Agency Bulkload Planning and Design Overview of the Implementation Timeline, Agency Implementation Guide & PeopleSoft Bulkload Formats August 12, 2009

2 Agenda Topic Time Session Overview – Objectives – Timeline and Topics 10 min Overview – Agency Implementation Timeline 10 min Overview – Agency Implementation Guide 50 min Break 15 min Overview of PeopleSoft Bulkload Formats (e.g. Purchase Orders) 60 min Session Wrap-Up 10 min

3 Session Objectives Outline the schedule for reviewing different transactions in the Agency Implementation Guide Introduce and review the Agency Implementation Guide Provide guidance on estimating the level of effort to make agency system modifications Provide an introduction to the PeopleSoft Bulkload Formats

4 Approach Summary In past meetings….Today….During future meetings…. Legacy file formats have been discussed and reviewed for bulkload PeopleSoft file formats will be introduced for bulkload Legacy and PeopleSoft file formats will be compared PeopleSoftLegacyPeopleSoftLegacy By facilitating an understanding of both legacy file formats and PeopleSoft file formats….. ….Agencies will have the needed information to make a decision on the approach they will adopt for the new CAS

Overview Agency Implementation Timeline

6 Agency Meeting Schedule Overview – Implementation Timeline and Agency Implementation Guide Overview – PeopleSoft Bulkload Formats August 12 Statewide COA Design & Key Concepts Overview - Cost Center Profile Mapping PeopleSoft Budgetary Control Direct Entry/Access August 19 Agency Implementation Guide: Contracts Agency Implementation Guide: Payables Vouchers Agency Implementation Guide: Travel Vouchers August 31 Agency Implementation Guide: Journal Vouchers Agency Implementation Guide: Budget Journals September 2 Agency Implementation Guide: Refund of Appropriation Agency Implementation Guide: Revenue Receipts September 21 Maintaining Interface and COA Profiles Report Distribution September 28 CAS Conversion/Cutover Options / Approach Overview of To-Be Bulkload Process SOA Integration Interface Profile Central Vendor File -Bulkload Impacts Purchase Orders Contracts Payables Vouchers Travel Vouchers Journal Vouchers CAS Reporting Bulkload Design Phase 5/12 - 7/16 PeopleSoftLegacy Phase 1 PeopleSoftLegacy Phase 1 PeopleSoftLegacy August 17 PeopleSoftLegacy August 24 PeopleSoftLegacyPeopleSoftLegacyPeopleSoftLegacyPeopleSoftLegacy Phase 1

7 Agency Implementation Schedule OSC ActivityAgency Activity JulAugSepOctNovDecJanFebMarApr Aug SepOctNovDecJanFebMarAprMayJun Implementation Activities Implementation Guide Milestones Design & Develop Modifications to Bulkload Layouts CAS Bulkload Certification Agency Training October 16 – Final Submission Date for Agency Level of Effort Estimates to OSC August 12 - Initial Agency Implementation Guide Release August 24 - Low Volume PeopleSoft Bulkload Layouts December 2009 Release December 2010 Release February 2010 Release Agency Implementation Guide Walkthroughs Develop Agency Level of Effort Estimates Agency Baseline Profiles Established CAS Pilot Certification September 30 – Complete Design and Development of Bulkload Layouts 2010 October 2009 – Final Layouts Go Live

Overview Agency Implementation Guide

9 Agency Implementation Guide Overview A single point of information for Agencies to support preparation for transition to the new CAS Presents activities and information needed by Agencies from design through go-live To be released in iterations throughout the project as additional information is available

10 Table of Contents

11 Agency Implementation Guide 2009 Release Schedule Release DateContents August 12, 2009 August 24, 2009 October 2009 December 2009 Vouchers Budget Journals Contracts 1099 Level of Effort Assessment Form Interface Overview Bulkload Impacts Legacy Interface Formats PeopleSoft Interface Formats Outbound File Extracts Refund of Appropriation Revenue Contracts CAS Security Direct Entry / Inquiry Reporting Maintaining Interface Profile Maintaining Chart of Accounts Managing Errors & Corrections Final File Layouts

12 Release DateContents February 2010 December 2010 Agency Testing & Certification CAS Training for Agencies Support - Helpdesk Go-Live / Cutover Details Agency Implementation Guide 2010 Release Schedule

13 Immediate Next Steps Review Agency Implementation Guide Review Agency ImpactsDetermine Agency Impacts Receive introduction to Agency Implementation Guide during August 12 Meeting Review Guide after meeting to prepare for walkthrough sessions Attend Agency Implementation Guide walkthrough sessions Review comparison of legacy and PeopleSoft file formats Determine approach to adopt – Legacy or PeopleSoft Determine level of effort required to make needed changes Aug 12 – Aug 17Aug 17 – Sept 28Aug 17 – Oct 16 Final Date to Provide Effort Estimates Final date by which approach and level of effort estimates are to be returned to OSC OSC to provide estimates to Statewide Financial Systems Program governance bodies Oct 16

14 Bulkload File Layout Modifications Level of Effort Assessment Form

Overview of PeopleSoft Bulkload File Layouts

16 Migrating to PeopleSoft Formats: Transaction Codes Transaction TypeCurrent Transaction Code PeopleSoft Transaction Code Contracts212,213COH Purchase Orders203,204,218,219POH, POL, POS, POD Vouchers301,302,304VOH, VOL, VOD Budget Journal112,113,114,153,154BJH, BJL Journal Entry319,329JEH, JEL Cost Center Profile512,513,514COA Revenue Contracts212,213,218,219XON, XOL Revenue Receipts371RVH, RVL Refund of Appropriation332,334RFH, RFL 1099 Adjustment332,334WTH PeopleSoft Choosing to migrate to the new PeopleSoft file formats will have an impact on the transaction codes for an Agency

17 Migrating to PeopleSoft: File Formats Current Bulkload Batch File Structure Bulkload Prefix PeopleSoft Bulkload Transaction File Structure Transaction Prefix Bulkload Prefix is replaced with Transaction Prefix Transaction Prefix contains descriptive information about each transaction line within the Bulkload file PeopleSoft

18 Batch Header Bulkload Prefix Control Record Transaction Prefix Batch Header is obsolete; replaced with Control Record Control Record is the type of Transaction Prefix that identifies the number of documents related to the control group Current Bulkload Batch File Structure PeopleSoft Bulkload Transaction File Structure PeopleSoft Migrating to PeopleSoft: File Formats (Cont.)

19 Batch Header Document Header Transaction Record Bulkload Prefix Control Record Document Header Transaction Record Transaction Prefix Document Header & Transaction Record are similar concepts but are structured differently Document Header contains information about the document (Doc #, Doc Type, # of Trans related to Doc) Transaction Record contains transaction details based on type of transaction Current Bulkload Batch File Structure PeopleSoft Bulkload Transaction File Structure PeopleSoft Migrating to PeopleSoft: File Formats (Cont.)

20 Migrating to PeopleSoft: Eliminate Batch Restrictions Should an Agency choose to migrate to PeopleSoft formats batch restrictions are eliminated, providing greater flexibility Current Bulkload Batch File StructurePeopleSoft Bulkload Transaction File Structure 75 Documents per batch99,999 Documents per control record 950 Transactions per document 99,999 Transactions per document Must contain like documents within each batch Can combine multiple types of documents within one control record Batch controls provide limited transaction cross checking capabilities Document controls cross check the amounts at transaction and document level details Outdated technologies limit supported file formats New technologies that support industry standard file formats PeopleSoft

Break

Overview of PeopleSoft Bulkload Formats (e.g. Purchase Orders)

23 PeopleSoft Bulkload File Structure – Transaction Prefix Bulkload Field Name Start Position Stop Position Type/ LengthDefinition M-Mandatory O-Optional D-Dependent Note (if Dependent)Acceptable Values TRNP-AGENCY-ID159(5) Originating agency code.M See "agency codes". TRNP-RECORD- TYPE66XRecord type.M C - Control Record D - Document Header T - Transaction Record TRNP-CONTROL- NUM7159(9)Control NumberM Unique number to identify the Control Record TRNP-CONTROL- COUNT16209(5) Count of Number of Documents related to the Control NumberD If TRNP-RECORD- TYPE = C TRNP-DOCUMENT- NUMBER2127X(7) Document number assigned by originating agency.D If TRNP-RECORD- TYPE = D Unique number to identify the Document Record TRNP-DOCUMENT- TYPE2830XXXDocument types.D If TRNP-RECORD- TYPE = DSee "document type codes". TRNP-DOC- CONTROL-COUNT31359(5) Count of total number of Transactions related to the Document NumberD If TRNP-RECORD- TYPE = D TRNP-TRANS- CONTROL-NUM36459(10) Transaction Control NumberD If TRNP-RECORD- TYPE = T Unique sequence number to identify the Transaction Record TRNP-TRANS- CONTROL-COUNT46509(5) Count of Number of child transactions related to the Transaction Control NumberD If TRNP-RECORD- TYPE = T FILLER5171X(21)Blank fill TRNP-TRANS-TYPE7274XXX Transaction type.D If TRNP-RECORD- TYPE = TSee "Trans type codes". FILLER7576XXBlank fill

24 PeopleSoft Bulkload File Structure – Sample TRNP- AGENCY -ID TRNP- RECORD- TYPE TRNP- CONTROL- NUM TRNP- CONTROL- COUNT TRNP- DOCUMENT- NUMBER TRNP- DOCUMENT- TYPE TRNP- DOC- CONTROL -COUNT TRNP- TRANS- CONTROL -NUM TRNP- TRANS- CONTROL -COUNT TRNP- TRANS- TYPE C CTL D P PO4 DOH T P PO POH T P PO POL T P PO POS T P PO POD D V VOU5 DOH T V VOU VOH T V VOU VOL T V VOU VOD T V VOU VOL T V VOU VOD

25 PeopleSoft Bulkload Design Key Takeaways Transaction oriented processing – eliminate batch restrictions Multiple document types can be submitted within one file Industry supported standard file formats

26 Agency Action Items Review the Agency Implementation Guide (8/12 – 8/17) Review Agency Impacts and File Layouts (8/17 – 9/28) Participate in Implementation Guide Walkthrough Sessions (8/17 – 9/28) Determine Approach (Legacy or PeopleSoft), Develop the Effort Estimate, and Send to OSC (8/17 – 10/16) –Final Submission Date to OSC is 10/16 –Send to OSC Helpdesk at

27 Session Wrap-Up Reminder: The next sessions are on August 17 & 19 DateTopicsWho should participate? August 17Statewide COA Design & Key Concepts Overview of Cost Center Profile Mapping PeopleSoft Budgetary Control August 19Direct Entry/Access NYFMS Phase 1 FOCAS Legacy Bulkload FOCAS PeopleSoft Bulkload LegacyPeopleSoft LegacyPeopleSoftLegacy

28 Session Wrap-Up Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page Questions?

29 Bulkload Information Center For more information visit: