August 18, 2009. 3 AOS Business Processes Mini Town Hall – Aug 25 9 AM PeopleSoft shut down at 5 PM on Mon, Aug 31 AP vouchers / JVs due at AOS Thu,

August 18, 2009

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• AOS Business Processes Mini Town Hall – Aug 25 9 AM

• PeopleSoft shut down at 5 PM on Mon, Aug 31

• AP vouchers / JVs due at AOS Thu, Sep 3, 4 PM

• Migration of new programs, COA mapping tables• Wed, Sep 2 – Fri, Sep 4

• Chart of Accounts Conversion starts – Sat, Sep 5

• Last GEAC payments – Fri, Sep 11• Vendor & PO Conversions – Sat, Sep 12• 1st day on new system - Wed, Sep 16

Vendor Invoice deadline – Mon, Aug 17 Projects Module Mapping Templates

Mon, Aug 17, 5 PM

Chart of Accounts Fund Center freeze Thu, Aug 13, 5 PM

Thanks for your assistance in meeting these deadlines!

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By 5 PM on Mon, Aug 31: AP – All vouchers not completely through pay

cycle must be unposted and put on hold GL – All GL journals must be posted or deleted PO – All POs must be dispatched and budget

checked AR – All Accounting entries must be complete All Subsystem Journals must be posted to GL! NO EXCEPTIONS

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PeopleSoft Cleanup sessions Continue on next 2 Wednesdays, IGCS Conf

Ctr, Rm 15 Complete PO Reconciliation Complete GL Balancing Complete COA Mapping – Saturday

updates Sandbox testing should continue Cutover plan in 3 hour increments

posted to ENCOMPASS website6

ENTAP Training began Mon, Aug 3 and is ongoing MANDATORY Security will be revoked if not attended before go-

live Please do not attend training not specifically

necessary for your job until after go-live Training Registration

E-mail Michelle Taylor ([email protected]) Call 317-234-4927 Register online

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Auditor’s Office will make no payments on Mon, Sep 14 and Tue, Sep 15

Deposits will still be made at Treasurer’s Office Sep 1 – 11: use existing ROC form, chart of

accounts Sep 14-15: use existing ROC form, TOS to upload

and approve deposits in AR, will be waiting for agencies to create accounting entries on Sep 16

Cut off for AP vouchers / JVs at Auditor’s Office Thu, Sep 3, 4 PM Exceptions: contact Mary Reilly / Mike Frick

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Emergency payments only Must be processed outside of PeopleSoft

between Sep 1 and go live Payments will be accelerated as needed

Tuition Support, Higher Education, payroll Other payments– please contact SBA

Budget Analyst

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DCS & DOR must provide files (new COA, format) on Mon, Sep 14 DCS: Child Support DOR: Corporate, Manual, Indiv, Motor Carrier Include Warrants & ACH Include Domestic & International addresses

Files will be loaded just prior to release of environment to make payments as soon as possible

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Auditor’s office will enforce 35 day payment terms from INVOICE DATE Utility and State employee vendors set to

immediate payment Represents proper cash management, NOT

payment delay Vendor exceptions – contact Mary Reilly Exceptions set at purchase order level OMB will review reports to determine if

agencies are using exceptions inappropriately/excessively

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Wed, Sep 16, 2009 through Fri, Oct, 16, 2009 9:00 – 12:00, 1:00 – 4:00 IGCS, Conf Room 15  GMIS Team members available for “over the

shoulder” assistance with ENCOMPASS Bring your work and any questions  Registration is not necessary  NOTE: THE ABOVE DATES & TIMES ARE

TENTATIVE AND SUBJECT TO CHANGE WITHOUT PRIOR NOTICE.

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We are going live! Attend Training Finish cleanup Agency specific questions – stay after

Town Hall

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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]

ENCOMPASS Website http://myshare.in.gov/sba/encompass

ENCOMPASS Email Address [email protected]

If you are having technical issues, submit them to GMIS http://extranet.in.gov/gmis/issue_entry/

base/issue_entry.asp

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