Purpose & Gift Cleanup Initiative
Project Overview
In partnership with the Controller’s Office, Philanthropic & Alumni Engagement, and the Office of the Provost, Pitt Digital is leading a comprehensive review and cleanup of purpose codes within the PRISM chart of accounts. This initiative aims to improve financial data quality, ensure accurate gift classification and stewardship, and enhance reporting capabilities across the institution. Phase I of the project has been completed.
Phase II launches in April 2026 and requires Responsibility Center Directors of Administration to review records and identify necessary updates by May 29, 2026. There are six categories of cleanup required; see the RC/Department Tasks section for detailed instructions.
Pitt Digital will coordinate all system updates with RCs and the appropriate central offices. Engagement Leaders/Project Managers will be reaching out to schedule meetings to review progress, answer questions and coordinate with PAE and the Controller’s Office. Please do not contact the central areas until you have met with the Pitt Digital team.
For questions about the process and/or data, see the Timeline and Support section.
Summary Cleanup Categories:
Review of purpose code net asset balances and purpose type assignments
Review of purpose codes and corresponding gift records
Review of purpose codes with multiple gift records assigned
Review of gifts with missing system gift descriptions
Review of purpose codes designated as gift types with no matching active gift record
Review of inactive purpose combinations matched to gift records
Phase I: Activities Completed
The first phase included analysis of current PRISM purpose codes and Philanthropic & Alumni Engagement (PAE) gift records. The PAE gift record system is Affinaquest. A pipeline for Affinaquest data was built to store gift record information in the University data warehouse. Recommendations for consolidation of gift classifications and gift designation setup were accepted and implementation is underway.
The PRISM purpose code reporting attribute structure has been expanded to provide better categorization and tracking of university funds. Existing purpose codes have been mapped to the new categories and many purpose codes have been disabled. A new attribute was activated to systematically map endowment income to endowment principal.
Key changes include:
PRISM Purpose Type Code Restructuring: Purpose type codes reporting attributes have been expanded from simple single-digit categories (0–9) to more granular three-digit codes (e.g., 100–130 for Financial Aid, 500–550 for Endowment types, 600–690 for Plant/Property). This provides clearer differentiation between fund types and improves financial reporting. The full Purpose Type Code list and definitions can be found here: (download the file for full viewing)
A Related Endowment Account reporting attribute was added to systematically link endowment principal and endowment income. The current process requires manual tracking by matching the last 4 digits of the purpose code and entity pairs.
Purpose Code & Gift Record Alignment: PRISM purpose codes and corresponding financials are being systematically matched to Affinaquest gift records to surface key gift attributes such as classification and gift description. The initial dashboard collection displays this information for data cleansing and QA purposes. Once the initial department cleanup is complete, it will be incorporated into the Fiscal Panther collection.
Gift Designation, Setup & Reporting: The process for classifying gifts and when to allow the combination of gifts has been updated within PAE. Review of the current process found inconsistent use of reference codes in Affinaquest to designate unique gifts. The process going forward is to discontinue use of reference codes in Affinaquest to differentiate gifts — allowing consolidation (a) where gifts share the same purpose and (b) the donor permits. Reference codes may continue to be used in PRISM.
New classifications are being implemented in Affinaquest. The new classifications and mapping of existing classifications to the new categories can be found here: (download the file for full viewing)
Data Quality Improvements: Inactive accounts, duplicate records, and outdated classifications were identified where possible by central areas. Processes have been put in place for the Controller’s Office to use updated purpose types for new records.
Phase II: Required RC/Department Tasks
Phase II of the project requires RC action to review multiple aspects of purpose code and gift records. Follow-up meetings will be scheduled with Directors of Administration through Pitt Digital to review results and coordinate system changes in bulk. Pitt Digital will coordinate with the central offices to process necessary updates identified by RCs.
The Purpose and Gift Review dashboard has been created to facilitate analysis for the following six cleanup tasks.
(1) Review PRISM Accounts with Active Purpose Codes
Use this section to review nets asset balances of active purpose codes and the new purpose type assignment. Multiple filter options are available, and data can be downloaded as a template for tracking requested updates — select CSV format to avoid merged cells. See this section for dashboard use and field descriptions.
Action Required: Review purpose codes with $0 net assets (subcode 3010) and/or no recent activity. Identify those that should be disabled. This view displays values in entity 04 and 09 only, other entities are being reviewed by the Controller's Office.
Action Required: Verify that purpose codes have been assigned to the correct new Purpose Type categories under the new structure. Identify purpose codes that need to be updated to a different existing purpose type code.
New Purpose Types: (download the file for full view)
Action Required: Consider whether discretionary accounts that are not gift-funded should be further categorized; should there be a new type code? (e.g., discretionary reserves, start-up funds, special allocations).
Pitt Digital will work with you to coordinate any determined changes or potential new categories.
(2) Review PRISM Accounts and corresponding PAE records
Use this section to review PRISM purpose codes matched to PAE gift records. Multiple filter options are available, and data can be downloaded as a template for tracking requested updates — select CSV format to avoid merged cells. See this section for dashboard use and field descriptions.
Action Required: For purpose codes matched to gift records in the PAE system, verify that the gift classification is accurate and the PAE gift description matches the classification. Identify records where the gift classification or gift description may need updated.
PAE is in the process of consolidating gift classification categories. See this file for information on the existing categories and the definitions for each to determine accuracy: (download the file for full viewing)
Action Required: Verify the gift designation is still in use. The PAE created date and last GL activity date can assist with analysis. Identify records where the gift designation can be made inactive.
Pitt Digital will work with you to coordinate any determined changes.
(3) Review Purposes with multiple Gift assignments
Use this section to review purpose codes matched to multiple gift records/designations. Multiple filter options are available, and data can be downloaded as a template for tracking requested updates — select CSV format to avoid merged cells. See this section for dashboard use and field descriptions.
Action Required: Review purpose codes linked to multiple gift records. Identify which gift records can be made inactive, need reclassified, or moved to new purpose codes (new purpose code needed).
Gift designations cannot use the same purpose code if the PAE gift classification is not the same (donor intent for the gift is not for a common purpose); different reference codes do not make the designation unique
If the donor intent of the gift matches an existing purpose and the donor agrees, they can use the same purpose code (combine gifts in one purpose code). The PAE Gift Classification must be the same.
If the donor is giving for a named fund (expense tracking required), it should be assigned its own purpose code to accurately track spend. As an example, a gift for program support should not be combined with a gift for scholarship.
Action Required: Identify gifts that have reference codes. Reference is not correctly used in PAE to differentiate a gift. Net assets are not calculated at the reference number. References can continue to be used in PRISM but not in gift designations. Identify which gifts records using reference codes can be made inactive, updated, or moved to new purpose codes (new purpose code needed).
Pitt Digital will work with you to coordinate any determined changes.
(4) Review Accounts with no Gift descriptions
Use this section to review PAE designations missing system gift descriptions (field was not entered but likely in scanned documents). Multiple filter options are available, and data can be downloaded as a template for tracking requested updates — select CSV format to avoid merged cells. See this section for dashboard use and field descriptions.
Action Required: Review gift records that are missing a gift description; data is missing in Affinaquest. In these cases, the record may predate the system and exists in a scanned gift agreement. PAE is working to update these records based on activity and thus department review is beneficial. Identify records where the gift designation is still in use and those that can be made inactive.
Pitt Digital will work with you to coordinate any determined changes.
(5) Review Invalid Gift Type
Use this section to review purpose codes incorrectly assigned to “Gift” purpose types or where the gift was made inactive in Affinaquest. Multiple filter options are available, and data can be downloaded as a template for tracking requested updates — select CSV format to avoid merged cells. See this section for dashboard use field descriptions.
Action Required: Review purpose codes classified as gifts or endowment distributions that do not have a corresponding gift record in Affinaquest (Designation field is Null). These purpose codes cannot keep this type code if there is not a corresponding gift record. Consider whether discretionary accounts that are not gift-funded should be further categorized (e.g., discretionary reserves, start-up funds, special allocations). Identify a new purpose type code to be assigned.
New Purpose Types: (download the file for full view)
If you believe there should be a gift record, note the purpose code and we will review with PAE.
Action Required: Review purpose codes matched to inactive gifts records (Designation field is not null). If the purpose was matched to multiple gift records, it is possible that only some are inactive, review the multiple gift assignments view to verify. Identify purpose codes that can be made inactive or purpose type code/gift designations that need updated.
Pitt Digital will work with you to coordinate any determined changes or potential new categories.
(6) Review PAE Gifts with no matched PRISM account
Use this section to review purpose codes and gifts to be disabled. Multiple filter options are available, and data can be downloaded as a template for tracking requested updates — select CSV format to avoid merged cells. See this section for dashboard use and field descriptions.
Action Required: This views shows active PRISM purpose codes that are matched to PAE gifts but all account combinations using the purpose code have been disabled. Review to verify these gifts/purpose codes should no longer be active. Identify purpose/gift records that can be made inactive.
Pitt Digital will work with you to coordinate any determined changes.
Using the Dashboard
The dashboard is designed to review all cleanup categories in a consolidated view. Click on a number/title in the header of the window to display the specific records in that category. If your area, based on GL security, does not have any records in one or more of the six categories, the section will be blank.
The “i” icon in the upper right corner will link back to the specific instructions for the category.
When selecting a filters used in multiple views, the filter item will carry over to other views in the collection. Review the selected filters for each view to ensure all records for review are displayed.
Fields Available
Entity - a 2 digit code established to group together similar sources and uses of funds into a self-balancing fund group
Responsibility Center - a budgeting and financial reporting unit such as a school, branch campus, executive office, or support unit designated by the University
Department - a 5-digit segment of Pitt's account number structure. It represents the organizational unit responsible for the account
Purpose - used to account for funds that have been restricted or designated for specific purposes by donors, departments and/or responsibility centers
Purpose Type - a classification attribute assigned to a Purpose code that groups it into a broad functional or financial category — essentially answering the question "what kind of fund is this?" It is used to drive reporting, system behavior, and dependent attribute requirements
Reference - an optional segment used by individual schools to track their own distinct subsets of activities within a given account or across all of their accounts; the values of this segment are only meaningful at the individual school or department level
Created in PAE - date the designation was created in Affinaquest
Designation Code - unique Affinaquest code that can be used to search for designations
Constituent Name - name to appear to constituents on things like acknowledgement letters and websites
Gift Desc (indicator) - symbol indicates whether a Gift Description exists in Affinaquest
Detail Gift Description (available in hover and download) - gift purpose, as listed in the Gift Agreement
PAE Classification - refers to the purpose of the fund; designated by gift officers
Account Enabled - identifies whether the account is active and receiving funds
Last GL Activity - lists date of last GL activity within PRISM
Last GL Activity - indicates how many months have passed since last GL activity (heat map display)
Actual Month Amount - net asset (subcode 3010) financial activity for the month/period selected; when viewing the net assets, keep in mind that net assets are calculated as part of the month end close and thus the most recent information is for the last closed period
Actual PYTD Aggregate Amount - net asset (subcode 3010) Project-to-Date financial activity (from inception of purpose code); when viewing the net assets, keep in mind that net assets are calculated as part of the month end close and thus the most recent information is for the last closed period
Timeline and Support
Responsibility Centers have until May 29, 2026 to complete their review. Pitt Digital Engagement Leaders will coordinate meetings to review status and questions prior to the deadline. When review is complete, they will work with you and the Controller's Office (and/or PAE) on the coordination of new purpose codes, disabling of existing purpose codes, purpose type updates and/or gift record updates.
For questions or assistance, please contact:
Pitt Digital - Project Managers:
Heather Lego hackerma@pitt.edu
Scott Grabowski scg71@pitt.edu
Pitt Digital - Customer Success Engagement Leaders (with support areas):
Seth Graham stg34@pitt.edu (Athletics, PAE, F&O)
Dianne DeNezza ddenezza@pitt.edu (BUS, SCI, EDU, ENG, LAW, SPIA, SW, Honors)
Don Grimm grimm@pitt.edu (Health Sciences, DM, SHRS, MED, NURS, PHAR, SPH, SVCR)
Jeremy Mayhew jmayhew@pitt.edu (DSAS, UPB, UPG, UPJ)
Jeff Rhoades jar996@pitt.edu (Chancellor, Provost)
Thank you for your partnership in maintaining the integrity of the university's financial data. Your careful review and attention to these details directly supports accurate financial reporting, donor stewardship, and institutional compliance.