Financials User Group Meeting

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• Financials User Group Meeting
• BI/AR/GL
• November 2005

Financials User Group Meeting AR/BI/GL March 2006
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Welcome John Harnick GL Donna Braga
AR, BI Deb Carta Reporting Mike
Riggott EPM Mary Yabrosky
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• Asset Management Training
• Training Delivered March 13 through March 23
• 16 sessions / 14 users per session
• Two sessions per day
• 830-1200 and 100-430
• Scanner agencies trained separately from manual
  agencies
• FAM210 Physical Inventory (Scanner)
• FAM211 Physical Inventory (Manual)
• Physical Inventory Labs
• By appointment only
• Call 702-3440
• Inventory Module agencies
• Stay tuned

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• Users can call Help Desk _at_ 860-622-2300, ext. 1
• Due to the complexity of year end and other
  issues, users can email Core.Support_at_po.state.ct.u
  s
• Provide more details
• Include screenshots
• Specific encumbrance issues
• Becomes a ticket and escalated to Level 2
• Use the same address Core.Support_at_po.state.ct.us
• to request topics for future User Groups

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Core-CT All Users Daily Mail March 3, 2006 DOIT
has launched a new Help Desk form. The Core-CT
team urges you to submit problems and questions
to the Core-CT Help Desk in this way now. Because
it makes for a direct input to the existing help
desk system, the new form will save time and
speed your request along its way. Here is a
direct link to the Help Desk online form
http//workorder.ct.gov/ReportAProblem.aspx
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• Complete top section
• Choose Core-CT radial button
• Choose Financials radial button
• Complete bottom section
• Select Submit
• Wait for Help Desk to contact you

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• Implement November 2006
• Guarantees future support from Oracle
• Latest code line available
• Reviewing existing modifications
• Analyze new features

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• Fiscal Year End
• Finalizing Processes
• Publishing key dates shortly
• Agency monitoring
• FYE Labs available

• PeopleTools Upgrade
• Financial System outage weekend (week of April
  22nd)
• Daily Mail will be sent out

• Asset Management
• Labs have already begun
• Assistance available through OSC

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Questions ?
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Welcome John Harnick GL Donna Braga
AR, BI Deb Carta Reporting Mike
Riggott EPM Mary Yabrosky
GL Donna Braga
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General Ledger Agenda

• Critical Reminders and Hot Topics
• v 8.9 Upgrade
• Reconciling Encumbrance Balance Reports to Budget
  
• Year-End Activities

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GL Reminders Topics

• Critical Reminders

• CFSR Reports
• BU STATE
• Scope 3 letter AGY Acronym
• Create your own Report Request
• Key Dates
• Budget Journal Date 07/01/2006
• Mod_Accrl Mod_Cash Ledgers

• Hot Topics
• 8.9 Upgrade

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8.9 Streamlined Navigation
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8.9 Charts / Graphs
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8.9 Charts / Graphs
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8.9 Charts / Graphs
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8.9 Enhanced Drill Downs
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8.9 Enhanced Drill Downs

• Drill Down on Encumbrance Balance
• to view only Open Encumbrance Balances

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8.9 Enhanced Activity Log Search
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8.9 Enhanced Budget Journals
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General Ledger Agenda

• Critical Reminders and Hot Topics
• v 8.9 Upgrade
• Reconciling Encumbrance Balance Reports to Budget

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Pre-Encumbrance Report
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Pre-Encumbrance Report
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Budget Details Inquiry
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CT_CORE_FIN_JRNL_DATCLN_RECON
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EPM Query Reminders

• DeptID
• Like AGY
• Bud Ref
• Like All
• Like Blank (KK_APPROP)

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General Ledger Agenda

• Critical Reminders and Hot Topics
• v 8.9 Upgrade
• Reconciling Encumbrance Balance Reports to Budget
  
• Year-End Activities

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Fiscal Year-End 2006

• Appropriations
• COA and Budget Structures
• Budget Journals
• General Ledger Correction Journals
• SpeedCharts / Speed Types
• HR Account Codes
• Payroll
• Month-End / Year-End Reports

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Appropriations

• OPM must be notified of all budgeted
  appropriations that qualify to continue by May
  15th
• Expenditures after June 30th will be charged to
  the new year approp.

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Appropriations

• All unexpended balances for continuing fiscal
  year 2006 appropriations will be brought forward
  to the new fiscal year
• Rolling
• Legal Level, AGY1, PRJ 1
• Not Rolling
• AGY2, PRJ2, PRJ3

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COA / Budget Structures

• May 31st
• Chartfield Changes
• Final Budget Structure Revisions
• Budget Reference Consolidation

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COA / Budget Structures

• Reminders
• Confirm COA changes prior to entering Budget
  Journals
• Prior to requesting the inactivation of a
  chartfield value agencies must create GL Journal
  Entries to move balances to active chartfield
  values.

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Budget Journals

• Budget Reference 2007 Active Tentative Date June
  20th
• Agency Budget Journals Tentative Date June 20th
  July 1st
• Budget Journal Date 07/01/06

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Budget Journal Date
Commitment Controlgt Maintain Budgetsgt Budget
Journalsgt Enter Budget Journals
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Budget Journal Date
Commitment Controlgt Maintain Budgetsgt Budget
Journalsgt Budget Journal Upload
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Budget Journals

• Final Allotment Submission for Budgeted Funds is
  July 1st
• Continuing Appropriations will be carried forward
  Tentative Date July 21st

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General Ledger Journals

• General Ledger journal corrections for fiscal
  year 2006 must be Valid and Budget Checked by
  July 11th
• For June corrections use June 30th Journal Date
  (not Per 998)

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GL Journal Date
General Ledgergt Journalsgt Journal Entrygt Create
Journal Entries
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GL Journal Date
General Ledgergt Journalsgt Import Journalsgt
Spreadsheet Journals
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SpeedCharts/Speed Types

• Budgeted Funds
• Automatically updated with Bud Ref 2007
• No action is required by the Agency.
• All other funds
• Present SpeedCharts/Types will remain in place.
• Agencies must update manually.

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HR Account Codes

• Budgeted Funds
• Current HR account code combination updated with
  Bud Ref 2007
• No action is required by the Agency.
• Non-Budgeted funds
• Present HR account code will remain in place.
• New HR account code combination created with Bud
  Ref 2007
• Agencies must update position data.
• Consolidated Budget References
• Current HR account code combination updated with
  Bud Ref 2007
• No action is required by the Agency.

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Year-End Payroll

• The bi-weekly pay period ending June 8th will be
  the final payroll charged to appropriations for
  fiscal year 2006
• Semimonthly and other payrolls paid by June 30th
  will be charged to fiscal year 2006
• The bi-weekly pay period ending June 22nd will be
  the first payroll charged to appropriations for
  fiscal year 2007

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Month-End / Year-End Reports

• Preliminary run after AP, BI, and AR close.
• Final Year-End Reports run after GL and Budget
  Close

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Questions ?
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Welcome John Harnick GL Donna Braga
AR, BI Deb Carta Reporting Mike
Riggott EPM Mary Yabrosky
AR, BI Deb Carta
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Critical Reminders

• Contact the Help Desk for assistance
• 860-622- 2300, extension 1

Hot Topics

• Preparation for Year End
• 8.9 Upgrade Highlights

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Partial Payment Monitoring - Run this query once
a month to find Items in Core that have partial
payments applied EPM Reporting ToolsgtQuerygtQuery
Manager CT_CORE_FIN_BI_PART_OPENEXBILL
Sample Report Downloaded to Excel
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• Once Partials are Identified Do Your Research
• Are you still anticipating payment?
• Contact Customer and inquire on payment of
  balance
• Did you receive funds On Account that can be
  applied?
• Use Maintenance Worksheet to match OAs with open
  items
• Was original bill too much?
• Create Credit bill for remainder
• Use Maintenance Worksheet to match credits with
  open item remainders

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• ------ TENTATIVE DATES -------
• XXXM1 BUs
• Billing Module closes Friday, June 30 for FY2006
• Billing Module reopens Monday, July 3 for FY2007
• XXXS1 BUs
• Billing Module closes Wednesday, July 5 for
  FY2006
• Billing Module opens Monday, July 3 for FY2007
• The module will be open for both online bills and
  interfaces on Monday, July 3 for FY2007

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Questions ?
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• Printing Reprinting Invoices
• New From Due Date and To Due Date fields to
  print invoices that fall within certain due
  dates.
• New From Invoice Date and To Invoice Date
  fields to print invoices that fall within certain
  invoices dates.
• Ability to reprint one or multiple bills directly
  from the Locate Bills pages.
• New checkbox on the reprint invoice page that
  allows users to reprint Invoices, only if they
  are open in AR.

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Questions ?
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Critical Reminders

• Unapplied OA payments debit cash and credit
  Receivables
• Apply your OA payments within 30 days of
  receipt to reclassify them as revenue or
  expenditures

Hot Topics

• Preparation for Year End
• 8.9 Upgrade Highlights

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ARgt Collectionsgt Item Informationgt All Item
Informationgt Search
Item ID begins with OA Item Status is Open
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ARgt Collectionsgt Aging Reportgt Aging Detail By
Unit
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ARgt Maintenancegt Maintenance Worksheetgt Create
Worksheet
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ARgt Maintenancegt Maintenance Worksheetgt Create
Worksheet
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ARgt Collectionsgt Item Informationgt All Item
Informationgt Item Activity
This transaction that has been matched by the
user creating a Maintenance Worksheet.
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ARgt Collectionsgt Item Informationgt All Item
Informationgt Item Activity
This transaction that has been matched
automatically using Payment Predictor.
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Whats your mission for Year End in AR?

Clean Up Your Aging Report!
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• The date the check is received by your agency is
  the controlling factor not the date on the
  check itself.
• All monies received prior to July 1, 2006 are
  FY2006 funds.
• Must be deposited in bank when received
• Must be processed by close of business July 5,
  2006
• Direct journal
• Apply payment to open item
• All monies received after July 1, 2006 are FY2007
  funds.
• Must be deposited in bank when received
• Will be recorded in Core-CT through bank file
  upload
• Cannot be processed by users until July 6, 2006

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• ------ TENTATIVE DATES -------
• XXXM1 XXXS1 BUs
• AR Module closes Wednesday, July 5 for FY2006
• All open items from FY2006 coded to Refunds of
  Current Year Expenditures in lapsing funds will
  be recoded to Refunds of Prior Year Expenditures
  after AR module closes on July 5
• OSC will be given a list of these recoded bills
  and their values for each BU
• AR Module reopens for all transactions on
  Thursday, July 6 for FY2007
• The AR module will be open for DRS Pending Item
  interface ONLY on Monday, July 3 for FY2007

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Questions ?
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Worksheets Redesigned and Improved

• Maintenance worksheets will build and create
  Match Groups containing associated credits and
  debits based on matching criteria.
• Payment worksheets will allow users to create
  consistent and personalized worksheets showing
  the most relevant information, sorted in a format
  most appropriate to the way in which users
  perform their tasks.

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8.4 SP2 Navigation
8.9 MP2 Navigation
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8.9 MP2 Navigation
8.4 SP2 Navigation
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Questions ?
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Welcome John Harnick GL Donna Braga
AR, BI Deb Carta Reporting Mike
Riggott EPM Mary Yabrosky
Reporting Mike Riggott
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Catalog of On-Line Reports

• Project Overview
• Website
• Catalog Updates

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Catalog of On-Line Reports
Project Overview

• A web-based reporting tool
• Intended users
• Access to new reports

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Catalog of On-Line Reports
Website
Users will access the catalog through the Core-CT
home page

• Select the Catalog of On-Line Financial
  Reports link

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Catalog of On-Line Reports
Website
Home page

• Select a report category

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Catalog of On-Line Reports
Website
Listing of Reports by Category

• Select a report entry

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Catalog of On-Line Reports
Website
Catalog Entry for Each Report

• Purpose of the report
• Type of Report
• Legacy SAAAS / CAS reports
• Role(s) needed to access the report
• Navigation path to the report
• Suggested run times
• Report Parameters
• Example of report output

Flexible Ledger Analysis
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Catalog of On-Line Reports
Website
Catalog Entry - Example
Flexible Ledger Analysis (CTGLR317) Introduction
Purpose of the Report The report displays a
detail listing of account code balances posted to
the General Ledger for a single or multiple
reporting periods. The run control page provides
the user with unique flexibility to select
chartfield combinations and to further specify
whether they would like the report based on tree
nodes or detail values for each chartfield. User
can specify balance sheet accounts (assets,
liabilities, fund balance) and operating
statement accounts (revenues, expenditures). The
report can be sorted and subtotaled by
chartfield. The report can be run to a PDF or CSV
(MS Excel) format. Report is used to monitor and
review account code ledger balances. Type of
Report Structured Query Report (SQR) Legacy
SAAAS/CAS Reports SAAAS 5-1 Expenditure Detail /
CAS ACRC 51 Analysis of Expenditures Monthly
Summary, ACRX58 Analysis of Expenditures
Monthly Detail Role(s) Needed for Access the
Reports Central GL Approver, Central GL Report
Maker, Central GL Reviewer, and Central GL Sys
Tech Resource, Agency GL Approver, Agency GL
Report Maker Agency GL Reviewer, Agency GL
System Tech Resource Navigation Path to the
Report General Ledger gt General Reports gt
Flexible Ledger Analysis Suggested Run Times Ad
hoc
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Catalog of On-Line Reports
Website
Catalog Entry - Example
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Catalog of On-Line Reports
Website
Catalog Entry - Example
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Catalog of On-Line Reports
Catalog Updates

• 12/16/2005 Financials Daily Mail 9 Chart of
  Accounts 2 Accounts Receivable 2 Accounts
  Payable
• 02/23/2006 Financials Daily Mail 3 Accounts
  Receivable 8 Asset Management

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Catalog of On-Line Reports
Catalog Updates

• 12/22/2005 Financials Daily Mail Budget
  Transaction Details Report modified to run by
  fiscal year and accounting period
• 01/09/2006 Financials Daily Mail Purchase Order
  Balance Report now includes future obligations
• Voucher Activity Report updated to clarify two
  column headings Expended Amount (by criteria)
  and Total Paid Amt (all codes)

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Catalog of On-Line Reports
Summary and Next Steps

• Continue to Build Catalog
• Suggestions/Comments

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Questions ?
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Welcome John Harnick GL Donna Braga
AR, BI Deb Carta Reporting Mike
Riggott EPM Mary Yabrosky
EPM Mary Yabrosky
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Upgrade Overview
EPM HRMS 8.9 Upgrade and Financial Reporting

• The EPM Team will make a concerted effort to keep
  EPM available as much as possible for Financial
  reporting throughout the HRMS 8.9 upgrade during
  the last week in April.
• Users should identify critical reporting needs
  during the last week in April and work with
  Core-CT FIN and EPM Teams to ensure needs can be
  met or workarounds are in place.

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Upgrade Overview
EPM 8.46 Tools Upgrade

• EPM is upgrading from PTools Version 8.44 to 8.46
• Tools Upgrade is targeted for the weekend, April
  21 April 24
• EPM will not be available during Tools upgrade
  application

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Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Changes in Functionality from 8.44 to 8.46 will
  be minor
• New Folder Navigation Options
• New Edit Hyperlink - prompts Read Only message
  for Public Queries and disables the Save
  command
• Order/Sort Feature command now separate commands
• Preview Tab renamed to Run Tab in Query
  Component

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Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• New Folder Navigation Options

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Upgrade Overview
EPM 8.46 Tools Upgrade, Continued
New Edit Hyperlink
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Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Order/Sort Feature command now separate commands

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Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Order/Sort Feature command now separate commands

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Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Preview Tab renamed to Run Tab in Query
  Component

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Questions ?
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Thank You for your participation today.
We hope this information proved helpful

• Look for this presentation andmeeting Q As
  on the Core-CT Website www.core-ct.state.ct.us/
• Extra Session AR/BI/GLUser Group Mtg March
  20, 2006 9am to 12pm 1pm to 4pm
• 101 East River Drive, Room 1002AB
• (dont forget to sign up)