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.
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.
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:
DIVISION: BUREAU: SECTION: UNIT:
BUDGET-UNIT: PCA: ALLOC ORG LVL IND:
FUND: FUND DETAIL: ORG REPORT CATEGORY:
PROJECT-NO: PROJECT-PHASE: CONVERTED-ORG:
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.
Your three-digit Agency code. (Control Key - once saved, this cannot be changed.)
The four-character alphanumeric Index code which uniquely identifies the lowest level of the Organization structure. (Control Key - once saved, this cannot be changed.)
The two-digit Budget Fiscal Year to identify the fiscal year of the Index Code. This should not be greater than the current fiscal year or next fiscal year after table rollover. (Control Key - once saved, this cannot be changed.)
Y – Yes. Will show on IPOPS or I-TIME
N – No. Will not show on IPOPS or I-TIME
Enter the Index Title, up to forty characters. Do not leave this blank.
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.
Enter the two-digit Division code or leave blank. If entered, the AGENCY-DIVISION combination must already be in the Division (D03) descriptor table.
Enter the two-digit Bureau code or leave blank. If entered, the AGENCY-DIVISION-BUREAU combination must be in the Bureau (D04) descriptor table.
Enter the two-digit Section code or leave blank. If entered, the AGENCY-DIVISION-BUREAU-SECTION combination must already be in the Section (D05) descriptor table.
Enter the two-digit Unit code or leave blank. If entered, the AGENCY-DIVISION-BUREAU-SECTION-UNIT combination must already be in the Unit (D06) descriptor table.
Enter the four-character Budget Unit code or leave blank. If entered, it must be in the Budget Unit Table (table 20).
Enter the five character alphanumeric Program Cost Account number or leave blank. If entered, it must be in the Program Cost Account (PCA) table 26. If you are Index-driven, this should be entered.
ALLOC ORG LVL IND
Enter the one-character Allocation Organization Level Indicator that indicates the level of Organization and Fund at which you want to post and/or control your allocation for this Index.
The Index Table usually contains data below the level required for appropriation control. This must be to at least the level of appropriation control.
Additionally, this indicator designates if you want the allocation posted/controlled by Fund. You must enter the organization levels on the Index at least at the level of the Allocation Organization Level Indicator. For example, if level 'C' is used, you must enter the AGENCY and DIVISION.
0 – No FUND, No Organization level
1 – No FUND, AGENCY level
2 - No FUND, DIVISION level
3 – No FUND, BUREAU level
4 – No FUND, SECTION level
5 – No FUND, UNIT level
6 – No FUND, INDEX level
A – By FUND, No Organization level
B – By FUND, AGENCY level
C – By FUND, DIVISION level
D – By FUND, BUREAU level
E – By FUND, SECTION level
F – By FUND, UNIT level
G – By FUND, INDEX level
Enter the four-digit Fund or leave blank. If entered, it must be in the Fund (D22) descriptor table and on the budget unit you use.
Enter the two-digit Fund Detail or leave blank. If entered, it must be in the Fund Detail (D23) descriptor table.
ORG REPORT CATEGORY
Enter the four-digit Organization Reporting Category or leave blank. If entered, it must be in the Organization Reporting Category (D43) descriptor table.
Be aware that information in the Index reports may be for multiple projects/phases.
Enter the six-character Project Number and the two-alphanumeric Project-Phase or leave both fields blank. If entered, it must be in the Project Control (PC table 27). This data element may be used to force your agency to manually enter a project number by setting up a dummy project with an end date (project number 999999-99).
Not currently used
Be aware that information on the Index reports may be for multiple grants/phases.
Enter the six-character Grant Number and the two-digit Grant-Phase or leave both fields blank. If entered, it must be in the Grant Control (GC - table 29). This data element may be used to force your agency to manually enter a grant number by setting up a dummy grant with an end date (grant number 999999-99).
Be aware that the Index reports may be for multiple facilities.
Enter the four-character Facility code or leave blank. If entered, it must be in the Facility (D26) descriptor table
Be aware that the Index reports may be for multiple tasks.
Enter the four-character Task code or leave blank. If entered, it must be in the Task (D27) descriptor table
Be aware that the Index reports may be for multiple locations.
Enter the six-character Location code or leave blank. If entered, it must be in the Location (D36) descriptor table
Enter the six-digit Effective Start Date (MMDDYY) or leave blank.
Identifies when the Index Code becomes effective. You cannot make postings to this Index before the effective start date. If left blank, postings can begin at any time.
Enter the six-digit Effective End Date (MMDDYY) or leave blank.
Identifies when an Index Code ceases to be effective. You cannot make postings to this Index after the effective end date. If left blank, you can post at any time. If you do not want this Index rolled forward into the next fiscal year, put a 06-30-XX end date on before table rolls.
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 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.
Lists all of the organization structure including, agency, division, bureau, section, unit, and the corresponding index within each structure hierarchy. You can request this report for one or multiple fiscal years using SS1 for the four-digit beginning fiscal year and SS2 for the four-digit ending fiscal year. This will report only that organization structure which has not been purged.
Index Code Table Listing
Lists all index codes on the index code table with all the “lookup" structure information.