Financials User Group Meeting
BI/AR/GL
November 2005
STATE OF CONNECTICUTSTATE OF CONNECTICUTCore-CT ProjectCore-CT Project
Financials User Group MeetingFinancials User Group MeetingAR/BI/GLAR/BI/GL
March 2006March 2006
Welcome John Harnick
GL Donna Braga
AR, BI Deb Carta
Reporting Mike Riggott
EPM Mary Yabrosky
IntroductionsIntroductions
Training UpdatesTraining Updates
Asset Management Training Training Delivered March 13 through March 23
16 sessions / 14 users per session Two sessions per day 8:30-12:00 and 1:00-4:30
Scanner agencies trained separately from manual agencies
FAM210 – Physical Inventory (Scanner) FAM211 – Physical Inventory (Manual)
Physical Inventory Labs By appointment only Call 702-3440
Inventory Module agencies Stay tuned
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Help Desk HintsHelp Desk Hints
Users can call Help Desk @ 860-622-2300, ext. 1
Due to the complexity of year end and other issues, users can email [email protected]
Provide more details Include screenshots Specific encumbrance issues Becomes a ticket and escalated to Level 2
Use the same address [email protected] to request topics for future User Groups
Core-CT All Users Daily Mail
March 3, 2006
DOIT has launched a new Help Desk form.DOIT has launched a new Help Desk form.
The Core-CT team urges you to submit problems and questions to the Core-CT Help Desk in this way now. Because it makes for a direct input to the existing help desk system, the new form will save time and speed your request along its way.
Here is a direct link to the Help Desk online form: http://workorder.ct.gov/ReportAProblem.aspx
New Help Desk FormNew Help Desk Form
New Help Desk FormNew Help Desk Form
1) Complete top section
2) Choose Core-CT radial button
3) Choose Financials radial button
4) Complete bottom section
5) Select Submit
6) Wait for Help Desk to contact you
1) Complete top section
2) Choose Core-CT radial button
3) Choose Financials radial button
4) Complete bottom section
5) Select Submit
6) Wait for Help Desk to contact you
860-622-2407
Implement November 2006
Guarantees future support from Oracle
Latest code line available
Reviewing existing modifications
Analyze new features
Financials Upgrade 8.4 8.9Financials Upgrade 8.4 8.9
Fiscal Year End
Finalizing Processes
Publishing key dates shortly
Agency monitoring
FYE Labs available
PeopleTools Upgrade
Financial System outage weekend (week of April 22nd)
Daily Mail will be sent out
Asset Management
Labs have already begun
Assistance available through OSC
Upcoming EventsUpcoming Events
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Questions ?
Welcome John Harnick
GL Donna Braga
AR, BI Deb Carta
Reporting Mike Riggott
EPM Mary Yabrosky
IntroductionsIntroductions
GL Donna Braga
General Ledger Agenda
• Critical Reminders and Hot Topics
– v 8.9 Upgrade
• Reconciling Encumbrance Balance Reports to Budget
• Year-End Activities
GL Reminders & Topics
Critical Reminders
Hot Topics
8.9 Upgrade
CFSR Reports BU = STATE
Scope = 3 letter AGY Acronym
Create your own Report Request
Key Dates Budget Journal Date =07/01/2006
Mod_Accrl & Mod_Cash Ledgers
8.9 – Streamlined Navigation
8.4 8.9
8.9 Charts / Graphs
8.9 Charts / Graphs
8.9 Charts / Graphs
8.9 Enhanced Drill Downs
Drill Down to Document ID from Activity Log
8.9 Enhanced Drill Downs
Drill Down on Encumbrance Balance to view only Open Encumbrance Balances
8.9 Enhanced Activity Log Search
8.9 Enhanced Budget Journals
General Ledger Agenda
• Critical Reminders and Hot Topics
– v 8.9 Upgrade
• Reconciling Encumbrance Balance Reports to Budget
Pre-Encumbrance Report
Pre-Encumbrance Report
Budget Details Inquiry
CT_CORE_FIN_JRNL_DATCLN_RECON
EPM Query Reminders
• DeptID– Like AGY%
• Bud Ref– Like % = All– Like % = Blank
(KK_APPROP)
General Ledger Agenda
• Critical Reminders and Hot Topics
– v 8.9 Upgrade
• Reconciling Encumbrance Balance Reports to Budget
• Year-End Activities
Fiscal Year-End 2006
• Appropriations
• COA and Budget Structures
• Budget Journals
• General Ledger Correction Journals
• SpeedCharts / Speed Types
• HR Account Codes
• Payroll
• Month-End / Year-End Reports
Appropriations
• OPM must be notified of all budgeted appropriations that qualify to continue by May 15th
• Expenditures after June 30th will be charged to the new year approp.
Appropriations
• All unexpended balances for continuing fiscal year 2006 appropriations will be brought forward to the new fiscal year
• Rolling– Legal Level, AGY1, PRJ 1
• Not Rolling– AGY2, PRJ2, PRJ3
COA / Budget Structures
May 31st
• Chartfield Changes
• Final Budget Structure Revisions
• Budget Reference Consolidation
COA / Budget Structures
Reminders
• Confirm COA changes prior to entering Budget Journals
• Prior to requesting the inactivation of a chartfield value agencies must create GL Journal Entries to move balances to active chartfield values.
Budget Journals
• Budget Reference 2007 Active Tentative Date June 20th
• Agency Budget Journals – Tentative Date June 20th – July 1st
• Budget Journal Date = 07/01/06
Budget Journal DateCommitment Control> Maintain Budgets> Budget Journals> Enter Budget Journals
Budget Journal DateCommitment Control> Maintain Budgets> Budget Journals> Budget Journal Upload
Budget Journals
• Final Allotment Submission for Budgeted Funds is July 1st
• Continuing Appropriations will be carried forward Tentative Date July 21st
General Ledger Journals
• General Ledger journal corrections for fiscal year 2006 must be Valid and Budget Checked by July 11th
• For June corrections use June 30th Journal Date (not Per 998)
GL Journal DateGeneral Ledger> Journals> Journal Entry> Create Journal Entries
GL Journal DateGeneral Ledger> Journals> Import Journals> Spreadsheet Journals
SpeedCharts/Speed Types
• Budgeted Funds – Automatically updated with Bud Ref 2007
– No action is required by the Agency.
• All other funds – Present SpeedCharts/Types will remain in place.
– Agencies must update manually.
• Budgeted Funds – Current HR account code combination updated with
Bud Ref 2007– No action is required by the Agency.
• Non-Budgeted funds – Present HR account code will remain in place.– New HR account code combination created with Bud
Ref 2007– Agencies must update position data.
• Consolidated Budget References– Current HR account code combination updated with
Bud Ref 2007– No action is required by the Agency.
HR Account Codes
Year-End Payroll
• The bi-weekly pay period ending June 8th will be the final payroll charged to appropriations for fiscal year 2006
• Semimonthly and other payrolls paid by June 30th will be charged to fiscal year 2006
• The bi-weekly pay period ending June 22nd will be the first payroll charged to appropriations for fiscal year 2007
Month-End / Year-End Reports
• Preliminary run after AP, BI, and AR close.
• Final Year-End Reports run after GL and Budget Close
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Questions ?
Welcome John Harnick
GL Donna Braga
AR, BI Deb Carta
Reporting Mike Riggott
EPM Mary Yabrosky
IntroductionsIntroductions
AR, BI Deb Carta
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BillingBilling
Contact the Help Desk for assistance –
860-622- 2300, extension 1
Critical Reminders
Hot Topics
Preparation for Year End 8.9 Upgrade Highlights
Partial Payment Monitoring - Run this query once a month to find Items in Core that have partial payments applied
EPM Reporting Tools>Query>Query ManagerCT_CORE_FIN_BI_PART_OPENEXBILL
BI Preparation for Year EndBI Preparation for Year End
Sample Report Downloaded to Excel
• Once Partials are Identified – Do Your Research• Are you still anticipating payment?
• Contact Customer and inquire on payment of balance
• Did you receive funds “On Account” that can be applied?• Use Maintenance Worksheet to match OA’s with open items
• Was original bill too much?• Create Credit bill for remainder• Use Maintenance Worksheet to match credits with open item
remainders
BI Preparation for Year EndBI Preparation for Year End
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BI Fiscal Year End BI Fiscal Year End
------ TENTATIVE DATES ------------- TENTATIVE DATES -------XXXM1 BU’s:
• Billing Module closes Friday, June 30 for FY2006
• Billing Module reopens Monday, July 3 for FY2007
XXXS1 BU’s:
• Billing Module closes Wednesday, July 5 for FY2006
• Billing Module opens Monday, July 3 for FY2007
The module will be open for both online bills and The module will be open for both online bills and interfaces on Monday, July 3 for FY2007interfaces on Monday, July 3 for FY2007
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Questions ?
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8.9 Upgrade Highlights8.9 Upgrade HighlightsBillingBilling
Printing & Reprinting Invoices
New “From Due Date” and “To Due Date” fields to print invoices that fall within certain due dates.
New “From Invoice Date” and “To Invoice Date” fields to print invoices that fall within certain invoices dates.
Ability to reprint one or multiple bills directly from the Locate Bills pages.
New checkbox on the reprint invoice page that allows users to reprint Invoices, only if they are open in AR.
8.9 Upgrade Highlights8.9 Upgrade HighlightsBillingBilling
53
Questions ?
54
Accounts ReceivableAccounts Receivable
Unapplied “OA” payments debit cash and credit Receivables
Apply your “OA” payments within 30 days of receipt to reclassify them as revenue or expenditures
Critical Reminders
Hot Topics
Preparation for Year End 8.9 Upgrade Highlights
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Clean Up Aging ReportClean Up Aging Report
AR> Collections> Item Information> All Item Information> Search
Item ID begins with ‘OA’
Item Status is ‘Open’
Clean Up Aging ReportClean Up Aging Report
AR> Collections> Aging Report> Aging Detail By Unit
AR> Maintenance> Maintenance Worksheet> Create Worksheet
Clean Up Aging ReportClean Up Aging Report
AR> Maintenance> Maintenance Worksheet> Create Worksheet
Clean Up Aging ReportClean Up Aging Report
Clean Up Aging ReportClean Up Aging Report
AR> Collections> Item Information> All Item Information> Item Activity
This transaction that has been matched by the
user creating a Maintenance Worksheet.
AR> Collections> Item Information> All Item Information> Item Activity
This transaction that has been matched
automatically using Payment Predictor.
Clean Up Aging ReportClean Up Aging Report
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What’s your mission for Year End in AR?
Clean Up Your Aging Report!
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AR Fiscal Year End AR Fiscal Year End
The date the check is received by your agency is the The date the check is received by your agency is the
controlling factor – not the date on the check itself.controlling factor – not the date on the check itself.
All monies received prior to July 1, 2006 are FY2006 funds.Must be deposited in bank when received
Must be processed by close of business July 5, 2006
Direct journal
Apply payment to open item
All monies received after July 1, 2006 are FY2007 funds.Must be deposited in bank when received
Will be recorded in Core-CT through bank file upload
Cannot be processed by users until July 6, 2006
------ TENTATIVE DATES ------------- TENTATIVE DATES -------XXXM1 & XXXS1 BU’s:
• AR Module closes Wednesday, July 5 for FY2006
• All open items from FY2006 coded to Refunds of Current Year Expenditures in lapsing funds will be recoded to Refunds of Prior Year Expenditures after AR module closes on July 5
•OSC will be given a list of these recoded bills and their values for each BU
• AR Module reopens for all transactions on Thursday, July 6 for FY2007
The AR module will be open for DRS Pending Item The AR module will be open for DRS Pending Item interface ONLY on Monday, July 3 for FY2007interface ONLY on Monday, July 3 for FY2007
AR Fiscal Year End AR Fiscal Year End
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Questions ?
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8.9 Upgrade Highlights8.9 Upgrade HighlightsAccounts ReceivableAccounts Receivable
Maintenance worksheets will build and create Match Groups containing associated credits and debits based on matching criteria.
Payment worksheets will allow users to create consistent and personalized worksheets showing the most relevant information, sorted in a format most appropriate to the way in which users perform their tasks.
Worksheets Redesigned and Improved
8.9 Payment Worksheet8.9 Payment Worksheet
8.9 Maintenance Worksheet8.9 Maintenance Worksheet
8.9 Upgrade Highlights 8.9 Upgrade Highlights
8.4 SP2 Navigation8.4 SP2 Navigation 8.9 MP2 Navigation8.9 MP2 Navigation
8.9 Upgrade Highlights 8.9 Upgrade Highlights
8.9 Upgrade Highlights 8.9 Upgrade Highlights
8.4 SP2 Navigation8.4 SP2 Navigation
8.9 MP2 Navigation8.9 MP2 Navigation
71
Questions ?
Welcome John Harnick
GL Donna Braga
AR, BI Deb Carta
Reporting Mike Riggott
EPM Mary Yabrosky
IntroductionsIntroductions
Reporting Mike Riggott
Project Overview
Website
Catalog Updates
Catalog of On-Line Reports
Project Overview
A web-based reporting tool
Intended users
Access to new reports
Catalog of On-Line Reports
Catalog of On-Line Reports
WebsiteUsers will access the catalog through the Core-CT home page
Select the Catalog of On-Line Financial Reports link
Website
Home page
Select a report category
Catalog of On-Line Reports
Catalog of On-Line Reports
Website
Select a report entry
Listing of Reports by Category
WebsiteCatalog Entry for Each Report
Purpose of the report
Type of Report
Legacy SAAAS / CAS reports
Role(s) needed to access the report
Navigation path to the report
Suggested run times
Report Parameters
Example of report output
Flexible Ledger Analysis
Catalog of On-Line Reports
WebsiteCatalog Entry - Example
Flexible Ledger Analysis (CTGLR317)
Introduction
Purpose of the ReportThe report displays a detail listing of account code balances posted to the General Ledger for a single or multiple reporting periods. The run control page provides the user with unique flexibility to select chartfield combinations and to further specify whether they would like the report based on tree nodes ordetail values for each chartfield. User can specify balance sheet accounts (assets, liabilities, fund balance) and operating statement accounts (revenues, expenditures). The report can be sorted and subtotaled by chartfield. The report can be run to a PDF or CSV (MS Excel) format.
Report is used to monitor and review account code ledger balances.
Type of ReportStructured Query Report (SQR)
Legacy SAAAS/CAS ReportsSAAAS 5-1 Expenditure Detail / CAS ACRC 51 Analysis of Expenditures – Monthly Summary, ACRX58 Analysis of Expenditures – Monthly Detail
Role(s) Needed for Access the ReportsCentral GL Approver, Central GL Report Maker, Central GL Reviewer, and Central GL Sys Tech Resource, Agency GL Approver, Agency GL Report Maker Agency GL Reviewer, Agency GL System Tech Resource
Navigation Path to the ReportGeneral Ledger > General Reports > Flexible Ledger Analysis
Suggested Run TimesAd hoc
Catalog of On-Line Reports
WebsiteCatalog Entry - Example
Parameters see screenshot below
In This Field Enter Notes
* Business Unit: type STATE or use the lookup to select
use STATE for all General Ledger reports
* Ledger: type ledger name or use the lookup to select
use Modified Accrual ( MOD_ACCRL ) for most General Ledger reports
* Fiscal Year: fiscal year of the report a four digit numeric value, e.g. 2006
Catalog of On-Line Reports
WebsiteCatalog Entry - Example
Catalog of On-Line Reports
Catalog Updates
12/16/2005 Financials Daily Mail: 9 Chart of Accounts; 2 Accounts Receivable; 2 Accounts Payable
02/23/2006 Financials Daily Mail: 3 Accounts Receivable; 8 Asset Management
Catalog of On-Line Reports
Catalog Updates
12/22/2005 Financials Daily Mail: Budget Transaction Details Report modified to run by fiscal year and accounting period
01/09/2006 Financials Daily Mail: Purchase Order Balance Report now includes future obligations
Voucher Activity Report updated to clarify two column headings: Expended Amount (by criteria) and Total Paid Amt (all codes)
Catalog of On-Line Reports
Summary and Next Steps
Continue to Build Catalog
Suggestions/Comments
Catalog of On-Line Reports
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Questions ?
Welcome John Harnick
GL Donna Braga
AR, BI Deb Carta
Reporting Mike Riggott
EPM Mary Yabrosky
IntroductionsIntroductions
EPM Mary Yabrosky
Upgrade Overview
EPM – HRMS 8.9 Upgrade and Financial Reporting
The EPM Team will make a concerted effort to keep EPM available as much as possible for Financial reporting throughout the HRMS 8.9 upgrade during the last week in April.
Users should identify critical reporting needs during the last week in April and work with Core-CT FIN and EPM Teams to ensure needs can be met or workarounds are in place.
Upgrade Overview
EPM – 8.46 Tools Upgrade
EPM is upgrading from PTools Version 8.44 to 8.46
• Tools Upgrade is targeted for the weekend, April 21 – April 24
• EPM will not be available during Tools upgrade application
Upgrade Overview
EPM – 8.46 Tools Upgrade, Continued
Changes in Functionality from 8.44 to 8.46 will be minor:
• New ‘Folder’ Navigation Options
• New Edit Hyperlink - prompts ‘Read Only’ message for Public Queries and disables the ‘Save’ command
• Order/Sort Feature command now separate commands
• ‘Preview’ Tab renamed to ‘Run’ Tab in Query Component
Upgrade Overview
EPM – 8.46 Tools Upgrade, Continued
•New ‘Folder’ Navigation Options
Upgrade Overview
EPM – 8.46 Tools Upgrade, Continued
New Edit Hyperlink
Upgrade Overview
EPM – 8.46 Tools Upgrade, Continued
•Order/Sort Feature command now separate commands
Upgrade Overview
EPM – 8.46 Tools Upgrade, Continued
•Order/Sort Feature command now separate commands
Upgrade Overview
EPM – 8.46 Tools Upgrade, Continued
•Preview’ Tab renamed to ‘Run’ Tab in Query Component
95
Questions ?
Need More Assistance?Need More Assistance?
We Invite You …… to stay a little longer today.
Live demonstrations on the Core-CT Production Website following User Groups to answer your questions with your “live” data
An opportunity to learn from your fellow module users in other agencies
A chance to network with and reach out to other agencies to discuss business processes
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Lunch BreakLunch Break
Look for this presentation andmeeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/
Extra Session – AR/BI/GLUser Group Mtg March 20, 2006 9am to 12pm
1pm to 4pm
101 East River Drive, Room 1002A&B
***(don’t forget to sign up)
Thank You for your participation
today. We hope this information proved helpful…
ClosingClosing