financials user group meeting june 2014 · 2015. 5. 1. · tangoe system. target date will be end...
TRANSCRIPT
Spring 2015
Training/UPKs/Website
Daily Mails ◦ Future changes discussed here are announced ◦ http://www.core-ct.state.ct.us/listserv/dailymail.html
FYE ◦ Changes in personnel ◦ CO512 updates ◦ Agency contacts
Upgrade to 9.2
Core-CT “Refresher” Training (In addition to regular training classes) ◦ Different approach: • Agency specific • Lab-like • Small group
Contact your Training Liaison to sign up for regular classes.
Contact Core-CT Financials Training if you are adding
new users or implementing a project (e.g. expanding eProcurement use)
[email protected] (860) 622-2164
General Ledger
EPM
Security
DAS Catalog Management
eProcurement
Purchasing Accounts Payable
OSC- Accounts Payable Division
Planned for FY2017 Budget reference for budgeted funds will be
blank. Bud Ref will also be blank for Agencies/Funds
that currently consolidate budget reference. Those that use Bud Ref will carry forward
each year, same as now. All agencies are strongly encouraged to use
Budget Reference as a method of controlling/reporting on grants and continuing funds.
Available due to upgrade
For budgeted Funds and consolidating funds, Budget Ref is always the same as Fiscal Year and carries no additional value.
Agencies/Funds that still need to track/control by Bud Ref still can
Thousands of HR positions need to be re-coded every year.
Hundreds of SpeedCharts re-coded every year
Hundreds of SpeedTypes re-coded every year
PO Roll must update thousands of lines each year
Queries and Report Run Controls updated every year
Budgets will either be posted with a Bud Ref or Bud Ref will be blank
Transactions such as Purchase Orders and Vouchers will also have a blank Bud Ref for Budgeted/Consolidated Funds.
Job Aid with list of Funds by Agency will be provided
Sample Budgets
KK_ALLOT
Fund SID Agency Bud Ref
Budgeted Fund 11000 10020 SDR63500
Agency opts to use Budget Reference for continuing funds
12060 20703 SDR63500 2015
12060 20703 SDR63500 2016
12060 20703 SDR63500 2017
Sample Budgets
KK_ALLOT
Fund SID Agency Bud Ref
Budgeted Fund 12001 10020 DOT57000
Agency opts to consolidate Bud Ref for all funds.
12011 40010 DOT57000
12062 22507 DOT57000
12062 29102 DOT57000
New Purchasing Reporting Table
Purchasing and Inventory Queries
Security Reporting in EPM
CTW_PO_WRKF - PO Workflow Rpt Tbl
Queries: ◦ CT_CORE_FIN_DAYS_PEND_BY_PO
◦ CT_CORE_FIN_PO_DAYS_PEND_DATE
Approval Workflow is re-initiated whenever the value of the PO changes or when any chartfield information is changed.
Includes PO Qty, Price, Merchandise Amount, Fund, Dept, SID, Program, Account, Chartfied 1, Chartfield 2, Bud Ref, PC Bus Unit, Project, Activity, Source Type & Category
Interpreting PO Workflow Query Results
EPM job aid ◦ http://www.core-
ct.state.ct.us/epm/docs/epm_workflow.doc
Reporting Table enhancement: ◦ Added EMPLID to CTW_IN_DEMND -
Inventory Demand Reporting Table
DOC uniform distribution management queries: ◦ CT_DOC_UNIFORMS_BY_EE_NAME
◦ CT_DOC_UNIFORMS_ISSUED
◦ CT_DOC_UNIFORMS_ISSUED_BY_DATE
FIN/HRMS/EPM (3) versions of Security Reporting now in EPM ◦ Job Aid: SECURITY EPM SUBJECT MODEL AND
REPORTING TABLES http://www.core-ct.state.ct.us/epm/pdf/sec_reporting_table_summary.pdf
Security Tables contain different info in each environment: ◦ Financials – loaded nightly
◦ HRMS – loaded nightly
◦ Portal – loaded nightly
◦ EPM – native to EPM
FIN Security Reporting Tables ◦ CTW_PSROLEUSERFN- User Roles in FIN
◦ CTW_PSOPRDEFNDFN_ User Profile in FIN
HRMS Security Reporting Tables ◦ CTW_PSROLEUSERHR- User Roles in HR
◦ CTW_PSOPRDEFNHR- User Profile in HR
Portal Security Reporting Table ◦ CTW_USERPROF_VW – System Profile
◦ Audit System Profile information for Password Reset Liaisons
EPM Security Reporting Tables ◦ PSROLEUSER –Roles in EPM
◦ PSOPRDEFN- User Profile in EPM
Example of FIN Security Public Query: ◦ CT_CORE_SEC_FNUSERID_BY_ROLE
◦ Roles by User Id and Agency
Locate all Security Queries in the EPM Query Folder: CORE_SEC
Locate all EPM Public Queries in the Core-CT Catalog of Reports and Queries
◦ http://www.core-ct.state.ct.us/reports/
CO1092 Updates Automation of User Inactivation Security Liaison Training Reminders
CO1092 Updates • New Roles/Approvers
• Fixes
New Roles / Approvers
◦ CT_F_TSR_REQUESTER
◦ CT_F_TSR_APPROVER
FIN Appendix form updated
Segregation of duties configuration
DAS Approver level added to CO1092 Workflow
CO1092 Fixes ◦ Duplicate Transaction Number resolved (both HR
and FIN)
Automation of User Inactivation ◦ Run new process to Identify all employees that:
Terminate
Retire
Transfer out of Agency
Automation of User Inactivation ◦ Security Team validates results
◦ Run process to delete: Roles
Business Unit Security
Process Profile
Lock Account
Security Liaison Training ◦ Understanding Security ◦ Security Liaison Roles & Responsibilities ◦ New Hires ◦ Password Reset (Employee) ◦ Distributed User Profile ◦ Application Security Request (CO-1092)
Processing ◦ Running EPM Audit Queries
Security Liaison Training ◦ Session: SEC101 ◦ Dates: May 15, 27, June 11 ◦ Course Time: 9a – 3p ◦ Location: DOT Training Room 2780 Berlin Turnpike
Newington, CT
Reminders ◦ Use Core-CT Security Mailbox:
◦ User Security Liaison Guide: http://www.core-ct.state.ct.us/security/pdf/liaison_guide9_1.pdf
◦ All Security Job Aids: http://www.core-ct.state.ct.us/security/
Market Basket Philosophy
Items identified by volume / usage DAS will pursue deeper discounts Only those items loaded into the catalog Pilot results: 150% - 183% lower cost than in 2010
May 2015
466,809 items 403,236 inactive
63,573 active
Jan 2015 Lean Event Catalog “load” process Backlog of 50+ contracts MOVING FORWARD Catalog “cleanse” Rolling archive process Market Basket Price Sheet Reduction of items
Core-10
Telecom
eProcurement Roles
Fiscal Year End
Training
Questions
All ePro Requisitions have a Core-10 value.
Telecom services and equipment purchases will be entered into eProcurement with a target date of May 26, 2015.
eProcurement
TSR – Telecom Requisitioning
New!
New Requisition Types as of May 26, 2015
5. TSR-EQUIP – End result is a Purchase Order • Use this value when purchasing Telecom
Equipment. • Req. Obligation Link
6. TSR-MACR– End result is a Purchase Order • Use this value when purchasing
Telecom Services. • Req. Obligation Link
TSR – Equipment Workflow
Push
back
TSR-EQUIP Requisition
Req Amount Approval
Req Budget
Approval
Req Purchasing Approval
2,500
10,000
1 Mil.
Over 1 Mil.
TSR Approval
Budget Check
Exceptions
Sourcing Workbench OSC
Over 1 Mil.
TSR – Service Workflow
eProcurement
OSC Over 1 Mil.
eProcurement
- Communications Management Platform - (CMP)
Cell phones/services, circuits and network requests will be entered into the Tangoe system. Target date will be end of May 2015.
The defined workflow for the various types of requests (IDSN, T1, Wireless services [hotspots, iPads, smartphones, blackberries, etc.]) consists of the
following: 1. Agency user enter request info into Tangoe (type of service, device, plans,
contact info, etc.) 2. Upon request completion agency users submits request to vendor with CC
to appropriate DAS Telecom business office rep. 3. Upon service order fulfillment vendor responds to agency user and DAS
telecom rep with finalization details of the order (circuit #, phone #, ESN, serial number, etc…)
4. DAS telecom rep will update Tangoe inventory and closeout order.
eProcurement Tangoe - Communications Management Platform (CMP)
eProcurement Tangoe – CMP Workflow
Equipment Vendors • Altura • Business Electronics • Unify • Valley Communications • Voice New England
(Sonitrol) Cabling Vendors • Comnet • Mercury
Core-CT TSR Vendors Tangoe TSR Vendors
Network & Cell Vendors • AT&T • AT&T Mobility • Frontier • Sprint • Verizon • Verizon Wireless • Windstream
ePro Requester Roles • CT Requester • Multi Requester • TSR Requester
eProcurement
Security Liaisons -Please reference the Core-CT Role Handbook for specific role requirements at: http://www.core-ct.state.ct.us/security/fin_sec.html
eProcurement
Fiscal Year End Agencies are responsible for closing or completing Requisitions before Year End that are in the following statuses:
Open Pending Approval Denied Canceled Budget Error
eProcurement
Fiscal Year End
• Access to eProcurement • Sourcing Deadline • Requisitions that must be recreated. • Requisitions that will qualify to roll forward.
eProcurement Roles Affected
• Access will be removed for the following roles on Monday, June 29, 2015 @ 4:00 pm:
CT Requesters Requisition Amount Approvers 1, 2, 3, 4 and 5 Requisition Budget Approvers Requisition Purchasing Approvers CT Multi-Requester CT TSR Requester CT F A TSR Approver CT ITD Approvers 1- 2 CT Req Bid Contract Creator CT DAS Approver 1 CT F A Adhoc Approver CT WF Req Adhoc Approver
eProcurement
Training 1. Contact your Agency Training Liaison to sign up for
eProcurement Training. http://www.core-ct.state.ct.us/training/registration/training_reg.asp
2. Specific Agency Training will be provided upon request.
3. Telecom Training was provided to TSR users in April & May 2015. Additional training will be provided upon request.
Fiscal Year End Review
Fully Vouchered Purchase Orders
Over Expended Purchase Orders
Closing a Line on a Purchase Order
PO Roll Reminders
UPKs
Purchasing Year End Dates
This year Purchasing access will not be removed by CORE-CT until June 29th at 4:00PM
Access to Purchasing will be returned on Monday July 6th*
As usual, check with your individual agency for their year end procedures and cutoff dates
POs that are:
•Open
•Pending Approval
•Denied
•Pending Cancel
•Canceled
POs in
Budget Error
Fully Vouchered or
Zero Lines
Over Expended
Lines
Agencies are responsible for
cleaning up Purchase Orders before Year
End
Do not Future date PO’s
Make sure to take PO’s off Hold before canceling or closing
Remember Canceled PO’s must still be closed
Create change orders to bring PO’s down to their expended amount if no further payments are necessary
Purchase Orders that are fully vouchered should qualify to close through the Buyer’s Workbench and should be closed on a regular basis.
If there are multiple lines on a PO, some of the lines may be fully vouchered and need to be closed.
A zero line that has not been received must always be forced closed.
The PO shows a $500.00
encumbrance left so the
PO is not fully Vouchered
How can I tell if a line is fully expended?
Review the:
PO Activity Summary
Navigation: Purchasing / Purchase Orders / Review Purchasing Information / Activity Summary
Line 1 is fully Expended
Line 2 has no activity (Zero Line)
Line 3 is partially paid and will qualify to roll
How can I tell if a line is fully expended?
Review the:
Expense to Date
Navigation: Purchasing / Purchase Orders / Add/Update POs – Click Schedule / Click Distributions/Chartfields
Click the Budget Information Tab
How can I tell if a line is fully expended?
Run and Review the:
PO Balance Report
Navigation: Purchasing/Purchase Orders/Reports/PO Balance Report
Line 1 is fully Expended
Line 2 has no activity (Zero Line)
Line 3 is partially paid and will qualify to roll
How can I tell if a line is fully expended?
Review the:
PO/AP Interface
Navigation: Accounts Payable/Review Accounts Payable Information/ Interfaces/Purchase Order
Line 1 is fully Expended
Line 2 has no activity (Zero Line)
Line 3 is partially paid and will qualify to roll
Do a change order to your PO prior to creating a voucher so that encumbrances will be properly reflected
Never add funds to an over expended line
Over Expending a line takes funds directly from the unencumbered funds WITHOUT creating PO accounting entries
Once a line is over expended, it cannot be fixed – IT MUST BE CLOSED
This PO shows a $250.00
Encumbrance Left
However, the Activity Summary shows the entire PO amount has been expended.
The Purchase Order Distributions show that
different amounts were paid causing the first
distribution to be over expended and leaving a
balance on the second that cannot be cleared.
You can also see Over Expended POs on the PO Balance Report
How does this happen?
Purchasing – Receipts – Vouchers look at the Line Amount
As long as the sum of the distributions is less than the line amount, the values can be changed to any
amount and the system will allow it
If you try to close the PO
through the Buyer’s Workbench,
it will not qualify.
Instead click the Lines
to the right of the PO
Deselect the Line that does not qualify – We
want that to roll
Line 1 is qualified to close
Line 2 for zero must be forced closed
The Line has not been received
Select the PO and click the override button to force close it
Now both lines will close
Purchase Orders that are canceled, fully vouchered, on hold, or have not been successfully budget checked are not qualified to roll
PO lines that are for an amount of zero or that are fully vouchered must have funds added or need to be closed
PO lines that are over expended must be closed
BI Publisher to replace Crystal
Running AP Reports
Interfacing Vouchers
AP Reminders
FYE 2015
Example – Match Exception Report
Process Instance: 1878
Remember Report Etiquette:
1. Know the size of your report
2. Monitor the progress of all started reports
3. Schedule any reports with large results
4. Contact Footprints with questions
Consider an Interface for High Volume Vouchers New Guidelines Job Aid on Core-CT Website
http://www.core-ct.state.ct.us/financials/ap/pdf/intfc_vchr_guide.pdf
For Existing Interface Users Troubleshooting Job Aid on Core-CT Website
http://www.core-ct.state.ct.us/financials/ap/doc/interface_voucher.doc
1. Vendor Contacts need email addresses
2. Typos on Vendor Change Forms
3. From the HelpDesk – if you are unsure, call us FIRST!
4. AP Month-End and closing the period
5. Metropolitan District Commission (MDC) payment requirements
6. Pay special attention to cancelling ACH payments
7. Contract Payment Terms vs. Voucher Payment Terms
8. Voucher Approver Role Change
9. UPKs are now accessible
1st. Submit Voucher Processor or Approver can submit voucher for approval on the approval framework page.
2nd. Approve Only the Voucher Approver can approve.
Last Day to pay Inter-Agency bills: 6/05/15
Payment Cancellations: 6/18/15
AP Interface files received: 6/26/15
Last STATE pay cycle: 9am 6/29/15
Delete unpaid/unprocessed vchrs: 6/29/15
Last ZERO pay cycle: 6/30/15
AP Module Closes: Noon 6/30/15
Pay cycle processing
Cancellation of ACH payments
Imposter Fraud
Open Connecticut – Expenditures
A STATE pay cycle is run manually by OSC-APD each workday morning beginning at 9:30am to select all vouchers in CORE-CT that qualify for payment.
OSC – Accounts Payable Division
Pay Cycle Processing
• Vouchers must be matched, approved, and budget checked in order to be selected for payment.
OSC – Accounts Payable Division
Pay Cycle Processing
Pay Cycle Processing
OSC – Accounts Payable Division
OSC-Accounts Payable Division
*Pay cycle run on Monday 5/4 will select vouchers through Tuesday 5/5 with a payment date of Tuesday 5/5.
Pay Cycle Run
Select vouchers through
Payment Date
Pay Cycle Processing
OSC – Accounts Payable Division
*Pay cycle run on Friday 5/1 will select vouchers through Monday 5/4 with a payment date of Saturday 5/2.
Pay Cycle Run
Select vouchers through
Payment Date
Pay Cycle Processing
OSC-Accounts Payable Division
*Pay cycle run on Friday 5/22 will select vouchers through Tuesday 5/26 with a Payment date of Saturday 5/23. (5/25 is a holiday)
Pay Cycle Run
Select vouchers through
Payment Date
Pay Cycle Processing
OSC – Accounts Payable Division Pay Cycle Processing
OSC – Accounts Payable Division
• ACH payments become ‘Reconciled’ after 6 months. • Checks payments become ‘Reconciled’ when the check
has been cashed. • Payments that have been cancelled will display as
‘Reconciled’
Pay Cycle Processing
OSC – Accounts Payable Division
Pay Cycle Processing
An incorrect ACH payment must be retracted within 5 days.
Be sure to notify APD immediately. Also submit a CO-790. An ACH payment returned by the bank will require a
CO-790 from the agency to cancel/reissue. APD will notify agencies when this occurs.
Cancellation of ACH Payments
OSC – Accounts Payable Division
ACH Vendor Payments
http://www.osc.ct.gov/vendor/directdeposit.html
OSC – Accounts Payable Division
Notify [email protected] if you become aware of suspicious activity regarding vendor address changes or payment method changes.
Imposter Fraud
OSC – Accounts Payable Division
Open Connecticut now includes current expenditure data for a rolling five year period. Data is
provided daily by OSC Accounts Payable
Open Connecticut - Payments
OSC – Accounts Payable Division
Thank You for your participation today
We hope this information proved helpful.
Look for this presentation on the Core-CT website at www.core-ct.state.ct.us