1 Agency Implementation Guide Walkthrough Session Maintaining Interface / COA Profiles & Reports September 28, 2009

2 Agenda Topic Time Session Overview – Objectives – Status of Agency Implementation Guide Releases – Key Dates and Next Steps 10 min Action Item Update 10 min Overview of Vendor Masterfile Extract 10 min Maintaining Interface Profiles 30 min Maintaining COA Profiles 30 min Break 15 min CAS Reports 45 min Session Wrap-Up 15 min

3 Session Objectives Introduce the process for maintaining Interface Profiles Introduce the process for maintaining COA Profiles Introduce Reports available to the Agencies from the new CAS Address agency questions related to the Agency Implementation Guide

4 Agency Bulkload & Implementation Meeting Schedule Overview – Implementation Timeline and Agency Implementation Guide Overview – PeopleSoft Bulkload Formats August 12 PeopleSoftLegacy Phase 1 Agency Implementation Guide: Payables Vouchers Agency Implementation Guide: Travel Vouchers August 31 PeopleSoft Legacy Statewide COA Design & Key Concepts Overview – Cost Center Profile PeopleSoft Budgetary Control August 17 PeopleSoft Legacy Phase 1 Agency Implementation Guide: Journal Vouchers Agency Implementation Guide: Budget Journals September 2 PeopleSoftLegacy Q & A Direct Entry August 19 Agency Implementation Guide: Refund of Appropriation Agency Implementation Guide: Revenue Receipts September 21 PeopleSoft Legacy Phase 1 PeopleSoft Legacy Agency Implementation Guide: Purchase Orders Agency Implementation Guide: Contracts August 24 PeopleSoft Legacy Maintaining Interface and COA Profiles Reports Today PeopleSoft Legacy Phase 1

5 Key Dates and Next Steps October 2 nd – October Release of the Agency Implementation Guide October 16 th – Final Date for Submission of LOE Form December 7 th – December Release of Agency Implementation Guide February 2010 – February Release of Agency Implementation Guide February – May Baseline Agency Interface Profiles Established

6 Action Item Update - Guidelines for Error Correction Error codes will be prefixed to identify where in the process an error was encountered. PVE – Pre-validation Error. (ex. PVE01- Invalid Vendor) –Source system can modify existing document and resend to CAS or create new document All other errors with no prefix are considered a document processing error condition. (ex – Budget Check Failure) –Error or rejection from the audit process during the document processing stage will require a NEW document to be transmitted to CAS

7 Action Item Update - Guidelines for Paper Forms Agencies do not have to identify the level of effort associated with changes to printed forms, as decisions related to changes to printed forms will not be finalized by the LOE Form submission date OSC is seeking to minimize changes to paper forms Forms will be developed and redesigned for use by Agencies transitioning to the PeopleSoft formats Additional information related to form policy and procedures will be released in the Spring 2010

8 Overview of Vendor Masterfile Extract

9 State Vendor File Guiding Principles OSC will maintain the official State Vendor File; this is the State’s file of record Agencies are responsible for synching the State Vendor File with their local FMS

10 Vendor Masterfile Extract NYFMS will automatically receive all vendor information from the CAS CAS will provide data extracts on a periodic basis for Agency use in their local FMS Employee address information will NOT be included in extract

11 Vendor Masterfile Extract In cases where vendors have multiple addresses, there will be multiple rows in the extract Payee ID information only provided for initial cutover and synchronization The file will include: –Date and time stamp of when vendor was added and/or updated on the vendor file –Status indicator to determine if vendor is currently active or inactive

12 Vendor Masterfile Extract (Refer to Handout)

13 Maintaining Interface Profiles

14 Interface Profiles The Interface Profile stores Agency and external system specific information, including: –Indicators to identify which interface formats are being utilized in the bulkload interface –Information for identifying which of the pre-defined output files will be received as part of the interface and their frequency

15 Interface Profiles FOCAS will develop Agency Interface Profiles –Input / Output preferences will be validated with Agencies Interface Profiles will be completed prior to the start of Agency Bulkload Certification Once Interface Profiles are established, all updates and changes will be made via the Bureau of State Financial Systems (BSFS) Help Desk –Phone call or to BSFS Help Desk from authorized Agency contact –Testing will be scheduled as needed

16 Maintaining COA Profiles

17 Maintaining COA Profiles COA Profile is used to transform Legacy Cost Centers into the PeopleSoft Chart of Accounts structure COA Mapping is an on going process –Details of the COA Maintenance process will be shared in the December 2009 Agency Implementation Guide release

18 COA Profile Mapping Plan COA Mapping Plan for Agencies: –Kick-off meeting will be scheduled to prepare Agencies for COA mapping tasks –Instructions and detailed procedures will be provided –Interactive mapping template in required format will be provided –FOCAS resources will be available to agencies for assistance –Call the Help Desk for reporting mapping questions, issues and concerns

19 Break

20 CAS Reports As of 4/1/2011

21 Guiding Principles - CAS Reports as of 4/1/2011 Data from original and follow-up Agency CAS Reporting Questionnaires were combined with data from additional research into report usage in Control –D. This data was analyzed to determine the percentage of Agencies that use each report Reports used by less than 25% of the Agencies will no longer be supported

22 Reporting Terminology Report – Paper report usually distributed in PDF format Masterfile Extract - CAS data files provided to Agencies to synchronize Agency financial management systems with CAS data Data Extract – Data from paper report made available in a format that can imported to spreadsheets or databases IDL (Interface Disposition Listing) – Reports for confirmation of batch processing status

23 Reports Reports generated from the new CAS will display PeopleSoft Chartfields and not Cost Centers Internal and Segregation Sequence numbers will not appear on reports Although some reports are designed to replace an existing report, there will be changes to the layout of the report Similar reports will be combined into a single report –For example, the following reports will be combined into a single report: –JRN010, JRN020, JRN030, JRN040, JRN050, JRNL060, JRNL070, JRNL080

24 Masterfile Extract Outbound File Extracts will contain Cost Center and PeopleSoft based data See Appendix E in the Agency Implementation Guide for more information

25 Data Extracts All the key points listed for reports also apply to Data Extracts –Reports generated from the new CAS will display PeopleSoft Chartfields –Reports will not display Cost Centers –Reports will not contain Internal or Segregation Sequence Numbers –There will be change in some report layouts

26 Agency CAS Report Inventory - Handout See the handout for a listing of reports that will be supported in the new CAS This list contains the current report names These names will change to reflect changes in the CAS

27 CAS Reports Available to Agencies After 4/1/2011 (Refer to Handout)

28 Key Takeaways OSC will have the Vendor Masterfile of Record Agencies will be responsible for using the Vendor Masterfile Extract to keep their Vendor files up-to-date Reports from the new CAS will display PeopleSoft chartfield values Reports found to be used by less than 25% of the Agencies will no longer be supported Names and layouts of reports from the new CAS will change

29 Future Meeting Topics COA Profile Mapping Internal Number / Segregation Sequence Number Direct Entry / CAS Security Vendor Maintenance Managing Errors & Corrections Agency Certification Process & Procedures Agency Testing Scenarios Conversion Go-Live / Cutover Details Go-Live / Support Plan

30 Account Code Values Interim Account Tree located at OSC & DOB Domain Owners discussions in process –Need for additional level of tax detail beyond tax category –Feasibility of all fines/fees in Account ChartField vs. greater level of detail in another ChartField –Impacts of expanding General State Charges tree on required detail in payment documents Agencies to review and provide feedback/concerns to either NYFMS or FOCAS osc.state.ny.us) by osc.state.ny.us Domain Owners review/resolution by mid-November 2009

31 Session Wrap-Up Reminder: The next session is TBD Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page Additional issues/concerns? Questions?

32 Bulkload Information Center For more information visit: