State of Wisconsin WISE Account Map and Crosswalk - GLUTRSWIAC (PIUPAC)
Overview
This process pulls either Budget or Actuals information from the Budget/Actual tables of the BusinessPlus General Ledger subsystem using the local General Ledger account structure. It then uses rules in the Account Map/Crosswalk (GLUTRSWIAC) page to convert the local account structure to the state’s accounting structure. After conversion, the process sorts the records by the local account string and sums the records into a single record for each unique local account string. It then creates the flat file and sends it to the PowerSchool DEX team using a Secure File Transfer Protocol (SFTP). The DEX team processes and uploads the file to the state DPI system using the Ed-Fi standards.
WISE Data Setup and Rules Creation
All records are identified by a State and Local 18-character WOFAR code using the following format: Fund (2), Type (1), Location (3), Object (3), Function (6), Project (3). Refer to Common Codes RRWI / PARTNDX1 and RRWI / PARTNDX2.
PIUPAC Mapping Page
Use this page to convert from the local account structure pertaining to the WOFAR code to the state’s accounting structure WOFAR codes.
Start Date: Date when the rule becomes active.
End Date: Date when the rule becomes inactive. Leave blank for no end date.
Code Name: User-defined name to hold a group of rules. Some rules can be only State rules meaning that they only apply to the State WOFAR code and do not affect the Local WOFAR code in the file. To indicate a State rule, the Code Name field must be “STATE”. All rules will be applied to the State WOFAR code, but only rules without a Code Name of “STATE” are applied to the Local WOFAR code.
Value: User-defined value to define a specific rule.
Fund: Not used. Leave blank.
Function: Not used. Leave blank.
Object: Not used. Leave blank.
Organization: Not used. Leave blank.
Fiscal Year: Not used. Leave blank.
Program: Not used. Leave blank.
Code Name 1-6: These fields hold the names of the selection criteria to be used to select the transactions that the rule will be applied to. They can be any Code field from the GLUPGN page on the Primary or Supplemental Parts tabs under the Org Key or Object tabs. For example, for Primary Parts under the Org Key tab, one could have Org Key Code = KEY then, under the Primary Key Parts, Select Code Titles tab one could have the following in the Code column: Part 1 = FUND, Part 2 = LCTN, Part 3 = FUNC, Part 4 = SFNC, Part 5 = PROJ.
Part Match 1-6: These fields hold the values associated to the Code Name 1-6 to be mapped from. The wild card character * (asterisk) can be entered in this field. For example, if you want all values that start with 12 then enter 12*.
Code Name 7-11: These fields hold the names of the WOFAR fields that are to be mapped to. They are limited to the following 6 values: FUND, TYPE, LOC, OBJECT, FUNCTION, PROJ.
Part Match 7-11: Holds the values to map to in the WOFAR code.
For PIUPAC, click the Submit button to launch the process.
An output file will be created in the ADMIN/SFTP directory on the APP server with the following naming convention. “BP-WI-AAAAA-C-CCYYMMDDHHMMSS.csv” where AAAAA is the District ID number, C is “A” for actuals or “B” for budget information and CCYYMMDDHHMMSS is a date-time stamp.
How does the file get to the DPI website?
There is an automated workflow process that wakes up at 6PM every evening and searches the ADMIN/SFTP directory on the APP server for any file that has a .csv extension. It then sends the file via SFTP to the PowerSchool DEX System for processing and appends a “.Sent” to the file so it will not be sent more than once.
The DEX system then processes the file and sends it to DPI. You should be able to see the file on the DEX and DPI websites the next day screen that maps the following:
If the BusinessPlus Object code is 200711 and the Key/Obj part code with name SFNC starts with 12 then WOFAR Object is 410.
Example: Account Map/Crosswalk (PIUPAC) screen
Start Date = 06/30/2020
Code Name = LOCAL
Value = R101
Code Name 3 = OBJ
Match Value 3 = 200711
Code Name 4 = SFNC
Match Value 4 = 12*
Code Name 9 = OBJECT
Match Value 9 = 410
Run the Import Process
After all setup and mappings are complete, run one of the import processes using mask GLUTRSWIIA or GLUTRSWIIB to import Actuals or Budgets.
The following questions will be asked:
As of Date: Enter the as of date from which you want the transactions to be created.
Submission Year: Enter the four-digit submission year.
Submission Number: Enter the user-defined four-digit submission number. This should be left as the default unless you want to hold multiple submissions in the BusinessPlus database at the same time.
District ID: Enter state-defined District ID number.
Budget Version to be used: This is for Budget Import only. Select budget version to be used when extracting budget information.
Purge duplicate PEIMS entries?: By default, this is selected as Yes.
Suppress records that have zero amounts?: Select Yes if you do not want zero amount entries to be inserted in the output file.
Then click the Submit button to launch the process.
An output file will be created in the ADMIN/SFTP directory on the APP server with the following naming convention. “BP-WI-AAAAA-C-CCYYMMDDHHMMSS.csv” where AAAAA is the District ID number, C is “A” for actuals or “B” for budget information and CCYYMMDDHHMMSS is a date-time stamp.
FAQs
How does the file get to the DPI website?
There is an automated workflow process that wakes up at 6PM every evening and searches the ADMIN/SFTP directory on the APP server for any file that has a .csv extension. It then sends the file via SFTP to the PowerSchool DEX System for processing and appends a “.Sent” to the file so it will not be sent more than once. The DEX system then processes the file and sends it to DPI. You should be able to see the file on the DEX and DPI websites the next day.