Fit Gap Sessions

State of Kansas

Commitment ControlJanuary 2015

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Agenda● Introductions● Objectives● Schedule ● Fit Gap

– Global Enhancements with 9.2● Enterprise Search (Confirm the areas where it will be utilized)

– Business Process Deltas between 9.0 and 9.2 ● Online Review / Offline Review● Confirm new functionality that should be explored for system design

– Workflow ● If applicable – Confirm whether AWE or Virtual Approver will be used

– Interfaces● Retrofit / Eliminate

– Customizations● Retrofit / Eliminate

– Reports● Retrofit / Eliminate

– Security– Batch Schedule

● Discussion

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Introductions

● Name● Functional Area● Role

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Objectives

● Analyze the deltas between current Business processes and version 9.2.– Identify Gaps– Confirm Inventory of Interfaces, Customizations and Reports.

● Facilitate the next stage – Design and Configuration

● A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.

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Schedule

Date Time Topics

1/21/2015 1:30 PM to 4 PM 9.0 to 9.2 changes

1/27/2015 9 AM to 12 PM Follow-up if needed

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Global Enhancements

● Secure Enterprise Search● Work centers are available for each module area● Pivot Grids

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Global Enhancements

● Oracle Secure Enterprise Search (SES)– Provides global search capabilities that enables the user to take

action from search results without navigating through the menus thereby increasing productivity

– SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications

– SES indexing is available in these areas of PS FSCM● Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase

Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

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Global Enhancements

● Example

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Global Enhancements

● Example

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Global Enhancements

● Example

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Global Enhancements● GL WorkCenters

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Global Enhancements● GL WorkCenters

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Global Enhancements

● Pivot Grids– Based on PS Query results that display results in an Excel-like pivot

table, chart, or grid. ● Interactive analytical grids and charts

– Accessible through pagelets added to a users Home Page, Work Center and Dashboards

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Global Enhancements

● Embedded Help– Use Help Icon (?) – Explains how to perform a specific task– Message modal window can be moved

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Business Processes

● Create and Maintain Budget Flow

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Business Processes

● Create and Maintain Budget Flow

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Business Processes

● Create and Maintain Budget Flow

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Business Processes

● Create and Maintain Budget Flow

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Enter and Process Journal Entries

An auto-override option is provided for Commitment Control source transactions. If the Auto Override setting is enabled for a source transaction, then the budget processor will process the transaction with a warning.

Enter and Process Journal Entries

PeopleSoft 9.2 includes a new field on the Installation Options - Overall page, Enforce Budgetary Only Edit. Select this option to enforce the budgetary only edit when you save a transaction. This enables edit of Budgetary Only ChartField values if there are multiple effective-dated values with different Budgetary Only values.

Enter and Process Journal Entries

The Check Only capability allows you to budget check transactions using what-if scenarios that do not actually commit the funds against any budget. This capability also provides pre-validation of the transaction data against budget definitions.

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Business Processes

● Auto Override by Source

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Business Processes

● Enforcement of Effective dating of “Budgetary Only” feature

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Business Processes

● Enforcement of Effective dating of “Budgetary Only” feature

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Business Processes

● Enforcement of Effective dating of “Budgetary Only” feature

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Business Processes ● Check Budget Only feature

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Budget Structure Maintain budgets more efficiently by using account ranges when defining account exclusions for budget definitions. You can also copy the entire Budget Definition setup, including the creation of Commitment Control Ledgers, Ledger Groups, and Budget Definitions.

Budget Structure The Value Required selection in the budget definition is optional, as opposed to either selected or deselected. When selecting the Value Required as optional, a blank key ChartField is treated as if a value were present. This feature helps to reduce the budget setup in the area of rule sets.

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Business Processes ● Budget Structure – Excluding Accounts

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Business Processes ● Budget Structure – Value Required

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Business Processes

● Budget Checking Liquidations– Pain Point: Cannot see the related PO for voucher lines on

KK_ACTIVITY_LOG– Pain Point: Travel authorizations don’t always liquidate when the

related expense report is budget checked. It would be preferable to see the related travel authorization on an expenditure report.

– Pain Point: Some encumbrances are liquidated differently than how they were set up. Scenario: a PO may have been encumbered, then change ordered (change budget year) and then vouchered. The liquidation from the voucher went back against the original encumbrance year.

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Workflow

● AWE (Approval Workflow Engine) replaces Virtual Approver● There is no workflow being used for budget journals.

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Interfaces

ID Name Business Reason Retro/Fit (Y/N)

FD_INF11 Balance Forward Interface Interface to IBARS the balance forward for Revenue Estimates

N

FD_INF12 Encumbrance, Revenue, and Expense Interface

Extract Prior year outstanding encumbrance balance, expenditures, and revenue for IBARS Actuals

N

FD_INF23 Appropriation Budget Flat File Interface

Modification of delivered budget journal import to allow for processing multiple IBARS files at a time

Y

FD_INF24 Budget Spreadsheet Upload Allows for budget journals to be created in Excel spreadsheet and loaded into SMART

Y

FD_INF30 Budget Roll Forward Interface Interface to IBARS the re-appropriations, appropriations, transfer, lapse, supplemental, and limited re-appropriation amounts

N

FD_INF62 KFDA Bond Trakker Interface Outbound interface to update KDFA Bond Trakker system to allow reconciliation of detail transactions posted to the bond funds

Y

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Customizations

● NONE

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Reports

● Crystal, SQR, nVision, Queries, XML - Confirm Tools● Delivered Reports that were customized – Confirm List● New custom reports created by SOK – Confirm List

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Catalog of Reports, Queries, & Inquiries

smartweb.ks.gov/home/reporting

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Security

● Current State – Custom Permission lists and Roles used. – Row level security used – BU/SETID/LEDGERS – Some security design changes will be needed during

system design.

● This will be further discussed with SOK security team separately.

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Batch Schedule

● Changes to Batch schedule? No changes have been identified.

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Open Discussion & Questions