1. August 18, 2009

3. 3 AOS Business Processes Mini Town Hall – Aug 25 9 AM PeopleSoft shut down at 5 PM on Mon, Aug 31 AP vouchers / JVs due at AOS Thu, Sep 3, 4 PM Migration of new programs, COA mapping tables Wed, Sep 2 – Fri, Sep 4 Chart of Accounts Conversion starts – Sat, Sep 5 Last GEAC payments – Fri, Sep 11 Vendor & PO Conversions – Sat, Sep 12 1st day on new system - Wed, Sep 16

4.  Vendor Invoice deadline – Mon, Aug 17  Projects Module Mapping Templates  Mon, Aug 17, 5 PM  Chart of Accounts Fund Center freeze  Thu, Aug 13, 5 PM  Thanks for your assistance in meeting these deadlines! 4

5.  By 5 PM on Mon, Aug 31:  AP – All vouchers not completely through pay cycle must be unposted and put on hold  GL – All GL journals must be posted or deleted  PO – All POs must be dispatched and budget checked  AR – All Accounting entries must be complete  All Subsystem Journals must be posted to GL!  NO EXCEPTIONS 5

6.  PeopleSoft Cleanup sessions  Continue on next 2 Wednesdays, IGCS Conf Ctr, Rm 15  Complete PO Reconciliation  Complete GL Balancing  Complete COA Mapping – Saturday updates  Sandbox testing should continue  Cutover plan in 3 hour increments posted to ENCOMPASS website 6

7.  ENTAP Training began Mon, Aug 3 and is ongoing  MANDATORY  Security will be revoked if not attended before go-live  Please do not attend training not specifically necessary for your job until after go-live  Training Registration  E-mail Michelle Taylor (michelle.taylor@entap.com)michelle.taylor@entap.com  Call 317-234-4927  Register online 7

8.  Auditor’s Office will make no payments on Mon, Sep 14 and Tue, Sep 15  Deposits will still be made at Treasurer’s Office  Sep 1 – 11: use existing ROC form, chart of accounts  Sep 14-15: use existing ROC form, TOS to upload and approve deposits in AR, will be waiting for agencies to create accounting entries on Sep 16  Cut off for AP vouchers / JVs at Auditor’s Office  Thu, Sep 3, 4 PM  Exceptions: contact Mary Reilly / Mike Frick 8

9.  Emergency payments only  Must be processed outside of PeopleSoft between Sep 1 and go live  Payments will be accelerated as needed  Tuition Support, Higher Education, payroll  Other payments– please contact SBA Budget Analyst 9

10.  DCS & DOR must provide files (new COA, format) on Mon, Sep 14  DCS: Child Support  DOR: Corporate, Manual, Indiv, Motor Carrier  Include Warrants & ACH  Include Domestic & International addresses  Files will be loaded just prior to release of environment to make payments as soon as possible 10

11.  Auditor’s office will enforce 35 day payment terms from INVOICE DATE  Utility and State employee vendors set to immediate payment  Represents proper cash management, NOT payment delay  Vendor exceptions – contact Mary Reilly  Exceptions set at purchase order level  OMB will review reports to determine if agencies are using exceptions inappropriately/excessively 11

12.  Wed, Sep 16, 2009 through Fri, Oct, 16, 2009  9:00 – 12:00, 1:00 – 4:00 IGCS, Conf Room 15  GMIS Team members available for “over the shoulder” assistance with ENCOMPASS  Bring your work and any questions  Registration is not necessary  NOTE: THE ABOVE DATES & TIMES ARE TENTATIVE AND SUBJECT TO CHANGE WITHOUT PRIOR NOTICE. 12

14.  We are going live!  Attend Training  Finish cleanup  Agency specific questions – stay after Town Hall 14

15.  Steve Daniels, State Budget Agency  e-mail: sdaniels@sba.in.gov phone: (317) 232-2974  Ryan Downham, Auditor of State’s Office  e-mail: rdownham@auditor.in.gov phone (317) 234-1626  Marilyn Rudolph, State Board of Accounts  e-mail: mrudolph@sboa.in.gov phone: (317) 234-4929  Jim Welsh, GMIS Office  e-mail: jwelsh@iot.in.gov 15

16.  ENCOMPASS Website  http://myshare.in.gov/sba/encompass  ENCOMPASS Email Address  encompass@sba.in.gov  If you are having technical issues, submit them to GMIS  http://extranet.in.gov/gmis/issue_entry/base/issue_en try.asp 16 We Welcome Your Feedback / Questions / Comments