FI$Cal Change Discussion Guide Cash Management / Treasury Guide March 2015

2 FI$Cal Solution FI$Cal: Transparency. Accuracy. Integrity. Legend Pre-Wave Wave 1 Wave 2 March 2015

Process OverviewKey Impacts The Cash Management process covers all activities related to managing bank accounts This includes the following sub- processes:  Create Bank Account  Maintain Bank Account  Process Bank Account Transfer  Reconcile Bank Statement Department-level cash data will be contained in the FI$Cal General Ledger (GL) and transaction-level modules (for example, Accounts Receivable and Accounts Payable) New bank account requests route to Department of Finance (DOF), State Controller’s Office (SCO), and State Treasurer’s Office (STO) for approval and processing Department Accounts Receivable (AR) Payment Processor/Approver enter deposits which affect cash balances 3 March 2015 Cash Management FI$Cal: Transparency. Accuracy. Integrity.

Key Impacts Journal entries need to be submitted daily to record or reverse general cash/uncleared collections Bank account transfers are used to correct mistakes made in the wrong bank account when recording bank deposits or payments and will move cash between the accounts Cross Business Unit transactions will be keyed and approved by SCO in FI$Cal SCO analyzes exceptions for Warrant Accounts Departments analyze exceptions for Centralized Treasury System (CTS) accounts Exceptions may be reviewed daily and must be resolved monthly State staff view, monitor, and forecast the balances in any bank account in FI$Cal associated with their business unit (BU) FI$Cal provides visibility into pending and future transactions to support Cash Positioning and Cash Balance Forecasting 4 March 2015 Cash Management FI$Cal: Transparency. Accuracy. Integrity.

5 March 2015 Department-Specific Impacts and Notes Cash Management As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Cash Management will change as follows:  [ENTER CHANGE IN BUSINESS PROCESS] Increased communication and integration between the following business areas will be needed:  [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST BE COMPLETED TOGETHER]

FI$Cal: Transparency. Accuracy. Integrity.6 March 2015 FI$Cal End-User Roles Cash Management FI$Cal End-User RoleDescription Cash Transfer Processor The central and department end user who creates and submits requests for Bank Account Transfers between Centralized Treasury System (CTS) Bank accounts. Cash Transfer Approver The central and department end user who will review and approve all department requests for transfers between CTS Bank Accounts associated with their business unit security. Department CM Journal Processor The department end user who reviews and updates the journal entries within the Cash Management module and submits them to SCO for review and approval.

FI$Cal: Transparency. Accuracy. Integrity.7 March 2015 FI$Cal End-User Roles Cash Management FI$Cal End-User RoleDescription Department CM Report Viewer The department end user who runs reports for Bank Statements, Reconciliation, and Cash Management processing. Bank Statement Reconciliation Processor The central and department end user who reconciles the Bank Statements for each Departmental Bank Account by reconciling transactions via Automatic, Semi-Manual, or Manual Reconciliation and analyzes exceptions to the reconciliation process.

FI$Cal: Transparency. Accuracy. Integrity.8 March 2015 FI$Cal End-User Training Cash Management Course IDCourse NameDurationDelivery FS101*Introduction to FI$Cal 4 hours WBT FS102*FI$Cal Navigation 4 hours WBT CM101Introduction to Cash Management 4 hours ILT CM112Reconciling Bank Statements 4 hours WBT CM122Managing and Maintaining Cash 4 hours WBT *FS101 and FS102 are mandatory for all FI$Cal end users

FI$Cal: Transparency. Accuracy. Integrity.9 March 2015 For additional information on end-user training, visit the Training page of the FI$Cal Project website at : FI$Cal End-User Training