YEAR-END LEGAL TRAINING APRIL 2017 CFS Updates Steve Sharifi, CO Dawn Promer, CO Jennyfer Nguyen, CO Maria D’Aloisio, LB John Boerman, CO Sherry Pickering, EB

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Learning Objectives Present a refresher on the sub-system data review and reconciliation process Discuss proposed interface updates by the SCO and their impact on the CSU Review some recent CFS application updates and enhancements Introduce a new CFS year-end Budget roll forward functionality Present a review of the SAM06 report and its benefits

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Agenda Sub-System Data Review & Reconciliation FI$CAL – SAM99 FI$CAL – Claims Voucher Upload & Interface ProCard PO Rollover Future Year Purchase Orders Budget Roll Forward SAM06

Sub-System Data Review & Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Sub-System Data Review & Reconciliation Steve Sharifi, Sr. Business Systems Analyst, CMS, CO

Sub-system Data Review / Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Sub-system Data Review / Reconciliation CMS Delivered Queries: CSU_UPG92_XX_CLNUP_XXX CFS Module These queries are a valuable tool during both the month-end and year-end closing processes They facilitate the closing activities by identifying sub-system transactions that need attention They help to ensure that transactions requiring further processing and/or closure are not carried over to the next fiscal year.

Sub-system Data Review / Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Sub-system Data Review / Reconciliation General Ledger

Sub-system Data Review / Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Sub-system Data Review / Reconciliation Accounts Payable

Sub-system Data Review / Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Sub-system Data Review / Reconciliation Purchasing Asset Management

Sub-system Data Review / Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Sub-system Data Review / Reconciliation Accounts Receivable / Billing

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YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 FI$CAL – SAM99 Steve Sharifi, Sr. Business Systems Analyst, CMS, CO

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING FI$CAL - SAM99 Affected Interface Files

FI$CAL Layout Updates Detail YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 FI$CAL Layout Updates Detail INFGL114 Monthly File INFGL120 Prior Year Accruals File INFGL118 Year-End Submission File The format of the numeric fields changed from EBCDIC to ASCII Some fields start and end positions were updated

FI$CAL Layouts Compliance Dates YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 FI$CAL Layouts Compliance Dates INFGL114 Monthly File TBD INFGL120 Prior Year Accruals File TBD INFGL118 Year-End Submission File TBD

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Testing Strategy The Chancellors Office will perform the initial testing with FI$CAL to validate compliance with new interfaces Campuses will participate in testing at a later date in order to validate incoming SAM99 files FI$CAL will review outbound SAM99 file to ensure compliance during testing cycle

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Resources CFS 9.2 Documentation https://csyou.calstate.edu/Projects-Initiatives/CMS/AppDevelopment/CMSCFS92/Pages/CFS92 Home.aspx CSYou Home > Project & Initiatives > Common Management Systems (CMS) > Applications > CFS 9.2 > General Ledger CFS Modifications User Guides SAM99001 SAM99 Reconciliation Process SAM99 Reconciliation

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YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 FI$CAL - Claims Jennyfer Nguyen, Sr. Business Systems Analyst, CMS, CO

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING FI$CAL Claims Claims Paid File Layout Changes AP Modification (AP99017) Electronic Claims Import Claims Auto Reconciliation Testing Strategy Workaround Solution

Claims Paid File Layout Changes YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Claims Paid File Layout Changes INFAP026 - Claims Paid Interface Claims Paid File Layout Format Changes Various Field Length Increases Impact on the Start and End Positions in the File Layout

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 AP Modification (AP99017) INFAP026 - Impact On Claims Auto Reconciliation Claims Import (CSUAP009) Validating the INFAP026 Claims paid file is imported successfully Claims Auto Reconciliation (CSUAP010) Validating the imported Claims are reconciled through Auto Reconciliation

Electronic Claims Import YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Electronic Claims Import INFAP026 – Claims Paid Interface Download the Claims paid file(s) from FI$CAL SFTP Server & save to campus local drive Run Claims Import (CSUAP009) Run Claims Auto Reconciliation (CSUAP010)

Electronic Claims Import YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Electronic Claims Import Run Claims Import (CSUAP009) Navigation: CSU Claims Processing > Process > Import SCO CD102 Tape Click on Import SCO CD102 File to upload the INFAP026 Claims paid file for auto reconciliation Click on Browse to attach the Claims paid file

Electronic Claims Import YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Electronic Claims Import Claims Import (CSUAP009) – Report Example

Claims Auto Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Claims Auto Reconciliation Run Claims Auto Recon (CSUAP010) Navigation: CSU Claims Processing > Process > Claims Auto Reconciliation

Claims Auto Reconciliation YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Claims Auto Reconciliation Claims Auto Recon (CSUAP010) – Report Example

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Testing Strategy FI$CAL is going to release the test Claims Paid File(s) in the Revised File Format – Target Date TBD CMS Central will run the script to reset the identified Claims for testing Campuses will test Claims in FCFSPRE Validation process will include: INFAP026 Claims paid file is imported successfully Claims are reconciled through the Auto Reconciliation

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Workaround Solution What ’s Not Changing? Campuses are getting the CD102 receipts for Claims paid as they are today Processing steps for Claims manual reconciliation in CFS have no changes Use the Claims manual reconciliation as a workaround if the INFAP026 Claims Paid Interface is NOT available at Go-live.

Claims Testing and Release Schedule YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Claims Testing and Release Schedule Group #1 – Campuses that are running the Claims Import and Claims Auto Reconciliation Group #2 – Campuses that are using the CSU Manual Reconciliation Current Status – Waiting for FI$CAL Notification Communication to be Posted

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Resources CFS 9.2 Documentation https://csyou.calstate.edu/Projects-Initiatives/CMS/AppDevelopment/CMSCFS92/Pages/CFS92 Home.aspx CSYou Home > Project & Initiatives > Common Management Systems (CMS) > Applications > CFS 9.2 > Accounts Payable CFS Modifications User Guides AP99017 AP Claims Processing CSU Claims Process

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Voucher Upload & Interface YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Voucher Upload & Interface Jennyfer Nguyen, Sr. Business Systems Analyst, CMS, CO

CFS 9.2 AP Modifications Enhancements YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 CFS 9.2 AP Modifications Enhancements AP09009 AP Voucher Upload AP09010 AP Voucher Interface Release date - 04/19/2017

CFS 9.2 AP Modifications Enhancements YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 CFS 9.2 AP Modifications Enhancements An enhancement modification to add the GL Business Unit field to the AP Voucher Upload (AP09009) and AP Voucher Interface (AP09010) templates has been completed. The requested change will allow campuses to utilize Oracle/PS delivered InterUnit functionality when using the templates to create vouchers – see the Business Need Request Form in the Service Now ticket INC0081832.

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 AP09009 – AP Voucher Upload For the AP Voucher Upload (AP09009), the new GL Business Unit field has been added between Vchr Line# field and Qty field in the upload file layout. Invoice ID Invoice Dt Supplier Id Acctg Dt Vchr Line# GL Unit Qty UOM Unit Price  

AP09010 – AP Voucher Interface YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 AP09010 – AP Voucher Interface For the AP Voucher Interface (AP09010), the new GL Business Unit field has been added to the Record D-Voucher Distribution Line between Record Indicator field and Quantity field in the interface file layout.

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Impact on Processes Changes are needed to files processed by campuses: Template files that are manually created for AP Voucher Upload/Interface Template files that are manually received from third parties for AP Voucher Upload/Interface Template files that are automatically received from third parties for AP Voucher Upload/Interface

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Resources CFS 9.2 Documentation https://csyou.calstate.edu/Projects-Initiatives/CMS/AppDevelopment/CMSCFS92/Pages/CFS92 Home.aspx CSYou Home > Project & Initiatives > Common Management Systems (CMS) > Applications > CFS 9.2 > Accounts Payable CFS Modifications User Guides AP09009 AP Voucher Upload AP Voucher Upload AP09010 AP Voucher Interface AP Voucher Interface

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YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 ProCard John Boerman, Sr. Business Systems Analyst, CMS, CO

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING ProCard - Attachments On Adjustment and Completed pages Navigation: CSU ProCard > Use & Inquiry > ProCard Adjustment and ProCard Completed Inquiry

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING ProCard – Inter Unit GL Also on Account Setup Page Navigation: CSU ProCard > Use & Inquiry > ProCard Account Setup

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 PO Rollover John Boerman, Sr. Business Systems Analyst, CMS, CO

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 PO Rollover Rows that have zero balance have been eliminated Navigation: CSU Year End Processing > Year End Processes > PO Rollover

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Resources CFS 9.2 Documentation https://csyou.calstate.edu/Projects-Initiatives/CMS/AppDevelopment/CMSCFS92/Pages/CFS92 Home.aspx CSYou Home > Project & Initiatives > Common Management Systems (CMS) > Applications > CFS 9.2 > Purchasing and General Ledger CFS Modifications User Guides PO09001 ProCard ProCard GL02002L PO Rollover Month and Year-End Procedures Chapter 2.3

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Future Year Purchase Orders YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Future Year Purchase Orders Dawn Promer, Contract Manager, Contract Services and Procurement, CO

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Definition Future Year Requisitions/Purchase Orders: Created in the current fiscal year for the purchase of goods or services for the next fiscal year.

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Key Requirements Entering future year requisitions and creating purchase orders prior to the start of a new fiscal year Additional controls or modifications to delivered functionality are needed to streamline processes and minimize potential human errors caused by opening multiple periods Budget check, proper hold and dispatch of purchase orders are needed to ensure encumbrance and accounting of transactions, including receipt and payment, are in correct fiscal year

FYR Origin Code on Requisition APRIL 2017 YEAR-END LEGAL TRAINING FYR Origin Code on Requisition

FYR Origin Code on Purchase Order APRIL 2017 YEAR-END LEGAL TRAINING FYR Origin Code on Purchase Order

Validation Upon Saving PO APRIL 2017 YEAR-END LEGAL TRAINING Validation Upon Saving PO

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Resources CFS 9.2 Documentation https://csyou.calstate.edu/Projects-Initiatives/CMS/AppDevelopment/CMSCFS92/Pages/CFS92 Home.aspx CSYou Home > Project & Initiatives > Common Management Systems (CMS) > Applications > CFS 9.2 > Purchasing CFS Modifications User Guides PO16002 Future Year Purchase Orders Future Year Purchase Orders

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YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Budget Roll Forward Maria D’Aloisio, Financial Systems Analyst, CSU Long Beach

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Introduction Who rolls forward their ACTUALS balances for period-to-date reporting?

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Type of Funds Funds That Use Project-To-Date Reporting Grants Construction Projects General Fund Support (CSU Fund 001)

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Current CSU Practice ACTUALS Ledger Use Year-End close process to roll forward balances Prior year balances reside in Period 0 in new year No additional chartfields necessary

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2016 Current CSU Practice BUDGETS Ledger Create budget journal to record prior year ending balances Journal is recorded in Period 1 Uses “Scenario” Chartfield, such as “PTD”, to identify these balances

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING CFS Update CFS now has the ability to enable campuses to use the Year-End Close process in the Budget Ledger

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Advantages Similar to Actuals, prior year budget amounts will reside in period 0 making it easier to identify Time Saver – eliminates the need to prepare budget journal entries to record prior year balances in new year Consistency – Funds or Fund/Projects that are identified as roll-forward will roll forward for both Actuals and Budget

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Comparison Current Practice New Budget Ledger Close Process

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview The budget year-end close process is not intended to “close” the P&L budgetary balances to a retained earnings account Goal is to use the process to roll-forward prior year amounts for project-to-date reporting Year-end closing options are “tweaked” so no P&L amounts close to retained earnings. A ChartField Value Set (CFV) with a chartfield that is not used in any transactions is utilized.

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Create “Dummy” DeptID for Budget Close – this DeptID should not be used to record any transactions Navigation: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values > Department

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Create “Dummy” ChartField Value Set using “Dummy” DeptID Navigation: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > ChartField Value Sets > Setup ChartField Value Sets

Configuration Overview YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 Configuration Overview Create Closing Rule Navigation: General Ledger > Close Ledgers > Closing Rules Closing Options - ChartField and ChartField Value Fields are blank

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Year End Closing Options – turn off all flags

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Net Income/Retained Earnings Insert “Dummy” ChartField Value Set Select any Retained Earnings Account

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Journal Options – no journals will be created, but fields are required

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Roll Forward Options Do Not Roll Forward Zero Balance – box is checked P/L to Roll Forward to Next Year – select Partial RollForward Cumulative ChartField Value Set – Select the same CFV that you use in ACTUALS ledger to roll- forward. This will ensure your Budgets roll the same way your actuals do.

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Attach Closing Rule to Closing Group Navigation: General Ledger > Close Ledgers > Closing Process Group

Configuration Overview APRIL 2017 YEAR-END LEGAL TRAINING Configuration Overview Request Ledger Close Navigation: General Ledger > Close Ledgers > Request Ledger Close

Impact on CFS Delivered Reports APRIL 2017 YEAR-END LEGAL TRAINING Impact on CFS Delivered Reports The following CFS delivered reports have been updated to include Period 0 from the budget ledger: Data Warehouse SAM06 SAM99

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SAM06 – Final Budget Report YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 SAM06 – Final Budget Report Sherry Pickering, Director, Fiscal Services, CSU East Bay

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 SAM06 Report Format Header Body

SAM06 Navigation & Run Control YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING APRIL 2017 SAM06 Navigation & Run Control Navigation: CSU State & SW Reporting > SAM Reporting > SAM06 Final budget Report

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Uses of the SAM06 Report Monitor Revenues/Expenses xxCMP and xxCSU Review for Abnormal Balances FIRMS Object Code NACUBO Program Code (xxCSU only) SAM99 Reconciliation Companion

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING SAM99 Companion SAM06 SAM99

YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Resources CFS 9.2 Documentation https://csyou.calstate.edu/Projects-Initiatives/CMS/AppDevelopment/CMSCFS92/Pages/CFS92 Home.aspx CSYou Home > Project & Initiatives > Common Management Systems (CMS) > Applications > CFS 9.2 > General Ledger CFS Modifications User Guides SAM02001 SAM6 Final Budget Report SAM6 Budget Report

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YEAR-END LEGAL TRAINING APRIL 2017 YEAR-END LEGAL TRAINING Contact Information Steve Sharifi ssharifi@calstate.edu Jennyfer Nguyen jnguyen@calstate.edu John Boerman jboerman@calstate.edu Dawn Promer dpromer@calstate.edu Maria D’Aloisio maria.Daloisio@csulb.edu Sherry Pickering sherry.pickering@csueastbay.edu

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