fy 17 year end close workshop part 2 - sfcontroller.org

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FY 17 Year End WorkshopPart 2

Presented By:Controller’s Office

June 14, 2017

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Agenda

• Introduction & Objectives• F$P Updates• PPSD Updates• AOSD Updates

• Key Dates Reminder• FY 17 Accounts Receivable/Payable Accrual• Other Topics• Support

• OCA Updates• Q & A

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F$P Updates

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Training

Jack Wood / Todd Rydstrom

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FSP TRAINING ROLL OUT

Key Statistics

24 69 70 246Days until Go-Live

May 1 - 15 May 15 - 31 June 1 - 15 June 15 - 30 July 1 - 15 July 15 - 31 August 1 - 15 Aug 15 - 31 Sept 1 - 15 Sept 15 - 30

Sneak Peek Sessions

Instructor Led Classes Prior to

Go-Live (9 courses)

E-Learning Courses

Days of Open Lab

E-Learning Courses

Instructor Led Classes

Open Labs

Sneak Peeks Knowledge Base

175Knowledge

Base Articles

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• Intro to CHART of ACCOUNTS• How to Submit Your Invoice –

for Vendors • Creating Requisitions and

Receiving• Project Manager Approval of

Vouchers• Creating Purchase Orders

Auditorium Style: At Koret

• General Ledger and Budgets• Grants Management in PS• Invoices Vouchers and

Payments• Creating Supplier Contracts• Sourcing Events for Bidding• Inventory_Process Fulfillment

(DPH Only)• Inventory_Manage

Replenishment (DPH Only)

Classroom

Instructor Led Training

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Access Training via Learning

Registered training shown in My Learning

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Training Example - Expense Report


Expense Report Topics…

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Review/Approve an Expense Report…

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View Expense Report Status…

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SF Employee Portal


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SF Employee Portal


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SF Employee Portal

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Training Catalogue

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Training Catalogue

ELM Course_Class Codes

MODULE New Course Name_ELM Type of Training Description Roles Associated Expected Time to

Complete

CON0AP01-0517 Accounts Payable Introduction to Accounts Payable On Line Training This eLearning video provides an overview of Accounts Payable in the City's' PeopleSoft Financial system.

Accounts Payable Processor 1;Accounts Payable Voucher Post Processor;Accounts Payable Match Processor;eSettlements Buyer Processor; Accounts Payable Approver 1;Accounts Payable Approver 2;Project Manager Approver;OCA Accounts Payable Approver;CMD eSettlements LBE Tracking Processor;Controller 1099 Processor;

6:09 Minutes

CON0AP03-0517 Accounts Payable Enter and Process Vouchers On Line Training

This course details the process of allowing staff to use Supplier/Vendor invoices to enter voucher payments. Receiving invoices and creating vouchers will be reviewed in these lessons. Also being detailed is the review of the submitted vouchers along with attaching supplier invoice supporting documents.

Accounts Payable Processor 1;Accounts Payable Voucher Post Processor;Accounts Payable Match Processor;eSettlements Buyer Processor

287 Minutes

CON0AP05-0517 Accounts Payable Process Payments On Line Training

This course explores the process of allowing the City to make payments to Suppliers/Vendors. Users will review payment eligible vouchers, identifying vouchers that should be placed on hold, and how to initiate a stop payment on checks. Also being detailed is how to print payments.

Accounts Payable Processor 1;Accounts Payable Voucher Post Processor;Accounts Payable Match Processor

300 Minutes

CON0AP06 Accounts Payable Invoices, Vouchers and Payments ILT This course ties the three accounts payable processes together: Invoicing, Vouchers and Payments

Accounts Payable Match Processor; Accounts Payable Approver 1; Accounts Payable Approver 2; Accounts Payable Processor 1; Accounts Payable Voucher Post Processor

180 minutes

CON0AP07 Accounts Payable Project Manager Approval of Vouchers ILT at Koret This course teaches non accountants how to approve vouchers Open Enrollment 60 minutes

CON0AP08-0517 Accounts Payable Supplier Payment Validation On Line Training

This course reviews the recording of payment affidavit information for LBE contracting requirements. Contractors will be exploring entering payment affidavits, as the Prime or Subcontractor. Also being reviewed will be how to mark payments as final. Users will then review confirming receipt of payments and acknowledge final

CMD eSettlements LBE Tracking Processor 60 minutes

FSP LEARNING CATALOG updated June 8, 2017

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Training Leaderboard – Large Size Depts

Group Dept CourseCount

Course %

CourseCount

Course % CourseCount


Course % TotalCourses

TotalUsers

Avg Course Per User

MTA 125 10.0% 112 9.0% 1,001 80.4% 7 0.6% 1,245 420 3.0

DPH 319 7.7% 183 4.4% 3,635 87.9% 0.0% 4,137 1,006 4.1

POL 13 6.0% 22 10.1% 183 83.9% 0.0% 218 16 13.6

Large FIR 10 5.6% 3 1.7% 167 92.8% 0.0% 180 27 6.7

PUC 69 5.1% 59 4.4% 1,222 90.5% 0.0% 1,350 311 4.3

DPW 58 3.6% 52 3.3% 1,482 93.1% 0.0% 1,592 246 6.5

AIR 64 3.0% 50 2.4% 2,013 94.6% 0.0% 2,127 424 5.0

SHF 3 2.1% 10 7.1% 128 90.8% 0.0% 141 15 9.4

Large Total 661 6.0% 491 4.5% 9,831 89.5% 7 0.1% 10,990 2,465 4.5

Complete In Progress Enrolled / Not Started Cancelled By User

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Course %

CourseCount




TotalUsers

Avg Course Per User

TTX 31 22.6% 22 16.1% 84 61.3% 0.0% 137 18 7.6

CAT 21 19.6% 21 19.6% 65 60.7% 0.0% 107 13 8.2

CON 193 10.5% 154 8.4% 1,491 81.1% 0.0% 1,838 167 11.0

ECN 11 9.2% 13 10.9% 95 79.8% 0.0% 119 16 7.4

DHR 2 7.7% 4 15.4% 20 76.9% 0.0% 26 4 6.5

DBI 10 7.5% 10 7.5% 114 85.1% 0.0% 134 13 10.3

CPC 19 7.3% 17 6.5% 224 86.2% 0.0% 260 36 7.2

DSS 36 7.0% 47 9.1% 432 83.9% 0.0% 515 67 7.7

TIS 31 5.8% 27 5.1% 476 89.1% 0.0% 534 67 8.0

LIB 22 5.5% 17 4.3% 360 90.2% 0.0% 399 69 5.8

Medium ASR 5 4.4% 3 2.7% 105 92.9% 0.0% 113 21 5.4

ADM 22 4.4% 23 4.6% 457 91.0% 0.0% 502 56 9.0

OCC 1 3.8% 0.0% 25 96.2% 0.0% 26 3 8.7

CII 1 1.6% 2 3.2% 59 95.2% 0.0% 62 4 15.5

ADP 1 1.3% 0.0% 77 98.7% 0.0% 78 5 15.6

REC 11 0.2% 17 0.4% 4,714 98.9% 24 0.5% 4,766 907 5.3

DAT 0.0% 8 14.5% 47 85.5% 0.0% 55 13 4.2

DEM 0.0% 12 16.2% 62 83.8% 0.0% 74 16 4.6

HRD 0.0% 0.0% 21 100.0% 0.0% 21 1 21.0

JUV 0.0% 4 11.8% 30 88.2% 0.0% 34 5 6.8

OCA 0.0% 9 4.1% 210 95.9% 0.0% 219 33 6.6

RET 0.0% 2 1.9% 102 98.1% 0.0% 104 42 2.5

Medium Total 417 4.1% 412 4.1% 9,270 91.6% 24 0.2% 10,123 1,576 6.4


Training Leaderboard – Medium Size Depts

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Training Leaderboard – Small Size Depts

Go Team HSS! 21.4% Complete


Course %

CourseCount




TotalUsers

Avg Course Per User

HSS 27 21.4% 39 31.0% 60 47.6% 0.0% 126 9 14.0

FAM 4 14.8% 1 3.7% 22 81.5% 0.0% 27 4 6.8

BOS 22 12.7% 20 11.6% 131 75.7% 0.0% 173 17 10.2

MYR 20 9.9% 25 12.3% 158 77.8% 0.0% 203 34 6.0

PRT 38 7.2% 25 4.8% 463 88.0% 0.0% 526 81 6.5

Small CHF 10 6.6% 5 3.3% 137 90.1% 0.0% 152 19 8.0

ENV 7 6.2% 8 7.1% 98 86.7% 0.0% 113 16 7.1

ART 10 2.6% 9 2.3% 373 95.2% 0.0% 392 37 10.6

WAR 1 1.3% 4 5.0% 75 93.8% 0.0% 80 6 13.3

CFC 1 0.6% 6 3.7% 155 95.7% 0.0% 162 13 12.5

CSS 0.0% 14 36.8% 24 63.2% 0.0% 38 5 7.6

HRC 0.0% 0.0% 77 100.0% 0.0% 77 5 15.4

Small Total 140 6.8% 156 7.5% 1,773 85.7% 0.0% 2,069 246 8.4

Grand Total 1,218 5.3% 1,059 4.6% 20,874 90.0% 31 0.1% 23,182 4,287 5.4


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Department Course Detail – HSS Example

Dept Group Dept Course Description User Count User % User Count User % User Count User %Budget Overview and Budget Journals 1 14.3% 5 71.4% 1 14.3% 7 100.0%

Create and Enter Journals 1 14.3% 3 42.9% 3 42.9% 7 100.0%Create Online Deposits 0.0% 2 28.6% 5 71.4% 7 100.0%

Create Projects 0.0% 2 33.3% 4 66.7% 6 100.0%Enter and Process Vouchers 0.0% 2 28.6% 5 71.4% 7 100.0%

General Ledger Budget Inquiry and Reports 0.0% 4 57.1% 3 42.9% 7 100.0%Introduction to Accounts Payable 3 42.9% 1 14.3% 3 42.9% 7 100.0%

Introduction to General Ledger 5 71.4% 1 14.3% 1 14.3% 7 100.0%Introduction to Inventory 3 50.0% 0.0% 3 50.0% 6 100.0%

Introduction to Project Costing 3 42.9% 0.0% 4 57.1% 7 100.0%Introduction to Strategic Sourcing for City Staff 5 55.6% 0.0% 4 44.4% 9 100.0%

Maintain Vouchers 0.0% 2 33.3% 4 66.7% 6 100.0%Process Allocations 1 14.3% 1 14.3% 5 71.4% 7 100.0%Process Payments 1 14.3% 5 71.4% 1 14.3% 7 100.0%

Purchase Order Receiving 0.0% 3 42.9% 4 57.1% 7 100.0%Purchase Order Receiving - Goods and Services 4 66.7% 0.0% 2 33.3% 6 100.0%

Requisition 0.0% 4 44.4% 5 55.6% 9 100.0%Supplier Contracts 0.0% 4 57.1% 3 42.9% 7 100.0%

27 21.4% 39 31.0% 60 47.6% 126 100.0%

Complete In Progress Enrolled / Not Started Total User Count

Total User %

SmallHSS

HSS Total

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Dept Group Dept NAME Course Status

Budg

et O

verv

iew

and

Bu

dget

Jour

nals

Crea

te a

nd E

nter

Jour

nals

Crea

te O

nlin

e De

posi

ts

Crea

te P

roje

cts

Ente

r and

Pro

cess

Vo

uche

rs

Gen

eral

Ledg

er B

udge

t In

quiry

and

Rep

orts

Intr

oduc

tion

to A

ccou

nts

Paya

ble

Intr

oduc

tion

to G

ener

al

Ledg

er

Intr

oduc

tion

to In

vent

ory

Intr

oduc

tion

to P

roje

ct

Cost

ing

Intr

oduc

tion

to S

trat

egic

So

urci

ng fo

r City

Sta

ff

Mai

ntai

n Vo

uche

rs

Proc

ess A

lloca

tions

Proc

ess P

aym

ents

Purc

hase

Ord

er R

ecei

ving

Purc

hase

Ord

er R

ecei

ving

- G

oods

and

Ser

vice

s

Requ

isiti

on

Supp

lier C

ontr

acts

Gra

nd T

otal

Complete 1 1 1 1 4Enrolled / Not Started 1 1 1 1 1 1 1 1 1 1 10

In Progress 1 1 1 1 4Complete 1 1 2

Enrolled / Not Started 1 1 1 1 1 1 1 1 1 1 1 1 1 1 14In Progress 1 1 2Complete 1 1 1 1 1 1 6

Enrolled / Not Started 1 1In Progress 1 1 1 1 1 1 1 1 1 1 10Complete 1 1

In Progress 1 1 2Complete 1 1 1 1 1 5

Enrolled / Not Started 1 1 2In Progress 1 1 1 1 1 1 1 7Complete 1 1 1 1 1 1 1 7

Enrolled / Not Started 1 1 1 1 1 1 1 1 8In Progress 1 1 1 3Complete 1 1

In Progress 1 1 2Complete 1 1

Enrolled / Not Started 1 1 1 1 1 1 1 1 1 1 1 11In Progress 1 1 1 1 1 5

Enrolled / Not Started 1 1 1 1 1 1 1 1 1 1 1 1 1 1 14

In Progress 1 1 1 1 47 7 7 6 7 7 7 7 6 7 9 6 7 7 7 6 9 7 126

SmallHSS

HSS Total

Gee, Elaine

Gologorskiy, Yuriy

Ha, Ivan

Kudenov, William

Levin, Pamela

Salazar, Elizabeth

Visconti, Michael

Vong, My

Zhang, Allen

Department User Detail – HSS Example

Doe, Jane

Smith, Sally

Johnson, Bob

Larson, Phil

Hopper, Chris

Walker, Jill

Matson, Julie

Lance, Fred

Key, Amanda

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Reporting & Analytics


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SF Reporting & Analytics

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SF Reporting & Analytics

Business Line Dashboard Category / Module Report ID Design Document Report Title Report Type Description & Reference Navigation Path

Financials Accounts Payable (AP) AP-RPT-003 AP-RPT-003_Check_Printing_V1 Check PrintingPeopleSoft BI Publisher Report

As part of the PeopleSoft v9.2 implementation, check printing will be using PeopleSoft delivered functionality. This means that instead of using a custom check printing process with SunGard software, the City will be using BI Publisher Check Printing

CREATE_PAYMENTS is delivered menu for payment processing.

Financials Accounts Payable (AP) AP-RPT-001AP-RPT-001 Reports - Outstanding Balances for Retention

Outstanding Balances for Retention

PeopleSoft BI Publisher Report

Retention is a percentage of the amount certified as due to the contractor on an interim certificate, that is deducted from the amount due and retained by the client. The purpose of retention is to ensure that the contractor properly completes the activities required of them under the contract.

Accounts Payable > Reports > Payments

Financials Accounts Payable (AP) CM-RPT-006CM-RPT-006 Reports - Outstanding Checks

Outstanding Checks Report


An outstanding check remains a liability of the City until such time as the payee presents the check for payment, which then eliminates the liability. This Report aims to list the unreconciled Payments with payment method of System Check based off: Bank Code, Bank Account and Supplier ID (optional) selected when the report is run. This report should be able to capture the payments that have voided, cancelled, stale-dated and escheated status.

Accounts Payable > Reports > Payments > Outstanding Checks list

Financials Accounts Payable (AP) CM-RPT-005CM-RPT-005 Payment Status to Suppliers

Payment Status to Suppliers


Supplier’s business provided goods or services to the City and County of San Francisco and they have not received payment or have questions about the payment, Suppliers with access to eSettlements will have the ability to monitor their payment status online through the portal.

Accounts Payable > Reports > Payments

Financials Accounts Payable (AP) AP-RPT-005 AP-RPT-005_Credit Vouchers_v1 Reports - Credit Vouchers


A credit memo may be issued by a vendor because the City returned goods to the vendor, or there is a pricing dispute, or a marketing allowance, or other reasons under which the City will not pay the vendor the full amount of the invoice. If the City has not yet paid the vendor, the City uses the credit memo as a partial offset to its invoice-based payment to the vendor• If the City has already paid the full amount of the invoice, the City has the option of using the credit memo to offset a future payment to the vendor or

Accounts Payable > Reports > Vouchers > Outstanding Credit Vouchers

FSP REPORTS CATALOGUE (updated June 8, 2017)

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Supplier Preparedness


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Supplier Preparedness

What’s happening(ed)?• Advance Payment List from Departments• Early Pre-note Outreach for Frequent ACH Suppliers• Extra Check Stock for Uptick in July Before Other Suppliers

Move to ACH• User Support and Vendor Management Teams Pre-trained

Other Kudos…• SFO Vendor Outreach Today!

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User Support


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Role Mapping Update

• Materials due back Today! – P3 role mapping tool submit gaps

• Missing emails• Missing EMP IDs• POIs (only for certain departments, e.g. DPH, OCII, etc.)• No other changes at this time (wait for the window below)

– P3 conflict reports to be sent out• Conflict reports: work with AOSD• 6/26 deadline to resolve conflicts/obtain exemption• Conflicts not resolved/approved will result in roles not being assigned

• Other Role Mapping Updates can be sent to Help Desk– New Employees (need EMP ID)– Changes in employee status (e.g. retired, transferred, transition out)– Forgotten role assignments

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SF Employee Support Portal

Functional Team

Technical Team

AOSD

DT

Password Reset

Policy Questions

OCA

25,000 Vendors

5700 City Employees

Incidents can be reported via--email--telephone--support ticket

600 Super Users

Tier 2 Issues

Tier 3 Issues

HELP DESK

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Starting June 5 for

F$P

Super User Dress

Rehearsal June 22 for Help Desk

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30

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Or submit a ticket (Available 24/7, All Shifts)

6/1/201731

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User Support Contact Information

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Email: [email protected]

The SF Employee Portal Support Telephone Number is:

415-944-2442

mailto:[email protected]

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Service Level Agreement first 90 days

• Hours Open 7:30 a.m. to 6 p.m., Monday-Friday • Answer every call within 30 seconds. • Requests are processed in the order they are

received.• We will make a meaningful response to emails or

ticket submission within 4 business hours. • Resolve 80% of tickets by their due date. • Due dates set by ticket “priority”

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How Issues Are Dispatched at Go Live (examples) Issue Dispatched to Priority Given at Time

of DispatchExpected Resolution

“Something is stuck or broken” or “I found a bug” or “I lost a transaction”

Help Desk Support to Verify it is not just a Training Issue

3: Major If it’s a training issue, downgrade to Priority 4. If it is a bug, refer to Level 2 ( Functional)

Is this a virus? Technical Team 1: Emergency Level 3-Technical Team will fix

Our Interface is Down Technical Team 2: Critical Level 3--Technical Team will fixPassword Reset/Access Users should contact DT

directly if self-service fails n/a DT resolves while customer is on the

phone

Access to Training Help Desk Agent 4: Moderate Help Desk Agent will guide User to Training, and/or register for training in ELM .

“How do I…?” Help Desk Agent 4: Moderate Help Desk Agent will guide User to Training but if cannot be answered, dispatch to Level 2-Functional Team

Vendor who wants to Activate Account

AOSD –Vendor Management 4: Moderate AOSD Responds within 24 hours

Vendor having difficulty submitting Invoice

Help Desk Agent 3:Major Resolution within 12 hours

Security Permissions Help Desk Agent 5: Low Single User, Resolution within 48 hoursDepartment Role Map Issue, 24 hours

Policy Clarification Help Desk Agent 5: Low Agent accesses Policy Manual, if cannot help, refers to AOSD/OCA/CMD

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Big Issue At Go Live : User Security Access

• Corrected within 4 hours if permissions documentation already exists

• Additional Permissions within 24 hours of receiving submitting a valid user access request online to SFEmployeePortalSupport.sfgov.org

• A new user will be created within 24 hours of receiving submitting a valid user access request online to SFEmployeePortalSupport.sfgov.org

• User terminations processed at the end of the user’s last day for friendly departures, or immediately for unfriendly departures.

• Contractor Users (POI) within a 48 hours

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Final Deployment Key Dates

Jerry Wong

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Final Deployment Schedule

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Final Deployment Schedule

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Final Deployment Meeting ScheduleFinal Deployment Situation Report• Goals and Targets for the Day• Tasks Updates and Deployment Impacts &

Impediments • Business Impact Updates from AOSD & OCA • Change Management & User Support

Updates • Next Steps & the Day Ahead• Action Log • Occurrence: Daily prior to the morning

meeting • Audience:

• Project Leadership• Team Leads• Task Owners• Converting Departments • Change Agents

Meeting Cadence • Controller’s Office will use the Incident Command

System (ICS), like with other Big Events• Ensures clear communications and timely

updates.• Dress Rehearsal ICS already underway

• Deployment Command Center • 1155 Market Street (Jack’s Office)

• Deployment Status Meetings • F$P Conversion Department Meeting

– 6/21 – 6/28 - 10am – 6/29 – 7/2 - 9am, *3pm, 10pm– 7/3 – 3pm

* includes CFOs, Steering Comm, Change Agents

• FSP Internal Task Handoff Meetings including eMerge

• 6/14 - 6/18, 6/22-7/3 - 9:30 am

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Key Dates (PS Interface Schedule)

Interface Description FSP Direction Departments Date Time

Pre-

Cuto

ver

GL-INT-013Chart of Accounts

Outbound AIR, DPH, DPW, FIR, MTA, PRT, PUC, RET 6/19/2017 Before 5pm

PO-INT-009 Item Master Outbound DPW, MTA, PUC 7/2/2017Cutover dependent

IN-INT-002 Inventory Par Loc Inbound DPH 7/2/2017Cutover dependent

Tent

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IN-INT-005 Par Location Outbound DPH 7/2/2017Cutover dependent

PO-INT-021 GHX PO Outbound DPH 7/2/2017Cutover dependent

PO-INT-003GHX PO Acknowledgement Inbound DPH 7/2/2017

Cutover dependent

PO-INT-005 GHX AdvShip Receipt Inbound DPH 7/2/2017Cutover dependent

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Key Dates (PS Interface Schedule) Interface Description FSP Direction Departments Date Time

Go-

live

AP-INT-002 Voucher Inbound CRT, DPH, HSA, MTA, REG, TTX 7/3/2017 8:00amAP-INT-009 Payables Inbound HSA, SHF 7/3/2017 8:00amAP-INT-012 Positive Pay Acknowledgement Inbound Bank of America 7/3/2017 8:00amAP-INT-013 Positive Pay Outbound Bank of America 7/3/2017 8:00amAP-INT-014 External Transaction Inbound eMerge, RET 7/3/2017 8:00amAP-INT-015 ACH Outbound Bank of America 7/3/2017 8:00amAP-INT-016 ACH Acknowledgement Inbound Bank of America 7/3/2017 8:00amAP-INT-017 Invoice (eSettlements) Inbound DPH 7/3/2017 8:00amAP-INT-020 Voucher Outbound DPW 7/3/2017 8:00amAP-INT-021 Voucher Differences Outbound PUC 7/3/2017 8:00amAP-RPT-003 ReproMail Check File Outbound ReproMail 7/3/2017 8:00amAR-CNV-001 AR Open Item Inbound PRT 7/3/2017 8:00amAR-INT-002 Deposit Inbound ASR, MTA, TTX 7/3/2017 8:00amAR-INT-003 Deposit Excel Upload Inbound MTA 7/3/2017 8:00amAR-INT-005 SunGard Investment Inbound TTX 7/3/2017 8:00amCM-INT-003 Cash Issuance Payment Interface Outbound HSA 7/3/2017 8:00amCM-INT-008 Current Day Statement Inbound Bank of America 7/3/2017 8:00amCM-INT-010 Current Day Statement Inbound US Bank 7/3/2017 8:00amCM-INT-016 Cash Forecasting Inbound TTX 7/3/2017 8:00amGL-INT-002 Journal Import Inbound AIR, eMerge, DPH, DPW, H.S.A., HSS, MTA, PRT, REC, RET, TIS 7/3/2017 8:00amPC-INT-003 Project Costing Summary Outbound AIR, DPW 7/3/2017 8:00amPO-INT-001 PO Change Order Outbound DPW, MTA, PUC 7/3/2017 8:00amPO-INT-007 Requisition Loader Inbound DPW,MTA, PRT, PUC 7/3/2017 8:00amPO-INT-008 Receipts Inbound DPW,MTA, PRT, PUC 7/3/2017 8:00amPO-INT-011 Business Tax Reg. Inbound TTX 7/3/2017 8:00amPO-INT-022 PSC Interface Inbound TIS 7/3/2017 8:00amPO-INT-023 PCN ZSFGH Inbound DPH 7/3/2017 8:00amPO-INT-024 GPO Utilization Query Outbound DPH 7/3/2017 8:00am

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Key Dates (PS Interface Schedule)

Interface Description FSP Direction Departments Date Time

Post

Go-

live

AM-INT-002 Asset Management Outbound PUC, TIS Late August TBD

CM-INT-004 Prior Day Statement Inbound Bank of America 7/4/2017 8:00am

CM-INT-005 Prior Day Statement Inbound Union Bank 7/4/2017 8:00am

CM-INT-006 Prior Day Statement Inbound US Bank 7/4/2017 8:00am

CM-INT-012 Account Analysis Statement Inbound Bank of America 8/7/2017 Before 5pm

CM-INT-013 Account Analysis Statement Inbound US Bank 8/8/2017 Before 5pm

CM-INT-014 Account Analysis Statement Inbound Union Bank 8/11/2017 Before 5pm

PO-INT-006 GHX Price Update Inbound DPH 7/17/2017 8:00am

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PPSD UpdatesChristine Beetz

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Payroll Processing – Key Dates• Friday, June 30 – Personnel Information File (PIF) – Last file in pre-FSP

format created 10pm (2nd PIF on Friday 6/30)

• Saturday, July 1 - Personnel Information File (PIF) – First file in FSP format. Available Late-Saturday

• Monday, July 3 – Time Interface File (TIF) due early for Pay Period End 6/30 in pre-FSP format

• Tuesday, July 11 - LDS PPE 06/30 post in FAMIS

• Tuesday, July 11 – Friday, July 14 - AOSD work with Dept. to clear out all LDS PPE 06/30 interface errors

• Tuesday, July 18 – Time Interface File (TIF) for Pay Period End 7/14 Due in new FSP format

• All other processing operating on normal Payroll schedule

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AOSD Updates

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Key Dates Reminder

Carmen LeFranc

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Key DatesDates Time Process

6/15 COB Depts. confirm with Fund Accountants on after go-live FAMIS access requests

6/16 COB Depts. request to keep PO encumbrances open with justification is due to Controller’s Office.

6/16 to 6/19

5:00 p.m.7:00 a.m.

FAMIS is not available

6/26 COB Manual appropriation carryforward requests (including Work Order appropriation) are due to Fund Accountants.

6/27 4:00 p.m. Depts. submit last FAMIS interface file for voucher payment with due date before 6/30 to CON, and clear all errors by 6/28, 4:00 p.m.

6/27 4:30 p.m. CON runs pre-edits for all other FAMIS interface files submitted:• Files that pass pre-edits will be posted and an error file, if any, will be

generated;• Files that fail the pre-edits will not be processed in FAMIS.

6/28 4:00 p.m. Any unresolved/ uncleared FAMIS documents with error will be deleted.

Key Dates

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Dates Process

6/28 7:00 a.m. FAMIS is available for processing and for dept. to clear errors. Coordinate edit lifts/ overrides with CON.

6/28 5:00 p.m. ADPICS processing access is all disabled. FAMIS is down.

6/28 6:00 p.m. Last FAMIS checkwriter runs (for check and ACH disbursement).

6/28 midnight FAMIS /PS Conversion starts.

Key Dates (Cont’d)

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Dates Process7/3 FAMIS is available with FM 12 & FM 13 open. PS FY 18 opens. ADPICS is available for

inquiry only.

7/11 LDS PPE 06/30 posts in FAMIS.

7/11-7/14 CON works with Depts. to clear out all LDS PPE 06/30 interface errors.

7/31, COB FAMIS FM 12 closes. Depts. complete expenditures allocation, abatement & other adjustments.

8/11 Depts. complete FAMIS grant revenue billings and balance all grant expenditures and revenues.

8/20 FAACS depreciation runs.


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Dates Process

9/8, COB FAMIS FM 13 closes.

9/8 3-Column Grant Reconciliation is due.

9/11 Manual carryforward adjustment requests (if necessary) are due to Fund Accountants.

9/18 Deferred inflow analysis for governmental funds are sent to departments.

9/22 Depts. Submit confirmation on deferred inflow analysis for governmental funds.

10/20 Separately audited financial statements are due.

1/28/2018 CON issues Single Audit Report.


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FY 17 Work Order and Manual Appropriation Carryforward

• Work Order: o Requesting departments complete billing approvals by June 15. o CON will resolve disputes by June 16.o CON will liquidate all work order encumbrances during the week of

June 19. Departments submit carryforward requests of appropriation to Controller’s Office by June 26.

• Manual Appropriation Carryforward:o Departments submit 1st requests to Fund Accountants by June 26.o Mayor’s Office and Controller’s preliminary review will occur during

June 26 to June 30.o Final requests including adjustments are due to Fund Accountants by

Sept. 11.o Mayor’s Office and Controller’s final review will occur during Sept. 11

to Sept. 21

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Users Access to FAMIS• Access to FAMIS after July 3 will be limited.• Departments shall provide a listing of staff with FAMIS log-in who

should have access to FAMIS. Provide the list to Fund Accountants by 6/15.

FY17 FM12 FY17 FM13

LDS Error Clearing Revenue Accrual

Abatement & Allocation Expenditure Accrual

Cash Receipt Entries for 6/28 5pm – 6/30 COB

Regular Year-End Entries

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Interface During Blackout & Post Go-Live

• Any journal entry interface that impacts FY17 should be sent to FAMIS.

• Any journal entry interface that impacts FY18 should be sent to PS.

• Depts. Accounting staff need to work with their Dept. IT staff.

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FY17 AP/AR Accrual

Min Fang

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No More AP/AR Accrual Form!

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FY 17 Accounts Receivable Flowchart - Revised

Presenter

Presentation Notes

Need content from HaShawn

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Applying Deposit in PS

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FY 17 Accounts Receivables Accrual - RevisedCash Receipts (Deposits, wires, ACH, etc.) Staff

FAMIS PS

FY17 FY18

1. Bank transactions up to 6/30: Post CR following dept.’s practice. TTX/ Dept. X

2. Bank transactions after 6/30 for FY 18: Apply Payments to Open Item or as direct journal in the AR module following dept.’s practice.

TTX/ Dept. X

3. Bank transactions after 6/30 for FY 17:

3a With no AR balances from FAMIS conversion 6/28 in PS - follow dept.’s practice to:i. Apply Payments to revenues as direct journal AND post FAMIS AR

accrual entry with automatic reversal TC (e.g. TC 678) (Ask for FAMIS access to FM01 FY18 from Fund Accountant) or

ii. Apply Payments to AR as direct journal AND post FAMIS AR accrual entry without automatic reversal TC (e.g. TC 508)

Dept.* X

X

X

X

3b With AR balances from FAMIS conversion 6/28 in PS:i. No Open Items in AR Module: apply payments as direct journal to

credit the AR Accountii. Have Open Items in AR Module: apply Payments to these Items (for

grants and certain departmental receipts)

Dept.X

X

* Department to process AR accrual entries as usual when FAMIS is back up on 7/3 in FY17 as appropriate.

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John GeeDepartment AExcellent City

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FY 17 Accounts Payable Flowchart - Revised

6/16/2017

Presenter

Presentation Notes

Need content from HaShawn

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FY 17 Accounts Payable – Revised

*Controller’s Office will:• Run PS report for vouchers with Accounting Date = 07/04/2017 to identify AP accruals to be made in FY 17.• Generate FY17 AP accrual transactions in FAMIS based on the FAMIS information input by dept.• Reverse the AP accrual in PS in FY18

When PS goes live on July 3, 2017, both FY 17 and FY 18 are open. However, all vouchers must be processed in PS FY 18 only.

Segregate FY 17 and FY 18 vouchers based on accounting principles and threshold and distinguish these vouchers by input values in the Accounting Date field in AP Module.

1. Accounting Date must be greater than 6/30/2017 and NOT 07/04/2017 for:• FY 18 vouchers• FY 17 vouchers not meeting the criteria/threshold, i.e. non-Grant & non-PO (e.g. PR, RF, RR, TA, TT, etc.) & < 25K

2. Accounting Date must be = 07/04/2017 (see specific instructions next slide):• FY 17 vouchers meeting the criteria/threshold, i.e. Grant, PO, and non-grant & non-PO but >=$25K

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FY 17 Vouchers – Data Input in PS AP ModulePS Field Width Input Values Format/ Rule Examples

Accounting Date

10 07/04/2017 07/04/2017

Packing Slip 22 a. FAMIS Index Code and Subobject; or

b. FAMIS Index Code and GL/Subsidiary

Put ‘\’ after Index Code and no space between GL & subsidiary

1. ECNWDWIA\03801 or2. 70RECITYHALL\249CFM017

Description 30 a. Grant Code and Project Code

1. If grant and/or project codes is/are required for FAMIS transaction, input grant code firstAND use ‘\’ as separator

2. If grant and project codes are not required, leave it blank

1. MEWI160309\PBEWFD0301012. \PBEWFD0301013. MOPA16HSATRA\

Presenter

Presentation Notes

Sample Tx for Packing slip: a) VCBE1600140302 ; b) RRAD1600009501; Description: b)GESS1600041103

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FY 17 Vouchers – Data Input in PS AP Module

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FY 17 Vouchers – Data Input in PS AP Module

Chart of Accounts (COA) still need to be input in the GL Chart tab for each Distribution. For a crosswalk between PS COA and FAMIS codes, go to https://sfgov1.sharepoint.com/sites/CON-FSP/Blog/Chart%20of%20Accounts%20Review/Forms/AllItems.aspx

https://sfgov1.sharepoint.com/sites/CON-FSP/Blog/Chart%20of%20Accounts%20Review/Forms/AllItems.aspx

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FY 17 Vouchers – Pop Quiz (on entering FAMIS info. on vouchers in PS AP Module)

Item Trans Doc No TC Index Code Subobject GL Subs. Grant Code Project Code1 VCUF1600105002 205 PWF102SWFSRF 04241 431 PWMT3016 PUFTRNTD16792 DVAC1600008601 200 AIRLANDSCAPE 04911 4313 DVEV1600002401 200 220349 03552 431 EVPGEE164 RDBI1600000701 217 DBIBSC 61164 411 PBIBSC095 TXTR1600548101 233 TTX7ATAXPTF 216 TRZ0056 RREN1600000101 234 PWE333CIFLOC 231 PWY001 PWTASP113302 CPWBLDSS66TX7 RDAD1600003101 234 70TIDA 249 TIDA01 PAD012168 RRFC16000906 01 233 315014 125 FIRPAR

FAMIS Transaction

Item Packing Slip DescriptionPS AP Voucher Fields

1 PWF102SWFSRF\04241 PWMT3016\PUFTRNTD16792 AIRLANDSCAPE\049113 220349\03552 EVPGEE16\4 DBIBSC\61164 \PBIBSC095 TTX7ATAXPTF\216TRZ0056 PWE333CIFLOC\231PWY001 PWTASP113302\CPWBLDSS66TX7 70TIDA\249TIDA01 \PAD012168 315014\125FIRPAR

Presenter

Presentation Notes

Sample Tx for Packing slip: a) VCBE1600140302 ; b) RRAD1600009501; Description: b)GESS1600041103

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Other FY 17 Year-end Accruals and Adj.• Follow all year-end closing guidelines, procedures and post FY 17 year end

accruals and adjustment in FAMIS FM 13 same as prior years.o GAAP expenditures and revenues accrualso Deferred inflow of resources for governmental funds (i.e. not received

by August 31) – TC 671R (GL 224)o GASB 45, 65 and 68 entries estimateso Auditor required entries

• The general ledger balances and operating balances from these adjustments will be pushed to PS through FAMIS/PS incremental conversion after 7/3/2017.

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• The Accounting Policies & Procedures (PnP) have been updated with the input from the various taskforces held. The last taskforce for Cash Management was held on June 2.

• It is available at:• Site link:http://famis.sfgov.org/controllerspolicies/

• Direct link:http://famis.sfgov.org/controllerspolicies/CON%20Accounting%20P&P_2017-06-12%20FINAL_compressed.pdf

Accounting Policies and Procedures (PnP)-Updated

http://famis.sfgov.org/controllerspolicies/

http://famis.sfgov.org/controllerspolicies/CON%20Accounting%20P&P_2017-06-12%20FINAL_compressed.pdf

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Other Topics

Lourdes Nicomedes

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Grants Key Dates

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Fixed Asset Key Dates• FAACS Project Summary will run weekly every Sunday:

– July 2 to August 6– Confirmation that charges have cleared the Hold File should be done on the

August 6 Run.

• On-line departments, August 4, 2017 : – Last Day to clear Hold File– Last Day to Post in FAACS for Disposals & Retirements, Capitalized Interest, CIP

• Off-line Departments Return all FAACS documents by July 31, 2017

• Final FY 17 Depreciation Run is August 20.

Presenter

Presentation Notes

UPDATE DATES

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Financial Reporting Reminders• Financial Statement Audits -Interim Audit work • Key Dates

Fiscal Month 12 Close – July 31 (includes all abatements, adjustments, allocations) Fiscal Month 13 Open - July 3, FM 13 Closes - September 8.

• Current Municipal Finance – Significant & Undisclosed Risks Investments – GASB 72 Fair Value Measurement (Investments). More disclosures driven by complexity

of investments.o Reminder Leveling Chart spreadsheets due by July 20th. June 2017 statements are needed.

Debt Financings - New issues and refundings before 6/30. Please resolve and record early July in FAMIS.

Pensions (GASB 67, 68, 82) – Financial & Actuarial model/estimates reflected in Financial Statements.

Medical Retiree (Post Employment Benefits other than Pensions) - Very similar to Pension financial model and accounting.o GASB 74 for the Plan FY 17. o GASB 75 for Employers (City) FY 18.

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Over-Liquidated EN Documents• $29.8 Million over-liquidated EN documents need to be reviewed• Check in with Ray Liu at the registration to pick up the report for your

department. We will electronically send reports at the end of the day.• Action items:

– If the contract is closed or expired, note in the report “Do not carryforward to PeopleSoft.”– If the contract is active, process a contract modification before June 20.– If you are processing the last payment, please make sure you code it as “Final Payment.”– If you have retentions, request to carry forward, but you need to resolve the over-liquidated

amounts

Presenter

Presentation Notes

UPDATE DATES

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Support

Jocelyn Quintos

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PS Operations: Role Mapping & Training• Role Mapping:

– Revisions on role mapping are to be put through FSP helpdesk at (415) 944-2442. Helpdesk will forward requests to AOSD.

• Complete all your assigned role-based UPK trainings in order to have access to PS after go-live.– My Learning Page under the SF Employee Portal

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Help Desk

• PS Help Desk after Go live:SF Employee Portal Support

(415) 944-2442 [email protected]

mailto:[email protected]

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AOSD Help Desk Triage –Non supplier caller workflow

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AOSD Help Desk Triage –Supplier Caller Workflow

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OCA UpdatesJaci Fong

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Q & A

Thank You!