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 ?