1. eMARS User Group April 30, 2015

2. Agenda Opening RemarksEd Ross Go-Live WeekendBarbara Aldridge-Montfort eMARS 3.10.01Barbara Aldridge-Montfort Joan Graham John Bailey Donald Sweasy Other changesBarbara Aldridge-Montfort eMARS ReportingBarbara Aldridge-Montfort 2015 Year-End RemindersBarbara Aldridge-Montfort Q & AeMARS Team 2

3. Go-Live Weekend  Go-Live is scheduled for May 19, 2015  eMARS 3.9 will go down at 10:00 PM EST, Thursday, May 14, 2015  eMARS Financial and Reporting will be unavailable May 15 – 18, 2015  VSS will be unavailable May 15 through 3:00 PM EST, May 16, 2015  ePAY will be unavailable from 8:00 PM – 12:00 AM EST, Sunday, May 17, 2015 3

4. eMARS 3.10.01 4

5. Procurement

6. Shopper (SHOP)  Shopper (SHOP) will replace: UR Catalog Search (URCATS) and MA Search (URSRCHMA)  Enter SHOP in in Page Code  Or enter SHOP in the Jump to:  Or click on Shopper from the Procurement Workspace 6

7. Searching with Shopper  Enter search terms in the Search For field. The % may used as a wildcard  Check the Sources of Supply desired  Click Search 7

8. Searching with Shopper 8  When Master Agreement is selected as the source of supply an error will instruct you to check PunchOut Catalogs & MA Catalog Items to include all types of MA’s in search

9. Searching with Shopper  Results are separated by Source of Supply 9

10. Shopper (SHOP)  Let’s create a DO to order Bacon 10

11. SHOP – Search Results 11

12. SHOP  Notice your shopping cart now has items in it  You can either continue “shopping” or Proceed to Checkout Note: The shopping cart will hold items even after you log out 12

13. SHOP  Required fields at Checkout Department and Unit infer but can be changed Auto Numbering checkbox is checked User must enter Code, Shipping Location, Billing Location and Delivery Date 13

14. Requisition Buyer Team Assignment Requisition (RQS) assignment to a Buyer Team is based on the threshold set on the Universal Requestor (URCTRL) table. For each Commodity Code there is a dollar threshold listed for each Department. 14

15. Requisition Buyer Team Assignment  In the example below: RQS < $1,000 assigned to Arts Council RQS > $1,000 assigned to OMPS 15

16. Requisition Buyer Team Assignment 16  The Threshold Information section lists an Under Buyer Team and Over Buyer Team for each entry. In 3.10, the RQS will assign based on the Total Amount and the final Buyer Team assignment when the document is submitted for Approval.  The RQS assignment will change as the document amount fluctuates until it is submitted.

17. Solicitation Buyer Assignment  To ensure a standalone Solicitation lists the correct buyer on VSS: The Buyer must be listed on the Buyer Table The Unit Cost or the Contract amount (depending on Line Type) must be left blank on each commodity line  If the final Solicitation does not list the correct buyer, update the Procurement folder with the correct buyer. The update will post to VSS during the next regular cycle. 17

18. SPR1  The Strategic Procurement Request form (SPR1) will replace the EO1  The SPR1 is only required for expenditures considered strategic or of an enterprise nature  Detailed information regarding the Strategic Procurement Request process is available at: http://finance.ky.gov/services/eprocurement/Pages/Laws PrefRegsPolicies.aspx 18

19. SPR1 19 Simplified format Fewer fields to complete Fewer Type of Request categories require approval Only expenditures over $1,000

20. SPR1 Type of Request 20

21. SPR Sub Categories Architectural & Engineering –A&E Not Practical to Bid –A&E Sole Source IT –IT Hardware –IT Maintenance –IT Services –IT Software –IT Task Orders Postal –Postal Services & Equip Personal Service Contracts –PSC Start Date Request –PSC Sole Source –PSC Not Practical to Bid Printing –Printing Vehicles –Vehicles Repairs & Parts –Vehicles 21

22. SPR Purpose & Justification 22 Select Yes if it is anticipated that the resulting contract, will disclose “personal information” with a “non-affiliated third party”. Detail information is located on the eProcurement website. http://finance.ky.gov/services/eprocurement/Pages/default. aspx

23. General Accounting/Cost Accounting

24. New Features in 3.10  Descriptive Fields added to Cost Allocation Document  New Cash Receipt document that will not split  New Feature that allows SAS to close Bank Accounts  Ability to cancel JV2R and JV2E documents

25. Cost Allocation Documents  Document Description of each CA document generated by the cost allocation process will now display: –Allocation Id –Series Id –Step Number –Parameter Id –Accounting Period –Fiscal Year –Data Source (which ledger the cost allocation process reads)

26. Cost Allocation Documents  Example

27. Cost Accounting Cash Receipt Document (CACR)  The CACR document is EXACTLY like the CR document with one exception. The three funding elements: Funding Profile, Funding Priority and Funding Line are added to the document Processed by the agency and Treasury exactly like a CR When these elements are coded, the document behaves much like the JVC and will not split the transaction, but rather will post to the funding elements that are coded on the document It is not recommended that you use this document for transactions in which you do not intend to code the three funding elements

28. Ability to close Bank Accounts  SAS will close all old Farmers Bank Accounts on the Bank Table  Users attempting to code to these bank accounts will receive a hard error stating “The Bank Account is Closed”

29. Ability to cancel JV2R and JV2E documents  Although not a new feature in 3.10, SAS will turn on a feature that will allow users to cancel JV2R and JV2E documents

30. Security

31. 31 Password Reset Application  Password Reset allows users to reset their own passwords after correctly replying to their “password hint”  Forgot Your Password link is located on Login page  When clicked separate Password Reset application is launched

32. Password Reset Application  First step to activate Password Reset functionality is to create your password hint  User must be logged on to eMARS. Click Change Password Hint under Administration section in secondary navigational panel 32

33. Password Reset Application  Change Password Hint page allows you to create your password hint by providing a Reply to one of the following four questions: What is your father’s middle name? What is your favorite musician or band? What was the last name of your favorite teacher? What was the name of your first pet?  In addition to providing (and verifying) a Reply to one of the four questions you will also be asked to enter your eMARS password  When all fields are completed click on Change Password Hint 33

34. Password Reset Application 34

35. Password Reset Application  User will get message that Password Hint was successfully changed 35

36. Password Reset Application  Log out of eMARS to test Password Reset functionality  Go to eMARS Login page  Click Forgot Your Password? link  Separate Password Reset application is launched  Enter your User ID (not name) in the User Name field and click Continue 36

37. Password Reset Application 37

38. Password Reset Application  The Password Hint you set up previously will be displayed  Enter the answer to the question in the Password Hint Reply field and then click Reset Password 38

39. Password Reset Application  If correct Reply is provided user will be given a message that “Your new password has been emailed to the email address on record”.  User will receive system-generated E-mail with new password 39

40. Password Reset Application  Go to the eMARS Login page  Enter your User ID and the password provided in the E-mail and click Login 40

41. Password Reset Application  You will receive message that “Your password has expired” and you will be asked to create a new password  The value in the Old Password field is the password from the system-generated E-mail 41

42. Other Changes

43. PRC Documents  Accounting Line will now Copy Forward on PRC  Utilize Recalculate Accounting Line Amount button in Commodity Section to infer changes to Accounting Section  Pay close attention to your Ref Type: Partial or Final 43

44. Microsoft Office  Office 2007/2010/2013 now supported through the application  Document Assembly can use either Office 2003 XML format or 2007/2010/2013 XML format Both formats can be used in the same assembly process 44

45. Changes to Event Types  RQS document will default PR01 – Request Non Accounting Does not pre-encumber funds Have the option to change to PR02 or PR03 that will pre-encumber funds  PO, PO2, PON2, CT, & CT2 documents will no longer default an Event Type User must select the Event Type Non-Encumbering/Accounting – PR07 Encumbering/Accounting – PR05 or PR06 45

46. Workflow/Track Work in Progress  New Look  Change to Old Look by selecting View Grid 46

47. eMARS Reporting

48. EBI infoAdvantage Rebrand 48 Info Advantage Info Advantage KBUD KHRIS FAS 3 CDW / CACS-G eMARS KYTC CHFS etc…

49. eMARS Reporting  Users will have to Log In to eMARS Reporting separate from eMARS Single sign-on will not be available by go- live 49

50. eMARS Reporting  Select Documents 50

51. eMARS Reporting Then Folders 51

52. eMARS Reporting  Within Public Folders you will see all EBI folders to which you have security  eMARS Reports are located with eMARS Financial 52

53. MRDB 2  Allow users to access financial data through data warehouse views as opposed to InfoAdvantage  Run queries as opposed to reports  Export data from Microsoft Access to Microsoft Excel

54. Current Views  O_DW.VW_FCT1_EXPENDITURE –Detailed expenditure information for accounting/budgeting needs  O_DW.VW_FCT1_REVENUE ‒ Detailed revenue information for accounting/budgeting needs  O_DW.VW_FCT1_CASH – Detailed cash information for accounting/budgeting needs  O_DW.VW_FCT1_SUMMARY_LEDGER – Summarized information for selected chart of account elements  O_DW.VW_FCT1_CHARGE ‒ Detailed charge information

55. Current Views  O_DW.VW_FCT3_BUDGET_OPERATING –Single record for each 2 nd level budget reflecting the current budget amount.  O_DW.VW_FCT3_BUDGET_GRANT –Single record for each 2 nd level budget reflecting the current budget amount.  O_DW.VW_FCT3_BUDGET_CAPITAL_EXP ‒ Single record for each 2 nd level budget reflecting the current budget amount.  O_DW.VW_FCT3_BUDGET_CAPITAL_REV –Single record for each 2 nd level budget reflecting the current budget amount. 55

56. How to access data  Contact Security Lead ‒ email Donald Sweasy with request to MRDB 2 Views within EMIAFP  Tools ‒ Microsoft Access ‒ Microsoft Excel ‒ SQL Developer ‒ Other Oracle Tools  Information on establishing connections can be found at: http://finance.ky.gov/services/statewideacct/Pages/UpgradeInfor.aspx Requires Oracle Client 11 or 12c Requires TNSNAMES.ora file

57. Fiscal Year-End Reminders

58. 58 New Year Table Initialization (NYTI)  Will take place the evening of May 7  Create FY16 records for all ACTIVE chart of account elements  Effective dates on FY16 records will be blank  Clean Up –Add Effective dates to FY16 records if applicable –FY15 records added after May 7 may need to be added to FY16 if applicable

59. FY16 Allotments  KBUD will be available to process FY16 allotments beginning Friday, May 8 and conclude Monday, June 10 Request for Allotment Process Letter went out to all state agencies from OSBD by email on April 28 with general instructions concerning encumbrances, personnel costs, and Tobacco Settlement Funds FY16 Appropriations will be loaded in eMARS on Friday, May 8  Agencies will need to use the FY16 Allotment Form in KBUD CODE – 16_AL_ORIIGINAL NAME – FY16 Allotment Request  KBUD question can be email to: KBUDAdministrator@ky.gov 59

60. FY 16 Allotments  The Allotment Spreadsheet will be posted at the end of each business day beginning May 8 Includes allotments approved in KBUD and loaded in eMARS for each Appropriation (Function Group) sorted by Cabinet http://finance.ky.gov/services/statewideacct/Pages/yearendsupp ort.aspx 60

61. 61 New Year Procurements  New Year (FY16) procurement activity may be submitted using FY 2016 beginning May 8 –Document must use a non-accounting event type (PR01, PR07) if submitted for approval prior to the agency’s allotments being loaded into eMARS Awards may be modified to an accounting event type (PR02, PR03, PR05, PR06) once the agency’s allotments are loaded –Document may use accounting event type (PR02, PR03, PR05, PR06) if agency’s allotments have been loaded into eMARS  Document must include entire Fiscal Period on the Header (FY = 2016, BFY = 2016, Period = 1 )

62. 62 2015/2016 Encumbrance Roll  Scheduled to begin COB, Thursday, July 2, 2015 –eMARS will be unavailable July 3 – July 5, 2015  All non-capital encumbrances greater than $1,000 will be established in FY16 Modification document –User ID ENCROLL  All non-capital encumbrances less than or equal to $1,000 will lapse, thus closing the award –CBDL Documents –User ID ENCROLL  Clean Up –Unnecessary encumbrances (2302 Outstanding Encumbrance Report)

63. 63 Questions ?