July 22, 2009
Project Status Next Steps Mini Town Hall meetings Reminders / Q&A 2
4 We are going live! Go-live date: Wed, Sep 16 PeopleSoft shut-down at 5 PM on Mon, Aug 31
ENTAP Training begins Mon, Aug 3 MANDATORY Security will be revoked if not attended before go-live Please do not attend training not specifically necessary for your job until after go-live Training Registration Michelle Taylor Call Register online 6
PeopleSoft Cleanup sessions Continue on Wednesdays, IGCS Conf Ctr, Rm 15 Complete PO Reconciliation Complete Chart of Accounts Mapping Deadline: Mon, Aug 17, 5 PM Submit Projects Module Mapping Spreadsheets Deadline: Mon, Aug 17, 5 PM Review fund center Mapping on website Will be posted by Tue, Aug 11, 5 PM Deadline: Thu, Aug 13, 5 PM 7
The way we account for Federal and Capital Funds is changing – we must be prepared! Budgets will be controlled, unlike today Test every grant in Sandbox We need complete and up-to-date budgets Funding Source Allocation must be set up for each project Subrecipients of Federal grants Review process – agency receiving Federal grant creates project number, funding source, gives subrecipient agency access to funding source 8
9 General Ledger Month-end Closing Schedule 9 Accounting Period Month Balancing Reconciliation Completion Date General Ledger Accounting Period Close Date 2010 / 1JulyThu, Aug 6Tue, Aug / 2AugustMon, Aug 31 When periods close after go-live, they will not be re-opened under any circumstances AP is closed at 9 AM on the 1st of the month GL is closed at 5 PM on the scheduled date
By 5 PM on Mon, Aug 31: AP – All vouchers not completely through pay cycle must be unposted and put on hold GL – All GL journals must be posted or deleted PO – All POs must be dispatched and budget checked AR – All Accounting entries must be complete All Subsystem Journals must be posted to GL! No exceptions 10
Vendor Letter sent this week Agencies are not to submit their own communication Deadline to submit invoices to agencies: Mon, Aug 17 Deposits will still be made at Treasurer’s Office Cut off for AP vouchers / JVs at Auditor’s Office Thu, Sep 3, 4 PM Exceptions: contact Mary Reilly / Mike Frick Fund Center freeze (no additions or changes) Thu, Aug 13, 5 PM 11
Emergency payments only Must be processed outside of PeopleSoft between Sep 1 and go live Payments will be accelerated as needed Tuition Support, Higher Education, payroll Other payments– please contact SBA Budget Analyst Auditor’s Office will make no payments on Mon, Sep 14 and Tue, Sep 15 12
DCS & DOR must provide files (new COA, format) on Mon, Sep 14 DCS: Child Support, Foster Care DOR: Corporate, Manual, Indiv, Motor Carrier Include Warrants & ACH Include Domestic & International addresses Files will be loaded just prior to release of environment to make payments as soon as possible 13
Cutover plan in 3 hour increments posted to ENCOMPASS website Please continue to test in current Sandbox until taken down after go live Auditor’s office will enforce 35 day payment terms from invoice date Utility and State employee vendors set to immediate payment Contract terms override 35 day rule – set at purchase order level Exceptions – contact Mary Reilly of Auditor’s Office 14
Tue, Aug 4 1:00 – 3:00 IGCS Auditorium Topic – TBA, likely Month end processes, Projects Module, Alchemy Tue, Aug 18 9:00 – 11:00 IGCS Conf Rm B Accounting Issues Tue, Aug 25 9:00 – 11:00 IGCS Auditorium AOS Business Processes 16
Register for Training Comply with Deadlines listed in prior slides Agency specific questions – stay after Town Hall Next Town Hall: Tue, Aug 18, 1:00 – 3:00, IGCS Auditorium 18
Steve Daniels, State Budget Agency phone: (317) Ryan Downham, Auditor of State’s Office phone (317) Marilyn Rudolph, State Board of Accounts phone: (317) Jim Welsh, GMIS Office 19
ENCOMPASS Website ENCOMPASS Address If you are having technical issues, submit them to GMIS try.asp 20 We Welcome Your Feedback / Questions / Comments