financials user group meeting bi/ar/gl november 2005 state of connecticut core-ct project financials...

Financials User Group Meeting

BI/AR/GL

November 2005

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project

Financials User Group MeetingFinancials User Group MeetingAR/BI/GLAR/BI/GL

March 2006March 2006

Welcome John Harnick

GL Donna Braga

AR, BI Deb Carta

Reporting Mike Riggott

EPM Mary Yabrosky

IntroductionsIntroductions

Training UpdatesTraining Updates

Asset Management Training Training Delivered March 13 through March 23

16 sessions / 14 users per session Two sessions per day 8:30-12:00 and 1:00-4:30

Scanner agencies trained separately from manual agencies

FAM210 – Physical Inventory (Scanner) FAM211 – Physical Inventory (Manual)

Physical Inventory Labs By appointment only Call 702-3440

Inventory Module agencies Stay tuned

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Help Desk HintsHelp Desk Hints

Users can call Help Desk @ 860-622-2300, ext. 1

Due to the complexity of year end and other issues, users can email [email protected]

Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2

Use the same address [email protected] to request topics for future User Groups

Core-CT All Users Daily Mail

March 3, 2006

DOIT has launched a new Help Desk form.DOIT has launched a new Help Desk form.

The Core-CT team urges you to submit problems and questions to the Core-CT Help Desk in this way now. Because it makes for a direct input to the existing help desk system, the new form will save time and speed your request along its way.

Here is a direct link to the Help Desk online form: http://workorder.ct.gov/ReportAProblem.aspx

New Help Desk FormNew Help Desk Form

New Help Desk FormNew Help Desk Form

1) Complete top section

2) Choose Core-CT radial button

3) Choose Financials radial button

4) Complete bottom section

5) Select Submit

6) Wait for Help Desk to contact you

1) Complete top section

2) Choose Core-CT radial button

3) Choose Financials radial button

4) Complete bottom section

5) Select Submit

6) Wait for Help Desk to contact you

860-622-2407

Implement November 2006

Guarantees future support from Oracle

Latest code line available

Reviewing existing modifications

Analyze new features

Financials Upgrade 8.4 8.9Financials Upgrade 8.4 8.9

Fiscal Year End

Finalizing Processes

Publishing key dates shortly

Agency monitoring

FYE Labs available

PeopleTools Upgrade

Financial System outage weekend (week of April 22nd)

Daily Mail will be sent out

Asset Management

Labs have already begun

Assistance available through OSC

Upcoming EventsUpcoming Events

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Questions ?


GL Donna Braga

AR, BI Deb Carta


EPM Mary Yabrosky


GL Donna Braga

General Ledger Agenda

• Critical Reminders and Hot Topics

– v 8.9 Upgrade

• Reconciling Encumbrance Balance Reports to Budget

• Year-End Activities

GL Reminders & Topics

Critical Reminders

Hot Topics

8.9 Upgrade

CFSR Reports BU = STATE

Scope = 3 letter AGY Acronym

Create your own Report Request

Key Dates Budget Journal Date =07/01/2006

Mod_Accrl & Mod_Cash Ledgers

8.9 – Streamlined Navigation

8.4 8.9

8.9 Charts / Graphs

8.9 Enhanced Drill Downs

Drill Down to Document ID from Activity Log

8.9 Enhanced Drill Downs

Drill Down on Encumbrance Balance to view only Open Encumbrance Balances

8.9 Enhanced Activity Log Search

8.9 Enhanced Budget Journals



– v 8.9 Upgrade


Pre-Encumbrance Report

Budget Details Inquiry

CT_CORE_FIN_JRNL_DATCLN_RECON

EPM Query Reminders

• DeptID– Like AGY%

• Bud Ref– Like % = All– Like % = Blank

(KK_APPROP)



– v 8.9 Upgrade


• Year-End Activities

Fiscal Year-End 2006

• Appropriations

• COA and Budget Structures

• Budget Journals

• General Ledger Correction Journals

• SpeedCharts / Speed Types

• HR Account Codes

• Payroll

• Month-End / Year-End Reports

Appropriations

• OPM must be notified of all budgeted appropriations that qualify to continue by May 15th

• Expenditures after June 30th will be charged to the new year approp.

Appropriations

• All unexpended balances for continuing fiscal year 2006 appropriations will be brought forward to the new fiscal year

• Rolling– Legal Level, AGY1, PRJ 1

• Not Rolling– AGY2, PRJ2, PRJ3

COA / Budget Structures

May 31st

• Chartfield Changes

• Final Budget Structure Revisions

• Budget Reference Consolidation

COA / Budget Structures

Reminders

• Confirm COA changes prior to entering Budget Journals

• Prior to requesting the inactivation of a chartfield value agencies must create GL Journal Entries to move balances to active chartfield values.

Budget Journals

• Budget Reference 2007 Active Tentative Date June 20th

• Agency Budget Journals – Tentative Date June 20th – July 1st

• Budget Journal Date = 07/01/06

Budget Journal DateCommitment Control> Maintain Budgets> Budget Journals> Enter Budget Journals

Budget Journal DateCommitment Control> Maintain Budgets> Budget Journals> Budget Journal Upload

Budget Journals

• Final Allotment Submission for Budgeted Funds is July 1st

• Continuing Appropriations will be carried forward Tentative Date July 21st

General Ledger Journals

• General Ledger journal corrections for fiscal year 2006 must be Valid and Budget Checked by July 11th

• For June corrections use June 30th Journal Date (not Per 998)

GL Journal DateGeneral Ledger> Journals> Journal Entry> Create Journal Entries

GL Journal DateGeneral Ledger> Journals> Import Journals> Spreadsheet Journals

SpeedCharts/Speed Types

• Budgeted Funds – Automatically updated with Bud Ref 2007

– No action is required by the Agency.

• All other funds – Present SpeedCharts/Types will remain in place.

– Agencies must update manually.

• Budgeted Funds – Current HR account code combination updated with

Bud Ref 2007– No action is required by the Agency.

• Non-Budgeted funds – Present HR account code will remain in place.– New HR account code combination created with Bud

Ref 2007– Agencies must update position data.

• Consolidated Budget References– Current HR account code combination updated with

Bud Ref 2007– No action is required by the Agency.

HR Account Codes

Year-End Payroll

• The bi-weekly pay period ending June 8th will be the final payroll charged to appropriations for fiscal year 2006

• Semimonthly and other payrolls paid by June 30th will be charged to fiscal year 2006

• The bi-weekly pay period ending June 22nd will be the first payroll charged to appropriations for fiscal year 2007

Month-End / Year-End Reports

• Preliminary run after AP, BI, and AR close.

• Final Year-End Reports run after GL and Budget Close

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Questions ?


GL Donna Braga

AR, BI Deb Carta


EPM Mary Yabrosky


AR, BI Deb Carta

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BillingBilling

Contact the Help Desk for assistance –

860-622- 2300, extension 1

Critical Reminders

Hot Topics

Preparation for Year End 8.9 Upgrade Highlights

Partial Payment Monitoring - Run this query once a month to find Items in Core that have partial payments applied

EPM Reporting Tools>Query>Query ManagerCT_CORE_FIN_BI_PART_OPENEXBILL

BI Preparation for Year EndBI Preparation for Year End

Sample Report Downloaded to Excel

• Once Partials are Identified – Do Your Research• Are you still anticipating payment?

• Contact Customer and inquire on payment of balance

• Did you receive funds “On Account” that can be applied?• Use Maintenance Worksheet to match OA’s with open items

• Was original bill too much?• Create Credit bill for remainder• Use Maintenance Worksheet to match credits with open item

remainders

BI Preparation for Year EndBI Preparation for Year End

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BI Fiscal Year End BI Fiscal Year End

------ TENTATIVE DATES ------------- TENTATIVE DATES -------XXXM1 BU’s:

• Billing Module closes Friday, June 30 for FY2006

• Billing Module reopens Monday, July 3 for FY2007

XXXS1 BU’s:

• Billing Module closes Wednesday, July 5 for FY2006

• Billing Module opens Monday, July 3 for FY2007

The module will be open for both online bills and The module will be open for both online bills and interfaces on Monday, July 3 for FY2007interfaces on Monday, July 3 for FY2007

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Questions ?

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8.9 Upgrade Highlights8.9 Upgrade HighlightsBillingBilling

Printing & Reprinting Invoices

New “From Due Date” and “To Due Date” fields to print invoices that fall within certain due dates.

New “From Invoice Date” and “To Invoice Date” fields to print invoices that fall within certain invoices dates.

Ability to reprint one or multiple bills directly from the Locate Bills pages.

New checkbox on the reprint invoice page that allows users to reprint Invoices, only if they are open in AR.

8.9 Upgrade Highlights8.9 Upgrade HighlightsBillingBilling

53

Questions ?

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Accounts ReceivableAccounts Receivable

Unapplied “OA” payments debit cash and credit Receivables

Apply your “OA” payments within 30 days of receipt to reclassify them as revenue or expenditures

Critical Reminders

Hot Topics

Preparation for Year End 8.9 Upgrade Highlights

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Clean Up Aging ReportClean Up Aging Report

AR> Collections> Item Information> All Item Information> Search

Item ID begins with ‘OA’

Item Status is ‘Open’


AR> Collections> Aging Report> Aging Detail By Unit

AR> Maintenance> Maintenance Worksheet> Create Worksheet



AR> Collections> Item Information> All Item Information> Item Activity

This transaction that has been matched by the

user creating a Maintenance Worksheet.

AR> Collections> Item Information> All Item Information> Item Activity

This transaction that has been matched

automatically using Payment Predictor.


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What’s your mission for Year End in AR?

Clean Up Your Aging Report!

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AR Fiscal Year End AR Fiscal Year End

The date the check is received by your agency is the The date the check is received by your agency is the

controlling factor – not the date on the check itself.controlling factor – not the date on the check itself.

All monies received prior to July 1, 2006 are FY2006 funds.Must be deposited in bank when received

Must be processed by close of business July 5, 2006

Direct journal

Apply payment to open item

All monies received after July 1, 2006 are FY2007 funds.Must be deposited in bank when received

Will be recorded in Core-CT through bank file upload

Cannot be processed by users until July 6, 2006

------ TENTATIVE DATES ------------- TENTATIVE DATES -------XXXM1 & XXXS1 BU’s:

• AR Module closes Wednesday, July 5 for FY2006

• All open items from FY2006 coded to Refunds of Current Year Expenditures in lapsing funds will be recoded to Refunds of Prior Year Expenditures after AR module closes on July 5

•OSC will be given a list of these recoded bills and their values for each BU

• AR Module reopens for all transactions on Thursday, July 6 for FY2007

The AR module will be open for DRS Pending Item The AR module will be open for DRS Pending Item interface ONLY on Monday, July 3 for FY2007interface ONLY on Monday, July 3 for FY2007

AR Fiscal Year End AR Fiscal Year End

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Questions ?

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8.9 Upgrade Highlights8.9 Upgrade HighlightsAccounts ReceivableAccounts Receivable

Maintenance worksheets will build and create Match Groups containing associated credits and debits based on matching criteria.

Payment worksheets will allow users to create consistent and personalized worksheets showing the most relevant information, sorted in a format most appropriate to the way in which users perform their tasks.

Worksheets Redesigned and Improved

8.9 Payment Worksheet8.9 Payment Worksheet

8.9 Maintenance Worksheet8.9 Maintenance Worksheet

8.9 Upgrade Highlights 8.9 Upgrade Highlights

8.4 SP2 Navigation8.4 SP2 Navigation 8.9 MP2 Navigation8.9 MP2 Navigation


8.4 SP2 Navigation8.4 SP2 Navigation

8.9 MP2 Navigation8.9 MP2 Navigation

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Questions ?


GL Donna Braga

AR, BI Deb Carta


EPM Mary Yabrosky



Project Overview

Website

Catalog Updates

Catalog of On-Line Reports

Project Overview

A web-based reporting tool

Intended users

Access to new reports



WebsiteUsers will access the catalog through the Core-CT home page

Select the Catalog of On-Line Financial Reports link

Website

Home page

Select a report category



Website

Select a report entry

Listing of Reports by Category

WebsiteCatalog Entry for Each Report

Purpose of the report

Type of Report

Legacy SAAAS / CAS reports

Role(s) needed to access the report

Navigation path to the report

Suggested run times

Report Parameters

Example of report output

Flexible Ledger Analysis


WebsiteCatalog Entry - Example

Flexible Ledger Analysis (CTGLR317)

Introduction

Purpose of the ReportThe report displays a detail listing of account code balances posted to the General Ledger for a single or multiple reporting periods. The run control page provides the user with unique flexibility to select chartfield combinations and to further specify whether they would like the report based on tree nodes ordetail values for each chartfield. User can specify balance sheet accounts (assets, liabilities, fund balance) and operating statement accounts (revenues, expenditures). The report can be sorted and subtotaled by chartfield. The report can be run to a PDF or CSV (MS Excel) format.

Report is used to monitor and review account code ledger balances.

Type of ReportStructured Query Report (SQR)

Legacy SAAAS/CAS ReportsSAAAS 5-1 Expenditure Detail / CAS ACRC 51 Analysis of Expenditures – Monthly Summary, ACRX58 Analysis of Expenditures – Monthly Detail

Role(s) Needed for Access the ReportsCentral GL Approver, Central GL Report Maker, Central GL Reviewer, and Central GL Sys Tech Resource, Agency GL Approver, Agency GL Report Maker Agency GL Reviewer, Agency GL System Tech Resource

Navigation Path to the ReportGeneral Ledger > General Reports > Flexible Ledger Analysis

Suggested Run TimesAd hoc



Parameters see screenshot below

In This Field Enter Notes

* Business Unit: type STATE or use the lookup to select

use STATE for all General Ledger reports

* Ledger: type ledger name or use the lookup to select

use Modified Accrual ( MOD_ACCRL ) for most General Ledger reports

* Fiscal Year: fiscal year of the report a four digit numeric value, e.g. 2006


Catalog Updates

12/16/2005 Financials Daily Mail: 9 Chart of Accounts; 2 Accounts Receivable; 2 Accounts Payable

02/23/2006 Financials Daily Mail: 3 Accounts Receivable; 8 Asset Management


Catalog Updates

12/22/2005 Financials Daily Mail: Budget Transaction Details Report modified to run by fiscal year and accounting period

01/09/2006 Financials Daily Mail: Purchase Order Balance Report now includes future obligations

Voucher Activity Report updated to clarify two column headings: Expended Amount (by criteria) and Total Paid Amt (all codes)


Summary and Next Steps

Continue to Build Catalog

Suggestions/Comments


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Questions ?


GL Donna Braga

AR, BI Deb Carta


EPM Mary Yabrosky


EPM Mary Yabrosky

Upgrade Overview

EPM – HRMS 8.9 Upgrade and Financial Reporting

The EPM Team will make a concerted effort to keep EPM available as much as possible for Financial reporting throughout the HRMS 8.9 upgrade during the last week in April.

Users should identify critical reporting needs during the last week in April and work with Core-CT FIN and EPM Teams to ensure needs can be met or workarounds are in place.

Upgrade Overview

EPM – 8.46 Tools Upgrade

EPM is upgrading from PTools Version 8.44 to 8.46

• Tools Upgrade is targeted for the weekend, April 21 – April 24

• EPM will not be available during Tools upgrade application

Upgrade Overview

EPM – 8.46 Tools Upgrade, Continued

Changes in Functionality from 8.44 to 8.46 will be minor:

• New ‘Folder’ Navigation Options

• New Edit Hyperlink - prompts ‘Read Only’ message for Public Queries and disables the ‘Save’ command

• Order/Sort Feature command now separate commands

• ‘Preview’ Tab renamed to ‘Run’ Tab in Query Component

Upgrade Overview


•New ‘Folder’ Navigation Options

Upgrade Overview


New Edit Hyperlink

Upgrade Overview


•Order/Sort Feature command now separate commands

Upgrade Overview


•Preview’ Tab renamed to ‘Run’ Tab in Query Component

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Questions ?

Need More Assistance?Need More Assistance?

We Invite You …… to stay a little longer today.

Live demonstrations on the Core-CT Production Website following User Groups to answer your questions with your “live” data

An opportunity to learn from your fellow module users in other agencies

A chance to network with and reach out to other agencies to discuss business processes

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Lunch BreakLunch Break

Look for this presentation andmeeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/

Extra Session – AR/BI/GLUser Group Mtg March 20, 2006 9am to 12pm

1pm to 4pm

101 East River Drive, Room 1002A&B

***(don’t forget to sign up)

Thank You for your participation

today. We hope this information proved helpful…

ClosingClosing

financials user group meeting bi/ar/gl november 2005 state of connecticut core-ct project financials...

Documents

tuned slide

new help desk form slide

corect help desk

activity log slide

help desk hints users

existing help desk system

corect radial button

financials radial button