1. 1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting January/February 2004

2. 2 Agenda Intro to Production Support AR Topics –Transfer Invoices –Payment Predictor –Items w/ Multiple Accounting Lines –Unposting Items & Payments –Unpost Direct Journals –Grant Transfers GL Topics – –Budget vs. Actuals –Commitment Control –Spreadsheet Journals Financial Reporting

3. 3 Accounts Receivable Transfer Invoices Payment Predictor Items with Multiple Accounting Lines Unposting Items and Payments Unposting Direct Journals Grant Transfers

4. 4

5. 5

6. 6

7. 7 123456 Becomes Item ID # Transfer Invoices

8. 8 123456 Transfer Invoice#

9. 9 Payment Predictor Detail Report

10. 10 Payment Predictor Detail Report

11. 11 Items with Multiple Account Code Distributions

12. 12 Items with Multiple Account Code Distributions

13. 13 Items with Multiple Account Code Distributions

14. 14 Items with Multiple Account Code Distributions

15. 15 Items with Multiple Account Code Distributions

16. 16 Items with Multiple Account Code Distributions

17. 17 Receivable Item and Payment – Did it post to GL?

18. 18 Receivable Item and Payment – Did it post to GL?

19. 19 Receivable Item and Payment – Did it post to GL?

20. 20 Direct Journal Deposits – Did it post to the GL?

21. 21 Direct Journal Deposits – Did it post to the GL?

22. 22 Direct Journal Deposits – Did it Post to the Budget Ledger?

23. 23 Direct Journal Deposits – Did it Post to the Budget Ledger?

24. 24 Direct Journal Deposits – Did it Post to the Budget Ledger?

25. 25 When do I Unpost Items ? 32

26. 26 Unposting Items

27. 27 Unposting Items

28. 28 Has Payment Been Applied ? 32

29. 29 Has Payment Been Applied ? 32

30. 30 Unpost Payments

31. 31 Unpost Payments

32. 32 Unpost Payments

33. 33 Research Payments

34. 34 Research Payments

35. 35 Research Payments

36. 36 Research Payments

37. 37 Research Payments

38. 38 Research Items from Payments

39. 39 Unpost Items – Entering a Credit

40. 40 Unpost Items – Entering a Credit

41. 41 AR Reports http://www.core-ct.state.ct.us/user/finjobaids/docs/ar_reports.doc

42. 42 Federal Receivables Authorized by OPM http://www.osc.state.ct.us/memoarchives2/97memos/memo9751.htm Based on a Grant Award from a Federal Agency Required Budgets – KK_APPROP, ALLOT, AGY 1 or 2, PRJ 1, 2 or 3 Funding – drawdowns to reimburse expenses already incurred Receivable – for the amount of the drawdown only Deposit – build a worksheet to apply the payment to the open item

43. 43 Advance Funded Grants Awarded directly to the agency http://www.osc.state.ct.us/memoarchives2/97memos/memo9751.htm Based on a Grant Award from a Public or Private Agency Required Budgets – KK_APPROP, ALLOT, ASSOC_REV AGY 1 or 2, PRJ 1, 2 or 3 Funding – drawdowns, check, or EFT in the amount of the grant Receivable – for the amount of the drawdowns, check, or EFT only Deposit – build a worksheet to apply the payment to the open item

44. 44 Grant Transfers Authorized by OPM Based on a Grant Award from a Federal Agency Required Budgets – KK_APPROP, ALLOT, AGY 1 or 2, PRJ 1, 2 or 3 Funding – B-107 vs. Transfer Invoice (CO-608) Receivable – for the amount of the installment payment only Deposit – Payment Predictor vs. Build a Payment Worksheet

45. 45 Accounts Receivable

46. 46 Downloading the Presentation

47. 47 Downloading the Presentation

48. 48 Downloading the Presentation

49. 49

50. 50 Production Support Keep Core-CT Up and Running Provide training to End-Users Monitor the system for problems – both system and user errors Implement delayed functionality of Phase 1 modules Coordinate and disseminate business process decisions

51. 51 Whole Support Team Core-CT Production Support Team DOIT Help Desk Central Process Owners OSC – Accounting Services OSC – Accounts Payable DAS & DOIT – Procurement Services OTT - Treasurer

52. 52 Production Support Team Elaine Pelletier Jeanne Skellett Development Configuration & Security Holly Osburn Business Support Level 2 Help Desk

53. 53 Production SupportTeam Production Support Team

54. 54 General Ledger Budget Ledgers vs. Actual Ledgers Commitment Control Spreadsheet Journals Financial Reporting

55. 55 GL Overview The General Ledger is actually a series of ledgers serving different purposes to record all of the financial transactions for the State. –Budget Ledger Group - Commitment Control > Appropriation KK_APPROP Allotment KK_ALLOT Agency Level 1 and 2 KK_AGY_1,2,3 Project Level 1, 2 and 3 KK_PRJ_1,2,3 Authorized, Allocated, Allotted Bond Funds KK_BD_AUTH,ALLC,ALLT –Actual Ledger Group – General Ledger > Modified AccrualMOD_ACCRL Modified CashMOD_CASH AccrualACCRUAL

56. 56 Ledger Group Modified CashModified AccrualAccrual EXPENDITURE COMMITMENT CONTROL LEDGERS (BUDGET) AppropriationAllotmentAgency 1 Agency 2 Project 1,2,3 Budget Amount Pre- Encumbrance REQUISITION EncumbrancePO ExpenditureVOUCHER GENERAL LEDGERS (ACTUALS) Ledger Group

57. 57 Commitment Control

58. 58 Commitment Control

59. 59 Commitment Control

60. 60 Commitment Control

61. 61 Commitment Control

62. 62 Commitment Control

63. 63 Commitment Control

64. 64 GL Activity Inquiry

65. 65 GL Activity Inquiry – Sum By Period, Account

66. 66 GL Activity Inquiry – Sum By Period, Account, Dept

67. 67 GL Activity Inquiry – Ledger Activity

68. 68 GL Activity Inquiry

69. 69 GL Activity Inquiry

70. 70 GL Activity Inquiry

71. 71 Remember the following when creating SSJs: Follow the Journal ID naming standard to avoid creating duplicates  Agency acronym + sequential number (Ex.:DMV0000001.xls) Journal Date must be the current date, and a regular work day Ledger group is generally MOD_ACCRL, but not always Source for all Spreadsheet Journals is SSJ Use a valid Core-CT User ID Do not use grammatical markings, punctuation or other symbols in the Header Description – alphanumeric ONLY Follow the Flat File naming standard to avoid creating duplicates  Agency acronym + date (MMDD) + operator’s initials + sequential number (Ex: DMV0401JS1.xml) Spreadsheet Journals

72. 72 Spreadsheet Journals

73. 73 Financial Reporting EPM Queries Custom Reports Standard Reports Focus Group

74. 74 General Security Guidelines Your role in the HRMS or Financials system will determine the EPM reporting tables to which you have access Your query result sets are restricted either by the departments or business units to which you have access In general, if you can see it in the transactional system, you should be able to query it in EPM EPM Security Principles

75. 75 The refresh goal: Our batch schedule updates the EPM tables on a nightly basis Updates made in the transactional system should be available for reporting the following day The refresh realities: The EPM batch schedule is dependent on HRMS and Financials batch schedule Processing errors do occur-Attempts to fix occur during the night Refresh exceptions: CT_DET_PAYROLL – Refreshed after payroll is distributed CT_LEAVE_PLAN – Refreshed after leave accrual processing EPM Refresh Rate

76. 76 Help Desk WLA Data Dictionary Job Aids Agency Superuser Use the following process for obtaining EPM help : Labs EPM Help Process

77. 77 When contacting the Helpdesk, be specific about the type of report you are trying to create For example: Reports generated via EPM Reporting Tools will be resolved more quickly if routed to the EPM team All other reports should be routed to either Financials or HRMS teams for timely resolution EPM Efficient Impact Ticket Resolution

78. 78 Knowing the Data/Using the Tool - Users need help learning the information in the reporting tables and how to use the tool to create a report Working on securing additional support resources Adding query labs in January Meeting with users directly to resolve issues Need to create reporting table job aids Sharing Queries - Users want to share Ad-Hoc queries they have created with others Roll-out approach and management plan created Plan just submitted for review by directors Query Size Limits - Users requesting larger data set retrieval capability Scheduled queries circumvents the limits placed when displaying results on-line IssueEfforts / Solutions EPM Open Issues

79. 79 Reporting Table Refresh - Intermittent delays in refresh Running EPM batch earlier New logic added to batch schedule to enable dynamic processing PeopleTools upgrade expected in the Spring Use preview tab in the query Performance - Navigation from page to page and running of some queries sometimes takes too long Tech Team has increased memory & servers Indexes begin added to tables Queries are being evaluated Schedule Query IssueEfforts / Solutions EPM Open Issues Run Hyperlink on Query Manager -Some users experiencing blank page or error message return

80. 80 Benefits of scheduling queries: Allows access to full result set Distribution of report results to any EPM user Schedule Query to run on a recurring basis Enhance Performance by running outside the Application When to schedule a query: When a query returns the error, “Query Result Set too Large” When a query is run on a recurring basis EPM Scheduled Queries

81. 81 What is a Tree? The graphical hierarchy in PeopleSoft systems that displays the relationship between items in a group Trees add a convenient graphical layer that displays the relationships between chartfield values Benefits in EPM: Trees allow a user to restrict a query result set to only those rows of data which have values that exist in a tree node EPM in Tree: Constraint Type

82. 82 New Reporting Tables being developed for Financials: Table NameDescription Budget Transaction Holds all posted and unposted budget journal entries Receiver Transaction Holds the detail information for all goods received, inspected, returned, and put away Procurement X-ref Cross references all procurement transactions to each other Vendor Withholding Transaction Holds the detail information for all withholding transactions for a vendor Customer Contacts Lists all contact information for accounts receivable customers EPM New Tables

83. 83 What is an Expression? Expressions are calculations that PeopleSoft Query performs as part of the query Expressions may be used to compare values Uses: Numerical Manipulation Substring Concatenate Decode (IF) EPM Expressions

84. 84 EPM Queries

85. 85 EPM Queries

86. 86 EPM Queries

87. 87 EPM Queries

88. 88 EPM Queries

89. 89 EPM Queries

90. 90 EPM Queries

91. 91 EPM Queries

92. 92 GL Reports

93. 93 GL Reports

94. 94 Financial Reporting Problems with Bursted Reports Why can’t I see mine? When can I request a re-run?

95. 95 GL Reports http://www.core-ct.state.ct.us/user/finjobaids/docs/general_ledger_reports.doc

96. 96 General Ledger

97. 97 Thank You for your participation today. We look forward to continuing our work together to make Core-CT a Success! Look for this presentation and meeting Q & A’s on the Core-CT Website (http://www.core-ct.state.ct.us/) Next Meeting – February 23, 2004 101 E. River Drive, Room 1002 A&B – AP/PO/Workflow Meeting Check out future meeting dates (http://www.core-ct.state.ct.us/financials/usergrp/index.htm) Closing