SOP_NUMBER: 406.01
TITLE: System Description
REFERENCE_CODE: IVG01-0001
DIVISION: Administrative & Finance
TOPIC_AREA: Policy-Administration and Finance
EFFECTIVE_DATE: 2018-07-10
WORD_COUNT: 392
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105118
URL: https://gps.press/sop-data/406.01/

SUMMARY:
This policy describes the PeopleSoft Financial Accounting System (TeamWorks) used by the Georgia Department of Corrections to record and process financial transactions. The system provides internal management reporting on expense and budget balances, meets state reporting requirements for the Office of Planning and Budget and State Auditor, and tracks expenditures of non-state funds such as federal grants. It is designed to expedite accounting data processing and provide comprehensive financial reporting capabilities.

KEY_TOPICS: PeopleSoft, TeamWorks, financial accounting system, transaction recording, budget tracking, expense reports, fund management, state auditor reporting, federal grants, financial management information

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**System Description|**Policy Name:**System Description|**Policy Name:**System Description|
|**Policy Number:**406.01|**Effective Date:**7/10/2018|**Page Number:** 1 of 2|
|**Authority:**<br>Commissioner|**Originating Division:**<br>Administration and Finance<br>Division (Financial<br>Services)|**Access Listing:**<br>Level I: All Access|



**I.** **Introduction and Summary:**

To describe the system by which transactions are recorded.

**II.** **Authority:**

A. O.C.G.A. §50-5B-3(a)(2 );

B. TeamWorks System Customer Service Support Service Level Objective (SLO)

[http://sao.georgia.gov/teamworks-service-level-objective; and](http://sao.georgia.gov/teamworks-service-level-objective)

C. ACA Standards: 1-CTA-1B-06, 4-4027, 4-4031, and 4-4032.

**III.** **Definitions:**

A. State Accounting Office (SAO) - Office of Planning and Budget (OPB);

[PeopleSoft Financial Accounting System (TeamWorks)_http://sao.georgia.gov/](http://sao.georgia.gov/)

**IV.** **Statement of Policy and Applicable Procedures:**

A. **System Description:** The PeopleSoft Financial Accounting System is designed

to assist the user agency by expediting the processing of accounting data and by
providing comprehensive reporting capabilities. TeamWorks is designed to meet
the three (3) primary accounting needs of state departments: Internal
management information, OPB, SAO and State Auditor reporting requirements,
and reports on funds received from non-State sources.

B. **Internal Management Information (Responsibility Reports):** Internal

managers need data that reflect the status of expense and allotment balances. By
establishing organization units to reflect areas of responsibility and by recording
expense and budget data by organization unit, TeamWorks provides information
to management about the performance of responsibility areas.

C. **OPB, SAO and State Auditor Requirements:** TeamWorks provides the

necessary reporting requirements for OPB, SAO and the State Auditor.

D. **Reporting Requirements for Funds Received from External Sources:**

TeamWorks is designed to provide proper identification of costs related to
operations partially or totally funded by non-state funds. As activities may cross
lines of authority, federal grants may be of such a nature that they may involve


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**System Description|**Policy Name:**System Description|**Policy Name:**System Description|
|**Policy Number:**406.01|**Effective Date:**7/10/2018|**Page Number:** 2 of 2|
|**Authority:**<br>Commissioner|**Originating Division:**<br>Administration and Finance<br>Division (Financial<br>Services)|**Access Listing:**<br>Level I: All Access|



several activities and organization units within a department. Federal grants may
be identified as fund sources, thus producing the capability of recording and
reporting the expenditures of non-state funds.

**V.    Attachments:**

None

**VI.** **Record Retention for Forms Relevant to this Policy:**

None