STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting January/February 2004 Agenda • Intro to Production Support • AR Topics – Transfer Invoices – Payment Predictor – Items w/
Download ReportTranscript STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting January/February 2004 Agenda • Intro to Production Support • AR Topics – Transfer Invoices – Payment Predictor – Items w/
STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting January/February 2004 1 Agenda • Intro to Production Support • AR Topics – Transfer Invoices – Payment Predictor – Items w/ Multiple Accounting Lines – Unposting Items & Payments – Unpost Direct Journals – Grant Transfers • GL Topics – – Budget vs. Actuals – Commitment Control – Spreadsheet Journals • Financial Reporting 2 Accounts Receivable •Transfer Invoices •Payment Predictor •Items with Multiple Accounting Lines •Unposting Items and Payments •Unposting Direct Journals •Grant Transfers 3 4 5 6 Transfer Invoices 123456 Becomes Item ID # 7 Transfer Invoices Transfer Invoice# 123456 8 Payment Predictor Detail Report 9 Payment Predictor Detail Report 10 Items with Multiple Account Code Distributions 11 Items with Multiple Account Code Distributions 12 Items with Multiple Account Code Distributions 13 Items with Multiple Account Code Distributions 14 Items with Multiple Account Code Distributions 15 Items with Multiple Account Code Distributions 16 Receivable Item and Payment – Did it post to GL? 17 Receivable Item and Payment – Did it post to GL? 18 Receivable Item and Payment – Did it post to GL? 19 Direct Journal Deposits – Did it post to the GL? 20 Direct Journal Deposits – Did it post to the GL? 21 Direct Journal Deposits – Did it Post to the Budget Ledger? 22 Direct Journal Deposits – Did it Post to the Budget Ledger? 23 Direct Journal Deposits – Did it Post to the Budget Ledger? 24 When do I Unpost Items ? 25 32 Unposting Items 26 Unposting Items 27 Has Payment Been Applied ? 28 32 Has Payment Been Applied ? 29 32 Unpost Payments 30 Unpost Payments 31 Unpost Payments 32 Research Payments 33 Research Payments 34 Research Payments 35 Research Payments 36 Research Payments 37 Research Items from Payments 38 Unpost Items – Entering a Credit 39 Unpost Items – Entering a Credit 40 AR Reports http://www.core-ct.state.ct.us/user/finjobaids/docs/ar_reports.doc 41 Federal Receivables •Authorized by OPM •http://www.osc.state.ct.us/memoarchives2/97memos/memo9751.htm •Based on a Grant Award from a Federal Agency •Required Budgets – KK_APPROP, ALLOT, AGY 1 or 2, PRJ 1, 2 or 3 •Funding – drawdowns to reimburse expenses already incurred •Receivable – for the amount of the drawdown only •Deposit – build a worksheet to apply the payment to the open item 42 Advance Funded Grants •Awarded directly to the agency •http://www.osc.state.ct.us/memoarchives2/97memos/memo9751.htm •Based on a Grant Award from a Public or Private Agency •Required Budgets – •KK_APPROP, ALLOT, ASSOC_REV •AGY 1 or 2, PRJ 1, 2 or 3 •Funding – drawdowns, check, or EFT in the amount of the grant •Receivable – for the amount of the drawdowns, check, or EFT only •Deposit – build a worksheet to apply the payment to the open item 43 Grant Transfers •Authorized by OPM •Based on a Grant Award from a Federal Agency •Required Budgets – KK_APPROP, ALLOT, AGY 1 or 2, PRJ 1, 2 or 3 •Funding – B-107 vs. Transfer Invoice (CO-608) •Receivable – for the amount of the installment payment only •Deposit – Payment Predictor vs. Build a Payment Worksheet 44 Accounts Receivable 45 Downloading the Presentation 46 Downloading the Presentation 47 Downloading the Presentation 48 49 Production Support • • • • • Keep Core-CT Up and Running Provide training to End-Users Monitor the system for problems – both system and user errors Implement delayed functionality of Phase 1 modules Coordinate and disseminate business process decisions 50 Whole Support Team Core-CT Production Support Team Central Process Owners OSC – Accounting Services OSC – Accounts Payable DAS & DOIT – Procurement Services OTT - Treasurer DOIT Help Desk 51 Production Support Team Elaine Pelletier Jeanne Skellett Development Configuration & Security Holly Osburn Business Support Level 2 Help Desk 52 Production Support Team 53 General Ledger •Budget Ledgers vs. Actual Ledgers •Commitment Control •Spreadsheet Journals •Financial Reporting 54 GL Overview The General Ledger is actually a series of ledgers serving different purposes to record all of the financial transactions for the State. – Budget Ledger Group - Commitment Control > • Appropriation KK_APPROP • Allotment KK_ALLOT • Agency Level 1 and 2 KK_AGY_1,2,3 • Project Level 1, 2 and 3 KK_PRJ_1,2,3 • Authorized, Allocated, Allotted Bond Funds KK_BD_AUTH,ALLC,ALLT – Actual Ledger Group – General Ledger > • Modified Accrual • Modified Cash • Accrual MOD_ACCRL MOD_CASH ACCRUAL 55 Ledger Group COMMITMENT CONTROL LEDGERS (BUDGET) Appropriation Allotment Agency 1 Agency 2 Project 1,2,3 Budget Amount PreEncumbrance REQUISITION Encumbrance PO Expenditure VOUCHER GENERAL LEDGERS (ACTUALS) Ledger Group Ledger Group Ledger Group Modified Cash Modified Accrual Accrual EXPENDITURE 56 Commitment Control 57 Commitment Control 58 Commitment Control 59 Commitment Control 60 Commitment Control 61 Commitment Control 62 Commitment Control 63 GL Activity Inquiry 64 GL Activity Inquiry – Sum By Period, Account 65 GL Activity Inquiry – Sum By Period, Account, Dept 66 GL Activity Inquiry – Ledger Activity 67 GL Activity Inquiry 68 GL Activity Inquiry 69 GL Activity Inquiry 70 Spreadsheet Journals Remember the following when creating SSJs: • Follow the Journal ID naming standard to avoid creating duplicates Agency acronym + sequential number (Ex.:DMV0000001.xls) • Journal Date must be the current date, and a regular work day • Ledger group is generally MOD_ACCRL, but not always • Source for all Spreadsheet Journals is SSJ • Use a valid Core-CT User ID • Do not use grammatical markings, punctuation or other symbols in the Header Description – alphanumeric ONLY • Follow the Flat File naming standard to avoid creating duplicates Agency acronym + date (MMDD) + operator’s initials + sequential number (Ex: DMV0401JS1.xml) 71 Spreadsheet Journals 72 Financial Reporting •EPM Queries •Custom Reports •Standard Reports •Focus Group 73 EPM Security Principles General Security Guidelines • Your role in the HRMS or Financials system will determine the EPM reporting tables to which you have access • Your query result sets are restricted either by the departments or business units to which you have access • In general, if you can see it in the transactional system, you should be able to query it in EPM 74 EPM Refresh Rate The refresh goal: • Our batch schedule updates the EPM tables on a nightly basis • Updates made in the transactional system should be available for reporting the following day The refresh realities: • The EPM batch schedule is dependent on HRMS and Financials batch schedule • Processing errors do occur-Attempts to fix occur during the night Refresh exceptions: • CT_DET_PAYROLL – Refreshed after payroll is distributed • CT_LEAVE_PLAN – Refreshed after leave accrual processing 75 EPM Help Process Use the following process for obtaining EPM help: Job Aids Data Dictionary Agency Superuser Help Desk WLA Labs 76 EPM Efficient Impact Ticket Resolution When contacting the Helpdesk, be specific about the type of report you are trying to create For example: Reports generated via EPM Reporting Tools will be resolved more quickly if routed to the EPM team All other reports should be routed to either Financials or HRMS teams for timely resolution 77 EPM Open Issues Issue Efforts / Solutions Knowing the Data/Using the Tool - Users need help learning the information in the reporting tables and how to use the tool to create a report • Working on securing additional support resources • Adding query labs in January • Meeting with users directly to resolve issues • Need to create reporting table job aids Sharing Queries - Users want to share Ad-Hoc queries they have created with others • Roll-out approach and management plan created • Plan just submitted for review by directors • Scheduled queries circumvents the limits placed when displaying results on-line Query Size Limits - Users requesting larger data set retrieval capability 78 EPM Open Issues Issue Reporting Table Refresh - Intermittent delays in refresh Run Hyperlink on Query Manager -Some users experiencing blank page or error message return Performance - Navigation from page to page and running of some queries sometimes takes too long Efforts / Solutions • Running EPM batch earlier • New logic added to batch schedule to enable dynamic processing • PeopleTools upgrade expected in the Spring • Use preview tab in the query • Tech Team has increased memory & servers • Indexes begin added to tables • Queries are being evaluated • Schedule Query 79 EPM Scheduled Queries Benefits of scheduling queries: • Allows access to full result set • Distribution of report results to any EPM user • Schedule Query to run on a recurring basis • Enhance Performance by running outside the Application When to schedule a query: • When a query returns the error, “Query Result Set too Large” • When a query is run on a recurring basis 80 EPM in Tree: Constraint Type What is a Tree? • The graphical hierarchy in PeopleSoft systems that displays the relationship between items in a group • Trees add a convenient graphical layer that displays the relationships between chartfield values Benefits in EPM: • Trees allow a user to restrict a query result set to only those rows of data which have values that exist in a tree node 81 EPM New Tables New Reporting Tables being developed for Financials: Table Name Budget Transaction Description Receiver Transaction Holds the detail information for all goods received, inspected, returned, and put away Procurement X-ref Cross references all procurement transactions to each other Vendor Withholding Transaction Holds the detail information for all withholding transactions for a vendor Customer Contacts Lists all contact information for accounts receivable customers Holds all posted and unposted budget journal entries 82 EPM Expressions What is an Expression? • Expressions are calculations that PeopleSoft Query performs as part of the query • Expressions may be used to compare values Uses: • Numerical Manipulation • Substring • Concatenate • Decode (IF) 83 EPM Queries 84 EPM Queries 85 EPM Queries 86 EPM Queries 87 EPM Queries 88 EPM Queries 89 EPM Queries 90 EPM Queries 91 GL Reports 92 GL Reports 93 Financial Reporting Problems with Bursted Reports •Why can’t I see mine? •When can I request a re-run? 94 GL Reports http://www.core-ct.state.ct.us/user/finjobaids/docs/general_ledger_reports.doc 95 General Ledger 96 Closing Thank You for your participation today. We look forward to continuing our work together to make Core-CT a Success! • Look for this presentation and meeting Q & A’s on the Core-CT Website (http://www.core-ct.state.ct.us/) • Next Meeting – February 23, 2004 101 E. River Drive, Room 1002 A&B – AP/PO/Workflow Meeting • Check out future meeting dates (http://www.core-ct.state.ct.us/financials/usergrp/index.htm) 97