STATE OF CONNECTICUT Core-CT Project

STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project

Financials User Group MeetingFinancials User Group MeetingPO/APPO/AP

March 2006March 2006

Welcome John Harnick

Reporting Michael Riggott

PO Noreen Camara

AP Cynthia Babbitt

EPM Mary Yabrosky

AgendaAgenda

Post-Meeting Discussion GroupPost-Meeting Discussion Group

• Live demonstrations on the Core-CT Production Website following User Group 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

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

Users can call HelpDesk @ 860-622-2300, ext 1

For complex FYE and other issues, send email to

[email protected]

Provide more details Include screenshots Give details on specific encumbrance issues Use the same address

to request topics for future User Groups

CustomerCustomer SupportSupport

mailto:[email protected]

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 HelpDesk FormNew HelpDesk Form

http://workorder.ct.gov/ReportAProblem.aspx

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

New HelpDesk FormNew HelpDesk Form

860-622-2407

Financial Upgrade 8.4 8.9 Financial Upgrade 8.4 8.9

Implement November 2006

Guarantees future support from Oracle

Latest code line available

Reviewing existing modifications

Analyze new features

Upcoming Events Upcoming Events 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



PO Noreen Camara

AP Cynthia Babbitt

EPM Mary Yabrosky

AgendaAgenda

Project Overview

Website

Catalog Updates

Catalog of On-Line ReportsCatalog of On-Line Reports

A web-based reporting tool

Intended users

Access to new reports

Project Overview


Website

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

Select the Catalog of On-Line Financial Reports link


Home page

Select a report category


Website

Select a report entry

Listing of Reports by Category


Website

Catalog 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

PO BalancePO BalanceReportReport


Website

Website Catalog Entry - Example

Introduction

Purpose of the ReportThe report displays a detail listing of all Purchase Orders (PO) by PO date in chronological order. The report allows the user to specify agency PO business unit, date range, vendor ID, PO Remaining Balance, Obligation Remaining Balance and chartfield combination. Report output includes encumbered, expended and unliquidated balances for each purchase order (encumbered - expended = unliquidated).Reminder: The Future Obligation Total must be manually adjusted for each individual PO. If a change order has been done on the PO, then the Obligation Page should be updated to reflect the change order amount as well. This report is used to monitor and review PO balance data.

Type of ReportCrystal

Legacy SAAAS/CAS ReportsSAAAS Option 14 Encumbrance Reports, Option 15 Purchasing Reports, Option 16 Accounts Payable Reports / CAS ACRE 58 Active Commitments – Detail, ACRE 59 Commitment Analysis – Summary

Role(s) Needed to Access the ReportsAP Report Maker and PO Report Maker

Navigation Path to the Report

Purchasing > Purchase Orders > Reports > PO Balance Report

Suggested Run TimesAd hoc


PO Balance Report see screenshots below

In This Field Enter Notes

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

user must enter agency PO business unit

Vendor IDtype Vendor ID or use the lookup to select

leave blank to display all vendors for specified report parametersenter vendor ID to display POs for a specific vendor ID

* From Date: type date or use the lookup to selectto display one day - enter same date in both fieldsto display a date range – enter beginning and end dateto display year to date – enter 07/01/YYYY and current date

* Through Date: type date or use the lookup to select

PO Balance Remaining: select radio buttonYes - all POs with a balance remaining (negative balances included)No - all POs with zero balance remainingAll - all POs with or without encumbrance balances

Obligation Balance Remaining: select radio button

Yes - all POs with a remaining obligation balance (negative balances included)No - all POs with zero obligation balance remainingAll - all POs with or without obligation balances

Chartfield Criteria:type chartfield(s) or use the lookup to select

select chartfield combination to display POs based on coding





12/16/2005 Financials Daily Mail: 9 Chart of Accounts2 Accounts Receivable2 Accounts Payable

02/23/2006 Financials Daily Mail:3 Accounts Receivable8 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)

Catalog Updates


Continue to Build Catalog

Suggestions/Comments

Summary and Next Steps




PO Noreen Camara

AP Cynthia Babbitt

EPM Mary Yabrosky

AgendaAgenda

PO AgendaPO Agenda

Welcome new staff Upgrade to 8.9 – sneak preview New reporting for GL-71 PO Balance/Future Obligation Report Reminders and Topics Fiscal Year End Labs

PO Reminders & Hot TopicsPO Reminders & Hot Topics

PO Critical Reminders

Hot Topics

Tolerances are working8.9 Upgrade, Enhanced Budget Checking Fiscal Year End

PSA and POS translate values inactivatedFuture Obligation/PO Balance ReportGL-71 ReportingTake all requisitions off holdClean up POs

8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekE-Procurements Main Menu for quick accessE-Procurements Main Menu for quick access

Easier access to more information

8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak Peek

Purchasing Main Menu, quicker access


Form and schedule page combined


New Reporting for DAS GL-71 New Reporting for DAS GL-71 CT_CORE_FIN_PO_GL71_REPORTING

PO Balance/Future Obligation ReportingPO Balance/Future Obligation Reporting



FYE PO ChecklistFYE PO Checklist

To Find Purchase Orders…

Not Fully Matched

Not Approved

In Initial Status

POs without Vouchers

POs on Hold

POs with Recv Req’d

Inquiry: Activity Summary oron drop-down box #11 on PO

EPM Query “CT_FIN_PEND_OR_CANCELED_POS”Inquiry: Maintain POs>Status>Pending Approval

Inquiry: Maintain POs>Status>Initial

EPM Query “CT_CORE_FIN_PO_NO_VOUCHERS”Inquiry: Activity Summary by PO with Zero Invoices

EPM Query “CT_FIN_POS_ON_HOLD”

EPM Query “CT_FIN_PO_RECV_REQ”

Fiscal Year EndFiscal Year End

POs in budget error, need to fix ASAP

Blanket POs are for Services only, can’t use Blanket POs for Commodities

Missing Distribution, please don’t delete distribution lines

Accounting date and PO date must always be in the same fiscal year

Budget date on distribution and PO date must always be in the same fiscal year

Don’t override match exceptions

Please don’t budget check, let the system do it. Still having issues with double encumbrances. This happens when a PO gets budget checked two times, one by the system and one by someone at the agency doing individual budget checking or in batch

FYE 2006 PO issuesFYE 2006 PO issues

Are you having problems trying to close PO’s ?

We may have some answers for you…

POs not fully matched

Vouchers associated with the PO but not paid

Activity on PO within the last 30 days

Not checking Amount / Quantity appropriately


DO

…Try to force POs closed, look at the message log

…Delete distribution lines

…Change coding on a distribution that has a voucher against it, add a new line instead

…Start service POs as a requisition

…Do a Change Order on a line thatis fully matched

…Track all purchase orders (open)

…Make sure POs are closed on a regular basis…

…Do Change Orders before last payment is made

…Set up POs by Amount or Quantity - NOT BOTH

…Close POs before closing Reqs

…Call to bring your close days down to 0

…Make dollar changes on Amt Only POs

DON’T


Fiscal Year End LabsFiscal Year End LabsWhere:Where: 101 East River Dr. 101 East River Dr. East Hartford East Hartford

When:When:

April 25April 25thth Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm

April 27April 27thth Thursday 9-12pm & 1-4pm Thursday 9-12pm & 1-4pm

May 2May 2ndnd Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm

May 9May 9thth Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm

May 16May 16thth Tuesday 9-12pm & 1-4 pm Tuesday 9-12pm & 1-4 pm

May 23May 23rdrd Tuesday 9-12pm & 1-4pm Tuesday 9-12pm & 1-4pm

FYE Lab

10 Minute Break10 Minute Break



PO Noreen Camara

AP Cynthia Babbitt

EPM Mary Yabrosky

AgendaAgenda

AP AgendaAP Agenda

Reminders and Topics Upgrade to 8.9 – sneak peek Fiscal Year End

41

Downloading using .ppt vs .pps (a survey)Reversal Voucher tipsCancellation Training at OSCFiscal Year End Assistance from OSCAdjustment Vouchers don’t adjust Inv/Receiving

Columns on Voucher Activity ReportWatch your processes!Finalizing on Vouchers(from OSC) Submit (CO-512) Claims Authorization Cards by 6/9/06Payment Date (on voucher) changed back to next calendar day

Hot Topics

AP Critical Reminders

AP Reminder & Hot TopicsAP Reminder & Hot Topics

42

Adj Vouchers don’t update Inventory/ReceiptAdj Vouchers don’t update Inventory/Receipt

Adjustment Vouchers don’t:

Update Quantity on Inventory Receipt

Adjust Quantity on Hand in Inventory

43


To accommodate this, enter a manual adjustment to the Quantity on Hand in the Inventory module.

AV Accounting Date

44


Verify that the manual adjustment updates the Inventory of that item appropriately by viewing the transaction history - locate the ‘050’ entry.

Accounts Payable Center allows for quick access to functionality


8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak Peek 8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekVoucher Inquiry

has been enhanced


Create AP Search Criteriafor routine inquiries

AP Criteria ‘BY USER2’ uses criteria BU, Entered Date andUser ID.

8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekRunning Voucher Inquiry using ‘BY USER2’ Search Criteria

You only see the criteria you identified to search on.(makes entry quicker)


Results of Voucher Inquiry using ‘BY USER2’ Search Criteria – Voucher Details


Results of Voucher Inquiry using ‘BY USER2’ Search Criteria - Amounts

8.9 Upgrade – Sneak Peek8.9 Upgrade – Sneak PeekResults of Voucher Inquiry using ‘BY USER2’ Search Criteria – More Details

Results will include all columns unless you ‘Customize’ the results.

DO DON’T


… Delete a voucher immediately after Rejecting

… Troubleshoot Budget Errors promptly

… Work with Purchasing to complete the last voucher-inform them they can now close the PO

… Manage/reconcile Adj and Reversal Vouchers (monthly)

… Manage/reconcile Inter-Agency Accounts (monthly)

… Override Matching (we cannotPost Overridden Vouchers)

… Wait until the last budget check process at FYE to process a voucher

… Call Module Leads to circumvent the HelpDesk

…Hesitate to contact us immediately if you believe your vouchers aren’t being included in a scheduled batch process (budget check/matching/etc)


POs closed before Vouchers Processed

Payments Canceled, but no Reversals and v.v.

Too many Adjustment and Reversal Vouchers Unprocessed at Year-End

Management of Inter-Agency Accounts

Let’s Remember Last Year’s Issues…

54

Match Exceptions - Match Manager orMatch Exceptions Report)

Pending Approval - Voucher Inquiry or EPM Query “CT_CORE_FIN_AP_VCHRS_UNAPPRVD”

Not Budget Checked Valid or in Error - Voucher Inquiry

On Hold - EPM Query “CT_CORE_FIN_AP_VCHRS_ON_HOLD”

Control Groups Posted - Post Control Group

CT_CORE_FIN_AP_DELETED_VOUCHER

Fiscal YearFiscal Year EndEndUse online inquiries to monitor Voucher progress daily (all statuses)

55

Re: Post StatusCT_CORE_FIN_AP_VCHBDCKD_UNPOSTCT_CORE_FIN_AP_VCHRS_PD_UNPST

Vouchers Budget Checked/Not PaidCT_CORE_FIN_AP_VCHBUDCKD_UNPD

Expenditures by Account CodeCT_CORE_FIN_SAAAS_OPTION16_5_8

Use other EPM Queries at your disposal




PO Noreen Camara

AP Cynthia Babbitt

EPM Mary Yabrosky

AgendaAgenda

Upgrade OverviewEPM – 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 OverviewUpgrade Overview

Upgrade OverviewEPM – 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 OverviewEPM – 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



•New ‘Folder’ Navigation Options



New Edit Hyperlink



•Order/Sort Feature command now separate commands



•Order/Sort Feature command now separate commands



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


QuestionsQuestions

Thank You for your participation

today. We hope this information proved helpful…

Look for this presentation andmeeting Q & A’s on the Core-CT Website

www.core-ct.state.ct.us/

PO/AP/AM User Group Mtg 03/16/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B

AR/BI/GL User Group Mtg 03/15/2006 & 03/20/2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B

***(don’t forget to sign up)

ClosingClosing

http://www.core-ct.state.ct.us/

STATE OF CONNECTICUT Core-CT Project

Documents

corect help desk

new help desk form

corect team

new form

corect home pageselect

future user groupscorect

corect production website

report entrylisting