Transcript Document

SCEIS Finance Automated Interfaces
Greta Robertson 737-9660
Kathy Hoffman 832-8117
10/11/2011
Agenda
• Introductions
• Agency’s FI Interfaces and related processes
• Interface & Testing Timeline
• Testing & Certification Process
•
Interface Monitoring
•
Future Enhancements
•
Discussion
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IOG’s (Interface Operating Guides)
• The Interface Operations Guide (IOG) contains the interface
specific information required for State of South Carolina Agencies
to integrate with the SCEIS system. The IOGs and Applications
are located on the SCEIS website under the Technical tab –
www.sceis.sc.gov
• Each interface will contain the following elements as it relates to
a particular business process:
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Interface Number (i.e.: IF383, IF387)
Description (i.e.: AP Direct Pay, Journal Entry)
File Names (i.e.: e120.a1.if383.directpay.inbound.date/time)
File Layouts (i.e.: Transaction Key, Approval Grouping, etc)
Load Reports (i.e.: Valid/Invalid)
Frequency (i.e.: Batch or Immediate)
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Error Handling (i.e.: Reports and/or Files)
IOG’s (Interface Operating Guides)
SCEIS IOG’s (SCEIS Active FI Interfaces)
• IF383: AP Direct Pay Invoices Inbound Interface
• IF384: AR Customer Invoice Inbound Interface
• IF386: Budget Posting Inbound Interface
• IF387: Journal Entry Inbound Interface
• IF388: Imaging Spec for AP Interface
• IF401: Funds Reservation Inbound Interface
• IF404: Cost Allocation Inbound Interface
• IF407 Assets Master Update Inbound Interface
• IF410 WBS Element Update Inbound Interface
• IF412 Project Master Data Inbound Interface
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IOG’s (Interface Operating Guides)
SCEIS OUTBOUND FI INTERFACES
IF389: AP Outbound Interface
IF408: AR Outbound Interface
IF409: JE Outbound Interface
IF400: Vendor Listing Outbound Interface
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IOG’s (Interface Operating Guides)
SCEIS IOG’s (SCEIS Inactive FI Interface
Programs)
• IF382: AP PO Invoice Inbound Interface
• IF385: AR Customer Payment Inbound Interface
• IF390: Grant Budget Inbound Interface
• IF393: Accrual Entry
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SCEIS Interface Process
• Step 1: Agency System transmits file to SCEIS via secure FTP
• Step 2: File is received on SCEIS FTP Server and initial checks
are performed
a. No Errors File is loaded to holding table and transmittal
report emailed to Agency
b. Errors Error Notification emailed to Agency & Error File
loaded to FTP folder
• Step 3: File on holding table is run during nightly batch process
or processed immediately within a 30 minute window
a. No Errors File is processed according to Workflow
and valid report emailed to Agency
b. Errors Error Notification emailed to Agency and Error
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file received
Testing & Certification Process
Interface Testing and Certification Process is as
follows:
• Before an Agency Interface is moved to Production:
• The Agency lead or AST lead must certify that the
appropriate testing is complete
• Once the testing is complete and communicated to the
SCEIS team, the SCEIS interface and functional teams
review and certify accordingly
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Interface Reports
There are several reports that are emailed back to the agency based on
the Source System ID field. Email recipients are associated with each
agency system and the reports are sent as email attachments in a PDF
format. There is a notification report, a successful report and an error
report.
•A transmittal notification report is sent when the file is received by the
system.
•The successful and error reports are sent when the data is processed by
the system.
•The reports may vary slightly based on the interface type, but will be
similar to the examples shown.
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Interface Reports
The following is an example of a transmittal notification report:
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Interface Reports
The following is an example of a successful report:
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Interface Reports
The following is an example of an error report:
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Interface Upload Process
INSTRUCTIONS TO UPLOAD IF387 FILE
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Interface Upload Process
Click on the EXECUTE button to load the file. The File will process within 45 minutes. You
will receive a Workflow email with a Valid report of the documents processed or an Error
report of the documents.
Interface Monitoring Process
SCEIS has created an interface monitoring tool. This tool will allow authorized users to
view the status of their interfaces using an on-line SCEIS transaction.
The use of this tool allows you to perform the following:
• View the status of an interface to determine if the interface is transmitted successfully
via FTP or manual upload
• View the errors identified in the processing of the data
• View the status to determine that files are “valid”.
This information is the same that you are already receiving through e-mail notifications.
The on-line monitoring tool can be used alone or in conjunction with the e-mail
notifications.
Questions
If you have questions about the monitoring tool or application/set up process, please
contact the SCEIS Interface Team at: [email protected].
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Interface Monitoring Process
Interface Online Monitoring Display Process
This process is designed to assist Agencies with tracking and correcting
their interface files. With this process, selected agency staff will have the
ability to :
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Check if the file transmitted successfully by FTP or upload
Track the file progress
Display and Print Transmittal, Error, and Valid PDF Reports
Display and Print File Funding Detail
Display documents and lines in error
Access & Security
To access these reports, the person must have access to SCEIS with an appropriate role
based on Business Area, Source System, and Interface Type.
(Example: Business Area: F030, Source System – KA Interface Type – IF383).
A person can have access to individual interfaces or all interfaces for the agency.
The transaction is Z_AGENCY_INTERFACES
YMM_IF_AGY_MON_DSP-N040CNIM383
(Business Area + Source System + Interface Type)
ZMM_IF_AGY_MON_DSP-N040 (composite role – all Source Systems for N040)
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Interface Monitoring Process
Transaction -
Z_AGENCY_INTERFACES
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Interface Monitoring Process
Monitoring will show status of file – Pending, Errors, and Processed.
PENDING FILES have not been processed yet.
ERROR FILES received errors during the processing job.
PROCESSED FILES contain Documents that processed valid.
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Interface Monitoring Process
CLICK on any file to show details of file.
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Interface Monitoring Process
Click on ‘Display Detail’ to display all data in the file
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Interface Monitoring Process
CLICK on DOCUMENT ERROR LINE, the detail of each line in the
document displays.
Interface Monitoring Process
This information must be supplied for each type of interface and
corresponding source system that you want to use the monitoring tool to
track the status of the interface. List the names of the users to have access
to the monitoring tool for each interface/source system.
User Name
Interface Type /Source System
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Enhancements for Monitoring
Currently, SCEIS is in the testing phase of providing an ‘EDIT’ option for
Interface Monitoring. This will allow designated persons at the agency to
correct an Errored interface file and resubmit the file online in SCEIS.
The editing option will show an audit trail of changes to the interface file.
This will include the userid, and the fields changed before and after
image. To edit the file, you will click on the ‘pencil’ icon in left top corner.
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Enhancements for Monitoring
The fields highlighted in white can be modified. Also, you can add line
items and delete line items. If you make a Line Item Amount change, the
Gross Amount is recalculated and you receive a message showing the
new Gross Amount when you hit the ‘SAVE’ button.
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Enhancements for Monitoring
There is a ‘Resubmit Data’ button to resubmit the file for processing.
You can resubmit the file without making changes to the file. There is
also an ‘Audit’ button that displays all changes showing the before and
after image.