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eMARS User GroupApril 30, 2015
Agenda
Opening Remarks Ed Ross
Go-Live Weekend Barbara Aldridge-Montfort
eMARS 3.10.01 Barbara Aldridge-Montfort
Joan Graham
John Bailey
Donald Sweasy
Other changes Barbara Aldridge-Montfort
eMARS Reporting Barbara Aldridge-Montfort
2015 Year-End Reminders Barbara Aldridge-Montfort
Q & A eMARS Team
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Go-Live Weekend
Go-Live is scheduled for May 19, 2015eMARS 3.9 will go down at 10:00 PM EST,
Thursday, May 14, 2015eMARS Financial and Reporting will be
unavailable May 15 – 18, 2015VSS will be unavailable May 15 through 3:00
PM EST, May 16, 2015ePAY will be unavailable from 8:00 PM –
12:00 AM EST, Sunday, May 17, 2015
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eMARS 3.10.01
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Procurement
Shopper (SHOP) Shopper (SHOP) will replace:
• UR Catalog Search (URCATS) and • MA Search (URSRCHMA)
Enter SHOP in in Page Code Or enter SHOP in the Jump to: Or click on Shopper from the Procurement
Workspace
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Searching with Shopper
Enter search terms in the Search For field. The % may used as a wildcard
Check the Sources of Supply desired Click Search
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Searching with Shopper
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When Master Agreement is selected as the source of supply an error will instruct you to check PunchOut Catalogs & MA Catalog Items to include all types of MA’s in search
Searching with Shopper
Results are separated by Source of Supply
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Shopper (SHOP)
Let’s create a DO to order Bacon
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SHOP – Search Results
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SHOP
Notice your shopping cart now has items in it
You can either continue “shopping” or Proceed to Checkout
Note: The shopping cart will hold items even after you log out
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SHOP Required fields at Checkout
• Department and Unit infer but can be changed• Auto Numbering checkbox is checked• User must enter Code, Shipping Location, Billing Location and
Delivery Date
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Requisition Buyer Team Assignment
• Requisition (RQS) assignment to a Buyer Team is based on the threshold set on the Universal Requestor (URCTRL) table. For each Commodity Code there is a dollar threshold listed for each Department.
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Requisition Buyer Team AssignmentIn the example below:
• RQS < $1,000 assigned to Arts Council • RQS > $1,000 assigned to OMPS
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Requisition Buyer Team Assignment
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The Threshold Information section lists an Under Buyer Team and Over Buyer Team for each entry. In 3.10, the RQS will assign based on the Total Amount and the final Buyer Team assignment when the document is submitted for Approval.
The RQS assignment will change as the document amount fluctuates until it is submitted.
Solicitation Buyer Assignment
To ensure a standalone Solicitation lists the correct buyer on VSS:• The Buyer must be listed on the Buyer Table• The Unit Cost or the Contract amount (depending
on Line Type) must be left blank on each commodity line
If the final Solicitation does not list the correct buyer, update the Procurement folder with the correct buyer. The update will post to VSS during the next regular cycle.
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SPR1
The Strategic Procurement Request form (SPR1) will replace the EO1
The SPR1 is only required for expenditures considered strategic or of an enterprise nature
Detailed information regarding the Strategic Procurement Request process is available at: http://finance.ky.gov/services/eprocurement/Pages/LawsPrefRegsPolicies.aspx
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SPR1
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• Simplified format• Fewer fields to complete• Fewer Type of Request categories require approval• Only expenditures over $1,000
SPR1 Type of Request
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SPR Sub Categories • Architectural &
Engineering– A&E Not Practical to Bid– A&E Sole Source
• IT– IT Hardware– IT Maintenance– IT Services– IT Software– IT Task Orders
• Postal– Postal Services & Equip
• Personal Service Contracts– PSC Start Date Request– PSC Sole Source– PSC Not Practical to Bid
• Printing– Printing
• Vehicles– Vehicles Repairs & Parts– Vehicles
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SPR Purpose & Justification
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Select Yes if it is anticipated that the resulting contract, will disclose “personal information” with a “non-affiliated third party”. Detail information is located on the eProcurement website.
http://finance.ky.gov/services/eprocurement/Pages/default.aspx
General Accounting/Cost Accounting
New Features in 3.10
Descriptive Fields added to Cost Allocation Document
New Cash Receipt document that will not split
New Feature that allows SAS to close Bank Accounts
Ability to cancel JV2R and JV2E documents
Cost Allocation Documents
Document Description of each CA document generated by the cost allocation process will now display:– Allocation Id– Series Id– Step Number– Parameter Id– Accounting Period– Fiscal Year– Data Source (which ledger the cost allocation
process reads)
Cost Allocation Documents
Example
Cost Accounting Cash Receipt Document (CACR)
The CACR document is EXACTLY like the CR document with one exception. The three funding elements: Funding Profile, Funding Priority and Funding Line are added to the document• Processed by the agency and Treasury exactly like a CR• When these elements are coded, the document behaves
much like the JVC and will not split the transaction, but rather will post to the funding elements that are coded on the document
• It is not recommended that you use this document for transactions in which you do not intend to code the three funding elements
Ability to close Bank Accounts
SAS will close all old Farmers Bank Accounts on the Bank Table
Users attempting to code to these bank accounts will receive a hard error stating “The Bank Account is Closed”
Ability to cancel JV2R and JV2E documents
Although not a new feature in 3.10, SAS will turn on a feature that will allow users to cancel JV2R and JV2E documents
Security
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Password Reset Application Password Reset allows users to reset their own passwords after
correctly replying to their “password hint”
Forgot Your Password link is located on Login page
When clicked separate Password Reset application is launched
Password Reset Application
First step to activate Password Reset functionality is to create your password hint
User must be logged on to eMARS. Click Change Password Hint under Administration section in secondary navigational panel
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Password Reset Application
Change Password Hint page allows you to create your password hint by providing a Reply to one of the following four questions:• What is your father’s middle name?• What is your favorite musician or band?• What was the last name of your favorite teacher?• What was the name of your first pet?
In addition to providing (and verifying) a Reply to one of the four questions you will also be asked to enter your eMARS password
When all fields are completed click on Change Password Hint
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Password Reset Application
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Password Reset Application
User will get message that Password Hint was successfully changed
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Password Reset Application
Log out of eMARS to test Password Reset functionality
Go to eMARS Login page
Click Forgot Your Password? link
Separate Password Reset application is launched
Enter your User ID (not name) in the User Name field and click Continue
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Password Reset Application
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Password Reset Application
The Password Hint you set up previously will be displayed
Enter the answer to the question in the Password Hint Reply field and then click Reset Password
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Password Reset Application
If correct Reply is provided user will be given a message that “Your new password has been emailed to the email address on record”.
User will receive system-generated E-mail with new password
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Password Reset Application
Go to the eMARS Login page
Enter your User ID and the password provided in the E-mail
and click Login
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Password Reset Application
You will receive message that “Your password has expired” and you will be asked to create a new password
The value in the Old Password field is the password from the system-generated E-mail
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Other Changes
PRC Documents
Accounting Line will now Copy Forward on PRC
Utilize Recalculate Accounting Line Amount button in Commodity Section to infer changes to Accounting Section
Pay close attention to your Ref Type: Partial or Final
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Microsoft Office
Office 2007/2010/2013 now supported through the application
Document Assembly can use either Office 2003 XML format or 2007/2010/2013 XML format • Both formats can be used in the same assembly
process
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Changes to Event TypesRQS document will default PR01 – Request
Non Accounting• Does not pre-encumber funds• Have the option to change to PR02 or PR03 that
will pre-encumber fundsPO, PO2, PON2, CT, & CT2 documents will
no longer default an Event Type• User must select the Event Type• Non-Encumbering/Accounting – PR07• Encumbering/Accounting – PR05 or PR06
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Workflow/Track Work in Progress
New LookChange to Old Look by selecting View Grid
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eMARS Reporting
EBI
infoAdvantage Rebrand
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InfoAdvantage
KBUD
KHRIS
FAS3
CDW / CACS-G
eMARS
KYTC
CHFS
etc…
eMARS Reporting
Users will have to Log In to eMARS Reporting separate from eMARS• Single sign-on will not
be available by go-live
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eMARS Reporting
Select Documents
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eMARS Reporting
• Then Folders
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eMARS Reporting
Within Public Folders you will see all EBI folders to which you have security
eMARS Reports are located with eMARS Financial
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MRDB2
Allow users to access financial data through data warehouse views as opposed to InfoAdvantage
Run queries as opposed to reportsExport data from Microsoft Access to
Microsoft Excel
Current Views
O_DW.VW_FCT1_EXPENDITURE– Detailed expenditure information for accounting/budgeting needs
O_DW.VW_FCT1_REVENUE‒ Detailed revenue information for accounting/budgeting needs
O_DW.VW_FCT1_CASH– Detailed cash information for accounting/budgeting needs
O_DW.VW_FCT1_SUMMARY_LEDGER– Summarized information for selected chart of account elements
O_DW.VW_FCT1_CHARGE‒ Detailed charge information
Current Views O_DW.VW_FCT3_BUDGET_OPERATING
– Single record for each 2nd level budget reflecting the current budget amount.
O_DW.VW_FCT3_BUDGET_GRANT– Single record for each 2nd level budget reflecting the
current budget amount.
O_DW.VW_FCT3_BUDGET_CAPITAL_EXP‒ Single record for each 2nd level budget reflecting the
current budget amount.
O_DW.VW_FCT3_BUDGET_CAPITAL_REV– Single record for each 2nd level budget reflecting the
current budget amount.
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How to access data
Contact Security Lead‒ email Donald Sweasy with request to MRDB2 Views within
EMIAFP
Tools‒ Microsoft Access‒ Microsoft Excel‒ SQL Developer‒ Other Oracle Tools
Information on establishing connections can be found at:http://finance.ky.gov/services/statewideacct/Pages/UpgradeInfor.aspx
Requires Oracle Client 11 or 12c Requires TNSNAMES.ora file
Fiscal Year-End Reminders
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New Year Table Initialization (NYTI)
Will take place the evening of May 7Create FY16 records for all ACTIVE chart of
account elementsEffective dates on FY16 records will be blankClean Up
– Add Effective dates to FY16 records if applicable– FY15 records added after May 7 may need to be
added to FY16 if applicable
FY16 Allotments
KBUD will be available to process FY16 allotments beginning Friday, May 8 and conclude Monday, June 10• Request for Allotment Process Letter went out to all state
agencies from OSBD by email on April 28 with general instructions concerning encumbrances, personnel costs, and Tobacco Settlement Funds
• FY16 Appropriations will be loaded in eMARS on Friday, May 8 Agencies will need to use the FY16 Allotment Form in KBUD
• CODE – 16_AL_ORIIGINAL• NAME – FY16 Allotment Request
KBUD question can be email to: KBUDAdministrator@ky.gov
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FY 16 Allotments
The Allotment Spreadsheet will be posted at the end of each business day beginning May 8• Includes allotments approved in KBUD and loaded in eMARS for each
Appropriation (Function Group) sorted by Cabinet• http://finance.ky.gov/services/statewideacct/Pages/
yearendsupport.aspx
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New Year Procurements
New Year (FY16) procurement activity may be submitted using FY 2016 beginning May 8 – Document must use a non-accounting event type (PR01, PR07) if
submitted for approval prior to the agency’s allotments being loaded into eMARS
• Awards may be modified to an accounting event type (PR02, PR03, PR05, PR06) once the agency’s allotments are loaded
– Document may use accounting event type (PR02, PR03, PR05, PR06) if agency’s allotments have been loaded into eMARS
Document must include entire Fiscal Period on the Header (FY = 2016, BFY = 2016, Period = 1)
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2015/2016 Encumbrance Roll
Scheduled to begin COB, Thursday, July 2, 2015– eMARS will be unavailable July 3 – July 5, 2015
All non-capital encumbrances greater than $1,000 will be established in FY16 Modification document – User ID ENCROLL
All non-capital encumbrances less than or equal to $1,000 will lapse, thus closing the award– CBDL Documents– User ID ENCROLL
Clean Up– Unnecessary encumbrances (2302 Outstanding Encumbrance
Report)
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Questions ?
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