LSME: B. Antle 1 Detailed Activities Key Activities Role Description Role Design and Impact To provide oversight and guidance for agency fiscal activities On-line approvals of JVs: Determine if request for new or changed table elements is agency specific or needs to be routed to F&A/ GOPM Run standard reports on-line: Determine ad-hoc reporting needs On-line approvals of JVs Run standard reports on-line Review budget to actuals accounts for agencies on-line Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Agency Fiscal Management/Supervision Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: B. Antle 2 Current to New Role Comparison for Agency Fiscal Management/ Supervision New Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skills Needs Role Design and ImpactTimingTiming Review paper reports to compare budget to actuals accounts for agencies On-line approvals of JVs Review budget to actuals accounts for agencies on-line Determine if request for new or changed table elements is agency specific or needs to be routed to F&A/ GOPM Determine ad-hoc reporting needs Run standard reports on-line MARS: General Accounting Prerequisites: MARS Computer Based Training MARS Computer Literacy Training MARS Chart of Accounts MARS Budget & Cash Control N/A July 1, 1999

LSME: B. Antle 3 Current to New Role Comparison for Agency Fiscal Management/Supervision Role Design and Impact Additional Notes Additional Notes Template Key N/A Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used DOA-01: Journal Vouchers [1] DOA-20: Authorization to Acquire Investments/Loans [2] DOA-27: Payroll Voucher [3] DOA-66: Internal Distribution Document (Automated) Journal Voucher Correction (JVC) [1, 3] Journal Voucher Transfer (JVT) [1] Journal Voucher Master (JVM) Vendor Payment Voucher (P1) Manual Warrant Investment (MW1) [2] Federal Wire Manual (MWF) Balance Sheet Account Balance (BBAL) On-Line General Ledger (OLGL) Document Cross-Reference (DXRF) Document History (DHIS) Cash (CASH) tables

LSME: B. Antle 4 Detailed Activities Key Activities Role Description Role Design and Impact To ensure maintenance (add, modify, delete) of agency key tables including Chart of Accounts Maintain agency COA elements: Receive request for new COA element or element for other MARS subsystems Determine if request is agency specific or needs to be routed to F&A Cabinet Maintain Agency Tables: Establish records on-line Change records on-line Delete records on-line per agency policy Route electronic requests to Central Finance: Route electronic request form to Central Finance Verify statewide table set-up Maintain agency COA elements Maintain Agency Tables Route electronic requests to Central Finance Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Table Maintenance Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: B. Antle 5 Current to New Role Comparison for Table Maintenance Changed Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skills Needs Role Design and ImpactTimingTiming Prepare paper forms to request additions or changes to certain tables Establish records on-line Change records on-line Delete records on-line per agency policy Maintain agency COA elements Maintain Agency Tables Receive request for new COA element or element for other MARS subsystems Determine if request is agency specific or needs to be routed to F&A Cabinet Route electronic request form to Central Finance Verify statewide table set-up MARS: Chart of Accounts Prerequisites: MARS Computer Based Training MARS Computer Literacy Training N/A July 1, 1999

LSME: B. Antle 6 Current to New Role Comparison for Table Maintenance Role Design and Impact Additional Notes Additional Notes An example for determining if a table element request is agency specific or needs to be routed to F&A Cabinet- An agency currently tracks programmatic activity using program budget units (PBU) (Statewide Element), and tracks activities within each program using activity codes (agency element). If that agency begins working on a new program, the fiscal manager must determine if a new program budget unit needs to be setup as well as if any new activity codes need to be setup to track new types of activities within the new program. If a new PBU needs to be setup, a request must be communicated to their GOPM Policy Analyst. I f approved by GOPM, the request must be forwarded to finance (electronically) by GOPM. If the fiscal manager determines that new activity codes also are needed, he should instruct the agency table maintenance person to establish the new activity codes on-line in MARS. Agencies will need to establish policies about: deletion of agency specific codes (e.g. delete after two years with no activity, never delete, etc.) Template Key Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used N/A; emphasis is on index and inquiry tables rather than documents. There are currently no on-line documents used to setup a statewide or agency Chart of Accounts elements.

LSME: B. Antle 7 Detailed Activities Key Activities Role Description Role Design and Impact MARs identifies errors/ omissions to documents on-line Identify and make necessary corrections Call CRC if necessary Route to agency fiscal supervisor for correction (only in PD.) Input corrections To correct errors to documents on-line. Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Error Correction Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: B. Antle 8 Current to New Role Comparison for Error Correction Changed Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skill Needs Role Design and ImpactTimingTiming MARs identifies errors/ omissions to documents on-line Work on-line with supervisor to correct Sending paper documents to Finance & Administration Cabinet Pre-audit of forms and documents by Finance July 1, 1999 Call CRC or agency contact to solve error or omission issue N/A

LSME: B. Antle 9 Current to New Role Comparison for Error Correction Role Design and Impact Additional Notes Additional Notes Current process description: On-line document entry into STARS & complete paperwork to send to Finance (large capacity) Finance pre-audits then releases Finance key punches and processes Batch environment posts error file Agencies will need to determine the policy and procedures for addressing errors in documents as it relates to MARS. Template Key Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used To be determined

LSME: B. Antle 10 Detailed Activities Key Activities Role Description Role Design and Impact Respond to field office questions regarding data entry of documents for processing Pull up document from field office on-line and work with field office to complete Maintenance of Common Coding Strings Define initial groups for agency (e.g. pay group, cash receipts, etc.) Determine who is initially assigned to groups (RACF user ID’s/ access) Identify which codes field office/ central shop needs based on historical use Set-up common codes for field offices and program areas Perform ongoing maintenance of common codes (include new employees, new field office code needs) Request RACF ID from CRC for change in access or new ID from Network Administrator Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Maintain Codes Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: B. Antle 11 Current to New Role Comparison for Maintain Codes Changed Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skills Needs Role Design and ImpactTimingTiming Mailing of invoices to agency central shop Creation of paper documents for processing Central Coding of Documents Agency needs training on defining groups (6 spaces) MARS: Chart of Accounts Prerequisites: MARS Computer Literacy Training MARS Computer Based Training Maintenance of Common Coding Strings Define initial groups for agency (e.g. pay group, cash receipts, etc.) Determine who is initially assigned to groups (RACF user ID’s/ access) Identify which codes field office/ central shop needs based on historical use Set-up common codes for field offices Perform ongoing maintenance of common codes (include new employees, new field office code needs) Request RACF ID from CRC for change in access or new ID from Network Administrator Respond to field office questions regarding data entry of documents for processing Pull up document from field office on-line and work with field office to complete N/A July 1, 1999

LSME: B. Antle 12 Current to New Role Comparison for Maintain Codes Role Design and Impact Additional Notes Additional Notes Today: Field Office sends to Payables (how pay), which then goes to Accountant (how classify), which then gets entered for payment. Template Key Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used N/A; emphasis is on index and inquiry tables rather than documents. There are currently no on- line documents used to setup a statewide or agency Chart of Accounts elements.

LSME: B. Antle 13 Detailed Activities Key Activities Role Description Role Design and Impact Get on-line and pull up one of 3 JVs (find capabilities, copy to new doc & change the shell) Create document to point of acceptance Approve JV send off To process agency journal vouchers to make corrections or changes. Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Processing Journal Vouchers Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: B. Antle 14 Current to New Role Comparison for Processing Journal Vouchers Changed Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skills Needs Role Design and ImpactTimingTiming Create and send paper forms Send in back-up documentation for F&A to Finance Get on-line and pull up one of 3 JVs Create document to point of acceptance Approve JV send off MARS General Accounting Prerequisites: MARS Computer Based Training MARS Computer Literacy Training MARS Chart of Accounts MARS Budget & Cash Control N/A July 1, 1999

LSME: B. Antle 15 Current to New Role Comparison for Processing Journal Vouchers Role Design and Impact Additional Notes Additional Notes Currently: initiated by an accounting clerk by typing JV or creating document using a PC based program. supervisor signs send paper document (and electronic file, if exists) to GA branch in Finance General Accounting Branch approves data entry enters unless electronic Template Key Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Journal Voucher Correction (JVC) [1, 3] Journal Voucher Transfer (JVT) [1] Journal Voucher Master (JVM) Vendor Payment Voucher (P1) Manual Warrant Investment (MW1) [2] Federal Wire Manual (MWF) Balance Sheet Account Balance (BBAL) On-Line General Ledger (OLGL) Document Cross-Reference (DXRF) Document History (DHIS) Cash (CASH) tables DOA-01: Journal Vouchers [1] DOA-20: Authorization to Acquire Investments/Loans [2] DOA-27: Payroll Voucher DOA-66: Internal Distribution Document (Automated) [3]

LSME: B. Antle 16 Detailed Activities Key Activities Role Description Role Design and Impact Select on-line document for processing (PD Quick Pay, Advantage P.V.) Complete on-line documentation Obtain On-line approval Create I.L. Document Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Processing/Manage Loans Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: B. Antle 17 Current to New Role Comparison for Processing/ Manage Loans Changed Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skills Needs Role Design and ImpactTimingTiming Create IL Document Send to Finance Select on-line document for processing (PD Quick Pay, Advantage P.V.) Complete on-line documentation Obtain On-line approval P1 PV- Advantage Purchase Voucher Prerequisites: MARS Computer Literacy Training MARS Computer Based Training N/A July 1, 1999

LSME: B. Antle 18 Current to New Role Comparison for Processing/ Manage Loans Role Design and Impact Additional Notes Additional Notes Template Key N/A Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Journal Voucher Correction (JVC) [1, 3] Journal Voucher Transfer (JVT) [1] Journal Voucher Master (JVM) Vendor Payment Voucher (P1) Manual Warrant Investment (MW1) [2] PD Quick Pay Advantage P.V. Federal Wire Manual (MWF) Balance Sheet Account Balance (BBAL) On-Line General Ledger (OLGL) Document Cross-Reference (DXRF) Document History (DHIS) Cash (CASH) tables DOA-01: Journal Vouchers [1] DOA-20: Authorization to Acquire Investments/Loans [2] DOA-27: Payroll Voucher DOA-66: Internal Distribution Document (Automated) [3]

LSME: B. Antle 19 Detailed Activities Key Activities Role Description Role Design and Impact To ensure that appropriate funds are managed. On-line management of funds Maintenance of common codes for fund management Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Manage Funds Availability Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

LSME: B. Antle 20 Current to New Role Comparison for Manage Funds Availability Changed Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skills Needs Role Design and ImpactTimingTiming On-line management of funds Maintenance of common codes for fund management. JVT= Transfers for cash transfers JVC= Corrections (Correcting previously posted expenditures or revenues) agency- push use JVM= All other JV-- requires finance approval (requires more accounting knowledge) Prerequisites: MARS Computer Literacy Training MARS Computer Based Training N/A July 1, 1999

LSME: B. Antle 21 Current to New Role Comparison for Manage Funds Availability Role Design and Impact Additional Notes Additional Notes Today: Spend all lapsable general fund budget first then go to agency funds. Template Key Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used Journal Voucher Correction (JVC) [1,3] Journal Voucher Transfer (JVT) [1] Journal Voucher Master (JVM) Vendor Payment Voucher (P1) Manual Warrant Investment (MW1) [2] Federal Wire Manual (MWF) Balance Sheet Account Balance (BBAL) On-Line General Ledger (OLGL) Document Cross-Reference (DXRF) Document History (DHIS) Cash (CASH) tables DOA-01: Journal Vouchers [1] DOA-20: Authorization to Acquire Investments/Loans [2] DOA-27: Payroll Voucher DOA-66: Internal Distribution Document (Automated) [3]

LSME: B. Antle 22 Detailed Activities Key Activities Role Description Business Area: General Accounting MARS Roadmap: General Accounting “To Be” Redesigned Role Accounting Manager Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field. To ensure successful agency operations through strategy formulation, process monitoring, policy creation, and staff development efforts. Strategy formulation Coordinate with staff in Grant Management role to determine grant setup and ensure availability of needed reporting Participate in the creation and distribution plan for reports* Document approval and creation Approve Journal Vouchers (JV’s) Approve Manual warrants Create Journal Voucher Master documents (JVM’s) Create Journal Voucher Transfer documents (JVT’s) Strategy formulation Document approval and creation Process monitoring Policy development/setup Staff development Process Monitoring Perform benchmarking activities & variance analyses Monitor work of property officers re: fixed assets Monitor fund availability Monitor status to date of budget and cash Monitor status of grants and projects Monitor accounts receivable Monitor division of duties in the areas of: –security –profiles –workflow Policy development/setup Establish records management policy Establish common coding strings (working with budget staff) Staff development Recruiting Training Evaluations

LSME: B. Antle 23 Current to New Role Comparison for Role: Accounting Manager Changed Activities Activities That Remain the Same Activities No Longer Performed Definition of Terms Training and Skill Needs Role Design and ImpactTimingTiming “Price contract” will be known as a “master agreement” “Memo of Agreement (MOA)” and “Memo of Understanding” (MOU) will be known as either a “Master Agreement” or a “Contract” “Personal Services Contracts” will be known as “Contracts” July 1, 1999 N/A Strategy formulation Coordinate with staff in Grant Management role to determine grant setup and ensure availability of needed reporting Participate in the creation and distribution plan for reports* Document approval and creation Approve Journal Vouchers (JV’s) Approve Manual warrants Create Journal Voucher Master documents (JVM’s) Create Journal Voucher Transfer documents (JVT’s) Process Monitoring Perform benchmarking activities & variance analyses Monitor work of property officers re: fixed assets Monitor fund availability Monitor status to date of budget and cash Monitor status of grants and projects Monitor accounts receivable Process Monitoring Monitor division of duties in the areas of: –security –profiles –workflow Policy development/setup Establish records management policy Establish common coding strings (working with budget staff) Staff development Recruiting Training Evaluations MARS: Chart of Accounts MARS: General Accounting MARS: Budget and Cash Control MARS: Projects, Grants, Billing, and Jobs MARS: Fixed Assets MARS: Management Reporting Database Prerequisites: MARS Computer Literacy Training MARS Computer Based Training

LSME: B. Antle 24 Current to New Role Comparison for Role: Accounting Manager Role Design and Impact Additional Notes Additional Notes Template Key Activities performed by this role will be initiated on July 1, Certain of these activities -- those associated with security, workflow, and reporting -- are expected to evolve considerably following that date. These activities will be significantly expanded in comparison to what they entail today. Successfully performing activities associated with security, workflow, common coding strings setup, and reporting will be critical to achieving a “model office” environment in the agencies. It is expected that reporting via MARS will provide agencies with more and better information. It is also anticipated that more time will be spent by agencies resources on reporting, as it becomes increasingly clear how to best utilize and manipulate information contained in MARS. This will be counterbalanced, however, by the fact that data will be far more available and ultimately less effort will be required to pull together needed information. Activities contained within this role reflect a significant shift of responsibilities from central resources to the individual agencies. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at Documents Relevant to Role MARS Documents Documents Formerly Used DOA-1: Journal Voucher [1] Journal Vouchers (JV’s) Journal Voucher Transfers (JVT’s) [1] Journal Voucher Master (JVM)