lsme: a. whitenack 1 detailed activities key activities role description role design and impact...

1

LSME: A. Whitenack

Detailed ActivitiesDetailed ActivitiesDetailed ActivitiesDetailed Activities

Key ActivitiesKey ActivitiesKey ActivitiesKey ActivitiesRole DescriptionRole DescriptionRole DescriptionRole Description

Role Design and Impact

Print check locally from MARSPrint check from Imprest Cash

To generate payment to a vendor

Print check locally from MARS:•Determine bank account or funding source•On-line entry into Advantage•Obtain approval from agency•Agency print checks•Agency sign checks•Distribute checks

Print check from Imprest Cash:•Identify or receive need to cut check•On-line entry into KICS•KICS prints check•Agency sign check•Distribute to vendor•Create reimbursement through KICS (in future will link to establish payable)•Reconcile to bank statement

Business Area: DisbursementsBusiness Area: Disbursements MARS Roadmap: Disbursements MARS Roadmap: DisbursementsBusiness Area: DisbursementsBusiness Area: Disbursements MARS Roadmap: Disbursements MARS Roadmap: Disbursements

““To Be” To Be” Redesigned RoleRedesigned Role““To Be” To Be” Redesigned RoleRedesigned Role

Generate Disbursements

Notes:Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

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LSME: A. Whitenack

Current to New Role Comparison for Role: Generate DisbursementsCurrent to New Role Comparison for Role: Generate DisbursementsCurrent to New Role Comparison for Role: Generate DisbursementsCurrent to New Role Comparison for Role: Generate Disbursements

Changed ActivitiesChanged ActivitiesChanged ActivitiesChanged Activities

Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed

Definition of TermsDefinition of TermsDefinition of TermsDefinition of Terms

Training and Skills NeedsTraining and Skills NeedsTraining and Skills NeedsTraining and Skills Needs


TimingTimingTimingTiming

•Hand carry document to Division of Accounts

•On-line entry into Advantage•Monitor status on-line

Print check locally from MARS:•Determine bank account•Agency print checks•Agency sign checks

MARS External Vendor Payments Processing, Internal Payments, and Automated Disbursements

Prerequisites: MARS Computer Based TrainingMARS Computer Literacy Training

N/A

July 1, 1999

•Print check from Imprest Cash:•Identify or receive need to cut check•On-line entry into KICS•KICS prints check•Agency sign check•Distribute to vendor•Create reimbursement through KICS (in future will link to establish payable)•Reconcile to bank statement

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LSME: A. Whitenack

Current to New Role Comparison for Role: Generate DisbursementsCurrent to New Role Comparison for Role: Generate DisbursementsCurrent to New Role Comparison for Role: Generate DisbursementsCurrent to New Role Comparison for Role: Generate Disbursements


Additional NotesAdditional Notes Additional NotesAdditional Notes

•Actual generation of payment to the vendor will be done by the fiscal shop/ business office•Overall the process should be less manual and easier to access

Template KeyTemplate KeyTemplate KeyTemplate Key

Activities that will be completed via MARS have been highlighted through the use of italic, bold font.Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”.Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”.Detail activities are grouped according to the key activity (underlined) they support.MARS documents are cross-referenced (by number) to the document(s) they replace.For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm.

For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm.

Documents Relevant to RoleDocuments Relevant to RoleDocuments Relevant to RoleDocuments Relevant to Role

MARS Documents Documents Formerly Used

Vendor Payment Voucher (P1)Manual Warrant (MW)Multiple Vendor Payment Voucher (MP)Multi-Payee Voucher (PVV)Internal Voucher (II) [1, 2]Expense Transfer (IX) [1]Job Control (JB)Job Charges (JC)Check Cancellation (CX)

DOA-07: Inter-Account Bill [1]DOA-11: Report and Proof of Loss [2]DOA-27: Payroll Voucher

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LSME: A. Whitenack




Request immediate check from Treasury

Request immediate check from Treasury:•Determine bank account or funding source•Identify or receive need to request check from Treasuryimmediately•On-line entry into Advantage•Obtain approval from agency•Obtain F&A approval•Obtain Treasury Approval•Treasury Print Checks•Monitor status on-line•Pick up Checks

To generate payment to a vendor



Request Immediate Check from Treasury


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LSME: A. Whitenack

Current to New Role Comparison for Role: Request Immediate Check from TreasuryCurrent to New Role Comparison for Role: Request Immediate Check from TreasuryCurrent to New Role Comparison for Role: Request Immediate Check from TreasuryCurrent to New Role Comparison for Role: Request Immediate Check from Treasury


Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed





•Hand carry document to Division of Accounts

•On-line entry into Advantage•Monitor status on-line

MARS External Vendor Payments Processing, Internal Payments, and Automated Disbursements


N/A

July 1, 1999

Request immediate check from Treasury:•Determine bank account or funding source•Identify or receive need to request check from Treasuryimmediately•Obtain approval from agency•Obtain F&A approval•Obtain Treasury Approval•Treasury Print Checks•Pick up Checks

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LSME: A. Whitenack

Current to New Role Comparison for Role: Request Immediate Check from TreasuryCurrent to New Role Comparison for Role: Request Immediate Check from TreasuryCurrent to New Role Comparison for Role: Request Immediate Check from TreasuryCurrent to New Role Comparison for Role: Request Immediate Check from Treasury



•Actual generation of payment to the vendor will be done by the fiscal shop/ business office•Overall the process should be less manual and easier to access






Vendor Payment Voucher (P1)Manual Warrant (MW)Multiple Vendor Payment Voucher (MP)Multi-Payee Voucher (PVV)Internal Voucher (II) [1,2]Expense Transfer (IX) [1]Job Control (JB)Job Charges (JC)Check Cancellation (CX)


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LSME: A. Whitenack




To record the expense at the point of origin.

Complete appropriate forms for Disbursement (PD Quickpay,PD Invoice, Adv. P.V.) :•Find Vendor they need to pay in vendor file•If vendor is not in file, request vendor using vendor request form in PD; If vendor is denied call CRC•Determine amount to pay•Determine when payment is to be received by vendor •Determine payment method•Determine how to pay (use of common codes)•Submit for approval•Store Shells in system

Complete appropriate forms for Disbursement (PD Quickpay,PD Invoice, Adv. P.V.)



Establish Payable (Straight Disbursement)


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LSME: A. Whitenack

Current to New Role Comparison for Establish Payable (Straight Disbursement)Current to New Role Comparison for Establish Payable (Straight Disbursement)Current to New Role Comparison for Establish Payable (Straight Disbursement)Current to New Role Comparison for Establish Payable (Straight Disbursement)


Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the Same Activities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed





•Paper form completion and submission to Finance

•Determine how to pay (use of common codes)•If vendor is not in file, request vendor using vendor request form in PD; If vendor is denied call CRC

•Get online to complete appropriate form•Find Vendor they need to pay in vendor file•Determine amount to pay•Determine when payment is to be received by vendor •Determine payment method•Submit for approval

MARS: External Vendor Payments Processing, Internal Payments, and Automated DisbursementsMARS Payables

Prerequisites: MARS Computer Literacy TrainingMARS Computer Based Training

N/A

July 1, 1999

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LSME: A. Whitenack

Current to New Role Comparison for Establish Payable (Straight Disbursement)Current to New Role Comparison for Establish Payable (Straight Disbursement) Current to New Role Comparison for Establish Payable (Straight Disbursement)Current to New Role Comparison for Establish Payable (Straight Disbursement)



•Ideally, agencies will push this activity down to the point of origin for it is there that the greatest efficiencies and subsequently cost savings will be achieved. Getting to this point may take some time; agencies may initially be recording centrally.•Ultimately, should no longer require going to a central agency shop for processing and data entry.






Vendor Payment Voucher (P1)Manual Warrant (MW)Multiple Vendor Payment Voucher (MP)Multi-Payee Voucher (PVV)Internal Voucher (II) [1, 2]Expense Transfer (IX) [1]Job Control (JB)Job Charges (JC)Check Cancellation (CX)

Advantage P.V.PD Quick Pay PD InvoiceVendor Request Form

DOA-07: Inter-Account Bill [1]DOA-11: Report and Proof of Loss

[2]DOA-27: Payroll Voucher

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LSME: A. Whitenack




To record the expense at the point of origin.

•Set up in PD or Advantage (see steps for Establish Payable)•Determine frequency and establish payment parameters •Obtain approval for recurring payment by agency designated individual •Receive notice of time for payment•Revise payment amount (or other parameters as necessary)•Approve & Run



Establish Recurring Payable (rent, utility bills, phone bills)


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LSME: A. Whitenack

Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills) Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills) Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills) Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills)






TimingTimingTimingTiming•Set up in PD or Advantage (see steps for Establish Payable)•Determine frequency and establish payment parameters •Obtain approval for recurring payment by agency designated individual •Receive notice of time for payment•Revise payment amount (or other parameters as necessary)•Approve & Run

MARS External Vendor Payments Processing, Internal Payments, and Automated Disbursements ModulesMARS Payables Module


N/A N/A

N/A

July 1, 1999

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LSME: A. Whitenack

Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills)Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills)Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills)Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills)



•Agency Central Fiscal will do these activities for Central Administration recurring payablesbut should not process for field offices, programmatic areas.•To obtain maximum benefit of the system this role should be conducted by individuals in the field and programmatic.






Vendor Payment Voucher (P1)Manual Warrant (MW)Multiple Vendor Payment Voucher (MP)Multi-Payee Voucher (PVV)Internal Voucher (II) [1,2]Expense Transfer (IX) [1]Job Control (JB)Job Charges (JC)Check Cancellation (CX)

Advantage P.V.PD Quick PayPD Invoice


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LSME: A. Whitenack




•Receive paper invoices from field or program (possibly via a clerk or administrative assistant who organizes them)•Receive on-line request for approvals•Find invoice, if needed, and determine whetherto approve•Approve invoice•If deny, contact appropriate agency or Finance Cabinetand requestor•Change errors, duplicative entries•Payroll processing

To monitor and approve disbursements andpayables



Monitoring and Approval of Disbursements and Payables


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LSME: A. Whitenack

Current to New Role Comparison for Monitoring and Approval of Disbursements and PayablesCurrent to New Role Comparison for Monitoring and Approval of Disbursements and PayablesCurrent to New Role Comparison for Monitoring and Approval of Disbursements and PayablesCurrent to New Role Comparison for Monitoring and Approval of Disbursements and Payables







•Receive on-line request for approval•Approve invoice•Change errors, duplicative entries

•Receive paper invoices from vendor•Find invoice, if needed, and determine whetherto approve•If deny, contact appropriate agency or Finance Cabinetand requestor

Prerequisites:MARS Computer Literacy TrainingMARS Computer Based Training

N/A

N/A

July 1, 1999

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LSME: A. Whitenack

Current to New Role Comparison for Monitoring and Approval of Disbursements and PayablesCurrent to New Role Comparison for Monitoring and Approval of Disbursements and PayablesCurrent to New Role Comparison for Monitoring and Approval of Disbursements and PayablesCurrent to New Role Comparison for Monitoring and Approval of Disbursements and Payables




•Clerks or other staff will initiate a pay document and send invoices to the approver. All paper invoices will be checked by the approver.

•Records and/or paper invoices will need to be filed centrally in Frankfort with the agency or at large Division offices throughout the Commonwealth. Specific policies and procedures are being developed and refined to guide agencies in this process.

•If an agency approver has not yet approved the disbursement or payable, they will be able to change errors without needing to request assistance from the Finance Cabinet.




MARS Documents Documents Formerly UsedVendor Payment Voucher (P1)Manual Warrant (MW)Multiple Vendor Payment Voucher (MP)Multi-Payee Voucher (PVV)Internal Voucher (II) [1, 2]Expense Transfer (IX) [1]Job Control (JB)Job Charges (JC)Check Cancellation (CX)


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LSME: A. Whitenack




Establish cardsCollect receiptsProcess Procard Payments

Establish Procard:•Establish Procard with First Chicago Bank•Complete relevant Office of Controller forms•Establish card in MARS with cash holder’s default accountinginformation in Procurement Desktop•Monitor usage by card holder•Conduct cardholder training

Collect receipts:•Continue to collect receipts from cardholder

To establish ProCards, collect receipts, and process Procard payments.

Process Procard Payments:•Each day get Procard document off of desktop•Match receipts to Procard document•Verify accounting information•Approve Procard•Continue to track discrepancies



Administer Procard in Agency


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LSME: A. Whitenack

Current to New Role Comparison for Administer Procard in AgencyCurrent to New Role Comparison for Administer Procard in AgencyCurrent to New Role Comparison for Administer Procard in AgencyCurrent to New Role Comparison for Administer Procard in Agency







•Establish Procard with First Chicago Bank•Monitor usage by card holder•Continue to collect receipts from cardholder•Match receipts to Procard document•Verify accounting information•Continue to track discrepancies•Run relevant reports*•Identify/correct errors*•Complete relevant Office of Controller forms•Conduct cardholder training

•Establish card in MARS with cash holder’s default accounting information in Procurement Desktop•Each day get Procard document off of desktop•Approve Procard* MARS: Procurement Card Administrator

Prerequisites:MARS Computer Literacy TrainingMARS Computer Based Training

N/A

N/A

July 1, 1999

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LSME: A. Whitenack

Current to New Role Comparison for Administer Procard in AgencyCurrent to New Role Comparison for Administer Procard in AgencyCurrent to New Role Comparison for Administer Procard in AgencyCurrent to New Role Comparison for Administer Procard in Agency



•Previously, agencies had to download daily files to monitor Procard activity. Now, such downloads will be done centrally. Agencies will be able to access needed documents much like one would access a file on a LAN (local area network). As a result, the retrieval of such information will require far less time than it had prior to MARS.•Agencies will continue to create a report similar to the “Settlement Report.” However, doing so is expected to be much easier in MARS than it is now.•Agencies and central resources will both bear responsibilities regarding the training of cardholders. Central resources will be responsible for training agency Procurement Card administrators and backup staff.•The process of identifying and correcting errors is expected to be much less cumbersome in MARS.•As soon as card is setup agencies can set up account structure. Previously, agencies had to wait for first activity.•Similarly, setup and maintenance will take less time.





Procurement Document (PD) [1]Payment Voucher (PV) [1]

DOA-65: Procurement Card Payment (Automated) [1]