Financials User Group Meeting BI/AR/GL November 2005 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting AR/BI/GL March 2006

Welcome John Harnick GL Donna Braga AR, BI Deb Carta Reporting Mike Riggott EPM Mary YabroskyIntroductions

Training Updates Asset Management Training  Training Delivered March 13 through March 23  16 sessions / 14 users per session  Two sessions per day  8:30-12:00 and 1:00-4:30  Scanner agencies trained separately from manual agencies  FAM210 – Physical Inventory (Scanner)  FAM211 – Physical Inventory (Manual)  Physical Inventory Labs  By appointment only  Call  Inventory Module agencies  Stay tuned

4 Help Desk Hints Users can call Help , ext. 1 Due to the complexity of year end and other issues, users can  Provide more details  Include screenshots  Specific encumbrance issues  Becomes a ticket and escalated to Level 2 Use the same address to request topics for future User Groups

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 Help Desk 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

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

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 Upcoming Events

9 Questions ?

Welcome John Harnick GL Donna Braga AR, BI Deb Carta Reporting Mike Riggott EPM Mary YabroskyIntroductions GL Donna Braga

General Ledger Agenda Critical Reminders and Hot Topics –v 8.9 Upgrade Reconciling Encumbrance Balance Reports to Budget Year-End Activities

GL Reminders & Topics Critical Reminders Hot Topics 8.9 Upgrade CFSR Reports BU = STATE Scope = 3 letter AGY Acronym Create your own Report Request Key Dates Budget Journal Date =07/01/2006 Mod_Accrl & Mod_Cash Ledgers

8.9 – Streamlined Navigation

8.9 Charts / Graphs

8.9 Enhanced Drill Downs Drill Down to Document ID from Activity Log

8.9 Enhanced Drill Downs Drill Down on Encumbrance Balance to view only Open Encumbrance Balances

8.9 Enhanced Activity Log Search

8.9 Enhanced Budget Journals

General Ledger Agenda Critical Reminders and Hot Topics –v 8.9 Upgrade Reconciling Encumbrance Balance Reports to Budget

Pre-Encumbrance Report

Budget Details Inquiry

CT_CORE_FIN_JRNL_DATCLN_RECON

EPM Query Reminders DeptID –Like AGY% Bud Ref –Like % = All –Like % = Blank (KK_APPROP)

General Ledger Agenda Critical Reminders and Hot Topics –v 8.9 Upgrade Reconciling Encumbrance Balance Reports to Budget Year-End Activities

Fiscal Year-End 2006 Appropriations COA and Budget Structures Budget Journals General Ledger Correction Journals SpeedCharts / Speed Types HR Account Codes Payroll Month-End / Year-End Reports

Appropriations OPM must be notified of all budgeted appropriations that qualify to continue by May 15 th Expenditures after June 30th will be charged to the new year approp.

Appropriations All unexpended balances for continuing fiscal year 2006 appropriations will be brought forward to the new fiscal year Rolling –Legal Level, AGY1, PRJ 1 Not Rolling –AGY2, PRJ2, PRJ3

COA / Budget Structures May 31 st Chartfield Changes Final Budget Structure Revisions Budget Reference Consolidation

COA / Budget Structures Reminders Confirm COA changes prior to entering Budget Journals Prior to requesting the inactivation of a chartfield value agencies must create GL Journal Entries to move balances to active chartfield values.

Budget Journals Budget Reference 2007 Active Tentative Date June 20 th Agency Budget Journals – Tentative Date June 20 th – July 1 st Budget Journal Date = 07/01/06

Budget Journal Date Commitment Control> Maintain Budgets> Budget Journals> Enter Budget Journals

Budget Journal Date Commitment Control> Maintain Budgets> Budget Journals> Budget Journal Upload

Budget Journals Final Allotment Submission for Budgeted Funds is July 1 st Continuing Appropriations will be carried forward Tentative Date July 21 st

General Ledger Journals General Ledger journal corrections for fiscal year 2006 must be Valid and Budget Checked by July 11 th For June corrections use June 30 th Journal Date (not Per 998)

GL Journal Date General Ledger> Journals> Journal Entry> Create Journal Entries

GL Journal Date General Ledger> Journals> Import Journals> Spreadsheet Journals

SpeedCharts/Speed Types Budgeted Funds –Automatically updated with Bud Ref 2007 –No action is required by the Agency. All other funds –Present SpeedCharts/Types will remain in place. –Agencies must update manually.

Budgeted Funds –Current HR account code combination updated with Bud Ref 2007 –No action is required by the Agency. Non-Budgeted funds –Present HR account code will remain in place. –New HR account code combination created with Bud Ref 2007 –Agencies must update position data. Consolidated Budget References –Current HR account code combination updated with Bud Ref 2007 –No action is required by the Agency. HR Account Codes

Year-End Payroll The bi-weekly pay period ending June 8 th will be the final payroll charged to appropriations for fiscal year 2006 Semimonthly and other payrolls paid by June 30 th will be charged to fiscal year 2006 The bi-weekly pay period ending June 22 nd will be the first payroll charged to appropriations for fiscal year 2007

Month-End / Year-End Reports Preliminary run after AP, BI, and AR close. Final Year-End Reports run after GL and Budget Close

44 Questions ?

Welcome John Harnick GL Donna Braga AR, BI Deb Carta Reporting Mike Riggott EPM Mary YabroskyIntroductions AR, BI Deb Carta

46Billing Contact the Help Desk for assistance – , extension 1 Critical Reminders Hot Topics Preparation for Year End 8.9 Upgrade Highlights

Partial Payment Monitoring - Run this query once a month to find Items in Core that have partial payments applied EPM Reporting Tools>Query>Query Manager CT_CORE_FIN_BI_PART_OPENEXBILL BI Preparation for Year End Sample Report Downloaded to Excel

Once Partials are Identified – Do Your Research Are you still anticipating payment? Contact Customer and inquire on payment of balance Did you receive funds “On Account” that can be applied? Use Maintenance Worksheet to match OA’s with open items Was original bill too much? Create Credit bill for remainder Use Maintenance Worksheet to match credits with open item remainders BI Preparation for Year End

49 BI Fiscal Year End TENTATIVE DATES TENTATIVE DATES XXXM1 BU’s: Billing Module closes Friday, June 30 for FY2006 Billing Module reopens Monday, July 3 for FY2007 XXXS1 BU’s: Billing Module closes Wednesday, July 5 for FY2006 Billing Module opens Monday, July 3 for FY2007 The module will be open for both online bills and interfaces on Monday, July 3 for FY2007

50 Questions ?

Upgrade Highlights Billing Printing & Reprinting Invoices  New “From Due Date” and “To Due Date” fields to print invoices that fall within certain due dates.  New “From Invoice Date” and “To Invoice Date” fields to print invoices that fall within certain invoices dates.  Ability to reprint one or multiple bills directly from the Locate Bills pages.  New checkbox on the reprint invoice page that allows users to reprint Invoices, only if they are open in AR.

8.9 Upgrade Highlights Billing

53 Questions ?

54 Accounts Receivable Unapplied “OA” payments debit cash and credit Receivables Apply your “OA” payments within 30 days of receipt to reclassify them as revenue or expenditures Critical Reminders Hot Topics Preparation for Year End 8.9 Upgrade Highlights

55 Clean Up Aging Report AR> Collections> Item Information> All Item Information> Search Item ID begins with ‘OA’ Item Status is ‘Open’

Clean Up Aging Report AR> Collections> Aging Report> Aging Detail By Unit

AR> Maintenance> Maintenance Worksheet> Create Worksheet Clean Up Aging Report

AR> Maintenance> Maintenance Worksheet> Create Worksheet Clean Up Aging Report

AR> Collections> Item Information> All Item Information> Item Activity This transaction that has been matched by the user creating a Maintenance Worksheet.

AR> Collections> Item Information> All Item Information> Item Activity This transaction that has been matched automatically using Payment Predictor. Clean Up Aging Report

61 What’s your mission for Year End in AR? Clean Up Your Aging Report!

62 AR Fiscal Year End The date the check is received by your agency is the controlling factor – not the date on the check itself. All monies received prior to July 1, 2006 are FY2006 funds.  Must be deposited in bank when received  Must be processed by close of business July 5, 2006  Direct journal  Apply payment to open item All monies received after July 1, 2006 are FY2007 funds.  Must be deposited in bank when received  Will be recorded in Core-CT through bank file upload  Cannot be processed by users until July 6, 2006

TENTATIVE DATES TENTATIVE DATES XXXM1 & XXXS1 BU’s: AR Module closes Wednesday, July 5 for FY2006 All open items from FY2006 coded to Refunds of Current Year Expenditures in lapsing funds will be recoded to Refunds of Prior Year Expenditures after AR module closes on July 5 OSC will be given a list of these recoded bills and their values for each BU AR Module reopens for all transactions on Thursday, July 6 for FY2007 The AR module will be open for DRS Pending Item interface ONLY on Monday, July 3 for FY2007 AR Fiscal Year End

64 Questions ?

Upgrade Highlights Accounts Receivable  Maintenance worksheets will build and create Match Groups containing associated credits and debits based on matching criteria.  Payment worksheets will allow users to create consistent and personalized worksheets showing the most relevant information, sorted in a format most appropriate to the way in which users perform their tasks. Worksheets Redesigned and Improved

8.9 Payment Worksheet

8.9 Maintenance Worksheet

8.9 Upgrade Highlights 8.4 SP2 Navigation 8.9 MP2 Navigation

8.9 Upgrade Highlights

8.4 SP2 Navigation 8.9 MP2 Navigation

71 Questions ?

Welcome John Harnick GL Donna Braga AR, BI Deb Carta Reporting Mike Riggott EPM Mary YabroskyIntroductions Reporting Mike Riggott

Project Overview Website Catalog Updates Catalog of On-Line Reports

Project Overview A web-based reporting tool Intended users Access to new reports 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

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

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 Flexible Ledger Analysis Catalog of On-Line Reports

Website Catalog Entry - Example Flexible Ledger Analysis (CTGLR317) Introduction Purpose of the Report The report displays a detail listing of account code balances posted to the General Ledger for a single or multiple reporting periods. The run control page provides the user with unique flexibility to select chartfield combinations and to further specify whether they would like the report based on tree nodes or detail values for each chartfield. User can specify balance sheet accounts (assets, liabilities, fund balance) and operating statement accounts (revenues, expenditures). The report can be sorted and subtotaled by chartfield. The report can be run to a PDF or CSV (MS Excel) format. Report is used to monitor and review account code ledger balances. Type of Report Structured Query Report (SQR) Legacy SAAAS/CAS Reports SAAAS 5-1 Expenditure Detail / CAS ACRC 51 Analysis of Expenditures – Monthly Summary, ACRX58 Analysis of Expenditures – Monthly Detail Role(s) Needed for Access the Reports Central GL Approver, Central GL Report Maker, Central GL Reviewer, and Central GL Sys Tech Resource, Agency GL Approver, Agency GL Report Maker Agency GL Reviewer, Agency GL System Tech Resource Navigation Path to the Report General Ledger > General Reports > Flexible Ledger Analysis Suggested Run Times Ad hoc Catalog of On-Line Reports

Website Catalog Entry - Example Catalog of On-Line Reports

Website Catalog Entry - Example Catalog of On-Line Reports

Catalog Updates 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 of On-Line Reports

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 of On-Line Reports

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

85 Questions ?

Welcome John Harnick GL Donna Braga AR, BI Deb Carta Reporting Mike Riggott EPM Mary YabroskyIntroductions

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

95 Questions ?

Need More Assistance? We Invite You …… to stay a little longer today. Live demonstrations on the Core-CT Production Website following User Groups 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

97 Lunch Break

Look for this presentation and meeting Q & A’s on the Core-CT Website Extra Session – AR/BI/GLUser Group Mtg March 20, am to 12pm 1pm to 4pm 101 East River Drive, Room 1002A&B *** (don’t forget to sign up) Thank You for your participation today. We hope this information proved helpful… Closing