February 14, ‘12 - CFO’s February 15, ‘12 - General Users

 Welcome, and Happy Valentine’s Day  Toole, Director in IOT, Given IOT GMIS Responsibility August 2010  3-Part Presentation:  17 slides – ENCOMPASS Upgrade (began Nov 2010)  25 slides – Year End  Q&A – 2 Microphones in isle for audience to the end  Handout:  Side-1: “Timeline” of Upgrade & Fiscal Year End  Side-2: List of Testing, Training & Workshops  Handout will be referenced throughout our presentation  “Official” copy is posted on the ENCOMPASS website, along with this presentation.  Temporary Sound System: 2

1. ENCOMPASS 9.1 Upgrade 10:00 – 10:30 am Chaney, Jasheway 2. Year-End Budget Closing Fistrovich 10:30 – 10:45 am Project Costing Rudolph 10:45 – 11:00 am Financial Closing Daniels 11:00 – 11:15 am 3. Reminders & QA 11:15 – 11:45 am GMIS Panel

 Provide us continued Oracle support  Technical Improvements  Tools 8.5  Functional Improvements for go-live  Project Costing - Enhanced Funds Dist process  Functional Improvements to activate later  Enhanced web interface  Workflow - improved workflow engines 5

 All 5,000+ ENCOMPASS users 6

 Upgrade Conversion - Over Easter Holiday  System Shutdown - Thursday April 5 th  System Restored - Monday April 9 th  See Handout for Timing 7

 The GMIS team has the ability at any time up to 9am Monday to “return” to the then current production system should serious upgrade problems arise.  You WILL be operational 9am. 8

 Some modules will require cleanup of “incomplete” docs for upgrade preparation.  Cleanup sessions will be led by GMIS similar to month- end & year-end workshops.  Asset Management  Asset interface transactions must be completed.  Accounts Payable  Current fiscal year unposted docs must be posted.  Paycycles must be completed. 9

 AR/Billing  TOS approved customer payments must be posted.  In-process interface IDs, bills, worksheets and other AR transactions must be posted or cleared  AR/BI budget checking errors must be cleared  Scheduled Batch Processes and Queries  Agencies must document all processes and queries currently set to recur automatically in Process monitor  Current listing posted to ENCOMPASS announcements  Post-upgrade, users will need the run control, recurrence name, and/or query name so that they can re-initiate these recurrences in

 Project Costing  In-process 3 rd party transactions must be posted/cleared  Purchasing  Reqs must be fully Approved or left in Open status.  Supply Chain Mgt integrations must be completed or cleared.  Travel Expense  All travel workflow transactions must be processed or cleared. 11

 ROC/Deposits  Daily, agencies must create accounting entries on all TOS approved ROCs  Daily, AR Approvers MUST complete ROC entries  Reminder – No workflow available for AR  Navigation to complete ROC entries:  Accounts Receivable>Payments>Direct Journal Payments>Create Accounting Entries 12

 See Handout  See Agency cleanup document posted each Monday morning - ENCOMPASS > ENCOMPASS Documents > 2012 Year End Document Cleanup 13

 INDOT - 7am Monday  All Remaining Agencies - 9am Monday  A notification will be sent indicating when we are officially “live”  Remember: Agencies will need to re-initiate all recurring batch processes and queries in

 August 2011 – February 2012  3 testing passes  25+ agencies  125+ testers  1,000+ test scripts Many thanks for all of your support! 15

 Testing Opportunities Include:  From Your Desk begins Tomorrow  Testing link -  Open Classroom sessions – see Handout  RSVP to:  Check reservation schedule posted on ENCOMPASS website announcements 16

 All Private Queries have been copied to the upgraded Encompass system.  Changes to tables may break private queries  Private queries will not be “tested” by GMIS  Over 12,000 private queries made in 2011  Many will work without any changes  Customer testing before go-live is important 17

 Security Testing  5 Week Period – see Handout  System Performance Testing  Enter 9.1 transactions for minutes 18

 Optional - online tutorials  SOI/FIN_V9.1_DOC/UP_010.htm  Good place to learn & practice 9.1 navigation changes  Mandatory - PC Funds Distribution Class  Project Administrators must complete this class by March 28 or your access to PC will be removed.  See Handout 19

 Walk-In Workshops  ROC/AR/Billing questions and entry help:  TOS office in IGCS room E016  See Handout 20

 Post a GMIS Issue  EMPLOYEE/ERP/c/SOI_CUSTOM_APPS.SOI_ GMIS_ISSUE.GBL  Benefits  Helps us to spot wide-spread problems  Tickets are always tracked to ensure follow-up  Quickest way to route to necessary experts 21

 Thanks for your help thus far in preparation for year end.  For items to be paid / encumbered against FY12 budget, you must comply with deadlines in Auditor of State’s (AOS) and Department of Administration (DOA)Year End Memo. 23

 IGNORE pre-FY12 requisitions and vouchers in PeopleSoft.  FOCUS ON purchase orders and project costing cleanup for FY12 transactions. 24

 Timely creation of ROC accounting entries and review any pending prior month entries not completed.  Timely approval of GL entries. Is your Agency submitting correcting entries within 90 days of original GL entry?  Has your Agency addressed “hanging” AP Vouchers that are 30 days or older? WHAT ARE YOU WAITING FOR? 25

 REVIEW all current outstanding purchase orders. CLOSE unneeded purchase orders.  Cleaning up funds with negative APPROP balances.  State Budget Agency has pre-loaded FY13 1 st quarter allotments.  Initial Budget Allotment schedules and 1 st Quarter Transfer List to be loaded before July 1 st. 26

 All outstanding FY12 requisitions must be closed by May 31 st.  GMIS will run PO Rollover beginning June 11 th.  Schedule by BU to be posted on ENCOMPASS website  PO will retain Budget Reference, but Budget Periods will become  To qualify for rollover, approved POs must be dispatched and NOT have budget errors 27

 Prior to PO Roll, all PO Vouchers must be posted or closed.  To qualify for rollover, approved POs must be dispatched and not have budget errors.  PO Roll will begin on June 11 th. Schedule by BU will be posted on Encompass Website. Agency access will be restricted during rollover process. 28

 Application Announcement and ENCOMPASS Homepage Announcement will be posted when PO payments can resume by business unit.  PO will retain Budget Reference, but Budget Period will become  Vouchers should not be entered against POs while PO Rollover is underway. 29

 POs with no payments since July 1, 2011 must be closed no later than May 31st,  Queries included to view vouchers, requisitions, and purchase order with no payments. 30

 Any PO with negative encumbrances must be fixed as instructed or closed no later than May 31st,  In addition, all POs needing to be adjusted due to price changes on PO vouchers must be adjusted or closed no later than May 31st,

 Any PO identified as being tied to an underpaid receipt must be adjusted or closed by the agency no later than May 31st,

 Any exceptions to this policy must be approved by the Agency’s SBA Budget Analyst.  Our goal is to be completed with PO Rollover by June 20 th. 33

 Agency staff will not be allowed in PeopleSoft from 4:00 PM on June 29 th until 8:00 AM on July 1 st (Indy time)  Reports of Collection due to Treasurer by 3 pm and final accounting entries made by 4 pm on June 29 th to be counted as FY 12 revenue. 34

 FY12 ALLOT_CTRL and ALLOT ledgers will be reduced to zero using Budget Close process.  FY12 Budget for non-reverting Control 7 Funds will be manually rolled forward to FY13 for ledgers based on APPROP available balance.  Control 5 and 6 Funds will be manually rolled forward to FY 13 based on available cash balance. 35

 Non-reverting Budgets subject to change based on post-6/30 Administrative Actions for FY12  Plan: Non-reverting Budgets available by 8 AM on July 1 st  Reverting Funds (Control 3 & 4) – FY12 budgets expire. FY 13 Budgets will be available by 8 am on July 1 st. 36

 Need for accurate A-133 reporting from system  Agencies will run report for FY12 and verify  Federal projects set up and maintained right – no pain  Federal project not set up and maintained right – LOTS OF PAIN  Project Costing clean up sessions will continue  Also can get assistance at regular clean up sessions  Training sessions for ALL with access to PC is MANDATORY to avoid disconnect in April – changes in funds distribution setup – 6 – 4 hour sessions –SIGN UP NOW! 38

 Attention!! Outstanding pagelet errors  Funding Source/Budget control – SBA follow up  Funds Distribution config problems – GMIS follow up  Must reconcile KK expenses to FND rows  Possible errors causing this:  Incorrect effective dates in funds distribution set up  Incorrect activity used  Return of expenditure not posted to FND  GMIS will alert you to problems and required actions 39

 GMIS will alert you to problems and required actions  Check lists and addition info will be provided for you in the next few months  Reversing REV lines for return of expenditure  Process GL Journals (CR to Exp) to remove from REV and add to analysis type of GLE  Review totals by chartstring in 2012 cleanup folder  If project closed, re-open to CR expenditures  NOTE: See dashboard in ENCOMPASS 2012 folder on website; columns are added for Pagelet Errors & PC Negative Revenue Amounts 40

 Some incorrect CFDA #s: run PC Quick Query SOIPC001 to confirm CFDAs  Submit issue to get CFDA corrections made  Use RECIPNT Activity for disbursements to subrecipients outside the State  IF THE FEDS OWE ANY REIMBURSEMENTS TO YOUR GRANT AT JUNE 30, APPLY FOR THESE DRAWS BY JULY 31,

 Tracking spreadsheet “ENCOMPASS Cleanup Items” updated every Friday and posted on ENCOMPASS website under ENCOMPASS Documents  2012 Document Cleanup  /Forms/AllItems.aspx?RootFolder=%2fSBA%2fencompass%2f Shared%20Documents%2f2012%20Year%20End%20Docume nt%20Cleanup%2f2012%20Document%20Cleanup&FolderCTI D=&View=%7bF028AA1A%2d92F6%2d481F%2dAD3C%2dA6 A %7d 43

 Please do not submit any AP items to AOS IF:  They have edit errors or budget checking errors  They have not been posted  They have not been fully approved by your Agency  Deadline for submitting FY12 Claim Vouchers, PO payments, Travel Vouchers, SDO Reimbursements to AOS by 4:30 PM June 15 th  2013 Budget Reference should not be used for transactions with accounting date prior to July 1 st. 44

 Accounting entries must be completed for all ROCs by 4:00 PM June 29 th to be counted as FY12 revenues  AR approvers must approve all ROC Direct Journals by 4:00 PM June 29 th  SDO Reimbursement Voucher Deposits Accounting entries must be completed by agencies by 4:00 PM June 29 th 45

 Fixed assets acquired June 30, 2012, or earlier must be reported to prevent a prior period adjustment to the State’s financial statements.  All available FY12 asset related receivers and asset related vouchers must be completely processed through the interfaces into AM by Monday July 2,  Deadline to enter and complete processing of all asset transactions for FY12 will be July 3 rd  Every pre interface and interface must be successfully loaded. 46

 Closing Periods in AM  AM acct periods close monthly - all transactions must be completed by the last day of each month or moved into the next accounting period to be processed  To avoid additional clean up, transactions entered after 04/03/2012 must use current date as acct date.  Transactions submitted to workflow must be approved before the period is closed 47

 Deadline for submitting FY12 Journal Entries and ID bill Journal Entries to AOS  4:30 PM June 22 nd  Automatic exception for allocating June 13 th, June 20 th and June 27 th payroll entries  Deadline for these entries is 4:30 PM July 2 nd  No exceptions!  June 27 th payroll will be loaded by morning of June 25 th (potentially June 23 rd ) 48

 Agency staff will not be allowed in PeopleSoft from 4:30 PM on July 13 th until 8:00 AM on July 16 th (Indy time)  Necessary to allow processing of Financial Close 49

 Project Administrators must attend mandatory training in March.  Last cleanup session for Upgrade - March 29  Vouchers entered and failing to budget check or post the week of April 2 nd may be permanently frozen. 51

 AP PO Vouchers must be posted or closed prior to Reqs/PO’s being closed and prior to PO Rollover  Vouchers should not be entered against POs in June during PO Rollover – schedule to be posted later  PO Rollover prep deadline 52

 Ensure all Vouchers submitted and to be paid by AOS are Posted and fully Agency Approved prior to Year End Payables cutoff deadline.  All 2012 SDO Reimbursements should be fully approved by the Agency and submitted for reimbursement prior to Year End Payables cutoff deadline.  Year End Deadlines and Shutouts 53

 Jeff Chaney, GMIS Office (317)  Steve Daniels, Auditor of State’s Office (317)  Ryan Downham, Auditor of State’s Office (317)  Joe Fistrovich, State Budget Agency (317)  Paul Jasheway, GMIS Office (317)  Kim Logan, Treasurer of State’s Office (317)  Marilyn Rudolph, State Board of Accounts (317)

 ENCOMPASS Website  If you are having technical issues, submit to: ERP/c/SOI_CUSTOM_APPS.SOI_GMIS_ISSUE.GBL 55 We Welcome Your Feedback, Questions & Comments