1. July 22, 2009

2.  Project Status  Next Steps  Mini Town Hall meetings  Reminders / Q&A 2

4. 4 We are going live! Go-live date: Wed, Sep 16 PeopleSoft shut-down at 5 PM on Mon, Aug 31

6.  ENTAP Training begins Mon, Aug 3  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 6

7.  PeopleSoft Cleanup sessions  Continue on Wednesdays, IGCS Conf Ctr, Rm 15  Complete PO Reconciliation  Complete Chart of Accounts Mapping  Deadline: Mon, Aug 17, 5 PM  Submit Projects Module Mapping Spreadsheets  Deadline: Mon, Aug 17, 5 PM  Review fund center Mapping on website  Will be posted by Tue, Aug 11, 5 PM  Deadline: Thu, Aug 13, 5 PM 7

8.  The way we account for Federal and Capital Funds is changing – we must be prepared!  Budgets will be controlled, unlike today  Test every grant in Sandbox  We need complete and up-to-date budgets  Funding Source Allocation must be set up for each project  Subrecipients of Federal grants  Review process – agency receiving Federal grant creates project number, funding source, gives subrecipient agency access to funding source 8

9. 9 General Ledger Month-end Closing Schedule 9 Accounting Period Month Balancing Reconciliation Completion Date General Ledger Accounting Period Close Date 2010 / 1JulyThu, Aug 6Tue, Aug 11 2010 / 2AugustMon, Aug 31 When periods close after go-live, they will not be re-opened under any circumstances AP is closed at 9 AM on the 1st of the month GL is closed at 5 PM on the scheduled date

10.  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 10

11.  Vendor Letter sent this week  Agencies are not to submit their own communication  Deadline to submit invoices to agencies: Mon, Aug 17  Deposits will still be made at Treasurer’s Office  Cut off for AP vouchers / JVs at Auditor’s Office  Thu, Sep 3, 4 PM  Exceptions: contact Mary Reilly / Mike Frick  Fund Center freeze (no additions or changes)  Thu, Aug 13, 5 PM 11

12.  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  Auditor’s Office will make no payments on Mon, Sep 14 and Tue, Sep 15 12

13.  DCS & DOR must provide files (new COA, format) on Mon, Sep 14  DCS: Child Support, Foster Care  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 13

14.  Cutover plan in 3 hour increments posted to ENCOMPASS website  Please continue to test in current Sandbox until taken down after go live  Auditor’s office will enforce 35 day payment terms from invoice date  Utility and State employee vendors set to immediate payment  Contract terms override 35 day rule – set at purchase order level  Exceptions – contact Mary Reilly of Auditor’s Office 14

16.  Tue, Aug 4 1:00 – 3:00 IGCS Auditorium  Topic – TBA, likely Month end processes, Projects Module, Alchemy  Tue, Aug 18 9:00 – 11:00 IGCS Conf Rm B  Accounting Issues  Tue, Aug 25 9:00 – 11:00 IGCS Auditorium  AOS Business Processes 16

18.  Register for Training  Comply with Deadlines listed in prior slides  Agency specific questions – stay after Town Hall  Next Town Hall: Tue, Aug 18, 1:00 – 3:00, IGCS Auditorium 18

19.  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 19

20.  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 20 We Welcome Your Feedback / Questions / Comments