Requesting Project ChartFields

Those who need access to ChartField functions in OAKS FIN should contact their agency's security designee. Refer to the Maintaining OAKS FIN User Security Roles topic for guidance on using the Online Security Form.

• Only one of the agency ChartFields access roles  (i.e., Requestor or Approver) should be assigned; otherwise, errors may occur. An Approver is able to do everything a Requestor can do.

• Click herehere for guidance on requesting future EFFDT (effective date) updates for Project values.

  • If the value will not be changing in the reporting tree from where it is currently, the tree data in the ChartField request form in OAKS FIN does not need to change (i.e., submit how it defaults into the ChartField request form without changing it).
  • If the value WILL be changing in the tree to roll-up to a different node than it rolls up to currently, that tree change will need to be requested on a separate ChartField request form made AFTER the date that the EFFDT change is to take effect.  
  • • Future EFFDT changes to trees cannot be processed.  
    • Request the ChartField change now via the ChartField request form  (i.e., change of status, change of description, change of budgetary only designation, etc.) and the tree line will be left as it defaults in.  A separate request will be made after the new EFFDT takes effect, and this separate request will have the tree change that is needed.    

Overview

The steps below cover how to proceed with requesting a new Project Code (Chartfield1) ChartField.

When requesting a Department (DEPTID) or Program (PROGRAM_CODE) ChartField or other ChartField type, instead refer to one of these topics:

• Requesting Department ChartFields

• Requesting Program ChartFields

• Requesting ChartFields (other than Department, Program, or Project).

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Set Up Financials/Supply Chains > Common Definitions > Design ChartFields > Define Values > ChartField Request

1. Enter "STATE" in the SetID.

2. Enter "CHARTFIELD1" in the Field Name.

3. Enter the Project Code being requested “<3-digit agency code>[hyphen]<2-digit fiscal year the project was initiated><a sequential number up to 10 characters>” (e.g., "OBM-181234”) into the Field Value.

   • Omit the dash for non-construction projects;

4. Click Add.

• The ChartField Request page displays.

Core Information

5. If this ChartField value should be set up for budgeting purposes only (it will not be used for transactions), select the checkbox in front of Budgetary Only.
6. Enter "01/01/1901" in the Effective Date  field.

• This is the only allowed entry for new values. The request will be rejected if any other date is entered. For inactivation or reactivation requests, this should be set to the desired effective date of the inactivation or reactivation.

7. Enter a Description  (30-character limit).

• Do not use any special characters (i.e., anything not a number or alpha value with the exception of a hyphen {-} or an underscore { _ }).

8. Enter a Short Description  (10-character limit).
9. Populate the Answer to Question *1 with a response. (e.g., Yes, the values meet the standard.)
10. Click Save .

For Capital Projects Only

11. Click on the Long Description link.

• Do not use any special characters (i.e., anything not a number or alpha value with the exception of a hyphen {-} or an underscore { _ }).

12. Include the following information (if available) in the Long Description field.

    1. Project Description and Use of Capital Funds - Provide a general overview of the capital project and a specific description of the service(s) or good(s) the capital funds will be used to purchase.

       1. This information is similar to what would appear in the opening paragraph of a Controlling Board request.

    2. Current Use -  Provide an overview of the current use and users of the bond-financed capital facility or machinery/equipment, including any private business use by private for-profits, not-for-profits, or the federal government.

       1. The agency should maintain a list of all users of its bond-financed capital facilities.

    3. Non-State Ownership – If the state does not own the bond-financed facility, machinery or equipment, then identify who the owner is.

    4. Financing Agreements – Will there be any grant agreements, joint-use agreements, long-term leases or similar agreements entered into by the state agency in connection with the capital project?

       1. The agency should have copies of these use or financing agreements including any amendments.

    5. Management and Operation –  Describe any private management agreements entered into in connection with the facility or project.

       1. The agency should have copies of all management agreements with respect to the facility and any amendments of those management agreements.

• Regularly updating the above information in the Long Description will limit the need for future information requests related to IRS audits of state bonds.

13. Click OK to return to the previous page.

14. Populate the Answer to Question 2 with a response. (e.g., Answers to questions 1-5 in Long Description field.)

Request Action

15. Click Save .

• The Request Action dropdown menu displays.

16. Select "Submit For Approval" from the Request Action dropdown menu.

17. Click Go.

18. Select View Approval Flow  to see designated Approvers.

• The Approval Flow page displays.

•  Once the ChartField request has been submitted, the list of approvers is visible.

19. Select Return.

• Activation of the ChartField has been requested. Approvers will receive an email notification and a new item on their worklist.