1. Global Business Services © 2008 IBM Corporation ENCOMPASS Town Hall Meeting March 31, 2009

2. © 2008 IBM Corporation 2 Agenda  Project Status  Balancing PS – GEAC  Prior Year Budgets in PeopleSoft  Agency Dashboard  GMIS Update  Internal Controls, Reports, & Asset Management  Training  Reminders / Q&A

3. Global Business Services © 2008 IBM Corporation Project Status

4. © 2008 IBM Corporation 4 Project Status  Schedule for beginning 2 nd Sandbox –Plan to copy Production tonight (3/31) –Contingent on closing out handful of issues – year-end, reports, levy holds  Tentative testing scheduled for mid-late April –Will send broadcast e-mail as soon as the dates are set –Will use same spreadsheet as in the past –Mandatory  Pending a successful 2 nd Sandbox, the ENCOMPASS team will prepare for the go-live

5. © 2008 IBM Corporation 5 Sandbox Testing  Testing can and should continue until we take the current Sandbox down to prepare for the new one  Payment interfaces should receive extra emphasis  Please Retest items within 3 business days

6. © 2008 IBM Corporation 6 Sandbox Testing – Lessons Learned  Users Unfamiliar with Business Process –After go-live, rather than GL journal (JV), fix source document  Integrated Testing: All roles need to be involved –Everyone in workflow is affected –Everything needs to be tested from beginning to end.  Whenever possible, please attend scheduled testing sessions –Continued e-mails to GMIS team for help on testing not as effective –Easier to demonstrate in live session  Lots of questions surrounding AP Workflow Approval  For negative tests, the script passes if user is unable to perform script  Please pass communications on to others in your agency

7. Global Business Services © 2008 IBM Corporation Balancing PeopleSoft and GEAC

8. © 2008 IBM Corporation 8 General Ledger Month-end Closing Schedule 8 FY 2009 Accounting Period Month Balancing Reconciliation Completion Date General Ledger Accounting Period Close Date 9MarchApril 8, 2009April 13, 2009 10AprilMay 7, 2009May 12, 2009 11MayJune 5, 2009June 10, 2009 When a month is closed, it will not be re-opened Needed in preparation for go-live 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 will be closed at 5 PM on the scheduled date

9. © 2008 IBM Corporation General Ledger Month-end Closing  The only time prior periods will be opened is at GMIS Cleanup Workshops and periods will only be opened during the workshop  Current Schedule:  Weds, Apr 22 9am-12pm & 1pm-4pm CC Rm 15  Weds, May 20 9am-12pm & 1pm-4pm CC Rm 15  Weds, Jun 17 9am-12pm & 1pm-4pm CC Rm 15 9

10. Global Business Services © 2008 IBM Corporation Prior Year Budgets in PeopleSoft

11. © 2008 IBM Corporation 11 Prior Year Budgets in PeopleSoft  Prior Year Budgets will be withdrawn in Production over next several weeks  Available Balance will be set to $0  Entries will post in Period 12  Actual year-end after go-live will work differently – more details in future months

12. Global Business Services © 2008 IBM Corporation Agency Dashboard

13. © 2008 IBM Corporation 13 Agency Dashboard  Criteria for scoring agencies (changes in bold): –# of Fund/Center/Object combinations out of balance with AOS Based on February balancing reports –# of Purchase Orders to be closed –Chart of Account Items to be mapped –# of unposted GL journals from February and prior (ACTUALS ledger only) –Usage of Projects Module –Usage of Sandbox environment for the period –Submission of ID Bill / PR Default Chartfield values –Submission of Bank Account Information – if SDO account inactive in Sandbox – submitted information is incomplete - 5 points

14. © 2008 IBM Corporation 14 Agency Dashboard  Below 20 = Green, 21 – 59 = Yellow, 60 and above = Red  Posted on website at ENCOMPASS Documents  Agency Project Plan  Dashboard on biweekly basis  Projects Module scoring is changing –See same folder above or Project Module Approach folder for more details

15. © 2008 IBM Corporation 15 Agency Readiness Risk Assessment Overview

16. Global Business Services © 2008 IBM Corporation GMIS Updates

17. © 2008 IBM Corporation GMIS Update  Passwords – use your network (desktop) password  System enhancements – AP  Training Sessions & Cleanup sessions  Security Review & Changes  Project Costing Process review  Combination Editing review  Travel & Expense rollout - FSSA  User ID Migrations 17

18. © 2008 IBM Corporation Passwords – use your network (desktop) password  Simplify your PeopleSoft logon by using your network password  The password you use to access your network (desktop) PC will also access PeopleSoft Financials and HR  This happens automatically  Your network password does not expire for 90 days  When you change your network password, the new password will automatically work for PeopleSoft  Does not apply yet to separately-elected Officer’s staff

19. © 2008 IBM Corporation Accounts Payable Training - April 2009  Scheduled sessions: –AP - Voucher Types & Processes Tuesday, April 7, 2009 9am-12pm –AP – Paycycles Tuesday, April 7, 2009 1pm-4pm –AP – SDO Payments & Processes Wednesday, April 8, 2009 1pm -3pm  All in Training Center Room 15

20. © 2008 IBM Corporation GMIS Cleanup Workshops  All in Training Center Room 15 –April 22, 2009 Wednesday 9:00 – 12:00 –May 20, 2009 Wednesday 9:00 – 12:00 –June 17, 2009 Wednesday 9:00 – 12:00  GMIS can open prior periods – while you are present

21. © 2008 IBM Corporation System enhancements – Accounts Payable  Voucher Group Approvals - Testing in FSUP1 –Approve all vouchers in a control group at one time –Copied from Sandbox 21

22. © 2008 IBM Corporation System enhancements – IDOA Public Works  Public Works approval of Requisitions - Active –Public Works is included in the workflow for Requisition Type Public Works (Construction, Design, or Preventive Maintenance). –This step will replace IDOA Procurement “Sourcing Validation” approval step on these POs  Public Works approval of AP Vouchers – Active –Vouchers copied from POs with a PO Type of PW, PWC, PWD, PWPM –This will follow the agency approval step. –We implemented this Monday, February 16 22

23. © 2008 IBM Corporation System enhancements – Sub-grant PO Approval  Agency approval of Sub-grant related Pos: –We will re-instate agency approval of Grant related Purchase Orders on Friday, February 27th. –POs charged only to point 7 objects can be approved by agency staff for any dollar amount. –This step will replace IDOA Procurement “Sourcing Validation” approval step on these POs –If you need additional personnel to have this ability, please ask your agency PS Security contact to create a GMIS issue requesting the Grant PO Approver role for specific User IDs. 23

24. © 2008 IBM Corporation System enhancements – Matching  We have pilot agencies  Matching assures we pay for what we ordered and what we received  Workflow to Buyers & data entry staff about match exceptions  Match workbench to review and to override exceptions  Building special rule to match non-PO vouchers (Points 2, 6-9) 24

25. © 2008 IBM Corporation Security Review & Changes  We are continuing to review Financials Security –Too much access –Inconsistent access  Grants, Projects, Contracts –Removed most Correction mode access – including Funds Distributions 25

26. © 2008 IBM Corporation Project Costing Process review  We are reviewing the Project Costing routines that Collect Costs and Revenue  These routines add Proj_Resource entries and price these entries for grant draws  These are run for some but not all Project Costing agencies  The source transactions that are collected are inconsistent among agencies 26

27. © 2008 IBM Corporation Combination Editing review  We are reviewing the Combination Editing settings  Some subsystems had this turned off  We turned on subsystem combination edits for all agencies. 27

28. © 2008 IBM Corporation Travel & Expense rollout  FSSA will adopt the Travel & Expense module currently used by DWD & INDOT  Initial rollout in the next couple of months  Will include IDOA Travel Office electronic approval of Travel Authorizations  Will include AOS electronic approval of Expense reports 28

29. © 2008 IBM Corporation User ID Migrations – No Changes  Over the next several months we will retire “old-style” IDs –349 Financials IDs –713 HR IDs  What we will clone: –Security & user defaults & preferences –Private queries –Inquiries & process Run requests  Notice & Testing –We will email users as we are ready for them to validate –We will inactivate old-style IDs two weeks after notice 29

30. Global Business Services © 2008 IBM Corporation Internal Controls Reports Asset Management

31. © 2008 IBM Corporation INTERNAL CONTROLROLES  Remember, you can view your roles and other access in both production and sandbox in the files generated 3 times weekly; see these on the ENCOMPASS website in the Internal Controls folder.  Specified agency contacts should send requests for roles to GMIS. 31

32. © 2008 IBM Corporation REPORTS FOR SANDBOX TESTING  The informational file for all approved reports for agency users now available to test in sandbox is on the ENCOMPASS website (ENCOMPASS Documents, Reports folder) at http://myshare.in.gov/sba/encompass http://myshare.in.gov/sba/encompass  Be sure to read the text in this file before testing reports. If you find data integrity issues in a report, send to Testing@sba.in.gov.  If you have other questions about a report, send to Reports@sba.in.gov. 32

33. © 2008 IBM Corporation ASSET MANAGEMENT  Those assets which you have worked so hard to clean up by March 31 will be moved to the next sandbox, giving us a better testing ground for AM.  Revision of existing asset roles has been delayed in order to provide extra access for this process; however, this will be done prior to go-live. THANKS FOR YOUR EFFORTS IN THIS PROJECT!! 33

34. © 2008 IBM Corporation BUYERS, BEWARE!!!  Yes, this is all about ePro, where the definition of a capital asset begins. If a purchase is not identified with a correct account number or an incorrect profile ID is selected, you will be causing a lot of grief for your agency asset staff.  Please note a few simple rules and apply them to each purchase: –The vendor assigned UNSPC code doesn’t always link to the correct account or profile; you must check both fields and correct if necessary. –Purchases of assets are not required to go to AM if cost less than $500, unless your agency has extended this to include certain items of a lessor value. 34

35. © 2008 IBM Corporation BUYERS, BEWARE (Continued)  The definition of an AM Asset is a capital asset purchase (or lease) where the total cost is $500 or more, unless agency policy includes certain items under $500 in value.  Follow these steps: 1.If not an AM Asset, do not use account number beginning with 55. 2.If not an AM Asset, remove profile ID and uncheck ‘asset’ box on PO. 3.If an AM Asset, check the account number and change if necessary. 4.If an AM Asset, check the profile ID and change if necessary. Numerous profiles are available in detail; if you can’t find a good fit, let us know. NEXT MONTH – WHAT YOU NEED TO KNOW ABOUT LEASES 35

36. Global Business Services © 2008 IBM Corporation Training

37. © 2008 IBM Corporation Training  ENCOMPASS Instructor Led Training Inquiry Workshop Navigation Workshop Budgeting Workshop Chart of Accounts Workshop –Workshops are delivered on a first-come, first-served basis with off-campus participants given priority  ENCOMPASS Courses Available via Online/UPK –Online tutorials for Commitment Control, General Ledger are published (see ENCOMPASS UPK Training – Interactive Training). Make sure to hold the control key when selecting link to allow the pop-up window.

38. Global Business Services © 2008 IBM Corporation Reminders / Q & A

39. © 2008 IBM Corporation 39 Reminders  Watch for e-mail of Testing Schedule for 2 nd Sandbox  Balance March by Apr 13  Please Re-test items in Sandbox within 3 business days  Submit ID Bill / PR Defaults, SDO information ASAP  Clean up old Documents –Requisitions, POs, GL Journals  PS User Group Meeting – Apr 9  Next Town Hall: Apr 28 9 AM (Auditorium)

40. © 2008 IBM Corporation 40 Contact Information  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

41. © 2008 IBM Corporation 41 Contact Information (cont.)  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_entry.asp We Welcome Your Feedback / Questions / Comments