Financial System Upgrade Agency Change Champion Pre Go-Live Session July 13 th, 2006

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Housekeeping  Please put cell phones on vibrate or turn off  No food or drink in training rooms  Bathrooms down the hall  Please hold questions for Q&A blocks  Website address for handouts: –  PeopleSoft Upgrade –Presentations ◘Change Champion Session (July 13, 2006)

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Introductions Bart Haberbosch Financial Upgrade Business Project Manager

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved.  Up-Grade Progress  Tips & Troubleshooting  Reporting  Security & Sign-on  Year End  Support Agenda

Preparations for Go Live Upgrade Progress

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved.  Started Upgrade efforts on Saturday, July 1 st –Thanks for your clean-up efforts!  Technical phase finished early Monday, July 10 th  Functional configurations completed Monday, July 10 th  Functional validations and reconciliations July 11 th – 16 th  First production batch run Wednesday, July 12 th Upgrade Progress

Preparations for Go Live Tips & Troubleshooting

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved.  Utilize UPK –  Complete Tips & Troubleshooting Guide on SAO website – Tips and Troubleshooting

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. All Financials Tips & Troubleshooting TypeDescriptionSolution TroubleshootingUnable to access CITRIX to log onto PeopleSoft PeopleSoft no longer accessed through CITRIX. Only an Internet connection is needed TroubleshootingUnable to access UPK from “Help” within PeopleSoft Financials 8.8 Click the “ALL” pushbutton located to the left of the screen TroubleshootingUnable to view PeopleSoft pages or UPK after clicking on link Ensure Pop-Up Blocker is disabled

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. All Financials - continued Tips & Troubleshooting TypeDescriptionSolution TipMultiple windows of PeopleSoft 8.8 Financials in use at the same time To just close one window, click the “X” in upper right corner. To end your PeopleSoft session, click Log Off and close each window TipAbility to see all rows of dataClick the “View All” button to see all rows of data

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Asset Management Tips & Troubleshooting TypeDescriptionSolution TipAssign tag numbers after an asset is unitized Do not put a tag number on an asset in the pre-interface if it will need to be unitized – otherwise all unitized assets will have the same tag number TipRunning the pre-interface program Run the pre-interface program at least weekly to ensure efficient running of the program and posting transactions to the correct accounting period

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Accounts Payable Tips & Troubleshooting TypeDescriptionSolution TroubleshootingUnable to Void/Close a payment that was in 7.02 To void/close an upgraded payment, do a “void put on hold” and enter an adjustment voucher TipAll converted and new PO’s must be received before a voucher can be entered for them Enter a receipt for any PO that needs to be vouchered

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Accounts Payable - continued Tips & Troubleshooting TypeDescriptionSolution TroubleshootingConverted template vouchers will not be available to copy Enter new template vouchers - template vouchers in 8.8 are not budget checked, posted or paid TipZero-dollar vouchers included in normal pay cycles There are no longer separate pay cycles for zero-dollar vouchers

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Accounts Receivable Tips & Troubleshooting TypeDescriptionSolution TipPending items will post in AR even if there is a budget checking error Review the budget status on pending item transactions daily and resolve any budget errors. To avoid monthly reconciling differences between AR and GL, payments should not be posted to items with a budget error. TipExpense Accounts may not be used as the Entry Reason (Reason Code) when entering a pending item (receivable) Receivable should be created via a GL journal. When payment is received, the GL journal should be reversed and a Direct Journal entered in AR to record the deposit and posting of the actual funds

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Accounts Receivable - continued Tips & Troubleshooting TypeDescriptionSolution TipAll items entered in 7.02 with distribution codes not ending in 2-digits reflecting the budget year have been updated with the new distribution codes When entering new pending item transactions in 8.8, the updated distribution code must be used whether creating a new IN or performing DR or CR transactions against an existing item TipFY07 distribution codes not submitted based on previously prescribed deadlines will not be available Day One of 8.8 FY07 distribution codes will be loaded by SAO staff as time permits TipCustomer Statement reports not available at go-live These reports will be available within 30 days

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Accounts Receivable - continued Tips & Troubleshooting TypeDescriptionSolution TipCustomers are no longer in the Accounts Receivable module A separate Customer link on the menu exists to navigate to pages related to customers TipTaxpayer ID required when updating or adding a customer A valid Taxpayer ID is needed to save the customer information TipDelay on direct journal cash line creation The cash line creation on a direct journal takes between 28 and 33 seconds to create after the ‘lightning bolt’ icon is clicked

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. General Ledger Tips & Troubleshooting TypeDescriptionSolution TipA new Journal ID defaults to “NEXT” and assigns the next system generated number Delete the “NEXT” default and enter your agency assigned Journal ID TroubleshootingDrilldown capability is not available on converted data Continue to use queries and reports for details on data entered in PS 7.02

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Commitment Control Tips & Troubleshooting TypeDescriptionSolution TroubleshootingImport files do not loadUse the 8.8 import files, layouts (located on the SAO Financials Website), and Chartfield values TipAOB and Amendment journal entries AOB journal entries are checked as original and Amendments and Internal Revisions are adjustments TroubleshootingZero-dollar budget errors When loading zero-dollar budgets you must enter a corresponding revenue budget row

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Commitment Control - continued Tips & Troubleshooting TypeDescriptionSolution TipAfter posting budget journals verify they are posted Go to “Enter Budget Journals” and search where header status = posted. If your journals did not post contact the SAO Help Desk IMMEDIETLY Labor Distribution TypeDescriptionSolution TipAmount field displays to 3 decimal places Will be changed to 2 places in the near future

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Purchasing Tips & Troubleshooting TypeDescriptionSolution TipCanceling vs. closing purchase orders Purchase Orders can be canceled (using the PO Reconciliation Workbench, or using the Red “X” on the primary PO page) only if there is no receipt or voucher activity against them. If there is activity they can be closed using the PO Reconciliation Workbench. TipPO Reconciliation Workbench Performance is slow – may take 2 – 4 minutes SAO will continue to look into ways to improve system performance

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Purchasing - continued Tips & Troubleshooting TypeDescriptionSolution TipRequisition Amount Approval turned on for all Business Units Requisitions will remain in a “Pending” status after agency level approvals. State Purchasing will do the “Amount Approval” which updates the status to “Approved”. TipLocation field at the PO distribution level is required Go to PO defaults page and enter a valid location on the PO distribution. This field is not actually used by the State so any valid value entered is OK. A location code should default based on buyer selected. Contact security group if no value defaulted.

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved.  The tasks on the following pages should be done as soon as you have access to the system and will aid you in processing transactions and reviewing your data Start Up Tasks

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Start-Up Tasks ModuleDescriptionSolution AllCreate new run-control ID’sNew run-controls must be set up in the 8.8 environment Process TypeTypeFormatDistribution Application EngineWebHTMDesk Top SQR ReportFile / WebLP / PDFDocument Direct CrystalWebPDFReport Manager PS JobNone N/A Process Scheduler Requests

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Start-Up Tasks Process Scheduler Requests - continued

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Start-Up Tasks - continued ModuleDescriptionSolution GL, AP, AR Off line files released for processing All files must be in the new 8.8 layout APPay cycle must be selected for first batch process In order for your pay cycle to process you will need to select the bank and account in the Pay cycle Selection Criteria page ARRun aging reportRun this report when the 8.8 system becomes available (for agencies that use this) KKRun the AOB reportRun this report when the 8.8 system becomes available

Preparations for Go Live Reporting

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Reports Crosswalk by Module  See Handout Go-Live Query List  Queries were evaluated and prioritized  List contains queries available at go-live –Queries not upgraded due to obsolescence are listed  Query development is still underway and new queries will be migrated to production weekly  We will be posting and updating this list on our Web Site

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Reports and Queries – What is Different  Encumbrance Data – where it is  Budget Dates / Periods  Budget Comparison  Trial Balance

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Budget Comparison

Trial Balance

Preparations for Go Live Security & Sign-on

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Security and Sign-On  Production URL:  CITRIX no longer used  User ID: Same as 7.02  Password: 8 digit employee ID followed by $ –Example: $ –You will be prompted to change your password the first time you log in –Select and answer 3 different security questions –Enter your address

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Security and Sign-On - continued  A security form will need to be submitted to SAO Financials System Security Group for: –Anyone that did not have a valid 7.02 user ID –Additional access –New users

Preparations for Go Live FY06 Year End

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Year End TypeDescriptionSolution TipEntering transactions in the correct accounting and budget period when two fiscal years are open Review the accounting date and the budget date on transactions to ensure they are against the correct period FY/BY 2006 (7/1/05 – 6/30/06) FY/BY 2007 (7/1/06 – 6/30/07) TipEntering journals to the adjustment period 998 (to be open August 3 rd ) On the journal header page, check the “Adjusting Entry” box. Date your journal 6/30/06 - this also ensures the FY06 budget is affected. TipRelease labor requests in a timely manner FY06 payrolls: request before June close (8/2/06) FY07 payrolls: request after June close has been completed

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. SunMonTueWedThurFriSat FY06 Close Calendar FY FY06 & 1FY07 12FY06 & 1FY07 Upgrade – HCM Still Up 998 & 1FY07 2FY07 12FY06 & 1FY & 1FY07

Preparations for Go Live Support and Resources

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Help Desk or Help Desk Hours 8:00 – 5:00 Option 1 - Financials Help Desk 1Financial Accounting (GL, AR, CU, Budgets, AM) 2Financial Distribution (Vendors, AP, PO) Option 2 - HCM for Labor 1HCM Application Support for Labor Option 3 – ID, Password, Security Option 4 – Connectivity, Printing

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Help Desk Before you call the Help Desk  Refer to the UPK topic relevant to your issue –  Refer to the Tips & Troubleshooting Guide –  Have any supporting information at hand –Error message –Screen shots –Screen navigation

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Help Desk What the Help Desk will need from you  Your contact information –Name, User ID, Business Unit, Phone, address  A clear description of the problem –Module, navigation, what transaction you are performing, error message, affect of problem on job function, run control  The Help Desk may also need –Screen shots of the problem –Other documentation

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Help Desk What to expect from the Help Desk  Incident number assigned to your call  A resolution or what our next steps are  Due to the expected high call volume responses may be slower than normal. Please be patient – we will attend to your issue as soon as possible!

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Stabilization Check-In Sessions  For Agency Change Champions and other interested parties  Agenda: System Availability Batch Results Migrations Urgent Problems Review FAQ’s Feedback  Specific problems should continue to be addressed with the Help Desk

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. DatesLogistics Week 1: 7/17, 7/18, 7/19, 7/20, 7/21 Week 2: 7/24, 7/25, 7/26, 7/27, 7/28 Week 3: 7/31, 8/2, 8/4 Week 4: 8/7, 8/9, 8/11 Week 5: 8/14, 8/16 Week 6: 8/21, 8/23 Week 7: 8/30 Week 8: 9/6  11am – 12pm Meeting in SAO Training Room Bridge Line: Room #: * * Stabilization Check-In Sessions

Agency Change Champion Pre Go-Live Session July 13 th, Copyright © 2006 Accenture All Rights Reserved. Information Sources   Web Site –  UPK –