1. Global Business Services © 2008 IBM Corporation ENCOMPASS Town Hall Meeting December 16, 2008

2. © 2008 IBM Corporation 2 Agenda  Project Status  Latest Sandbox  Sandbox Testing  Chart of Accounts  Balancing PS – GEAC  Agency Dashboard  ID Bill / Payroll Defaults  SWAT Team  GMIS Update  Internal Controls & Reports  Training  Reminders / Q&A

3. © 2008 IBM Corporation 3 Project Status  Cutover initiated Nov 14  Sandbox released December 8  PeopleSoft data is as of 9 PM on Nov 13  AOS data is as of end of day on Nov 19  Agencies asked to test Sandbox as much as possible until mid January

4. © 2008 IBM Corporation 4 Project Status - Future  Pending a successful 1 st cutover, the ENCOMPASS team will initiate a 2 nd cutover when outstanding issues from the 1 st cutover (and all other outstanding issues) have been resolved  Pending a successful 2 nd cutover, the ENCOMPASS team will prepare for the go-live  Will meet to review survey responses –If not submitted, please do so ASAP (was due Dec 12)

5. © 2008 IBM Corporation 5 –Latest Sandbox contains : Core Chartfields mapped as of Nov 13, otherwise, default values. Fund Center to Fund mapping file as of Nov 06 Project Module contains data provided by the agencies as of Oct 01 >Errors in data were not converted –Production data will convert as is (unless we’ve made other arrangements) –As in past Sandboxes, Project Trees were not converted >Agencies to setup upon receipt of system. The trees that have been included are ALL_ACCOUNTS, BCM_ALL_ACCOUNTS, PROJACCTRPTTREE, RPTG_ACCOUNTROLLUP –Created all activities for every project >Will offer option to map project – activity combinations in next Sandbox Backed up all Trees from old Sandbox into AOSCNF environment in case they’re needed

6. © 2008 IBM Corporation 6 –Latest Sandbox is based on the following : The only Combo Edits will be the required field edits. Agencies will need to setup their own combo edits with the new chartfields in Production. –Certain converted open transactions do not conform with combo edits >Agencies need to revise chartfields before processing Missing data in Core and Project Chartfield Mapping will impact accuracy of converted data and combo edits “Conversion Only” Values: inactivated in new environment –any open transactions with conversion-only chartfield values, agencies need to revise chartfields before processing

7. © 2008 IBM Corporation 7 –Latest Sandbox is based on the following: Asset Management –Assets with missing or incorrect chartfields. >Users will receive errors due to combination editing for any transactions or reports containing one of these assets –All existing assets must have location, tag number, and custodian –All existing assets will be updated with an approved status in the environment, however if the asset has not been capitalized, no additional transactions will be able to be processed for the asset. –Mandatory Asset Workshops are being held to clean up AM GMIS will setup the Security Roles defined by Internal Controls.

8. © 2008 IBM Corporation 8 Project Status  What isn’t in this version of Sandbox –Reports Incomplete Reports Reports used by agencies are priority –Month-end processes for AOS and agencies –Year-end processes for AOS and agencies –Some AOS back office processes

9. Global Business Services © 2008 IBM Corporation Sandbox Testing

10. © 2008 IBM Corporation 10 Updated Testing Approach  Mandatory Sandbox Testing by Module by Business Unit –Please expect the following items to be sent to you via email: Completion Checklist –Run each applicable scenario –Document the results –Submit any issues (please include job aid and unit test script # listed on the checklist ) Business Process Job Aids (equivalent unit test scripts are available on the ENCOMPASS website) Due Back January 9, 2009

11. © 2008 IBM Corporation Updated Testing Approach –Items to Consider/Added Reminders We prefer you to attend the GMIS sessions, but these items could be completed at your desk if necessary –The Completion Checklist emailed to you will be the same tracking mechanism used at all of the testing sessions We still need issues submitted early and often (this process is not in lieu of logging any issues found) Testing needs to be done by Business Unit not just Agency (i.e. Agencies with multiple business units) Any questions please contact your GMIS representative 11

12. Global Business Services © 2008 IBM Corporation Chart of Accounts

13. © 2008 IBM Corporation Chart of Accounts  Conversion-only Accounts (Objects) –Highlighted in yellow on Account Chartfield Listing –Will not be available for use at go-live Test in Sandbox = inactive –Should be mapped to a more specific Account number –Pending items at go-live Procedure for handling these items is under development Will vary depending on module –AR – likely to create new object now at AOS –AP – likely to create GMIS issue to fix after go-live 13

14. © 2008 IBM Corporation Projects Module update  Naming Guidelines for Project Chartfields: Project (15 characters required, first 3 are last 3 digits of Business Unit) Activity (7 characters required) Source Type, Source Category, Source Subcat (5 characters required) ENCOMPASS will inactivate every Project Module chartfield value with incorrect format. 14

15. © 2008 IBM Corporation Projects Module update  In next Sandbox, ENCOMPASS will be able to load specific Projects with a set of associated Activities instead of all Activities for that BU.  Template posted at ENCOMPASS Documents  Project Module Approach  Templates for Project Module  Project Activity Load Template.xls 15

16. © 2008 IBM Corporation Projects Module update  Projects data in current Sandbox is as of submissions received by Oct 01  If Funding Source Allocation, Funds Distribution or Project Budget data not currently reflected in Sandbox or not accurately represented, resubmit this information to the ENCOMPASS Team (ENCOMPASS@sba.in.gov)  Templates in same location as previous slide 16

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

18. © 2008 IBM Corporation Balancing PeopleSoft and GEAC  Thanks for your continued efforts in balancing  Goal :FY08 AOS expenses = FY08 PS expenses FY09 AOS expenses = FY09 PS expenses  AP is closed on the 1st of the month  AP and GL are generally closed at 9 AM on the scheduled date 18

19. © 2008 IBM Corporation 19 General Ledger Month-end Closing Schedule 19 FY 2009 Accounting Period Month Balancing Reconciliation Completion Date General Ledger Accounting Period Close Date 5NovemberDecember 8, 2008December 12, 2008 6DecemberJanuary 12, 2009January 16, 2009 7JanuaryFebruary 9, 2009February 13, 2009 8FebruaryMarch 9, 2009March 13, 2009

20. Global Business Services © 2008 IBM Corporation Agency Dashboard

21. © 2008 IBM Corporation 21 Agency Dashboard  Criteria for scoring agencies (changes in bold): –# of Fund/Center/Object combinations out of balance with AOS Based on June and October balancing reports –# of Purchase Orders to be closed –Chart of Account Items to be mapped –# of unposted GL journals from October and prior (ACTUALS ledger only) –Usage of Projects Module –Usage of Sandbox environment for the period – not counted for 12/5 –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  Below 20 = Green, 21 – 59 = Yellow, 60 and above = Red  Posted on website at ENCOMPASS Documents  Agency Project Plan  Dashboard on biweekly basis

22. © 2008 IBM Corporation 22 Agency Dashboard  Change in GL Balancing score –Beginning with Dec 05 dashboard, expense items where PeopleSoft is greater than GEAC are counted as being in balance due to timing issues

23. © 2008 IBM Corporation 23 Agency Readiness Risk Assessment Overview

24. Global Business Services © 2008 IBM Corporation ID Bill / Payroll Defaults

25. © 2008 IBM Corporation 25 ID Bill / Payroll Defaults  ENCOMPASS still needs your help in defining the chartfield strings to use to receive ID Bills and Payroll –Template is on the ENCOMPASS website: Documents > Chart of Accounts > ID Bill Submission Template –Please supply a default chartfield string for ID Bills to be charged to their Business Unit –Please submit to ENCOMPASS@sba.in.gov ASAP –Note: This process is for standing recurring monthly charges such as the ID Bills currently sent by IOT, IDOA and State Personnel

26. © 2008 IBM Corporation Items Needed from Agencies  SDO Officers provide following information to ENCOMPASS@sba.in.gov ASAP –PeopleSoft Bank Code, Account Key, Actual Account # for SDO Advance –The SDO Officer’s HR Employee ID i.e. 10000123456 (found on back of employee badge)  Agencies need to start using separate bank checking account for each SDO Advance 26

27. © 2008 IBM Corporation Items Needed from Agencies  SDO Information:  Each SDO advance must be associated to exactly one bricks & mortar bank account.  The one bricks & mortar bank account must not hold multiple advances (no pooled SDO bank accounts).  Information about existing bank accounts must include the existing Bank code and bank account key - for example, CHASE and 1234.  If the SDO advance will be in a new bricks & mortar bank account we must have the bank name, address of the branch where the account is established, routing number (9 digits), and checking account number including leading and trailing zeros 27

28. © 2008 IBM Corporation Items Needed from Agencies  SDO Information:  Each advance must also have a separate PeopleSoft external bank account defined - for example, CHASE and 1234.  Each advance must have a separate new ENCOMPASS fund five digit number - for example 12345  Each advance must have a separate new ENCOMPASS Account (object) number - for example 115987  The SDO Vendor location should be one of the new REMITxxx locations, these are the only ones that include the bank account routing and account number used for reimbursement.  If your SDO bank is inactive in Sandbox, we don’t have the necessary information  See posting in IGCS Room 15 – yellow boxes indicate missing information 28

29. Global Business Services © 2008 IBM Corporation SWAT Team

30. © 2008 IBM Corporation SWAT Team  Effective immediately, SWAT Team members shift in focus to functional assistance in 2 areas: –PO Reconciliation Identifying POs that need to be added to PeopleSoft Identifying POs that need to be cancelled in PeopleSoft –GL Balancing Focus on June 08 Balancing first Won’t bother with cases where: –June 08 difference is between Curr Yr and Prior Yr only –June 08 difference is between same objects ending in 0 or 1 –SWAT Team members will work at Old Trails Building at least one day per week 30

31. Global Business Services © 2008 IBM Corporation GMIS Updates

32. © 2008 IBM Corporation GMIS Update  GMIS Position  System enhancements - AR  System enhancements – Public Works  Sandbox Testing  AP Sandbox Mandatory Testing  AM Sandbox Mandatory Testing  Monthly Performance Reports  Security Review & Changes  User ID Migrations 32

33. © 2008 IBM Corporation GMIS Position – Projects/Grants support  Please welcome Missy Wolfe  Missy will focus on Project Costing & Grant Management/Customer Contracts modules and issues related to grants administration at the State of Indiana.  Missy will also focus on Time & Labor rollouts to additional agencies. November 2008 we had 11,957 employees in 46 agencies. 33

34. © 2008 IBM Corporation System enhancements – Accounts Receivable  Standardized list of Deposit Types –The ENCOMPASS team has standardized AR Deposit Types –The available types are: C - Customer Receipts D - Direct Deposit L - Lockbox M - Miscellaneous Receipts W - Wire Transfer 34

35. © 2008 IBM Corporation System enhancements – Accounts Receivable  Homepage: Pending AR Deposits –Lists Deposits not yet accounted for & completed or not yet applied to an AR open item –Single click to open Payment for direct accounting entry –Available to AR roles and GL Display role 35

36. © 2008 IBM Corporation System enhancements – IDOA Public Works  Public Works approval of Requisitions - December 22 –Public Works will be 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 – January 5 –Vouchers copied from POs with a PO Type of PW, PWC, PWD, PWPM –This will follow the agency approval step. 36

37. © 2008 IBM Corporation System enhancements – Matching  Matching will start in January for 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 37

38. © 2008 IBM Corporation System enhancements – Homepage tabs  In the Sandbox only  We are testing Homepage tabs for –General Ledger & Commitment Control –Accounts Payable –Accounts Receivable  Interested in your comments –Does it help organize information –What other tabs would help –What else should be available on these tabs 38

39. © 2008 IBM Corporation Sandbox Testing  Please Retest items within 3 business days –See Daily Issues Log –If unable to retest within 3 days, please let us know Changed to “Waiting Retest” status on log  When submitting issues to Sandbox please provide the following information: –Menu navigation –Business Unit –Detailed description of the error –Any screen shots to show the issue –As much detail as possible, including transaction number 39

40. © 2008 IBM Corporation Sandbox Testing – Accounts Payable  AP - Voucher Entry & Voucher Processes - IGCS Conf Center 15 –Tuesday, December 16, 2008 1pm - 4pm –Thursday, December 18, 2008 9am - noon –Tuesday, January 6, 2009 9am – 4pm –Wednesday, January 7, 2009 9am-4pm –Thursday, January 8, 2009 9am-4pm 40

41. © 2008 IBM Corporation Sandbox Testing – Asset Management  AM – Testing in the Sandbox  Mandatory for agencies  IGCS Conf Center 15 –Wednesday, December 17, 2008 9am - noon & 1pm – 4pm –Tuesday, December 30, 2008 9am - noon & 1pm – 4pm 41

42. © 2008 IBM Corporation Sandbox Testing – Accounts Receivable  AR – Testing in the Sandbox  Mandatory for agencies  IGCS Conf Center 15 –January 5, 2009 9am - noon & 1pm – 4pm  IGCS Conf Center 27 –January 6, 2009 9am - noon & 1pm – 4pm 42

43. © 2008 IBM Corporation Monthly Performance Reports  There are new performance reports posted on the ENCOMPASS site under documents. –Requisition Approval Workflow lists all requisitions dated in a month and all of the approval steps for those requisitions. Each step lists the approver and the days, hours, and minutes it took them to approve that step. This new report is available for July, August and September (preliminary). –FS Activity - This report counts the number of documents created each month for a business unit and for a user. –Voucher Activity - lists each voucher created in a month and the time spent editing that voucher. This report summarizes counts and average times by operator and business unit.

44. © 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 44

45. © 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 45

46. Global Business Services © 2008 IBM Corporation Internal Controls Reports

47. © 2008 IBM Corporation ROLES FOR SANDBOX TESTING  If you attend a scheduled testing session, make sure you have the necessary access to test.  Conflicting roles are not assigned for testing, as assuring that the controls are working is part of this testing process.  It is helpful for approvers to also attend sessions.  Send requests for roles to GMIS Issues. 47

48. © 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  Be sure to read the text before testing reports. If you find data integrity issues in a report, send to Testing@sba.in.gov.  If you have questions about a report, send to Reports@sba.in.gov. 48

49. © 2008 IBM Corporation ASSET MANAGEMENT  The Asset Management module in ENCOMPASS will, for the first time ever, make it possible to consistently account for capital assets and create all applicable accounting information.  HOWEVER – as the old saying goes, “garbage in, garbage out”. And right now, our AM system contains a lot of garbage, such as blank fields, incorrect profiles, etc.  HOWEVER, AGAIN – due to your response and cooperation with recent clean-up sessions, it is improving! The goal is to complete the clean-up before the next sandbox cutover – thus, the mandatory sessions and deadline of January 30 to complete this clean-up work. 49

50. Global Business Services © 2008 IBM Corporation Training

51. © 2008 IBM Corporation Training  ENCOMPASS Courses Available via Online/UPK –UPK courses for GL and AP are in the process of being published to the ENCOMPASS website over the next few weeks  Asset Management – in conjunction with GMIS, we will continue to host the “open lab” AM clean up sessions.  ENCOMPASS Compliance/Readiness Workshops – Assistance with Dashboard / Survey Items –Assistance reviewing and rebuilding queries to comply with the ENCOMPASS structure –Assistance reviewing interfaces to comply with the ENCOMPASS structure

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

53. © 2008 IBM Corporation 53 Reminders  Test in Sandbox, Test in Sandbox, Test in Sandbox  Re-test items in Sandbox within 3 business days  Submit ID Bill / PR Defaults, SDO information ASAP  Balance December (FY09) by Jan 16  Clean up old Documents –Requisitions, POs, GL Journals  PS User Group Meeting Dec 18 1 PM –IGCS Conference Center – Room B  Next Town Hall: Jan 27 9 AM (Auditorium)

54. © 2008 IBM Corporation 54 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

55. © 2008 IBM Corporation 55 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