Date post: | 12-Jan-2016 |
Category: |
Documents |
Upload: | frederick-mcbride |
View: | 213 times |
Download: | 0 times |
July 22, 2009
Project Status Next Steps Mini Town Hall meetings Reminders / Q&A
2
4
We are going live!Go-live date: Wed, Sep 16PeopleSoft shut-down at 5 PM on Mon, Aug 31
ENTAP Training begins Mon, Aug 3 MANDATORY Security will be revoked if not attended before
go-live Please do not attend training not specifically
necessary for your job until after go-live Training Registration
E-mail Michelle Taylor ([email protected])
Call 317-234-4927 Register online
6
PeopleSoft Cleanup sessions Continue on Wednesdays, IGCS Conf Ctr, Rm 15
Complete PO Reconciliation Complete Chart of Accounts Mapping
Deadline: Mon, Aug 17, 5 PM Submit Projects Module Mapping
Spreadsheets Deadline: Mon, Aug 17, 5 PM
Review fund center Mapping on website Will be posted by Tue, Aug 11, 5 PM Deadline: Thu, Aug 13, 5 PM
7
The way we account for Federal and Capital Funds is changing – we must be prepared! Budgets will be controlled, unlike today Test every grant in Sandbox
We need complete and up-to-date budgets Funding Source Allocation must be set up for
each project Subrecipients of Federal grants
Review process – agency receiving Federal grant creates project number, funding source, gives subrecipient agency access to funding source
8
9
General Ledger Month-end Closing Schedule
9
Accounting
PeriodMonth
Balancing Reconciliation Completion Date
General Ledger Accounting Period Close Date
2010 / 1 July Thu, Aug 6 Tue, Aug 11
2010 / 2 August Mon, Aug 31 Mon, Aug 31
•When periods close after go-live, they will not be re-opened under any circumstances•AP is closed at 9 AM on the 1st of the month•GL is closed at 5 PM on the scheduled date
By 5 PM on Mon, Aug 31: AP – All vouchers not completely through pay
cycle must be unposted and put on hold GL – All GL journals must be posted or deleted PO – All POs must be dispatched and budget
checked AR – All Accounting entries must be complete All Subsystem Journals must be posted to GL! No exceptions
10
Vendor Letter sent this week Agencies are not to submit their own communication Deadline to submit invoices to agencies: Mon, Aug 17
Deposits will still be made at Treasurer’s Office Cut off for AP vouchers / JVs at Auditor’s Office
Thu, Sep 3, 4 PM Exceptions: contact Mary Reilly / Mike Frick
Fund Center freeze (no additions or changes) Thu, Aug 13, 5 PM
11
Emergency payments only Must be processed outside of PeopleSoft
between Sep 1 and go live Payments will be accelerated as needed
Tuition Support, Higher Education, payroll Other payments– please contact SBA
Budget Analyst Auditor’s Office will make no payments
on Mon, Sep 14 and Tue, Sep 15
12
DCS & DOR must provide files (new COA, format) on Mon, Sep 14 DCS: Child Support, Foster Care DOR: Corporate, Manual, Indiv, Motor Carrier Include Warrants & ACH Include Domestic & International addresses
Files will be loaded just prior to release of environment to make payments as soon as possible
13
Cutover plan in 3 hour increments posted to ENCOMPASS website
Please continue to test in current Sandbox until taken down after go live
Auditor’s office will enforce 35 day payment terms from invoice date Utility and State employee vendors set to
immediate payment Contract terms override 35 day rule – set at
purchase order level Exceptions – contact Mary Reilly of Auditor’s Office
14
Tue, Aug 4 1:00 – 3:00 IGCS Auditorium Topic – TBA, likely Month end processes,
Projects Module, Alchemy Tue, Aug 18 9:00 – 11:00 IGCS Conf Rm B
Accounting Issues Tue, Aug 25 9:00 – 11:00 IGCS Auditorium
AOS Business Processes
16
Register for Training Comply with Deadlines listed in prior
slides Agency specific questions – stay after
Town Hall Next Town Hall: Tue, Aug 18, 1:00 – 3:00,
IGCS Auditorium
18
Steve Daniels, State Budget Agency e-mail: [email protected] phone: (317)
232-2974 Ryan Downham, Auditor of State’s Office
e-mail: [email protected] phone (317) 234-1626
Marilyn Rudolph, State Board of Accounts e-mail: [email protected] phone: (317)
234-4929 Jim Welsh, GMIS Office
e-mail: [email protected]
ENCOMPASS Website http://myshare.in.gov/sba/encompass
ENCOMPASS Email Address [email protected]
If you are having technical issues, submit them to GMIS http://extranet.in.gov/gmis/issue_entry/
base/issue_entry.asp
20
We Welcome Your Feedback / Questions / Comments