MMARS Liaison Meeting

1
MMARS Liaison Meeting

• February 16, 2005
• 1000 1200

2
Agenda

• Welcome
• Updates
• MMARS Upgrade to version 3.5
• Closing 2005 / Opening 2006
• LCM Update
• Federal Grants Update
• QA

3
Updates

• System Performance
• Old MMARS Availability
• House 1

4
3.5 Upgrade

• MMARS Upgrade to version 3.5
• Closing/Opening Functionality
• Baseline fixes and enhancements
• MMARS down April 8th for install

5
3.5 Upgrade

• MMARS 3.5 Upgrade Timeline
• Business / Users Impact Analysis
• February / March
• Software installed into Test environment
• Early March

6
Closing 2005 / Opening 2006

• Closing
• Reconciliation
• A/P period
• Opening
• What Rolls?
• Chart of Account Setup
• FY Rules

7
Closing 2005 / Opening 2006 Workshops

• General C/O Session - April 12 / April 14
• Chart of Accounts
• General session
• Departmental Budgets
• Federal Grants
• Setup for 2006
• Reconciliation

8
Closing 2005 / Opening 2006 Workshops

• Outyear rolls
• Ready Payments
• MSA
• ISA

9
Closing 2005 / Opening 2006 Workshops

• LCM / Payroll
• Rules Roll
• Payroll Holds (PH) processing
• Default Set-up
• Split week processing

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Closing/Opening Guidance

• C/O Instructions (on KC 1st week in April)
• Key Dates Matrix
• Activity Kit
• C/O Updates as needed (March - July)

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Closing/Opening Guidance
12
Closing/Opening Guidance
13
LCM

• LCM Update
• New functionality
• Adjustments
• Updated Job Aids

14
LCM

• LCM Adjustments (LARQ)
• Used to manually enter Labor Adjustments (correct
  payroll expenditures) into LCM.
• Overnight batch cycle creates PRADJ documents in
  MMARS to correct expenditures.
• Can be initiated at the detailed Employee or
  broader Chart of Account level.
• Corrections do not change time posted in the
  Payroll System and cannot change hours or dollars
  per earn code/event type.

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LCM

• LCM Adjustments (LARQ)
• Steps to Process
• Validate Labor History in CIW is valid and not
  locked by another document.
• Confirm POAA exists where necessary.
• Create LARQ, correct any online errors and
  process to Submit Status.
• Confirm QLAR processed.
• View/Modify Processed Labor Adjustment (PRADJ).

16
LCM

• LCM Job Aids
• Updated frequently used Job Aids to meet
  todays needs.
• New screen shots.
• New Tips and Notes to streamline processes.
• Job Aids hyperlinked for easy cross-reference.

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LCM

• LCM Job Aids - New
• Create Labor Cost Redistribution Request by
  Appropriation (LARQ).
• Create Labor Cost Redistribution Request by
  Employee (LARQ).
• Confirm QLAR Processed (QLAR).
• Search and Modifying Existing Position Rule
  (PAUTH, POAA).
• Create A Position Rule (PAUTH, POAA).
• View Existing Alternate Accounts(s) (PAYA, PALT).
• Create Alternate Account(s) (PAYA, PALT).
• Modify a Payroll Hold (PH).
• Create a Payroll Hold (PH).

18
LCM

• LCM Job Aids - Updated
• Create Employee Labor Distribution (DEPTE).
• Payroll Refund Receipt Voucher (PRRV).
• Post Labor Exception for Employee (EPPA).
• View Labor History by Appropriation (LHCOA).
• View Labor History by Employee (LHEMPL)
• View/Modify Processed Labor Adjustment (PRADJ).

19
Federal Grants

• Weekly Focus Group Meeting
• Process Flow and Setup of New / Continuing Grants
• Reconciliation of Grant Operations
• Reimbursement History
• Rejects / Recycling
• Program Codes
• Training
• Policies and Job Aids

20
Federal Grants

• Streamlining done in September was a good start
• Setup worksheet has worked
• Tweaking being done
• Setup worksheet being split
• New ISAs/ISA Amendments
• New Grant (Non-ISA)
• Continuing Grants (Non- ISA)
• Updating definitions and directions

21
Federal Grants

• Reimbursement History Table
• Fully tested
• Loading into the Warehouse

22
Federal Grants - Rejects

• Over 100 million in rejects since 7/1/04
• Wrong program codes
• Wrong sub accounts
• No funding non central draw grants
• Solutions
• Report has been developed by OSC to track rejects
  by department releasing to departments
• Drop ins by department to fix
• Role of Parents
• Timely preparation and submission of ISAs/ISA
  Amendments
• Parent MUST give grant information to children
  including program codes

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Federal Grants

• Next steps
• Working group and OSC are working on a model
• EPS has developed a query they are using for
  reconciliation
• Working group will tweak and use the
  reimbursement history table for proofing
• Recycling program to be implemented?

24
Federal Grants

• Non-central draw grants spending
• Without Funding
• Edits need to be initiated
• Will improve cash flow of the Commonwealth
• Will eliminate year end fire drill to fix
  grants
• Timetable
• Notice today
• Will utilize drop in sessions to fix grants
• Goal is to put edits on by May

25
Federal Grants

• Made Immediate Change F
• All new program codes MUST have an F at the
  beginning of the code
• Facilitate differentiation with Capital /
  Operating
• Lessen errors
• Parent MUST give grant information to children
  including program codes
• Information incorporated as part of ISA form
  updating
• Database being initiated of grant liaison
  information (similar to other contacts)

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Questions