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 | 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 |