Financials 8.9 Upgrade and Projects/Customer Contracts Implementation Update August 15, 2006.

Financials 8.9 Upgrade and Projects/Customer Contracts

Implementation UpdateAugust 15, 2006

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Agenda

I. Introductions/Opening Remarks

II. Upgrade Benefits and Objectives

III. Timelines

IV. Training and Financial Reporting

V. Module-by-Module Discussions

VI. Project Costing/Customer Contracts Implementation Overviews

VII. Questions

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Upgrade Objectives

• Maintain support from Oracle. State must be on a more current version of PeopleSoft to maintain software support

• Replace state modifications with new delivered functionality

• Enhance existing modules

• Improve business processes with new functionality

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Upgrade Benefits: Budget Process Improvement

Three changes to prevent a multitude of budget errors

• Prevent purchase order quantity and amount errors

• Eliminate double encumbrances associated with collision of online and batch budget checking

• Improve monthly PO close process by eliminating the ability to override match exceptions

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Upgrade Timeline

PART 1 - PRELIMINARY ANALYSIS AND PROJECT PLANNING

ORGANIZE PROJECT / ORG READINESS

FIT-GAP ANALYSIS

PART 2 - UPGRADE DEPLOYMENT

UPGRADE: BUILD, UNIT TEST AND CONFIGURE

UPGRADE: PRODUCT TEST

UPGRADE: TRAINING

UPGRADE: USER ACCEPTANCE TEST

UPGRADE: GO LIVE

Jul '06 Dec '06Aug '06 Sept '06 Oct '06 Nov '06Oct '05 Jan '06 Feb '06 Mar '06Nov '05 Dec '05 Apr '06 May '06 Jun '06

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Financials Upgrade

Training and Financial Reporting

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Upgrade: Web Learning Assistant

• WLAs are now complete in one document

– You no longer have to click a link to see the page being described

• Not all WLAs were updated

– Major WLAs were revised

– Revisions were given a Copyright date of 2006

• Job Aids can be found on the Core-CT website

– The Job Aids page in the WLA will link to them

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Upgrade Training Participants

• Delta Presentations

– Mini-training sessions (2-4 hours in length)

– Module-specific

– Changes in 8.9

– Designed for current “hands on” users

• Superuser Training for Purchasing

– Limited attendees

– Attendees are expected to provide agency-specific training

• Web-based Training

– Presentations

– Module-specific exercises

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Upgrade Training Overview

• Attendees must currently use Core-CT

• Training materials have been customized to the business processes

• Registration will begin in September

– New Registration Tool

• Training will begin in October

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Upgrade: Delta Presentations

• Detailed walkthroughs of the changes the user can expect to see

• Medium size group presentation

– Allows for agency specific discussion

– Functional experts available for Q&A period

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Upgrade: Delta Presentations

• One presentation for each module except Purchasing– Accounts Payable– Billing/Accounts Receivable– General Ledger– Asset Management– Inventory

• Purchasing will have four Delta presentations– Requisitioning– Purchase Orders– Receiving– Vendor Contracts

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Upgrade Training Simulations

• Step-by-step walkthroughs

• Uses a sample agency to demonstrate a procedure

• Users can work through the simulation from their own computer and can repeat multiple times

• Can be online or downloaded

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Upgrade Production Labs

• Assists users with production data entry questions and issues

• Will be held after the upgrade is implemented

• Functional and training staff will be available

• Held at 101 East River Drive

• Registration will be required

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Upgrade: Purchasing-Specific Training

• Online User Training– High level introduction to the following:

• Requisitioning• Purchase Order processing• Receiving

• Super-User Classroom Training– Small group computer-based training– Super-Users will be contacted directly with specific training dates

• Super-Users will be responsible for agency-specific training • Core-CT follow-up with Super-Users

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Business Process Impacts: Financials Queries

• Private queries will NOT be brought forward. Staff will be notified to take screen shots of their query criteria and recreate the queries in the 8.9 environment after go-live.

• Public queries will not be brought forward unless they are business critical and:

1. The Core-CT team is notified in writing that the query is essential to the performance of their job.

2. The notification explains why the information must come from the Production environment

3. The person who claims the query is essential must be willing to come to Core-CT to test the query in the 8.9 environment

4. If the public query was created after 1-27-06, agencies must be willing to recreate the queries in 8.9 development

EPM is the official reporting database. Agencies should monitor their employees and the use of queries in Production.

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Business Process Impacts: Financials Queries

Recommended Query naming convention:

• Format: CT_AGENCY ACRONYM_DESCRIPTOR—

• Example: CT_OSC_YE … These are Comptroller’s queries that will be named to indicate that it is a year-end query.

• Example: CT_APA_PAYMENT_CO … This is an Auditor’s query named to indicate it is used to audit payment compliance.

• The description column should include a 30 character description of the query.

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Upgrade: Module-by-Module Discussion

• Purchasing/E-Procurement, Catalog Management, Inventory

– Joann Bellamo

• General Ledger, Billing/Accounts Receivable, Accounts Payable, Asset Management

– Donalynn Black

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Upgrade: Purchasing Highlights

• New look

Purchase Orders

Vendor Contracts

• Receiving has a new name “Receipts”

• No longer using the RFQ module

• Better integration between modules

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Upgrade: E-Procurement

• Three-step requisitioning process

• Buyer Center a single location that allows users to create E-Procurement and Purchasing transactions

• Enhanced workflow approval process

– Approve, Deny, Push Back

– New graphic display

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Upgrade: E-Procurement Create Requisition

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Upgrade: E-Procurement Analyze Procurement

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Upgrade: E-Procurement Analyze Procurement

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Upgrade: E-Procurement Workflow Approvals

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Upgrade: Purchase Order

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Upgrade: Vendor Contracts

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Upgrade: Agency-Specific Contract

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Upgrade: Inventory

• Direct Processing

– Can expedite your transaction

• Auto Processing

– Enhanced search capability

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Upgrade: Inventory Direct Processing

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Upgrade: Inventory Auto Processing Reserve Materials

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Upgrade: Future Functionality Exploration

• E-Procurement Market Place or Direct Connect

• Inventory “Pegging”

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Upgrade: Module-by-Module Discussion

• Purchasing/E-Procurement, Catalog Management, Inventory

– Joann Bellamo

• General Ledger, Billing/Accounts Receivable, Accounts Payable, Asset Management

– Donalynn Black

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Upgrade: Process Changes

• Project chartfields will appear for easier entry

• Enhanced search capabilities

• Improved analysis tools

• Easier navigation for AP, AR, AM & GL

• The capability to override matching will no longer be available in AP

• Budget checking enhancement to eliminate double encumbrance issue

• New Asset Type in AM that will default from the Profile ID

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Upgrade: Accounts Receivable/Billing Highlights

• Ability to reprint bills with additional options

• New navigation in Accounts Receivable

• Review aging report online and link to details

• Ability to review an item in AR and link directly to the bill

• Enhanced search capabilities in Billing and AR

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Upgrade: Accounts ReceivableAbility to Review and Link

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Upgrade: Accounts ReceivableAbility to Review and Link

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Upgrade: Accounts ReceivableAbility to Review and Link

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Upgrade: Accounts ReceivableAbility to Review and Link

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Upgrade: Accounts Payable Highlights

• Two new voucher summary and error pages for quick review

• Review Match Exceptions at a glance

• Ability to customize inquiries online for payments, vouchers and vendors

• Ability to chart results, i.e., bar charts

• Better synchronization between the PO and voucher

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Ugrade: Accounts PayableSummary of Data and the Ability to Link

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Upgrade: Accounts PayableQuick Error Identification

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Accounts Payable: Inquiry and Drill Down

• AP users can save common inquiries

• The drill-down functionality to get detailed information is simplified

• Links make it easier to go back and forth from a list to details

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Upgrade: General Ledger Highlights

• Budget Exceptions are easily displayed and can now be reviewed on new pages

• Processing status of a transaction is now searchable

• Ability to chart budgets, i.e., bar charts

• Ledger Summary has been redesigned

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Upgrade: General LedgerBudget Details Includes Ability to Chart

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Upgrade: General LedgerSummary Ledger Includes Journal ID and Date

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Upgrade: Asset Management Highlights

• Enhanced Search capability allowing searches by:– Employee ID– Custodian– Asset Type– Manufacturer ID or Name– Model– VIN– Hazardous Asset

• Ability to retire/dispose of multiple assets simultaneously

• Ability to identify hazardous assets and track their location and status

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Projects and Contracts Implementation Timeline

PART 1 - PRELIMINARY ANALYSIS AND PROJECT PLANNING

ORGANIZE PROJECT / ORG READINESS

FIT-GAP ANALYSIS

PART 2 - PROJECTS/CONTRACTS DEPLOYMENT

BUILD, UNIT TEST AND CONFIGURE

PRODUCT TEST

DEPLOYMENT / USER TESTING

DEPLOYMENT/PRODUCTION SUPPORT

Oct '05 Nov '05 Dec '05 Jan '06 Feb '06 Mar '06 Apr '06 May '06 Jun '06 Jul '06 Aug '06 Sep '06 Oct '06 Nov '06 Dec '06 Jun '07 Jul '07Jan '07 Feb '07 Mar '07 Apr '07 May '07

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Project Costing Overview

• Analyzes the costs of a project, by activity, through budgets and integration with other modules– Expenditures– Pre-Encumbrances– Encumbrances – Other Transactions (Payroll, GL, Equipment Usage, etc.)

• Establishes a link to the Contracts Module for automating billing transactions

• Establishes a framework for designing, planning, and building assets

• Provides limited project management functionality– Phases– Statuses– Team Members

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Customer Contracts Overview

• Integrates with Projects to allow automated billing of costs

incurred on a project

• May capture grant information for tracking purposes

• Option exists to set up recurring billing and track funds received by state on lease and rental agreements

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Current Schedule for PC/CA

• Agencies that are currently working with Core-CT to implement Project Costing and Contracts are Transportation, Public Works, Environmental Protection and Information Technology

• The go-live for these agencies is scheduled for July 2007

• Due to high level of commitment from agencies and extensive work with Core-CT, other agencies that are interested in using the Project Costing and Customer Contract modules will be added in the future

• Agencies that use Project Costing will need to coordinate both Financial and HRMS changes that will take place in their agencies due to the implementation of Project Costing

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Questions

Questions?