The common chart of accounts uses standardised names and codes/numbering for:
- cost centres (sometimes also called 'outputs')
- entity / campus.
Cost centre codes together with account codes underpin the reporting process. When applied in conjunction with the business rules, it streamlines reporting of financial information to the Department of Health and Human Services in terms of cost centre / program level.
Account codes are numeric (5 digits) and are used for identifying the nature of a transaction. These are classified into revenues, expenses, assets, liabilities and equity in reporting financial information.
Only valid account codes are transmissible for reporting to the department. A list of valid account codes is available by logging onto HealthCollect.
Cost centre codes
Cost centre codes are alphanumeric (single letter followed by four digits) and are broadly organised to identify the following high level groupings/outputs:
- acute inpatients
- sub-acute services
- mental health services
- aged care services
- primary health services
- other programs
- clinical services/support and corporate services
- specific purpose funds
- balance sheet.
Only valid cost centre codes are transmissible for reporting to DHHS. A list of valid cost centre codes is available by logging onto HealthCollect.
The transmissable account codes and transmissable cost centre codes are complete lists of all valid account codes and cost centre codes. They are used by the CCOA data import facility (through the F1) to ensure all submitted account codes and cost centre codes are valid. If the code is listed it is transmissible.
A code checker is available to ensure that the account code and cost centre code combinations are valid.
A list of transmissible acocunt codes and transmissible cost centre codes is available by logging onto HealthCollect.
Entity and campus codes
The entity and campus codes are unique and are allocated by the department. These codes enable reporting of financial information at these levels.
Campus codes are the agreed level for second-tier reporting for hospitals that provide their general ledger data on a month basis. Only valid entity and campus codes are accepted through the file upload process through HealthCollect.
Mapping of codes
The use of the common chart of accounts codes for accounts and cost centres is mandatory when submitting data to the department. It is strongly advised that entities use the codes in the common chart of accounts as their own chart of accounts.
However, some entities do use their own chart of accounts, in which case they must map all their codes into the common chart of accounts codes for transmission to the department. Mapping is the process of reformatting data to align with the department's requirements. Mapping assists hospitals in providing consistent information to the department.
AFR mapping for whole of Victorian Government reporting to the Department of Treasury and Finance
The Department of Treasury and Finance (DTF) requires all Victorian government departments to provide, each month, consolidated financial data for all of their respective portfolios. This is used for whole-of-Victorian-Government (WoVG) financial reporting and analysis. DTF uses the State Resource Information Management System (SRIMS) and requires data in the form of a WoVG SRIMS chart of accounts. The department has mapped the CCOA codes into the SRIMS chart of accounts to enhance consistency of data for the DHHS portfolio entities.
A list of account codes, mapped to the SRIMS chart of accounts, is available by logging on to the HealthCollect website.
The Code Checker is stand-alone tool that provides a simple mechanism for checking the validity of combinations of account codes and cost centre codes for F1 reporting to the department. Only valid combinations are accepted on upload of the trial balance into the F1 and invalid combinations will cause the file to reject.
The code checker is available by logging on to the Healthcollect website.
Benchmarking hospital financial performance
The department has developed a suite of measures to assist identification of areas for management action. Reports on various benchmarking measures are produced quarterly and published online. These can be accessed from the Benchmarking Updates website (Note: A login and password is required to access this information).