1. Global Business Services © 2006 IBM Corporation ENCOMPASS: PROJECT MODULE SESSION 1/23/2008 & 1/24/2008

2. © 2006 IBM Corporation 2 Table of Contents  Reminder of Open Agency Tasks: –Department Attributes –Subrecipient Project Values –Parent – Child Project Values –Project & Activity Attributes  Additional Project Module Tasks: –Project Module Chartfield Mapping of Existing Values –Project Budget Data Collection –Funding Source Validation Data Collection –Funding Source Allocation Data Collection –Funds Distribution Data Collection

3. Global Business Services © 2006 IBM Corporation Open Agency Tasks

4. © 2006 IBM Corporation 4 Department Attributes  All Agencies are required to assign one of the ten department attributes listed below to each New Department ID in the new Chart of Accounts. –“1” = Information Technology –“2” = Accounting/Finance –“3” = Human Resources –“4” = Administration –“5” = Marketing/Communications –“6” = Legal –“7” = Auditing –“8” = Purchasing –“9” = Legislative/Policy –“0” = None of the above

5. © 2006 IBM Corporation 5 Subrecipient Project Template  Required Task 1: For every grant where your State Agency is a subrecipient of Federal Funds from another State Agency, contact the Granting State Agency to determine the last twelve digits that should be assigned to applicable Project ID.  Required Task 2: Complete the Subrecipient Project Template and Submit this information to ENCOMPASS for new Project ID value requests for these new Subrecipient Project ID’s.  Required Task 3: Where necessary, submit information to revise current Project Module Chartfield Mapping.

6. © 2006 IBM Corporation 6 Parent – Child Project Template  Required Task 1: Complete the Parent – Child Project Reporting Template and Submit this information to ENCOMPASS.  NOTE: If new Parent – Child Projects are required related to the new approach to Subrecipient Projects, please include this in the listing.

7. © 2006 IBM Corporation 7 Project & Activity Attributes Template  The Following Project Attributes are required for all Projects: –Interest Expense Exemption –Capital Project Designation –Functional Class –Project Capitalization Percentage  The Activity Capitalization Percentage Attribute should be populated for each Activity.

8. Global Business Services © 2006 IBM Corporation Additional Project Module Tasks

9. © 2006 IBM Corporation 9 Project Module Chartfield Mapping of Existing Values  Task to be completed for Agencies currently using the Projects Module or the Project Chartfield.  Your OCM Representative will be sending each Agency an Excel Worksheet with all Unmapped Existing Project Module Chartfield Values as of 1/21/08: –Project; Activity; Source Type; Source Category; Source Subcategory  When returning this completed worksheet, we will centrally map these existing Project Module values.  Please return these completed worksheets by 2/4/08.

10. © 2006 IBM Corporation 10 Project Budget Data Collection  Two Goals of This Activity: –For New Project ID’s mapped to Existing Projects, this process will be used to calculate the 3/3/08 Fund Appropriation and Allotment Amounts. –For New Project ID’s not mapped to Existing Projects, this process will be used to establish the Project Budgets for these new Projects as of 3/3/08.  Two Separate Matrices: –The Unmapped Project Budget Template includes the additional fields Start Date and End Date. –The Mapped Project Budget Template does not require these additional fields since the conversion will populate this data. –Completed Templates Due on 2/4/08.

11. © 2006 IBM Corporation 11 Funding Source Validation Data Collection  Two Data Collection Templates: –Template for Funding Source Values currently used in Production: Need Total Funding Source Value, 1/31/08 Balance and 3/3/08 Estimated Balance divided between amount Allocated to Projects and amount not Allocated to Projects. Confirm for existing Funding Sources if existing Funding Source values relate to grants that have expired. –Template for Funding Source Values not currently used in Production: Need Total Funding Source Value & 3/3/08 Estimated Balance. –Completed Templates Due on 2/4/08.

12. © 2006 IBM Corporation 12 Funding Source Allocation Data Collection  Task Required only for New Projects that are not Mapped to an Existing Project that has Funding Source Allocation Assigned.  Funding Source Allocation Data Collection Template Requires the Following Information: –3/3/08 Estimated Project Budget –Funding Source Field Values (Six Digit Sequentially Auto- numbered Value) –Funding Source Amount Allocated to the Project for each Funding Source Field Value (Total Funding Source Amount Allocated to the Project must equal the 3/3/08 Estimated Project Budget) –Completed Templates Due on 2/4/08.

13. © 2006 IBM Corporation 13 Funds Distribution Data Collection  Task Required only for New Projects that are not Mapped to an Existing Project that has Funds Distribution Rules Assigned.  Funds Distribution Data Collection Template Requires the Following Information: –Project Module Values to undergo Funds Distribution (Project, Functional Activity, Analysis Type & Potentially Source Type) –Distributional Project Module Values to be Populated on the new FND Rows (Description, Distributional Activity, Distributional Source Category, Distributional Source SubCategory) –Percentage Allocation for the new FND Rows. –Completed Templates Due on 2/4/08.

14. © 2006 IBM Corporation 14 Contact Information  ENCOMPASS Website –http://myshare.in.gov/sba/encompass  ENCOMPASS Email Address –encompass@sba.in.gov  If you are having current technical issues, submit them to GMIS –http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp We Welcome Your Feedback / Questions / Comments