Business Process Workshop Session Limited Scope Agencies

1
Business Process Workshop SessionLimited Scope
Agencies

• Connecticut State University System
• Connecticut Community Colleges
• University of Connecticut
• University of Connecticut Health Center

2
BPW Introduction, Project Update Agenda

• Project Director

3
BPW Objectives

• Introduce new Core-CT terms and concepts
• Understand the new process flows
• Identify largest impacts and changes
• Focus on operations, not the system
• Discuss operational issues that include
• Roles and responsibilities skill impacts
• Workload
• Forms and documentation
• Process and procedure changes
• Scope of impact
• Develop action items to address operational
  issues

4
BPW Assumptions

• Statewide policies will be updated by the
  responsible agency
• Agency specific policies and procedures will be
  updated by the individual agency
• Participants already know how to perform their
  job functions and understand the business rules
  prior to attending Core-CT training
• Prerequisite training will be offered through DAS
  to prepare users to better understand Financials
  business processes
• Participants will have basic Internet and Windows
  navigation skills before attending Core-CT
  training
• Data conversion plans are being finalized

5
BPW Participant Expectations

• Process Workshop sessions are not CRP or RF
  sessions
• Focus on operations rather than the system
• Work with other agencies to exchange ideas
• BPWs are not training sessions
• The level of detail is in direct proportion to
  the number of changes in the business process
• Think creatively - this is an opportunity to
  maximize the performance of your team
• Use the Core-CT staff including ARCs and
  facilitators as resources during the working
  sessions
• Dont expect to solve all issues/impacts during
  the session
• Follow-up work will be done at your agency and
  coordinated by your ARC
• Please turn your cell phones and beepers to quiet
  mode

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Financials Project Timeline
Requirements Definition
Application Design
conversion
Application Development/Test
process workshops
training
Change Management
Technical Infrastructure
Go Live
12/01
3/02
6/02
9/02
12/02
3/03
6/03
7/03
9/03
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BPW Activities

• Agency Participants Workbook
• Includes questions which will drive breakout
  session discussions
• Glossary
• Describes as-is and to-be terms for Core-CT
• Agency specific impact list
• Includes information gathered during audience
  analysis interviews, conference room pilot and
  requirements finalization sessions
• List includes organizational and process impacts
  that are unique to an agency
• Includes blank lines to identify additional
  agency impacts and action items
• Cross agency impacts
• Includes impacts that affect a number of agencies

8
BPW Activities

• Role Handbook
• Aids in security administration and maintenance
• Roles will be used to set-up user access to
  Core-CT
• Aids Agencies in mapping personnel to Core-CT
  roles
• Multiple roles may, and in many cases should be
  assigned to an employee
• Descriptions of anticipated roles
• Roles are function specific
• ARCs will work with their agencies to complete
  role assignments
• Separate handbook for Central Agencies
• Roles are NOT intended to reflect job titles

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Roles for Limited Scope Agencies

• Account Code Processor
• Agency GL Approver
• Agency GL Reviewer
• Agency Vendor Processor
• Vendor Report Maker
• Agency Vendor Viewer
• AP Viewer
• Voucher Processor
• Journal Processor Voucher
• Adjustment Voucher Processor
• Reversal Voucher Processor
• Voucher Approver
• Alternate Approver

• Budget Check Overrider
• Interface Error Handler
• Interface Processor
• Accounting Processor
• Accounting Approver
• AR Credit Analyst
• Receivable Approver
• Receivable Maintenance Processor
• Receivable Processor
• Receivable Viewer
• Ad Hoc Query Generator
• SpeedChart Maintainer

10
BPW Activities

• Role Assignment Steps
• Identify contact individual for your agency
  (today)
• Review and understand roles (today)
• Review Agency organizational structure (begin
  today)
• Determine employee tasks (at your agency)
• Determine employee primary/secondary roles (at
  your agency)
• Complete role assignment spreadsheet for your
  Agency in conjunction with your ARC (early
  December)
• Review agency roles for separation of duties
  (early December)
• Return role assignment spreadsheet to your ARC
  (mid December)

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BPW Agenda

• BPW Facilitator

12
BPW Agenda

• BPW Introduction and Project Update
• High-Level Overview
• Business Process Walkthroughs
• General Ledger
• Purchasing
• Accounts Payable
• Accounts Receivable

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High-Level Overview Financials
General Ledger
Accounts Receivable
Purchasing
Accounts Payable
14
High-Level Overview Financials
General Ledger
Purchasing
Maintain Vendors
Accounts Payable
Accounts Receivable
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High-Level Overview Financials
General Ledger
Purchasing
Accounts Payable
Enter Process Vouchers
Accounts Receivable
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High-Level Overview Financials
General Ledger
Purchasing
Accounts Payable
Accounts Receivable
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LSAs - Common Impacts

• Any accounting data provided by the agencies to
  Core-CT will use the new Chart of Accounts
• All agencies will belong to the states single GL
  Business Unit
• All agencies will enter deposits into Core-CT
• All agencies will enter State and Federal
  receivables in Core-CT
• All agencies will process inter-agency payments
  to state agencies through Core-CT both as
  creditors and as debtors
• All agencies will be able to add new vendors and
  make payments in Core-CT, either online or
  through interface

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Training Overview

• BPW Facilitator

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Prerequisite Training

• Computer knowledge
• Keyboard skills
• Windows navigation skills
• Internet navigation skills
• Functional background
• Agencies are responsible for ensuring staff have
  prerequisite skills training

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Prerequisite Training

• Prerequisite training provided by DAS
• Prerequisite Accounting Training
• 1-day course
• Beginning in Fall 2002
• State instructor
• Classroom-based

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Core-CT Training

• Create training tools and content that will
  enable users to learn the new skills required to
  perform tasks
• Focus on building critical, system specific
  application skills needed by the users prior to
  the Core-CT implementation
• Provide participants with hands-on opportunities
  to perform tasks using a realistic, online
  training environment
• Minimize the amount of time that users spend at
  training, away from their job, by grouping the
  training for a specific audience
• Provide training materials that can be maintained
  and updated on an ongoing basis, providing a
  long-term approach to Core-CT training

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Core-CT Training

• Training will include
• Instructor led-training in a classroom of 12 to
  14 students
• On-line help (Web-Based Learning Assistant or
  WLA)
• Job aids for quick reference tools
• Instructor Guide/Participant Guides
• Books for the classroom as guides for training
• Designed to work with Web-Based Learning
  Assistant
• The WLA
• Browser based help system/ accessible through the
  PeopleSoft help feature
• Job Aids
• Reference tools to help users perform specific
  tasks while using the system

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General Ledger
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Budget Journals
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Budget Journals
Chart of Accounts
Fund
Department
Account
SID
Project/Grant
Program
Chartfield 2
Chartfield 1
Chartfields


Chart of Accounts
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Budget Journals
Budget Ledger Overview

• Appropriation
• Highest level for establishing expenditure budget
  control in Core-CT
• Posted by OSC

• Allotment
• Allots portions of appropriations to different
  time periods that are defined
• Authorized by OPM Posted by OSC

• Lower Level Budgets
• Not required for Limited Scope Agencies
• Will transact against the Appropriation and
  Allotment Budgets

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General Ledgers (GL)
Actuals Ledger
Budget Ledger
Will not be used by Limited Scope Agencies
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Budget Journals
Appropriation Budget Ledger (Control)
Dept. of Mental Health Addiction
CT Mental Health Ctr.
CT Valley Hospital
Budget Level 1 Agency Dept. (Control)
Budget Level 2 Agency Dept. (Track)
Operations
Fiscal Services
Forensic Division
Addiction Services Division
Detox Program
Rehab Program
Transaction Level
Budget Level 1 Appropriation (Control)
Dept of Environmental Protection
Budget Level 2 Agency Dept. (Track)
Fin Support Services
Bureau of Air Mgmt.

Eng. Tech
Planning Standards
Transaction Level
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Budget Journals
Appropriation Budget Ledger (Control)
Dept. of Mental Health Addiction
Will not be used by Limited Scope Agencies
CT Mental Health Ctr.
CT Valley Hospital
Budget Level 1 Agency Dept. (Control)
Budget Level 2 Agency Dept. (Track)
Operations
Fiscal Services
Forensic Division
Addiction Services Division
Detox Program
Rehab Program
Transaction Level
Budget Level 1 Appropriation (Control)
Dept of Environmental Protection
Budget Level 2 Agency Dept. (Track)
Fin Support Services
Bureau of Air Mgmt.

Eng. Tech
Planning Standards
Transaction Level
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Budget Journals
Appropriation Budget Ledger (Control)
Dept. of Mental Health Addiction
CT Mental Health Ctr.
CT Valley Hospital
Budget Level 1 Agency Dept. (Control)
Budget Level 2 Agency Dept. (Track)
Operations
Fiscal Services
Forensic Division
Addiction Services Division
Detox Program
Rehab Program
Transaction Level
Budget Level 1 Appropriation (Control)
Dept of Environmental Protection
Will not be used by Limited Scope Agencies
Budget Level 2 Agency Dept. (Track)
Fin Support Services
Bureau of Air Mgmt.

Eng. Tech
Planning Standards
Transaction Level
31
Budget Journals - Impacts

• Core-CT will incorporate all budget structures
  within one system
• The ledger chosen for most Limited Scope Agencies
  will be the highest level budget, the
  Appropriation and Allotment ledgers

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General Ledgers (GL)
Actuals Ledger
Budget Ledger
Will not be used by Limited Scope Agencies
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General Ledgers (GL)
Actuals Ledger
Budget Ledger
Will not be used by Limited Scope Agencies
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General Ledgers (GL)
Reqs POs
Budget Journals_______________ GL Journals
BudgetLedgers
AP Transactions
________________
Actuals Ledgers
AR Transactions
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Enter Spreadsheet Journals
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Create Spreadsheet Journals
Set up Template
Prepare Journal Entry
Save Import File
Execute Spread-sheet Upload Process
Create Spread-sheet and Enter Journals
Central Review Process
37
Create Spreadsheet Journals - Impacts

• The General Ledger will integrate line and
  central agency requirements for financial
  information
• Agencies will enter corrections and other Journal
  Entries into a spreadsheet
• Agencies will be responsible to ensure accurate
  and balanced entries are sent to the General
  Ledger
• Mass payroll corrections for time before 9/5/03
  may be entered in a spreadsheet journal.
  Corrections thereafter should be made in the Time
  and Labor module in Core-CT

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GL / Payroll Interface - Interim
Upload Spreadsheet Journal File
Extract Posted Payroll Expenditures
Posts Payroll to CAS
CreateSpreadsheet Journal
MSA Processes

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GL / Payroll Interface - Post
Receive
Edit
Budget Check
AP
Post
Issue Payments
Post Payments to GL
Payroll
Receive
Edit
GL
Budget Check
Post
40
GL Breakout Session
41
GL Breakout Session

• Is there a step in the process flow that is
  unclear?
• What questions do you have regarding the role
  handbook?
• What questions do you have regarding the impacts?
• Are there any agency-specific policies,
  procedures, forms, or documentation that your
  agency will need to review and/or update?
• What prerequisite training do you think your
  agency will need?

42
Purchasing
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Maintain Vendors
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Maintain Vendors - Add Vendor
Central Agency
Agency
Vendor Profile Form (CO-1055/SP-26, W-9)
Review and Approve Vendor
Vendor Creation
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Maintain Vendors - Impacts

• OSC approval required for all new vendors or
  change requests
• Agencies will need to research vendor information
  in Core-CT before entering a new vendor
• Agencies can reference OSC conversation areas for
  additional vendor information
• DAS Set-Aside information will be interfaced
  nightly
• DAS/DOIT Vendor Performance Reports will still be
  web-based and outside of Core-CT
• DAS/DOIT Contract Awards will still be web-based
  and available to non-PO module users outside of
  Core-CT
• All payees must be in the vendor file in order to
  process a payment

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Purchasing Breakout Session
47
Purchasing Breakout Session

• Is there a step in the process flow that is
  unclear?
• What questions do you have regarding the role
  handbook?
• What questions do you have regarding the impacts?
• Are there any agency-specific policies,
  procedures, forms, or documentation that your
  agency will need to review and/or update?
• What prerequisite training do you think your
  agency will need?

48
Accounts Payable
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Enter and Process Vouchers
50
Enter and Process Vouchers
Post and Process Payments
Budget Check Voucher
Approve Voucher
Vendor Invoices
Voucher Creation
Central Agency
51
Enter and Process Vouchers Adjustment
Transactions
Adjustment Voucher
Journal Voucher
Reversal Voucher

• Relates two vouchers
• (i.e.) Partial payment for goods received in
  multiple shipments for the same order

• After the fact corrections to distribution lines
• Ties to the original voucher
• Always nets to 0
• (i.e.) Reallocating expenditures(CO-604)

• Fully Backs out voucher entered in error, prior
  to payment processing
• Always the reverse sign of original amount
• (i.e.) Voucher created in error

52
Enter and Process Vouchers - Impacts

• Vouchers are created by entering them on-line or
  interfacing them to Core-CT
• Approvers will use Voucher Workflow
• There are separate roles defined for Journals,
  Adjustments and Corrections
• Reversal Voucher Processor role must be extremely
  limited
• Payees must be in vendor file
• Automated one-time payments one voucher per
  payee will replace manually prepared Invoice
  Lists (ILs)

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Accounts Payable Breakout Session
54
Accounts Payable Breakout Session

• Is there a step in the process flow that is
  unclear?
• What questions do you have regarding the role
  handbook?
• What questions do you have regarding the impacts?
• Are there any agency-specific policies,
  procedures, forms, or documentation that your
  agency will need to review and/or update?
• What prerequisite training do you think your
  agency will need?

55
Accounts Receivable
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Enter Receivables
57
Enter Receivables
Federal Billing Reimbursements State Transfers
Post
Receivable Approved?
Approved?
Yes
Yes
Enter Receivable Information
Create Accounting Entry
No
No
Modify
Modify
58
Enter Receivables - Impacts

• Agencies will enter all State and Federal
  receivables in Core-CT
• Agencies will be required to enter a two-sided
  accounting entry for each receivable item
• Accounts Receivable staff will review, correct
  and approve all AR transactions

59
Receive, Enter, and Apply Payments
60
Receive, Enter, and Apply Payments
Complete Accounting Entries
Approve Accounting
Direct Journal Deposit
No
Daily Bank Statement
Open Receivable ?
Post
Yes
Build Worksheet Apply Payments
Update Deposit Data
61
Receive, Enter, and Apply Payments - Impacts

• The Treasury creates the Deposit Records from the
  Daily Bank Statement
• Every agency will process deposits in the same
  manner
• AR staff will determine if a deposit is to be
  applied to an open receivable or if it is to be
  directly journaled
• AR staff will review, correct, and approve all AR
  transactions

62
Inter-Agency Processing
63
Inter-Agency Processing
Creditor Agency
Debtor Agency
Match, Approve, Budget Check, and Post Voucher as
Normal
Receive Customer Invoice
Create Customer Invoice
Create Voucher in AP
Create Receivable
Payment Predictor
Payments to Lockbox
Process Payments
Creditor Agency
64
Inter-Agency Processing - Impacts

• Inter-Agency payments are made through an
  internal bank account, or lockbox, instead of
  producing a check
• Payment Predictor is the process run by the
  Comptrollers Office that automatically matches
  the payments from the debtor agencies to their
  corresponding open receivables at the creditor
  agency, and closes the open receivable item
• For State and Federal customers, agencies will
  use Core-CT to track and reconcile open
  receivables. Agencies will continue to resolve
  discrepancies for all unmatched payments

65
Maintain and Collect Receivables
66
Maintain and Collect Receivables
Build Maintenance or Transfer Worksheet and
Perform Maintenance
Review Maintenance Activities and Accounting
Entries
Target Maintenance Items
Post
Select Worksheet Or Transfer Group And Select
Group To Unpost
67
Maintain and Collect Receivables -Impacts

• State and Federal receivables previously
  administered in agency sub-systems will now be
  administered in Core-CT
• Core-CT will be the system of record for all
  agencies State and Federal receivable accounts
• The AR Credit Analyst uses the Accounts
  Receivable Aging Report to identify receivable
  items targeted for collection and maintenance
• The Receivable Maintenance Processor can select
  from a number of maintenance actions for each
  receivable item including credit memo and debit
  memo
• The Accounting Processor creates the accounting
  entries for receivables
• The Accounting Approver reviews and approves the
  accounting entries, then posts them

68
Accounts Receivable - Breakout Session
69
Accounts Receivable - Breakout Session

• Is there a step in the process flow that is
  unclear?
• What questions do you have regarding the role
  handbook?
• What questions do you have regarding the impacts?
• Are there any agency-specific policies,
  procedures, forms, or documentation that your
  agency will need to review and/or update?
• What prerequisite training do you think your
  agency will need?

70
Recap - Limited Scope Agencies BPW
71
LSAs - Common Impacts

• Any accounting data provided by the agencies to
  Core-CT will use the new Chart of Accounts
• All agencies will belong to the states single GL
  Business Unit
• All agencies will enter deposits into Core-CT
• All agencies will enter State and Federal
  receivables in Core-CT
• All agencies will process inter-agency payments
  to state agencies through Core-CT both as
  creditors and as debtors
• All agencies will be able to add new vendors and
  make payments in Core-CT, either online or
  through interface

72
Roles for Limited Scope Agencies

• Account Code Processor
• Agency GL Approver
• Agency GL Reviewer
• Agency Vendor Processor
• Vendor Report Maker
• Agency Vendor Viewer
• AP Viewer
• Voucher Processor
• Journal Processor Voucher
• Adjustment Voucher Processor
• Reversal Voucher Processor
• Voucher Approver
• Alternate Approver

• Budget Check Overrider
• Interface Error Handler
• Interface Processor
• Accounting Processor
• Accounting Approver
• AR Credit Analyst
• Receivable Approver
• Receivable Maintenance Processor
• Receivable Processor
• Receivable Viewer
• Ad Hoc Query Generator
• SpeedChart Maintainer

73
GL Roles for Limited Scope Agencies

• Account Code Processor
• Agency GL Approver
• Agency GL Reviewer

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PO Roles for Limited Scope Agencies

• Agency Vendor Processor
• Vendor Report Maker
• Agency Vendor Viewer

75
AP Roles for Limited Scope Agencies

• AP Viewer
• Voucher Processor
• Journal Processor Voucher
• Adjustment Voucher Processor
• Reversal Voucher Processor
• Voucher Approver
• Alternate Approver
• Budget Check Overrider
• Interface Error Handler
• Interface Processor

76
AR Roles for Limited Scope Agencies

• Accounting Processor
• Accounting Approver
• AR Credit Analyst
• Receivable Approver
• Receivable Maintenance Processor
• Receivable Processor
• Receivable Viewer

77
Miscellaneous Roles for Limited Scope Agencies

• Ad Hoc Query Generator
• SpeedChart Maintainer

78
Next Steps
79
BPW Activities

• Role Assignment Steps
• Identify contact individual for your agency
  (today)
• Review and understand roles (today)
• Review Agency organizational structure (begin
  today)
• Determine employee tasks (at your agency)
• Determine employee primary/secondary roles (at
  your agency)
• Complete role assignment spreadsheet for your
  Agency in conjunction with your ARC (early
  December)
• Review agency roles for separation of duties
  (early December)
• Return role assignment spreadsheet to your ARC
  (mid December)

80
Wrap Up
Questions?