Shop Books |
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25548 |
MU1BG BU Shop Plants |
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25549 |
MU1BG BU Shop Gifts |
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25550 |
MU1BG BU Shop Misc Inventory |
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25551 |
MU1BG BU Shop General |
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BG1HC |
Horticulture |
25560 |
MU1BG HC Hort General |
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25561 |
MU1BG HC Hort Collections |
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25562 |
MU1BG HC Hardscape |
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25563 |
MU1BG HC Irrigation |
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25564 |
MU1BG HC Vol Propagators |
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25565 |
MU1BG HC New Plants Program |
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BG1ED |
Education |
25566 |
MU1BG Educ General |
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25567 |
MU1BG Educ Tours/Docents |
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25568 |
MU1BG Educ Interpretation |
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25569 |
MU1BG Educ Camp |
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25570 |
MU1BG Educ Projects |
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BG1CU |
Curation |
25572 |
MU1BG Cur General |
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25573 |
MU1BG Cur Library |
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25574 |
MU1BG Cur Conservation |
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BG1RE |
Research |
25575 |
MU1BG Res General |
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25576 |
MU1BG Res Graduate |
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BG1DR |
Director's Office |
25577 |
MU1BG Staff Development |
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Summary of Project Code and Flexfield Use for Botanical Garden:
The Botanical Garden will use flexfield to capture projects and activities which do not lend themselves to org codes because they are either temporary or of a small scale. Most of these activities are contained within the activity of a single org code and thus simply further describe the activity. In a few cases, however, the activities captured by the flexfield actually reflect collaborations among diverse elements of the Garden’s organization. Our flexfield use is therefore multifaceted – sometimes it further defines a particular org code activity, sometimes it will allow us to track a temporary budget and expenses across organization codes.
We will rarely if ever need two levels of detail below the org code. However, we have a fair number of capital improvement projects for which Capital Projects will require the use of the project code. Therefore, we will use flexfield for our departmental needs for the sake of consistency and (hopefully) improved data entry accuracy.
Sample 1 – Flexfield codes within an org code
The Garden has a grant to support development of a biodiversity curriculum. The campus Extramural Funds Accounting Office reports to the granting agency at the fund level, but we are required to budget, spend and report on several activity categories within the same fund – student activities, teacher activities, community/family activites, program administration, and program assessment. Currently we track these more detailed budgets and expenditures in a shadow system. We will establish flexfield codes to track those. Our department identifier is OI, so flexfields might be OISTD (Student Activities), OITCH (Teacher Activities), OICOM (Community Activities), etc.
Information to be supplied to control unit:
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Control Unit |
Business Unit |
Flexfield |
Description |
Long Description |
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VCR |
1 |
OISTD |
HHMI Student Activities |
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VCR |
1 |
OITCH |
HHMI Teacher Activities |
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VCR |
1 |
OICOM |
HHMI Community Activities |
Sample Data for Illustration Only:
Legacy Chart of Accounts | ||||
| Approp | Expenses | Balance | ||
1-437608-59078-3 | Initial Award – S&E | $35,000 | ||
1-437608-59078-3-8000 | Supplies for teacher conference | $435.66 | ||
1-437608-59078-3-8000 | Supplies for classroom activity | $234.36 | ||
1-437608-59078-3-8035 | Film for photographing comm. garden | $135.43 | ||
Balance for 437608-59078-3 | $34,194.55 | |||
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New Chart of Accounts | ||||
(Business Unit - BFS Account - Fund - Org - Program - Subprogram - Project - Flexfield) |
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1-55000-59078-25570-43-O-blank-OITCH | Initial Award–Teach. Activities S&E | $25,000 | ||
1-55040-59708-25570-43-O-blank-OITCH | Supplies for teacher conference | $435.66 | ||
Balance for OITCH - Teacher Activities | $24,564.34 | |||
1-55000-59078-25570-43-O-blank-OISTD | Initial Award–Student Activities S&E | $ 8,500 | ||
1-55040-59078-25570-43-O-blank-OISTD | Supplies for classroom activity | $234.36 | ||
Balance for OISTD - Student Activities | $ 8,265.64 | |||
1-55000-59078-25570-43-O-blank-OICOM | Initial Award–Comm/Family S&E | $ 1,500 | ||
1-55041-59078-25570-43-O-blank-OICOM | Film for photographing comm garden | $135.43 | ||
Balance for OICOM – Family/Community Activities | $ 1,364.57 | |||
TOTAL BALANCE FOR 1-55000-59078-25570-43-O | $34,194.55 | |||
(Note: BFS Account 55000 is somewhat equivalent to sub 3.) |
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Sample 2 – Flexfield code crossing multiple org codes
The Garden is producing a display at the San Francisco Flower and Garden Show. The display has two goals – to encourage the 60,000+ attendees to think about water conservative landscaping in new and creative ways and to raise the awareness of the same 60,000+ people about the Botanical Garden in an effort to increase visitorship and membership. Funding for the display will come from diverse sources. The Garden’s marketing and hardscape (horticulture) budgets are footing some of the bill. The Flower and Garden Show contributes some money to support the display. And the Garden received a grant to help fund the project. We currently use a shadow system to track the budgets and expenditures for this cross-organizational, cross-fund project.
Information to be supplied to control unit:
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Control Unit |
Business Unit |
Flexfield |
Description |
Long Description |
|
VCR |
1 |
OIFGS |
2000 SF Flower & Garden Show |
Sample Data for Illustration Only:
Legacy Chart of Accounts |
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| Approp | Expenses | Balance | ||
1-437608-55936-7 | Marketing Allocation to SF F&G Show | $ 1,500 | ||
1-437606-60340-3 | Hardscape Allocation to SF F&G Show | $ 1,500 | ||
1-437606-60342-3 | Revenue from SF F&G Show | $ 3,000 | ||
1-437608-57046-3 | Granting Agency Allocation | $10,000 | ||
Total Appropriations for SF F&G Show Display | $16,000 | |||
1-437608-55936-7-6000 | Printing of handouts (split expense) | $ 1,000 | ||
1-437608-57046-3-6000 | Printing of handouts (split expense) | $ 2,500 | ||
1-437608-55936-7-7200 | Design of handouts | $ 500 | ||
1-437606-60340-3-8000 | Specimen rocks (split expense) | $ 1,500 | ||
1-437608-57046-3-8000 | Specimen rocks (split expense) | $ 3,000 | ||
1-437606-60340-3-8000 | Paving stones | $ 1,000 | ||
1-437608-57046-3-7290 | TAP labor | $ 1,000 | ||
1-437608-57046-3-2000 | Vehicle rental for transporting display materials | $ 700 | ||
1-437608-57046-3-8000 | Accent plant material | $ 300 | ||
1-437608-57046-3-8000 | Lumber for accent structure | $ 500 | ||
1-437608-57046-3-8000 | Decorative pots | $ 1,000 | ||
1-437608-60342-3-7200 | Relocation of trees & shrubs | $ 3,000 | ||
Total Expenses for SF Flower & Garden Show Display | $16,000 | |||
New Chart of Accounts |
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(Business Unit - BFS Account - Fund - Org - Program - Subprogram - Project - Flexfield) |
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1-56600-55936-25539-43-P-blank-OIFGS | Marketing Allocation to SF F&G Show | $ 1,500 | ||
1-55000-60340-25562-43-P-blank-OIFGS | Hardscape Allocation to SF F&G Show | $ 1,500 | ||
1-56600-60342-25570-43-P-blank-OIFGS | Revenue from SF F&G Show | $ 3,000 | ||
1-55000-57046-25570-43-P-blank-OIFGS | Granting Agency Allocation | $10,000 | ||
Total Appropriations for SF Flower & Garden Show Display (OIFGS) | $16,000 | |||
1-56410-55936-25539-43-P-blank-OIFGS | Printing of handouts | $ 1,000 | ||
1-56410-57046-25570-43-P-blank-OIFGS | Printing of handouts | $ 2,500 | ||
1-56699-55936-25539-43-P-blank-OIFGS | Design of handouts | $ 500 | ||
1-55040-60340-25562-43-P-blank-OIFGS | Specimen rocks | $ 1,500 | ||
1-55040-57046-25570-43-P-blank-OIFGS | Specimen rocks | $ 3,000 | ||
1-55040-60340-25562-43-P-blank-OIFGS | Paving stones | $ 1,000 | ||
1-56724-57046-25570-43-P-blank-OIFGS | TAP labor | $ 1,000 | ||
1-57220-57046-25570-43-P-blank-OIFGS | Vehicle rental for transporting display materials | $ 700 | ||
1-55040-57046-25570-43-P-blank-OIFGS | Accent plant material | $ 300 | ||
1-55040-57046-25570-43-P-blank-OIFGS | Lumber for accent structure | $ 500 | ||
1-55040-57046-25570-43-P-blank-OIFGS | Decorative pots | $ 1,000 | ||
1-56699-60342-25570-43-P-blank-OIFGS | Relocation of trees & shrubs | $ 3,000 | ||
Total Expenses for SF Flower & Garden Show Display (OIFGS) | $16,000 | |||