STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO/AP March 2006

WelcomeJohn Harnick ReportingMichael Riggott PONoreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

Post-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.

Users can call , ext 1 For complex FYE and other issues, send to  Provide more details  Include screenshots  Give details on specific encumbrance issues  Use the same address to request topics for future User Groups Customer Support

Core-CT All Users Daily Mail March 3, 2006 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: New HelpDesk Form

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 Form

Financial Upgrade Implement November 2006 Guarantees future support from Oracle Latest code line available Reviewing existing modifications Analyze new features

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 22 nd ) Daily Mail will be sent out Asset Management Labs have already begun Assistance available through OSC

WelcomeJohn Harnick ReportingMichael Riggott PONoreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

Project Overview Website Catalog Updates Catalog of On-Line Reports

A web-based reporting tool Intended users Access to new reports Project Overview Catalog of On-Line Reports

Website Users will access the catalog through the Core-CT home page Select the Catalog of On-Line Financial Reports link Catalog of On-Line Reports

Home page Select a report category Catalog of On-Line Reports Website

Select a report entry Listing of Reports by Category Catalog of On-Line Reports 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 Balance Report Catalog of On-Line Reports Website

Catalog Entry - Example Introduction Purpose of the Report The 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 Report Crystal Legacy SAAAS/CAS Reports SAAAS 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 Reports AP Report Maker and PO Report Maker Navigation Path to the Report Purchasing > Purchase Orders > Reports > PO Balance Report Suggested Run Times Ad hoc Catalog of On-Line Reports

PO Balance Report see screenshots below In This FieldEnterNotes * Business Unit: type Business Unit or use the lookup to select user must enter agency PO business unit Vendor ID type Vendor ID or use the lookup to select leave blank to display all vendors for specified report parameters enter vendor ID to display POs for a specific vendor ID * From Date:type date or use the lookup to select  to display one day - enter same date in both fields  to display a date range – enter beginning and end date  to 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 button  Yes - all POs with a balance remaining (negative balances included)  No - all POs with zero balance remaining  All - 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 remaining  All - 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 Catalog of On-Line Reports Website Catalog Entry - Example

Catalog of On-Line Reports Website Catalog Entry - Example

12/16/2005 Financials Daily Mail: 9 Chart of Accounts 2 Accounts Receivable 2 Accounts Payable 02/23/2006 Financials Daily Mail: 3 Accounts Receivable 8 Asset Management Catalog Updates Catalog of On-Line Reports

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 Catalog of On-Line Reports

Continue to Build Catalog Suggestions/Comments Summary and Next Steps Catalog of On-Line Reports

WelcomeJohn Harnick ReportingMichael Riggott PONoreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

PO 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 Topics PO Critical Reminders Hot Topics Tolerances are working 8.9 Upgrade, Enhanced Budget Checking Fiscal Year End PSA and POS translate values inactivated Future Obligation/PO Balance Report GL-71 Reporting Take all requisitions off hold Clean up POs

8.9 Upgrade – Sneak Peek E-Procurements Main Menu for quick access

Easier access to more information 8.9 Upgrade – Sneak Peek

Purchasing Main Menu, quicker access 8.9 Upgrade – Sneak Peek

Form and schedule page combined 8.9 Upgrade – Sneak Peek

New Reporting for DAS GL-71 CT_CORE_FIN_PO_GL71_REPORTING

PO Balance/Future Obligation Reporting

FYE 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 or on 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 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 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 Fiscal Year End

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 that is 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

Fiscal Year End Labs Where: 101 East River Dr. East Hartford When: April 25 th Tuesday 9-12pm & 1-4pm April 27 th Thursday 9-12pm & 1-4pm May 2 nd Tuesday 9-12pm & 1-4pm May 9 th Tuesday 9-12pm & 1-4pm May 16 th Tuesday 9-12pm & 1-4 pm May 23 rd Tuesday 9-12pm & 1-4pm FYE Lab

10 Minute Break

WelcomeJohn Harnick ReportingMichael Riggott PONoreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

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

41 Downloading using.ppt vs.pps (a survey) Reversal Voucher tips Cancellation Training at OSC Fiscal Year End Assistance from OSC Adjustment Vouchers don’t adjust Inv/Receiving Columns on Voucher Activity Report Watch your processes! Finalizing on Vouchers (from OSC) Submit (CO-512) Claims Authorization Cards by 6/9/06 Payment Date (on voucher) changed back to next calendar day Hot Topics AP Critical Reminders AP Reminder & Hot Topics

42 Adj Vouchers don’t update Inventory/Receipt Adjustment Vouchers don’t: Update Quantity on Inventory Receipt Adjust Quantity on Hand in Inventory

43 Adj Vouchers don’t update Inventory/Receipt To accommodate this, enter a manual adjustment to the Quantity on Hand in the Inventory module. AV Accounting Date

44 Adj Vouchers don’t update Inventory/Receipt 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 Peek 8.9 Upgrade – Sneak Peek

Voucher Inquiry has been enhanced

8.9 Upgrade – Sneak Peek 8.9 Upgrade – Sneak Peek Create AP Search Criteria for routine inquiries AP Criteria ‘BY USER2’ uses criteria BU, Entered Date and User ID.

8.9 Upgrade – Sneak Peek 8.9 Upgrade – Sneak Peek Running Voucher Inquiry using ‘BY USER2’ Search Criteria You only see the criteria you identified to search on. (makes entry quicker)

8.9 Upgrade – Sneak Peek 8.9 Upgrade – Sneak Peek Results of Voucher Inquiry using ‘BY USER2’ Search Criteria – Voucher Details

8.9 Upgrade – Sneak Peek Results of Voucher Inquiry using ‘BY USER2’ Search Criteria - Amounts

8.9 Upgrade – Sneak Peek Results of Voucher Inquiry using ‘BY USER2’ Search Criteria – More Details Results will include all columns unless you ‘Customize’ the results.

DO DON’T Fiscal Year End … 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 cannot Post 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)

Fiscal Year End  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 or MatchExceptions 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 Year End Use online inquiries to monitor Voucher progress daily (all statuses)

55 Re: Post Status CT_CORE_FIN_AP_VCHBDCKD_UNPOST CT_CORE_FIN_AP_VCHRS_PD_UNPST Vouchers Budget Checked/Not Paid CT_CORE_FIN_AP_VCHBUDCKD_UNPD Expenditures by Account Code CT_CORE_FIN_SAAAS_OPTION16_5_8 Use other EPM Queries at your disposal Fiscal Year End

WelcomeJohn Harnick ReportingMichael Riggott PONoreen Camara APCynthia Babbitt EPMMary Yabrosky Agenda

Upgrade Overview EPM – 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 Overview

EPM – 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 Overview

EPM – 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 Upgrade Overview

EPM – 8.46 Tools Upgrade, Continued New ‘Folder’ Navigation Options Upgrade Overview

EPM – 8.46 Tools Upgrade, Continued New Edit Hyperlink Upgrade Overview

EPM – 8.46 Tools Upgrade, Continued Order/Sort Feature command now separate commands Upgrade Overview

EPM – 8.46 Tools Upgrade, Continued Order/Sort Feature command now separate commands Upgrade Overview

EPM – 8.46 Tools Upgrade, Continued Preview’ Tab renamed to ‘Run’ Tab in Query Component Upgrade Overview

Questions

Thank You for your participation today. We hope this information proved helpful… Look for this presentation and meeting Q & A’s on the Core-CT Website 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) Closing