1

Agency Implementation Guide Walkthrough Session

Maintaining Interface / COA Profiles & Reports

September 28, 2009

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Agenda

Topic Time Session Overview – Objectives– Status of Agency Implementation Guide Releases– Key Dates and Next Steps

10 min

Action Item Update 10 minOverview of Vendor Masterfile Extract 10 minMaintaining Interface Profiles 30 minMaintaining COA Profiles 30 minBreak 15 minCAS Reports 45 minSession Wrap-Up 15 min

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Session Objectives

• Introduce the process for maintaining Interface Profiles

• Introduce the process for maintaining COA Profiles

• Introduce Reports available to the Agencies from the new CAS

• Address agency questions related to the Agency Implementation Guide

4

Agency Bulkload & Implementation Meeting Schedule

• Overview – Implementation Timeline and Agency ImplementationGuide

• Overview – PeopleSoft Bulkload Formats

August 12

PeopleSoft

Legacy

Phase 1

• Agency Implementation Guide: Payables Vouchers

• Agency Implementation Guide: Travel Vouchers

August 31

PeopleSoft

Legacy

• Statewide COA Design & Key Concepts

• Overview – Cost Center Profile

• PeopleSoft Budgetary Control

August 17

PeopleSoft

Legacy

Phase 1

• Agency Implementation Guide: Journal Vouchers

• Agency Implementation Guide: Budget Journals

September 2

PeopleSoft

Legacy

• Q & A• Direct Entry

August 19

• Agency Implementation Guide: Refund of Appropriation

• Agency Implementation Guide: Revenue Receipts

September 21

PeopleSoft

Legacy

Phase 1

PeopleSoft

Legacy

• Agency Implementation Guide: Purchase Orders

• Agency Implementation Guide: Contracts

August 24

PeopleSoft

Legacy

• Maintaining Interface and COA Profiles

• Reports

Today

PeopleSoft

Legacy

Phase 1

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Key Dates and Next Steps

• October 2nd – October Release of the Agency Implementation Guide

• October 16th – Final Date for Submission of LOE Form

• December 7th – December Release of Agency Implementation Guide

• February 2010 – February Release of Agency Implementation Guide

• February – May 2010 - Baseline Agency Interface Profiles Established

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Action Item Update - Guidelines for Error Correction

• Error codes will be prefixed to identify where in the process an error was encountered.

• PVE – Pre-validation Error. (ex. PVE01- Invalid Vendor)– Source system can modify existing document and resend to CAS or

create new document

• All other errors with no prefix are considered a document processing error condition. (ex. 10001 – Budget Check Failure)– Error or rejection from the audit process during the document

processing stage will require a NEW document to be transmitted to CAS

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Action Item Update - Guidelines for Paper Forms

• Agencies do not have to identify the level of effort associated with changes to printed forms, as decisions related to changes to printed forms will not be finalized by the LOE Form submission date

• OSC is seeking to minimize changes to paper forms

• Forms will be developed and redesigned for use by Agencies transitioning to the PeopleSoft formats

• Additional information related to form policy and procedures will be released in the Spring 2010

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Overview of Vendor Masterfile Extract

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State Vendor File Guiding Principles

• OSC will maintain the official State Vendor File; this is the State’s file of record

• Agencies are responsible for synching the State Vendor File with their local FMS

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Vendor Masterfile Extract

• NYFMS will automatically receive all vendor information from the CAS

• CAS will provide data extracts on a periodic basis for Agency use in their local FMS

• Employee address information will NOT be included in extract

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Vendor Masterfile Extract

• In cases where vendors have multiple addresses, there will be multiple rows in the extract

• Payee ID information only provided for initial cutover and synchronization

• The file will include:– Date and time stamp of when vendor was added and/or updated on

the vendor file

– Status indicator to determine if vendor is currently active or inactive

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Vendor Masterfile Extract

(Refer to Handout)

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Maintaining Interface Profiles

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Interface Profiles

• The Interface Profile stores Agency and external system specific information, including:– Indicators to identify which interface formats are being utilized in the

bulkload interface

– Information for identifying which of the pre-defined output files will be received as part of the interface and their frequency

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Interface Profiles

• FOCAS will develop Agency Interface Profiles– Input / Output preferences will be validated with Agencies

• Interface Profiles will be completed prior to the start of Agency Bulkload Certification

• Once Interface Profiles are established, all updates and changes will be made via the Bureau of State Financial Systems (BSFS) Help Desk

– Phone call or email to BSFS Help Desk from authorized Agency contact

– Testing will be scheduled as needed

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Maintaining COA Profiles

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Maintaining COA Profiles

• COA Profile is used to transform Legacy Cost Centers into the PeopleSoft Chart of Accounts structure

• COA Mapping is an on going process– Details of the COA Maintenance process will be shared in the

December 2009 Agency Implementation Guide release

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COA Profile Mapping Plan

• COA Mapping Plan for Agencies:– Kick-off meeting will be scheduled to prepare Agencies for COA

mapping tasks

– Instructions and detailed procedures will be provided

– Interactive mapping template in required format will be provided

– FOCAS resources will be available to agencies for assistance

– Call the Help Desk for reporting mapping questions, issues and concerns

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Break

20

CAS Reports As of 4/1/2011

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Guiding Principles - CAS Reports as of 4/1/2011

• Data from original and follow-up Agency CAS Reporting Questionnaires were combined with data from additional research into report usage in Control –D.

• This data was analyzed to determine the percentage of Agencies that use each report

• Reports used by less than 25% of the Agencies will no longer be supported

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Reporting Terminology

• Report – Paper report usually distributed in PDF format

• Masterfile Extract - CAS data files provided to Agencies to synchronize Agency financial management systems with CAS data

• Data Extract – Data from paper report made available in a format that can imported to spreadsheets or databases

• IDL (Interface Disposition Listing) – Reports for confirmation of batch processing status

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Reports

• Reports generated from the new CAS will display PeopleSoft Chartfields and not Cost Centers

• Internal and Segregation Sequence numbers will not appear on reports

• Although some reports are designed to replace an existing report, there will be changes to the layout of the report

• Similar reports will be combined into a single report– For example, the following reports will be combined into a

single report:

– JRN010, JRN020, JRN030, JRN040, JRN050, JRNL060, JRNL070, JRNL080

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Masterfile Extract

• Outbound File Extracts will contain Cost Center and PeopleSoft based data

• See Appendix E in the Agency Implementation Guide for more information

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Data Extracts

• All the key points listed for reports also apply to Data Extracts

– Reports generated from the new CAS will display PeopleSoft Chartfields

– Reports will not display Cost Centers

– Reports will not contain Internal or Segregation Sequence Numbers

– There will be change in some report layouts

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Agency CAS Report Inventory - Handout

• See the handout for a listing of reports that will be supported in the new CAS

• This list contains the current report names

• These names will change to reflect changes in the CAS

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CAS Reports Available to Agencies After 4/1/2011

(Refer to Handout)

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Key Takeaways

• OSC will have the Vendor Masterfile of Record

• Agencies will be responsible for using the Vendor Masterfile Extract to keep their Vendor files up-to-date

• Reports from the new CAS will display PeopleSoft chartfield values

• Reports found to be used by less than 25% of the Agencies will no longer be supported

• Names and layouts of reports from the new CAS will change

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Future Meeting Topics

• COA Profile Mapping

• Internal Number / Segregation Sequence Number

• Direct Entry / CAS Security

• Vendor Maintenance

• Managing Errors & Corrections

• Agency Certification Process & Procedures

• Agency Testing Scenarios

• Conversion

• Go-Live / Cutover Details

• Go-Live / Support Plan

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Account Code Values

• Interim Account Tree located at www.nyfms.state.ny.us/coa_joint_Project_team/index.htm

• OSC & DOB Domain Owners discussions in process

– Need for additional level of tax detail beyond tax category– Feasibility of all fines/fees in Account ChartField vs. greater level of

detail in another ChartField– Impacts of expanding General State Charges tree on required

detail in payment documents

• Agencies to review and provide feedback/concerns to either NYFMS (feedback@nyfms.state.ny.us) or FOCAS (FOCAS@ osc.state.ny.us) by 10/30/09

• Domain Owners review/resolution by mid-November 2009

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Session Wrap-Up

• Reminder: The next session is TBD

• Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page

http://www.osc.state.ny.us/agencies/cas/bulkload.htm

• Additional issues/concerns?

• Questions?

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Bulkload Information Center

• For more information visit: http://www.osc.state.ny.us/agencies/cas/bulkload.htm