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Data Dictionary

A data dictionary is a collection of names, definitions, and attributes about data elements that are being used or captured in a database or information system. It describes the meanings and purposes of data elements within the context of a project, and provides guidance on interpretation, accepted meanings and representation. 

Download the data dictionary as a spreadsheet.

Data Dictionary

Field Name Field Type Description Notes Dashboards
Account ID Varchar(10) Account code; 6 digits Reference to classification of expense or revenue transaction Expenditures, Non-General Fund Revenue, and Vendors
Account Name Varchar(50) Account description Reference to classification of expense or revenue transaction Expenditures, Non-General Fund Revenue, and Vendors
Acquisition Cost Decimal(28,7) Cost of the asset Refers to the cost of an asset at time of purchase, not the depreciated value of an asset Assets
Acquisition Date Date Date the asset was acquired   Assets
Agency ID Varchar(5) Agency code, 5 digit number Ex. 00060; Business Unit represents an agency (see Agency note) Assets, Expenditures, Non-General Fund Revenue, Vendors, Pcard and Tcard, and General Fund Appropriations
Agency Name Varchar(40) Name of agency References a state agency under the Executive branch, a separately elected official, or the divisions within the Legislative and Judicial branches of government. Agency may references a subdivision of an agency; Ex. Department of Corrections has several facilities that are classified in the state's accounting system as an agency. Assets, Expenditures, Non-General Fund Revenue, Vendors, Pcard and Tcard, All Agency Employment, Largest Employed State Agencies, Employment Trending, and General Fund Appropriations
Amount Decimal(28,3) Line Amount   Expenditures, Non-General Fund Revenue, Vendors, and General Fund Appropriations
Appropriated Amount Decimal(28,3) Amount appropriated Appropriations are established by the Indiana General Assembly and managed by the State Budget Agency General Fund Appropriations
Asset Description Varchar(40) Description of asset Specific description of an asset; Agencies have the ability to assign their own values to this field Assets
Asset ID Varchar(12) Asset identification number Asset ID is not unique overall, but is within a single agency Assets
Asset Type Description Varchar(40) Type of the asset Broad category of the asset; The state has 10 asset types. To simplify the dashboard the "intangible" asset type is combined with the "other" asset type. Assets
Budget Category Varchar(16) Budget classification Ex. Higher Education & Medicaid General Fund Appropriations
Cash Reserves Decimal(28,3) Amount of reserves   State Reserves
Category Description Varchar(40) Asset category description Ex. Computers & Accessories; Classification of an Asset Assets
Date Updated Date Date of latest data extraction from source data   Employment Trending
Debt Category Varchar(16) Classification of Debt The Indiana Finance Authority classifies debt as BMVC Debt, Gas Tax Funded Debt, Payment Delays Debt, State Tax Funded Dept, and Toll Funded Dept. Debt Overview
Department Varchar(10) Department, 6 digit number Ex. 493006; Refers to a functional area within an agency (ex. administration, legal) All Agency Employment and Largest Employed State Agencies
Division of Government Varchar(70) Function of government The State of Indiana functions of government include Education, Health and Human Services, Public Safety, General Government, Construction, Economic Development, Conservation and Environment, Distributions, and Transportations All Agency Employment and Largest Employed State Agencies
Dollars Decimal(28,3) Line Amount   Debt Overview
Expenditure Category Varchar(41) Classification of expenditure ex. Contractual Services, Social Service Payments; Vendor information excludes Distributions to Other Governmental Units and Grants to Other Governmental Units or External Entities Expenditures and Vendors
Fiscal Year Varchar(4) Fiscal year of transaction The state operates on a fiscal year beginning July 1 and ending June 30 Expenditures, Non-General Fund Revenue, Vendors, Pcard and Tcard, State Reserves, and General Fund Appropriations
Function of Government Varchar(70) Function of government The State of Indiana functions of government include Education, Health and Human Services, Public Safety, General Government, Construction, Economic Development, Conservation and Environment, Distributions, and Transportations Expenditures, Non-General Fund Revenue, Vendors, and General Fund Appropriations
Fund ID Varchar(5) Fund code, 5 digit number Ex. 71660; References operating funds under a legal fund Assets, Expenditures, Non-General Fund Revenue, Vendors, and General Fund Appropriations
Fund Name Varchar(40) Fund description Ex. IND OFC OF TECHNOLOGY; References operating funds under legal fund Assets, Expenditures, Non-General Fund Revenue, Vendors, and General Fund Appropriations
Funding Source Varchar(70) Funding source description Ex. General Fund (G), Federal Fund (F); Source of funding Expenditures, Non-General Fund Revenue, and Vendors
Journal Agency ID Varchar(5) Agency code, 5 digit number Refers to the agency reporting the ledger entry. Ex. 00060; Business Unit represents an agency (see Agency note) Expenditures, Non-General Fund Revenue, and Vendors
Journal Date Date Date the transaction posted to the ledger   Expenditures, Non-General Fund Revenue, and Vendors
Journal ID Varchar(10) Reference number to ledger transaction   Expenditures, Non-General Fund Revenue, and Vendors
Last Updated TIMESTAMP Date of latest data extraction from source data   Assets, Expenditures, Non-General Fund Revenue, Vendors, Pcard and Tcard, All Agency Employment, Largest Employed State Agencies, General Fund Revenue by Source, General Fund Revenue Growth, General Fund Revenue Trending, Debt Overview, State Reserves, and General Fund Appropriations
Legal Fund ID Varchar(20) Legal Fund Code; 4 digits Ex. 1000; References money set aside for a particular purpose Expenditures, Non-General Fund Revenue, and Vendors
Legal Fund Name Varchar(70) Legal Fund Description Ex. General Fund, State Highway Fund; References money set aside for a particular purpose Expenditures, Non-General Fund Revenue, and Vendors
Merchant Category Code Varchar(40) Merchant category code as assigned by Visa   Pcard and Tcard
Merchant Name Varchar(40) Merchant name   Pcard and Tcard
Month Varchar(9) Month the transaction is recorded   General Fund Revenue by Source and General Fund Revenue Trending
Pcard or Tcard Varchar(5) Type of card The state utilizes separate purchasing cards (procurement cards) and travel cards. JPMCP = Purchase Card and JPMCT = Travel Card. Pcard and Tcard
Percent Growth Percentage Growth rate   General Fund Revenue Growth
Profile Description Varchar(40) Classification of Asset Ex. Office Building, Educational Building; Sub classification of an assets category Assets
Revenue Decimal(28,3) Amount of revenue collections   General Fund Revenue Trending
Revenue Category Varchar(71) Classification of revenue by source Ex. Sales & Rental Revenue and Grant Revenue Non-General Fund Revenue
Revenue Type Varchar(27) Classification of General Fund revenue by source   General Fund Revenue by Source
Revenue Source Varchar(23) Source of revenue   General Fund Revenue by Source
Source Varchar(40) Data location Ex. PeopleSoft Financials, the state's financial operating system; PeopleSoft HR, the state's human resource operating system; HEA 1001, the Budget Bill, or other sources. Assets, Expenditures, Non-General Fund Revenue, Vendors, Pcard and Tcard, All Agency Employment, Largest Employed State Agencies, Employment Trending, General Fund Revenue by Source, General Fund Revenue Growth, General Fund Revenue Trending, Debt Overview, State Reserves, and General Fund Appropriations
Transaction Amount Decimal(26,3) Transaction amount   Pcard and Tcard
Transaction Date Date Date of transaction   Pcard and Tcard
Transaction ID Varchar(24) Transaction identification number   Pcard and Tcard
Agency Unit Varchar(40) Agency Name References a state agency under the Executive branch, a separately elected official, or the divisions within the Legislative and Judicial branches of government. Agency may references a subdivision of an agency; Ex. Department of Corrections has several facilities that are classified in the state's accounting system as an agency. All Agency Employment and Largest Employed State Agencies
ValueM Varchar(7) Amount of revenue collections   General Fund Revenue by Source
Vendor ID Varchar(10) Vendor's identification number   Expenditures, Non-General Fund Revenue, and Vendors
Vendor Name Varchar(50) Name of vendor Expenditures to state vendors will reference the vendor name. All other general ledger transactions will reference the journal type.

General Ledger Transaction - Adjustments, Allocations, or Transfers within the General Ledger
Agency Payments - Payments include Department of Revenue Refunds, Welfare Recipients, and Child Support
Accounts Receivable Transaction - Includes Accounts Receivable and direct cash deposit transactions
Employee Expense Transaction - Employee reimbursement
Payroll Transaction - Payroll expenditures
Expenditures, Non-General Fund Revenue, and Vendors
Voucher ID Varchar(8) Invoice transaction identification number   Vendors
Year Varchar(4) Fiscal year of transaction The state operates on a fiscal year beginning July 1 and ending June 30 General Fund Revenue Growth and Debt Overview

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