​Introduction

Most agencies are either PCA-driven or Index-driven. Some agencies are both. The Index Code is a four-character, alphanumeric organizational element within the structure of your agency. The Index Code also provides the means for recording accounting data at various levels of organizational detail. Your agency normally sets up Index codes at the first of each year. However, additions and some changes can be made during the year. STARS or IBIS can generate different levels of reports for your agency based on the agency structure. 

STARS requires most transactions to have both a four-character alphanumeric Index and a five-character alphanumeric PCA. 

The agency defines the organization structure necessary before assigning the Index Codes. Record or write down the hierarchical relationship between Agency, Division, Bureau, Section and Unit. 

• Complete any related Descriptor Table Maintenance forms before completing the Index Table Maintenance Form (see the menu on the left). Be sure other table entries for the Fund and other optional codes are entered. See "Other Related Descriptor Tables" below, and also see the "data element" descriptions below.See "Other Related Descriptor Tables" below, and also see the "data element" descriptions below.
• Assign unique Index Code numbers to each of your lowest level organizational units. It can help to develop a logical numbering convention for your Index codes.
• You can set up an Index to "look up" a PCA, Fund, Budget Unit, and other codes so that when a person enters the Index on a transaction and the transaction is saved, those codes will be entered on the transaction automatically. Do this by entering the Fund, Budget Unit, or other codes on the Index Table (see below).
• Determine the organization level at which you will track and/or control allocations.

Other Related Descriptor Tables

STARS uses Descriptor Tables to validate the elements of the organization structure and other classification elements included in the Index Code Table.

If the Function, Activity, Program, Element, Facility, Task, and Location are used, they must be entered in their respective Descriptor Tables before setting up an Index. If you use a Project or Grant on the PCA, they must also be entered on the respective Project Control Table or Grant Control Table.

Index Code Table Maintenance/Inquiry S024 Data Entry

VERSION 3.1         STARS--INDEX CODE TABLE MAINTENANCE/INQUIRY                        S024

FUNCTION:      (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                   

AGENCY: 000       INDEX:                         BFY:                                           PRI:        

TITLE:                                                                       

        DIVISION:                     BUREAU:                              SECTION:                             UNIT:                                 

BUDGET-UNIT:                                PCA:                   ALLOC ORG LVL IND:        

             FUND:                  FUND DETAIL:            ORG REPORT CATEGORY:        

 PROJECT-NO:            PROJECT-PHASE:                       CONVERTED-ORG:        

     GRANT-NO:                GRANT-PHASE:                                      

        FACILITY:                                TASK:                       LOCATION:                       

Enter the one-character Function: A - ADD a new record, C - CHANGE an existing record, DELETE is not used. (Enter an end date on the Index to stop usage and/or eliminate table rollover into the next fiscal year)., R - RECALL a record.

The following tables describe the data elements on the S024 screen.

The following data elements are the Information or Lookup elements used to reduce manual data entry.

• Once you enter these indicators, you should not change them. However, if you need to make a change, we recommend that you make the change on the Index for the new fiscal year.

• The level you use will be the level displayed on the online File Inquiry screens.

• If a high degree of detail is required for reporting purposes then this indicator must reflect that degree of detail. Reports can be produced with information at more summarized levels, but reports cannot be ordered for a lower level of detail then is posted to the file. This level should be the lowest level of detail that you may want on your reports and online.
  

How to Correct or Adjust

If you enter Index controls incorrectly, correcting the Index table will not correct the transactions that have already processed in STARS.  To correct prior postings, you would need to complete the following steps:

DAY 1 – TO REVERSE THE INCORRECT TRANSACTIONS

1.         Set this table to the incorrect controls.

2.        Enter adjusting entries to reverse out the posted transaction.

3.        Release the batch for processing in the nightly processing.

 WARNING:  Do not release any other batches for that day that might post to the incorrect Index information. If you do, they will process under the incorrect controls and will have to be reversed.

DAY 2 – TO RE-ENTER THE OLD TRANSACTIONS

1.   You should set this table to the correct controls.

2.  You must enter adjusting entries to re-post the old transactions to the correct controls.

3.   You can release the batch, as well as other batches you have held, for processing in the nightly processing.

 NOTE:  If you are making the change upward, you may be able to leave the old data as is and request your reports at the higher level.  However, your on-line information for those transactions already posted would be at the lower level and would not combine on the on-line screens.

Reports

Reports can be run in IBIS that will show your agency details of Statewide Classification structure.

In Online Reporting on the SCO Web site, DAFR Reports (below) are available.