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OFFICE OF FINANCIAL MANAGEMENT 0 Office of Financial Management Office of Financial Management TALS Draft Conceptual Solution February 24, 2004
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OFFICE OF FINANCIAL MANAGEMENT 1 Meeting Agenda TALS Conceptual Solution Objectives Status and Progress High-Level Overview Expenditure Authority Functionality Allotment Management Packet Management and Status Tracking Reports Summary
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OFFICE OF FINANCIAL MANAGEMENT 2 Conceptual Solution Objectives Define TALS components and functionality Analyze and define lower levels of detail for each component Describe how all component will function together to meet the business requirements Provide system designers with information needed to estimate design time for defined components Conceptual Solution and design estimates will aid the evaluation process for sequencing the delivery of system components and the time frame in which they can be delivered Stakeholder input will be gathered during this evaluation process
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OFFICE OF FINANCIAL MANAGEMENT 3 Conceptual Solution Status and Progress Drafts have been completed for the first five items below 1.High-Level Conceptual Solution –Diagram illustrates user groups and common system components –For shared components, each user group would have the same general interface –Each group will differ based on the type of information to which they have access, and the options available for selection within each component 2.Expenditure Authority component drafted and design estimates completed 3.Allotment Management 4.Packet Management & Status Tracking 5.System Administrator components drafted TALS Task List, Table Management, and Workflow Management component analysis nearing completion
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OFFICE OF FINANCIAL MANAGEMENT 4
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5 Expenditure Authority Enables OFM Budget Operations to build and manage the statewide schedule of expenditure authority and allotment control numbers The Expenditure Authority Schedule will assist in maintaining system edits Ability to publish schedule for viewing by agencies Provide on-demand viewing of the most recent schedule, and eliminate the need to route paper copies Schedule contains all control numbers needed for the allotment process Published updates to the schedule will be immediately available for viewing by agencies
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OFFICE OF FINANCIAL MANAGEMENT 6 Allotment Management Manage Allotment Detail Mange Allotment Data Detail –Create and modify allotment packet data –Input functionality and tools –Input edit check indicator on/off option Unanticipated Receipt Preparation –Attach.pdf supporting materials –Complete on-line version of Unanticipated Receipt Request form (B20-1) Pattern Allotment Data –Pattern allotment components –Maintain biennial coding consistency –Extract and adjust historical data –Adjust control numbers –Calculate and adjust historical percentages –Apply percentages to control numbers Update of Allotment Data –Bulk update of allotment data elements
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OFFICE OF FINANCIAL MANAGEMENT 7 Allotment Management Import Allotment Data Upload Preformatted File Data –Ability to upload data from a preformatted text file into TALS Import Data from BASS SPS –Ability to create salary and benefit allotments from an existing salary projection file Import Data from Bass BDS –Ability to use budget request data as control numbers in creating initial allotment submittal Import Historical Data –Ability to use historical AFRS data from FASTRACK as a starting point for creating initial biennial allotment submittal Import Historical Recast Data –Ability to use restructured data as control numbers and reasonableness check in creating initial allotment submittal
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OFFICE OF FINANCIAL MANAGEMENT 8 Allotment Management Allotment Data Review Review of Allotment Packet Data –Ability to summarize allotment data residing in multiple allotment packets –User defined roll-up and drill down views of data –Ability to toggle between data displayed by Account code structure or Index code structure Filter Allotment Data –Select parameters to narrow data down to a specific set of records Administering Agency –Viewing capabilities of allotment data for assigned accounts –Summarizes account data contained in multiple packets View Allotment Packet Data against Expenditure Authority Schedule Control Numbers –Displays difference between Expenditure Authority control numbers and Agency allotment data –Agencies can select approved-Official or Internal allotment data to be compared
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OFFICE OF FINANCIAL MANAGEMENT 9 Allotment Management Pre-Release Edit Check with Submit Option Execute Pre-Release Edit Check –Validates all allotment packet data against the EAS control numbers –Requires explanation when non-appropriated accounts do not match EAS control total –Notifies user during pre-release edit check when Internal packet(s) in AFRS and Internal packet(s) selected for edit check exceed appropriated control totals listed on EAS Submit Allotment Packet –Internal packet passing edit check can be selected for submittal to AFRS –Official packet passing edit check can be selected for submittal to OFM
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OFFICE OF FINANCIAL MANAGEMENT 10 Packet Management and Status Tracking Packet Management –Establish packet identification, biennium, packet title, description comment –Create and manage packet –Copy data in packet, Merge-Replace data in packets –Copy data from Internal packet into an Official packet Agency Controlled Packet Lock –Allows or restricts ability to change data within a packet during various stages of development and processing
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OFFICE OF FINANCIAL MANAGEMENT 11 Packet Management and Status Tracking Manage Allotment Template –Establish an agency customized data input template –Establish Expenditures, Revenue, Cash Receipts, Cash Disbursements coding elements for template –Assign naming convention to template, user defined –Create, modify, coding element for input template –Delete, modify a template
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OFFICE OF FINANCIAL MANAGEMENT 12 Packet Management and Status Tracking Manage Packet Status Execute Pre-Release Edit Check is available Agency Initiated Packet Status Change –Internal packet passing edit checks can be selected for submittal to AFRS –Official packet passing edit checks can be selected for submittal to OFM –Recall Pending packet(s) from OFM back to submitting agency Assigned OFM Analyst Initiated Packet Status Change –Assign an indicator of: Approve-No update requested, Approve-Update requested, Return packet to submitting Agency –Returned packet(s) to Agency require comment explanation –Resume/Reset 10-day waiting period for re-submitted Unanticipated Receipt packet –Unanticipated Receipt allotment packet approval (updates Expenditure Authority Schedule)
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OFFICE OF FINANCIAL MANAGEMENT 13 Packet Management and Status Tracking Manage Packet Status (continued) OFM Operations Super User Capability –Change status indicator of agency allotment packet in analyst’s absence –Ability to restrict Unanticipated Receipt packets status indicator changes during legislative session –Change status indicator of Unanticipated Receipt packets prior to 10-day waiting period expiration View Allotment Packet Data against Expenditure Authority Schedule Control Numbers –Functionality is available
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OFFICE OF FINANCIAL MANAGEMENT 14 Packet Management and Status Tracking Packet Status Tracking View Allotment Packet in Workflow Process –Select Agency and packet for view of packet status indicator –Default to Agency/packets assigned to user –Administering Agency view (packets containing account data) –Any user can view the status of any packet submitted to workflow for OFM review Filter Packet Status –Select parameters to narrow data down to a specific set of records
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OFFICE OF FINANCIAL MANAGEMENT 15 TALS Draft Reports Summary Reports available from systems targeted to be replaced have been identified Report categories –Expenditure Authority Schedule Development and Review –Allotment Development and Review –Status Reports –Monitoring Reports –Statewide Summary Reports Analysis of existing reports and reporting needs assisted in identifying the Report Types General Requirements are identified for each report category Further discussion will take place to gather customer input and to review prototype reports
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OFFICE OF FINANCIAL MANAGEMENT 16 Feedback and Discussion Any comments or questions about the Conceptual Solution? Are there any missing items? Any suggestions?
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OFFICE OF FINANCIAL MANAGEMENT 17 How Do I Receive Information? Join The Allotment System Listserv http://listserv.wa.gov Topic: UGROUPAA Contact Information Sara Lieberman Phone: 360.725.5263 E-mail: Sara.Lieberman@OFM.WA.GOVSara.Lieberman@OFM.WA.GOV
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