AM TOWN HALL January 25, – 12pm IGCS - Auditorium B Fred Van Dorp Office of the Auditor of the State

Agenda Why are we here? Changes to AM EPro and AP Closing Accounting Periods Asset Master Report and Quick Queries Common Issues in AM Approvals ePro and AP Interfaces Inventory Clean Up 2011 Dashboard Combo Edits

Changes to AM

Changes to AM Receiving Additional information required on receivers for lines identified as assets Currently asset related receiver lines where the cost is greater than or equal to $500 require a tag, custodian and location to be added in order to save successfully. However, if the asset related receiver is under the $500 threshold the receiver does not require the entry person to add the tag, custodian and location. Effective 12/13/2010 if a receiver line is identified as an asset (AM Business Unit and Profile Id are populated on the document line) then all required asset information will be required regardless of the account code used or the dollar amount of the item in order to successfully save the receiver. This process should focus attention on items that probably shouldn’t be identified as assets so that the account number can be changed and asset profiles can be removed, thereby saving much time in later correcting these errors.

Changes to AM Receiving Error Message

Changes to AM Receiving Prior to Dec. 12, asset information (tag number, custodian, location) was required on asset flagged lines only if the line was greater or equal to $ Since Dec. 12, asset information (tag number, custodian, location) is required on all asset flagged lines.

Changes to AM Projects and Requisitions Asset purchases using Capital Projects Assets that use a Capital Project number should not interface into AM from Epro/AP documents, they should interface in Project Costing. Once the Capital project is complete the agency AM Entry staff will need to complete a Basic Add to enter the asset into AM. Effective 12/13/2010 there will be an edit in the system that will not allow AM Information to be entered on Epro/AP lines if you are using a Capital Project on that line. The capital project attribute can be found at “Project Costing > Project Definitions > General Information > Project Attributes.” [Original 12/07/2010]

Changes to AM Projects and Requisitions

Makes ePro security match existing Accounts Payable security – The AP security has been in place since Go-Live. Makes the capital accounts (55XXXX) available without having a profile required. Prevents pieces of assets from going to AM.

Changes to AM Projects Work with your Projects Staff to determine whether or not your agency uses capital projects Establish/review your internal procedures for how these assets are identified and added to AM Completed Capital projects need to be added to AM in a consistent and timely manner Calculating the correct costs for project related assets before adding to AM Confirming that the addition was successful

Changes to AM Monthly Closing The accounting periods are open in AM in 07/10 – By the end of January, all periods through 12/10 will be closed. – This will end any back dating for transactions Comparable to the monthly GL closing Asset transactions with an accounting date within the period will need to be through workflow Interfaces with an accounting date within the period will need to be completed

Changes to AM Asset Master Report Removed from the menu Updated and Upgraded Will debut in the near future – More information will be made available soon

Changes to AM Quick Queries (QQ) and Pagelets Replacing the five current QQs Designed initially to help review specific aspects of AM List of potential QQs available on Encompass website – Taking suggestions for replacements What information would facilitate a better AM? Will debut in the near future – More information will be made available soon

Common Issues

Common Issues Approvals Workflow must be monitored – Transactions entered, but not approved and completed will continue to appear as errors. Fixed Asset Managers (FAM) need to review all pending transactions in a timely manner. – Not a call to use a rubber stamp – Entry staff can also monitor the status asset transactions to assist the FAM.

Common Issues Approvals *Financial transactions include: (Cost) Adjustments, (Chartfield) Transfers, and InterUnit Transfers (Asset Transfers between agencies).

Common Issues Financial Transaction Approvals (ABC) Approved but not completed (ABC) transactions – 48 Hour rule – GMIS Issue

Common Issues Interfaces Assets are loaded into AM via interface Assets loaded via interface are capitalized via interface There are 4 interfaces that load AM with information from ePro and AP – Three are run nightly as batch processes – The fourth interface (AMIF1000) must be reviewed and run on a regular basis for both receivers and vouchers in order to keep AM up to date.

Common Issues Interfaces If the AMIF1000 interface isn’t regularly run for receivers… – Assets totals will be understated. – The interface from AP will fail, and move into errored status. If the AMIF1000 interface isn’t regularly run for vouchers, assets interfaced from the receipt… – Will not capitalize – Will not appear on asset reports – Will remain with a status of “Received (Not in Service)” – Will incorrectly appear on the AM Dash Board totals as needing corrections

Common Issues Received (Not in Service) Status given to all assets that were interfaced from a receipt All interfaced assets will have this status The asset will capitalize, and the status will change once the voucher is interfaced Do not automatically assume the asset needs to be manually submitted to workflow Review the AP/PO Information to determine the current interface status of the voucher

Common Issues Basic Add and Dates (Entry) If an asset needs to be manually added, the acquisition date (asset information 1 tab) and the trans date (asset acquisition tab) must be the same. Stressed during AM training course

Common Issues Basic Add and Dates (Approver) The acquisition date (asset information 1 tab) and the trans date (asset acquisition tab) must be the same. Assets worth over $20,000 are routinely denied by AOS

Common Issues Annual Inventory and Data Review Comprehensive complete inventory – Current AOS guidelines require a complete inventory during each fiscal year – Not a random sampling AM Data review and update of cost, custodian, location information – Is the information in AM accurate?

Clean Up 2011

DASHBOARD Designed to monitor the progress of agencies in the clean up process Can be used by Executives, FAMs, and entry staff Some benchmarks are designed to be done in a specific order Totals may increase and decrease during the clean up Many benchmarks are identical to last year’s clean up Weekly Updates to benchmarks Instructions and detail information for each benchmark will be posted online Due Date: March 31, 2011.

DASHBOARD Checklist All possible assets capitalized Add, FT, and Disposal workflow lists have no pending assets FT list has no approved, but not completed transactions Dates and Cost are consistent with previously reported GEAC Values Assets have all required date and physical info Relationships between related fields are intact Assets populated through all AM tables All assets contain a full and valid chartfield string The Combo Edit report contains no entries.

Combo Edits Error Report This was a nightmare last year. This will be an ongoing concern in Fy 11! – CFs (including project) will continue to be inactivated. These CF values in AM will need to be reviewed and updated accordingly. – The Combo Edit list will need to be reviewed regularly to catch these errors. Every accounting entry (add, transfer, depreciation, etc.) created in AM that contains a missing or invalid chartfield will create a combo edit error. Symptoms and Illnesses

Combo Edits Error Report To correct a combo edit error, it is necessary to update the missing or incorrect values on the report. Then you need to review the chartfield currently tied the asset and use a financial transaction: transfer to correct the chartfields if necessary. – The second step prevents the combo edits from reoccurring.

Additional Information Presentation, Q & A, Dashboard will all be posted on the Encompass website. Encompass Documents > “Asset Clean Up” Folder The Dashboard will be updated at a minimum of bi-weekly.

Questions?