global business services © 2008 ibm corporation encompass town hall meeting march 31, 2009
TRANSCRIPT
© 2008 IBM Corporation2
Agenda Project Status Balancing PS – GEAC Prior Year Budgets in PeopleSoft Agency Dashboard GMIS Update Internal Controls, Reports, & Asset Management Training Reminders / Q&A
© 2008 IBM Corporation4
Project Status Schedule for beginning 2nd Sandbox
– Plan to copy Production tonight (3/31)
– Contingent on closing out handful of issues – year-end, reports, levy holds
Tentative testing scheduled for mid-late April
– Will send broadcast e-mail as soon as the dates are set
– Will use same spreadsheet as in the past
– Mandatory
Pending a successful 2nd Sandbox, the ENCOMPASS team will prepare for the go-live
© 2008 IBM Corporation5
Sandbox Testing
Testing can and should continue until we take the current Sandbox down to prepare for the new one
Payment interfaces should receive extra emphasis
Please Retest items within 3 business days
© 2008 IBM Corporation6
Sandbox Testing – Lessons Learned Users Unfamiliar with Business Process
– After go-live, rather than GL journal (JV), fix source document
Integrated Testing: All roles need to be involved
– Everyone in workflow is affected
– Everything needs to be tested from beginning to end.
Whenever possible, please attend scheduled testing sessions
– Continued e-mails to GMIS team for help on testing not as effective
– Easier to demonstrate in live session
Lots of questions surrounding AP Workflow Approval
For negative tests, the script passes if user is unable to perform script
Please pass communications on to others in your agency
© 2008 IBM Corporation8
General Ledger Month-end Closing Schedule
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FY 2009 Accounting
PeriodMonth
Balancing Reconciliation Completion Date
General Ledger Accounting Period Close Date
9 March April 8, 2009 April 13, 2009
10 April May 7, 2009 May 12, 2009
11 May June 5, 2009 June 10, 2009
•When a month is closed, it will not be re-opened•Needed in preparation for go-live•When periods close after go-live, they will not be re-opened under any circumstances
•AP is closed at 9 AM on the 1st of the month•GL will be closed at 5 PM on the scheduled date
© 2008 IBM Corporation
General Ledger Month-end Closing
The only time prior periods will be opened is at GMIS Cleanup Workshops and periods will only be opened during the workshop
Current Schedule:
Weds, Apr 22 9am-12pm & 1pm-4pm CC Rm 15
Weds, May 20 9am-12pm & 1pm-4pm CC Rm 15
Weds, Jun 17 9am-12pm & 1pm-4pm CC Rm 15
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© 2008 IBM Corporation11
Prior Year Budgets in PeopleSoft
Prior Year Budgets will be withdrawn in Production over next several weeks
Available Balance will be set to $0
Entries will post in Period 12
Actual year-end after go-live will work differently – more details in future months
© 2008 IBM Corporation13
Agency Dashboard Criteria for scoring agencies (changes in bold):
– # of Fund/Center/Object combinations out of balance with AOS
• Based on February balancing reports
– # of Purchase Orders to be closed
– Chart of Account Items to be mapped
– # of unposted GL journals from February and prior (ACTUALS ledger only)
– Usage of Projects Module
– Usage of Sandbox environment for the period
– Submission of ID Bill / PR Default Chartfield values
– Submission of Bank Account Information – if SDO account inactive in Sandbox – submitted information is incomplete - 5 points
© 2008 IBM Corporation14
Agency Dashboard Below 20 = Green, 21 – 59 = Yellow, 60 and above = Red
Posted on website at ENCOMPASS Documents Agency Project Plan Dashboard on biweekly basis
Projects Module scoring is changing
– See same folder above or Project Module Approach folder for more details
© 2008 IBM Corporation
GMIS Update Passwords – use your network (desktop) password
System enhancements – AP
Training Sessions & Cleanup sessions
Security Review & Changes
Project Costing Process review
Combination Editing review
Travel & Expense rollout - FSSA
User ID Migrations
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© 2008 IBM Corporation
Passwords – use your network (desktop) password
Simplify your PeopleSoft logon by using your network password
The password you use to access your network (desktop) PC will also access PeopleSoft Financials and HR
This happens automatically
Your network password does not expire for 90 days
When you change your network password, the new password will automatically work for PeopleSoft
Does not apply yet to separately-elected Officer’s staff
© 2008 IBM Corporation
Accounts Payable Training - April 2009
Scheduled sessions:
– AP - Voucher Types & Processes Tuesday, April 7, 2009 9am-12pm
– AP – PaycyclesTuesday, April 7, 2009 1pm-4pm
– AP – SDO Payments & Processes Wednesday, April 8, 2009 1pm -3pm
All in Training Center Room 15
© 2008 IBM Corporation
GMIS Cleanup Workshops
All in Training Center Room 15
– April 22, 2009 Wednesday 9:00 – 12:00
– May 20, 2009 Wednesday 9:00 – 12:00
– June 17, 2009 Wednesday 9:00 – 12:00
GMIS can open prior periods – while you are present
© 2008 IBM Corporation
System enhancements – Accounts Payable
Voucher Group Approvals - Testing in FSUP1
– Approve all vouchers in a control group at one time
– Copied from Sandbox
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© 2008 IBM Corporation
System enhancements – IDOA Public Works
Public Works approval of Requisitions - Active
– Public Works is included in the workflow for Requisition Type Public Works (Construction, Design, or Preventive Maintenance).
– This step will replace IDOA Procurement “Sourcing Validation” approval step on these POs
Public Works approval of AP Vouchers – Active
– Vouchers copied from POs with a PO Type of PW, PWC, PWD, PWPM
– This will follow the agency approval step.
– We implemented this Monday, February 16
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© 2008 IBM Corporation
System enhancements – Sub-grant PO Approval
Agency approval of Sub-grant related Pos:
– We will re-instate agency approval of Grant related Purchase Orders on Friday, February 27th.
– POs charged only to point 7 objects can be approved by agency staff for any dollar amount.
– This step will replace IDOA Procurement “Sourcing Validation” approval step on these POs
– If you need additional personnel to have this ability, please ask your agency PS Security contact to create a GMIS issue requesting the Grant PO Approver role for specific User IDs.
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© 2008 IBM Corporation
System enhancements – Matching
We have pilot agencies
Matching assures we pay for what we ordered and what we received
Workflow to Buyers & data entry staff about match exceptions
Match workbench to review and to override exceptions
Building special rule to match non-PO vouchers (Points 2, 6-9)
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© 2008 IBM Corporation
Security Review & Changes
We are continuing to review Financials Security
– Too much access
– Inconsistent access
Grants, Projects, Contracts
– Removed most Correction mode access – including Funds Distributions
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© 2008 IBM Corporation
Project Costing Process review
We are reviewing the Project Costing routines that Collect Costs and Revenue
These routines add Proj_Resource entries and price these entries for grant draws
These are run for some but not all Project Costing agencies
The source transactions that are collected are inconsistent among agencies
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© 2008 IBM Corporation
Combination Editing review
We are reviewing the Combination Editing settings
Some subsystems had this turned off
We turned on subsystem combination edits for all agencies.
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© 2008 IBM Corporation
Travel & Expense rollout
FSSA will adopt the Travel & Expense module currently used by DWD & INDOT
Initial rollout in the next couple of months
Will include IDOA Travel Office electronic approval of Travel Authorizations
Will include AOS electronic approval of Expense reports
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© 2008 IBM Corporation
User ID Migrations – No Changes
Over the next several months we will retire “old-style” IDs
– 349 Financials IDs
– 713 HR IDs
What we will clone:
– Security & user defaults & preferences
– Private queries
– Inquiries & process Run requests
Notice & Testing
– We will email users as we are ready for them to validate
– We will inactivate old-style IDs two weeks after notice
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© 2008 IBM Corporation
INTERNAL CONTROLROLES
Remember, you can view your roles and other access in both production and sandbox in the files generated 3 times weekly; see these on the ENCOMPASS website in the Internal Controls folder.
Specified agency contacts should send requests for roles to GMIS.
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© 2008 IBM Corporation
REPORTS FOR SANDBOX TESTING The informational file for all approved reports for agency users
now available to test in sandbox is on the ENCOMPASS website (ENCOMPASS Documents, Reports folder) at http://myshare.in.gov/sba/encompass
Be sure to read the text in this file before testing reports. If you find data integrity issues in a report, send to [email protected].
If you have other questions about a report, send to [email protected].
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© 2008 IBM Corporation
ASSET MANAGEMENT
Those assets which you have worked so hard to clean up by March 31 will be moved to the next sandbox, giving us a better testing ground for AM.
Revision of existing asset roles has been delayed in order to provide extra access for this process; however, this will be done prior to go-live.
THANKS FOR YOUR EFFORTS IN THIS PROJECT!!
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© 2008 IBM Corporation
BUYERS, BEWARE!!!
Yes, this is all about ePro, where the definition of a capital asset begins. If a purchase is not identified with a correct account number or an incorrect profile ID is selected, you will be causing a lot of grief for your agency asset staff.
Please note a few simple rules and apply them to each purchase:
– The vendor assigned UNSPC code doesn’t always link to the correct account or profile; you must check both fields and correct if necessary.
– Purchases of assets are not required to go to AM if cost less than $500, unless your agency has extended this to include certain items of a lessor value.
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© 2008 IBM Corporation
BUYERS, BEWARE (Continued) The definition of an AM Asset is a capital asset purchase (or
lease) where the total cost is $500 or more, unless agency policy includes certain items under $500 in value.
Follow these steps:
1. If not an AM Asset, do not use account number beginning with 55.
2. If not an AM Asset, remove profile ID and uncheck ‘asset’ box on PO.
3. If an AM Asset, check the account number and change if necessary.
4. If an AM Asset, check the profile ID and change if necessary. Numerous profiles are available in detail; if you can’t find a good fit, let us know.
NEXT MONTH – WHAT YOU NEED TO KNOW ABOUT LEASES
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© 2008 IBM Corporation
Training
ENCOMPASS Instructor Led Training• Inquiry Workshop• Navigation Workshop• Budgeting Workshop• Chart of Accounts Workshop
– Workshops are delivered on a first-come, first-served basis with off-campus participants given priority
ENCOMPASS Courses Available via Online/UPK
– Online tutorials for Commitment Control, General Ledger are published (see ENCOMPASS UPK Training – Interactive Training). Make sure to hold the control key when selecting link to allow the pop-up window.
© 2008 IBM Corporation39
Reminders
Watch for e-mail of Testing Schedule for 2nd Sandbox
Balance March by Apr 13
Please Re-test items in Sandbox within 3 business days
Submit ID Bill / PR Defaults, SDO information ASAP
Clean up old Documents
– Requisitions, POs, GL Journals
PS User Group Meeting – Apr 9
Next Town Hall: Apr 28 9 AM (Auditorium)
© 2008 IBM Corporation40
Contact Information
Steve Daniels, State Budget Agency– e-mail: [email protected] phone: (317) 232-2974
Ryan Downham, Auditor of State’s Office– e-mail: [email protected] phone (317) 234-1626
Marilyn Rudolph, State Board of Accounts– e-mail: [email protected] phone: (317) 234-4929
Jim Welsh, GMIS Office– e-mail: [email protected]
© 2008 IBM Corporation41
Contact Information (cont.)
ENCOMPASS Website
– http://myshare.in.gov/sba/encompass
ENCOMPASS Email Address
If you are having technical issues, submit them to GMIS
– http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp
We Welcome Your Feedback / Questions / Comments