May 6, 2009

 Sandbox Testing  Project Status  Timeline  User Group / CFO issues  Normal Town Hall content – posted to website, not presented today  Reminders / Q&A 2

 Thanks for your help last week!  Turnout was even greater than last Sandbox testing session & much appreciated  Investigating reported issues  Please continue to test until Sandbox is taken down in preparation for next one 4

6 We have established a Go-Live Date! Go-live date: Weds, September 16, 2009 One more Sandbox, focus on cutover and conversion processes Tentative PS shut-down of Mon, August 31, 2009

 May – Sandbox Testing & Issue Mitigation  Jun – Next Sandbox  July – Vendor Notification  August – Training  September – Go Live  Reminder: At Go Live  PeopleSoft will be down for 2 full weeks at go-live  AOS will have 2 days where payments are not made 8

 We’ve received your comments and are drafting appropriate responses  Contingency plans are under development  Future targeted sessions are under development  Reports  Federal projects  Budgeting – how to resolve budget checking errors  Accounting  Suggestions? 10

 Tentative plan - copy Production on June 15 th  To simulate go-live timing, DCS & DOR must provide test files on June 29 th (see next slide)  Sandbox ready on July 1 st  Focused Agency Testing – July 7 th – 10 th 11

 To simulate go-live timing, DCS & DOR must provide test files (new COA, format) on June 29 th  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, just like at go-live to make payments as soon as possible 12

 Bundles and Fixes in Production by June 6-7  GL Cleanup Session May 7, IGCS, CC15  Balance April General Ledger by May 12  PS User Group Meeting – May 21 IGCS, CC 22  Next Town Hall: TBA - Week of June 8th 14

17 General Ledger Month-end Closing Schedule 17 FY 2009 Accounting Period Month Balancing Reconciliation Completion Date General Ledger Accounting Period Close Date 10AprilMay 7, 2009May 12, MayJune 5, 2009June 10, JuneJuly 15, 2009July 20, 2009 When a month is closed, it will not be re-opened Needed in preparation for go-live 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 will be closed at 5 PM on the scheduled date

 The only time prior periods will be opened is at GMIS Cleanup Workshops and periods will only be opened during the workshop  Current Schedule:  Thurs, May 7 9am-12pm & 1pm-4pm CC Rm 15  Weds, May 13 9am-12pm & 1pm-4pm CC Rm 15  Weds, May 20 9am-12pm & 1pm-4pm CC Rm 15  Weds, Jun 17 9am-12pm & 1pm-4pm CC Rm 15 18

 Training on Current Processes (pre Go Live)  AP Training – May 19 9:00 – 12:00  AP Paycycle Training – May 19 1:00 – 4:00  SDO Training – May 21 1:00 – 3:00 19

 PO Conversion was performed this time  Control Accounts – no online entry allowed  Payroll Interface – to be loaded by AOS  AOS Pre-Audit will enforce that payments in Points 3, 4, & 5 (over $500) require Purchase Order  AOS Pre-Audit will make sure Receipt date is populated  Departments in Financials must match Departments in HR Module 20

 New Incident Values to be used in Production:  – Ice Storm Assistance January 2009  Severe Storm Assistance March 2009  – H1N1 Virus April

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 Criteria for scoring agencies (changes in CAPS):  # of Fund/Center/Object combinations out of balance with AOS  Based on MARCH balancing reports  CHANGE IN PO CRITERIA TO REFLECT PO’S WITH UNLIQUIDATED BALANCE DIFFERENCES BETWEEN GEAC AND PRODUCTION  # of unposted GL journals from MARCH and prior (Actuals ledger only)  Usage of Projects Module 24

 Criteria (continued):  Usage of Sandbox environment for the period  Submission of ID Bill / PR Default Chartfield values  Submission of Bank Account Information – if SDO account inactive in Sandbox – submitted information is incomplete - 5 points  Scoring:  Below 20 = Green, 21 – 59 = Yellow, 60 and above = Red  Posted on website at ENCOMPASS Documents  Agency Project Plan  Dashboard on biweekly basis 25

 In the Internal Controls folder on the ENCOMPASS website, open the latest FSPRD and FSAOSSND files to make sure your agency is set up with the necessary roles.  When testing in SND, remember, your ability to test certain functions may be limited by your roles. Test only functions you are expected to do; others will be testing other areas. 27

 It is no longer necessary to have access to another BU in order to enter a deposit in AR, payment in AP, or journal entry in GL.  Add the document using your BU number  On the line distribution, select the other BU number first; this will generate the other chartfields related to that BU.  Proceed to select fund, account, etc.  Routing for all except AR will go to that BU for approval. 28

 Watch for a mini session to discuss and demonstrate agency reports!  In the meantime, remember, the reports available for agency run are in the Reports folder on the ENCOMPASS website. 29

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 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  32

 ENCOMPASS Website   ENCOMPASS Address   If you are having technical issues, submit them to GMIS  try.asp 33 We Welcome Your Feedback / Questions / Comments