SUBJECT:

Early Index Inactivation Process

The Early Index Inactivation (EII) application is another Sponsored
Project Excellence Achieved through Redesign (SPEAR) project developed
by the SPEAR Early Index Inactivation Team. It is designed to assist
departments in keeping expenditures within budgeted allocations for
sponsored project activities.

In our operating environment, expenditures originate at many sites from
numerous functions. The financial systems do not confirm funding
availability for an expenditure's cited fund source. Consequently,
the departments must follow up with corrective actions to transfer
excessive costs to an acceptable funding source.

The EII application is now available and provides departments the means
to restrict expenditures on a sponsored project that is or close to
exceeding the funded allocation. This is achieved by the entry of an
Early Index Inactivation Date (EIID) to the IFIS Chart of Accounts (COA)
for a sponsored project's Index Number. Department personnel will use
the INDEXCPY screen in IFIS to achieve these entries.

Once the EIID is entered, IFIS filters out the following transaction
types with dates that exceed the EIID: new payroll distribution lines,
new purchase order entries, and recharges in both online data entry and
batch processes. The EIID edit will occur at the point of entry so that
an appropriate funding source can be determined immediately.

Recharge units will need to access the Data Warehouse daily to update
their operating systems for index numbers with an EII date. Requests
for goods or services will have to be validated by index number for an
assigned EII date prior to processing the order.

The following BFS General Accounting Web site provides the related
policies, procedures, instructions and examples for this process.

http://www-bfs.ucsd.edu/gen/services/erlyinac/eiicovsc.htm

http://www-bfs.ucsd.edu/gen/services/erlyinac/eiicovsc.htm

If you have questions regarding this process, please contact
Miles Bowler at mailto:mbowler@ucsd.edu or extension 2-1808.

Miles L. Bowler SPEAR Project Administrator

SPEAR EII Team:
   Rick Espinosa Rachel Mercado
   Mary Hart Minerva Nelson
   Lyle Kafader Helen Olow
   Susan Maciel Richard Siegel
   Laurie Martin Jan Specht
   Judie Mayne Susan Valle