2/5/2019
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SFMS USER GROUP MEETINGFEBRUARY 5, 2019
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SFMSSFMS
Agenda
Structure Review SABRS-Structure Review Financial Archive Profile Roll DHS/OHA process to get ready for Profile Roll Financial Inquiry Screens-37, 44, 46, 47, 89 D23 Funds Overview
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SFMSSFMS
SFMA Terms3
Table ArchivesDocument Tracking,Payments, Financial,
Receipts, Profiles
PurgesVendor TableACH Vendor
Website
LiquidationEncumbrances
Closing ProgramsYear EndBiennium
Rollover ProgramsProfile
Year End
SFMSSFMS
How many times have you visited our website in the current month?
A.OnceB.2-5 timesC.6-10 timesD.More than 10 times
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Once
2‐5 times
6‐10 times
More than 10 times
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SFMSSFMS
How many times have you visited our website in the last 6 months?
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A.OnceB.2-5 timesC.6-10 timesD.More than 10 times
Once
2‐5 times
6‐10 times
More than 10 times
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SFMS Web site6
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LIZ SCHULTZPROGRAM STRUCTURE REVIEW AY 21
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SFMSSFMS
Program Structure Reviews – AY21
Background on R*STARS Program Structure
Responsibilities & Timelines -- Agencies, SABRS & SFMS
Recommended practices
Tips to avoid common pitfalls
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SFMSSFMS
Background on R*STARS Program Structure
Oregon Budget Information Tracking System Relational Statewide Accounting & Reporting System
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ORBITS & R*STARS share certain common data elements to allow agency accounting & budgetary structures to
be aligned between the two systems.
Central repository of budgeting information for the state
Central repository of accounting information for the state
SFMSSFMS
Background on R*STARS Program Structure
Example ORBITS to R*STARS Structure Alignment Spreadsheet
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Background on R*STARS Program Structure11
Reporting Level Type• B = Summary Cross Reference (SCR) Level• A = Detail Cross Reference (DCR) Level
Reporting Level Number• ORBITS Budget Level Number
ORBITS Cross Reference Number (X Ref #)• Digits 1–5 (Level 1)= Agy number followed by 00• Digits 6–8 (Level 2) = Reporting Level B • Digits 9–10 (Level 3) = Reporting Level A • Digits 11–17 (Lower Levels) = Agency defined
SFMSSFMS
Background on R*STARS Program Structure12
R*STARS Program Level (R*STARS D04 Profile)• Nine levels available to define the agency
budgetary structure for reporting purposes.
• Level 0 = System required default - “0000” • Level 1 = Agency level - typically “0001” • Level 2 = Appropriation level – typically SCR level *• Level 3 = Appropriation level – typically DCR level *• Level 4 – 9 = Lower Levels – Agency defined *
* Program structures will vary based on agency needs.
• Agencies are required to maintain a one-to-one relationship between R*STARs D04 Profile and ORBITS X-Ref # down to Detail Cross Reference (DCR) Level.
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Background on R*STARS Program Structure13
How does this look on the D04 screen?
SFMSSFMS
Background on R*STARS Program Structure
R*STARS D04 Screen - Program Code Profile
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The D04 profile is centrally maintained by SABRS
The ORBITS XREF field aligns R*STARS to ORBITS
Program hierarchy is displayed on this screen
Program code level of 4 in this example
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SFMSSFMS
Background on R*STARS Program Structure
R*STARS 26 Screen - Program Cost Account Profile
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D04 program code is included on 26 PCA profile maintained by agency
PCA identifies program code to use to summarize accounting activity
Agy Bud Prg Level Ind should match program code level on D04 screen
SFMSSFMS
Responsibilities & Timelines16
AgenciesMarch – April 2019
•Identify any changes needed to your agency program structure for AY21.
•Notify SABRS and your SFMS analyst of any changes to the D04 program structure.
•Submit required documentation to SABRS and copy your SFMS analyst.
SABRSApril – May 2019
•Review agency requested changes for alignment with ORBITS.
•Coordinate with agency on D04s to delete. Agency must delete related AY21 PCAs first.
•Input changes into RSTARS D04 profile for AY21.
AgenciesMay – June 2019
•Delete PCAs rolled forward in AY21 before SABRS deletes related D04 profiles.
•Review changes to D04 profiles made by SABRS.
•Set up AY21 PCAs for new or updated D04 profiles.
•Notify your SFMS analyst that AY21 profiles are ready for review.
SFMSJune 2019
•Review updated D04 and 26 profiles to ensure program structure is properly established.
•Provide any review results to agency to help ensure successful posting of agency’s AY21 transactions.
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Recommended Practices
1. Keep program codes in a logical numbering sequence.
2. SABRS recommends separate PCAs that point to a Level 2 program code for legislatively approved budget appropriation & allotment entries.
3. SFMS recommends all other PCAs use lowest level program code in hierarchy.For consistency, consider inserting intermediary program levels so all PCAs are at the same program code level.
4. Make sure Agency Budget Program Level Indicator on 26 PCA screen matches program code level shown on the D04 screen.
5. If you have PCAs using program codes or agency budget indicators at different levels, be aware this may impact how results are displayed in DAFR reports, Datamart queries & the 61 Agency Budget Financial Inquiry screen.
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Tips to Avoid Common Pitfalls
The tips below are to help you avoid some common pitfalls. These can result in a loss of accounting integrity and often require a lot of work to correct!
Inactivate or delete related PCAs prior to inactivating or deleting the program code. If PCA remains active, the system will not prevent transactions from continuing to post. Only delete profiles if they have had no transaction activity to them in that AY.
Do NOT make changes to existing program codes if they already have transactions posted to them in that AY.
When making changes to higher-level program codes, make sure all D04 program code profiles that roll up to the program code were resaved (F10) to reflect the new program hierarchy.
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Program Structure Reviews – AY21
SFMS conducts full or partial reviews of agency structure changes depending on the extent of the changes. If there are no program structure changes from the prior AY, a review will not be conducted.
During these reviews, we review the following: D04 screens match to agency approved spreadsheet.
Program code hierarchy is correctly established within the system. PCAs have been established and inactivated as appropriate.
Please let your SFMS agency support analyst know if you have any questions or need assistance with this process.
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SFMSSFMS
Are you planning on having a structure review?
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A.YesB.NoC.Maybe
Yes
No
Maybe
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SFMSSFMS
Any Questions?
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DAS Chief Financial Office SABR Section
R*STARS STRUCTURE PRESENTATION
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SFMSSFMS
Overview
What actions require Program Code changes? Deadlines Required documentation Responsible Parties Final Thoughts
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SFMSSFMS
What actions require program code changes?
• ORBITS Structures have changed due to the following:
Policy Decisions
Legislative Changes
• Additional D04 programs are necessary to meet accounting needs.
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Required Documentation
• ORBITS to R*Stars Alignment spreadsheet (see p.6)
Copies of this document may be requested from [email protected].
Update spreadsheet as necessary.
Include all current 2019-21 ORBITS Cross Reference structures and proposed 2019-21 R*Stars D04 Programs.
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SFMSSFMS
Required Documentation Cont.
Highlight the requested changes. These can be additions, changes or deletions. Note: Deletions are only allowed at the change of a biennium. This requires that the agency update all existing pca’s associated with the D04 to be deleted and the D04 can not have any activity in the 2019-21 biennium.
Use the Comments field to explain what needs to be done
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Structure spreadsheet example27
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Deadlines
• March 20, 2019 Notification to SABRS at [email protected] that D04
Program structure changes will be needed. Please include your SFMS Agency Support Analyst on this notification.
• May 1, 2019 or Sooner! Provide SABRS with an alignment spreadsheet displaying the
D04 Program structure changes needed.• ASAP If additional changes are necessary based on Legislative action
please provide these to SABRS.
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SFMSSFMS
Responsible Parties
Agencies•Notify SABRS and SFMS Analysts of pending D04 Program Structure changes.
•Provide required documentation to SABRS via [email protected] CC SFMS Analyst.
•Review changes made by SABRS.
•Work with SFMS Staff on additional R*Stars structure changes as necessary.
SABRS• Review requested changes for
alignment with ORBITS.
• After the SFMS Profile Copy is performed (April 17th) and once the structure is finalized; input changes into the R*Stars D04 profile.
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Final thoughts
• D04 programs on R*Stars must be set up for each ORBITS Summary and Detail Cross Reference Number. Lower level structures may be set up based on accounting needs.
• Updates to your D04 program codes may require updates to additional R*Stars structures. Please communicate with your SFMS Analysts during this time.
• Please contact [email protected] with questions.
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SFMSSFMS
Any Questions?
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ALAN PARK SFMA ARCHIVES
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Upcoming SFMA Archives
SFMSSFMS
2019 Payment Control/Cancel Archive – 2/28/19
No Agency responsibility No anticipated system downtime Archive criteria:
Cancelled, Stop Pay and Paid warrants if the Cancel Date or Redemption Date is prior to 7/1/16
All Expired warrants (expired prior to 11/1/18) Warrants with a Payment Status of “I” (Issued) are not archived Archived records from the Payment Control table are loaded
to the Datamart
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Payment Control Archive Record Counts
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SFMSSFMS
Payment Cancel Archive Record Counts
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2019 Financial Archive – 4/5/19
R*STARS System Functionality: When the 530 screen displays the message “EAI - IT FILE
CLOSED”, agencies:CAN view/update profile screens, use financial inquiry
and drilldown screensCANNOT create, edit or release batches
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SFMSSFMS
2019 Financial Archive – 4/5/19 (Continued)
ADPICS System Functionality: When the R*STARS 530 screen displays the message “EAI - IT
FILE CLOSED”, ADPICS agencies:CAN create purchase orders, direct vouchers, etc.CANNOT send transactions over to R*STARS. When the
R*STARS IT FILE is closed, you will receive the message “R*STARS System Not Available. Document Not Posted.” Transactions will remain in Unposted Status in ADPICS and can be sent to R*STARS once the IT file is open.
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SFMSSFMS
2019 Financial Archive – 4/5/19 (Continued)
No Agency responsibility System Availability:
Friday, April 5 – SFMA is available as usual. Financial Archive jobs will begin after the normal nightly batch cycle.
Saturday, April 6 – R*STARS 530 screen will have a message that reads “EAI - IT FILE CLOSED”
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SFMSSFMS
2019 Financial Archive – 4/5/19 (Continued)
System Availability (Continued): Monday, April 8 – Expedite cycle will NOT occur R*STARS 530 screen will have a message that reads “EAI - IT
FILE CLOSED” for most of the day (possibly all day) while SFMS staff validate the archive.
SFMS plans to run a batch cycle Monday night (4/8). We will communicate the status of our verification on Monday and open up the IT file as soon as possible.
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2019 Financial Archive – 4/5/19 (Continued)
Archiving financial data through Fiscal Year 2015 except for protected Capital Construction (CC) records.
Affected Tables/R*STARS Screens:
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Table Screen CC Table Screen CC
Document Summary 11 Yes Contract 68 No
Allotment (Agency Budget) 61 Yes Agency/Fund 69 No
Appropriation 62 Yes Project 80 No
Cash Control 63 No Summary GL Document 83 Yes
Document Financial 64 Yes Inactive Accounting Event 84 Yes
General Ledger 65 Yes Summary General Ledger 89 Yes
Grant 66 No
SFMSSFMS
2019 Financial Archive – 4/5/19 (Continued)
Archived records from the following tables are loaded to the Datamart:
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R*STARS tables Datamart table names (begin with SFMSARCH)Document Financial Arch Doc FinancialGeneral Ledger Arch Gl DetailGrant Arch Grant FinancialContract Arch Contract FinancialProject Arch Project FinancialInactive Accounting Event Arch All Acct EventSummary General Ledger Arch Gl Summary
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SFMSSFMS
Financial Archive Record Counts43
SFMSSFMS
When is the Financial Archive this year?
A. April 5B. May 3C. June 7
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April 5
May 3
June 7
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SFMSSFMS
Any Questions?
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PROFILE ROLL PROGRAM
JULIE TACCHINI
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SFMSSFMS
Profile Roll Program DAFM355
Quick Rundown of What the Profile Roll Program Is It will run April 17, 2019 It creates new profiles for FY20, FY21, AY21 It will NOT create new profiles for profiles that your agency
no longer needs. It is our friend!
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SFMSSFMS
Profile Roll Program DAFM355
Let’s look at the following aspects of the Profile Roll.A. Which profile screens are involved?B. How does the system determine which agency profiles to roll?C. What will the new profiles look like?D. Some examples.E. What do I need to do at my agency?F. Important Reminders and Helpful Hints
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Profile Roll Program DAFM355
A. Which profile screens are involved? There are currently 11 profiles in use with an AY key.
20 Appropriation D03 Organization Code21 Index/PCA Relationship D04 Program Code22 Cost Allocation D09 Comptroller Source/Group24 Index Code D10 Comptroller Object26 Program Cost Account D11 Agency Object82 Comptroller Relationship Edit
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SFMSSFMS
Profile Roll Program DAFM355
A. Which profile screens are involved? There are only three profiles with an FY key.
D73 Cash FundD23 Fund
D67 GL Tables Control
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SFMSSFMS
Profile Roll Program DAFM355
B. How does the system determine which agency profiles to roll?1. The profile key’s AY or FY must equal the current years on the 97
screen.
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SFMSSFMS
Profile Roll Program DAFM355
B. How does the system determine which agency profiles to roll?2. The Status code must be ‘A’ (Active).3. The Effective End Date must be blank
or greater than 06302019.
This prevents old or unnecessary profiles from being created for the next FY/AY.
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Profile Roll Program DAFM355
C. What will the new profiles look like? AY profiles will have 1 new record created.
AY will be 2021.Effective Start Date will be 07012019.Effective End Date will be:
Blank if previously blank.Or 3 years greater than the date on the current profile.Except 20 Appropriation profiles which will be 12312021.
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Profile Roll Program DAFM355
C. What will new profiles look like? FY profiles will have two records created.
One with FY of 20 and one with FY of 21.Both with an Effective Start Date of 07012019.Both with an Eff End Date that is blank.
FY20 FY21Eff Start Date 07012019 Eff Start Date 07012019
Eff End Date Eff End Date
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Profile Roll Program DAFM355
D. Some Examples – What will the new profile(s) be?1. An AY19 Active 24 screen Index Profile with a blank Eff End
Date. Is it an AY or FY profile? Is it for a current FY or AY per the 97 profile? Is it active? Is the Effective End Date blank or > 06302019?
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Profile Roll Program DAFM355
D. Some Examples – What will the new profile(s) be?1. An AY19 Active 24 screen Index Profile with a blank Eff End
Date.a. No new profile.b. Two new profiles: One for FY20 an Eff Start Date of 070119,
and an Eff End Date of 06302020; and one for FY21 an Eff Start Date of 07012020 and an Eff End Date of 07012021.
c. One new profile: for AY21 an Eff Start Date of 070119, and a blank Eff End Date.
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SFMSSFMS
An AY19 Active 24 screen Index Profile with a blank Eff End Date
A. No new profilesB. Two new profiles- One for FY20 an Eff Start
Date of 07019, and Eff End Date of 06302020: and One for FY21 an Eff Start Date of 07012020 and an Eff End Date of 07012021
C. One new profile-for AY21 an Eff Start Date of 070119, and blank Eff End Date
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A. B. C.
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Profile Roll Program DAFM355
D. Some Examples – What will the new profile(s) be?1. An Active 24 screen Index Profile for AY19 with a blank Eff
End Date.
The correct answer is:c. One new profile: for AY21 an Eff Start Date of 070119, and a
blank Eff End Date.
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Profile Roll Program DAFM355
D. Some Examples – What will the new profile(s) be?2. FY19 Active D23 screen Fund Profile with a blank Eff End Date
a. One Profile for FY20 & Eff Start Date of 07012019.b. One Profile for FY20, Eff Start Date of 07012019 and Eff End Date of
06302020.c. Two Profiles: One for FY20 with an Eff Start Date of 07012019 and a
blank Eff End Date; One for FY21 with an Eff Start Date of 07012019 and a blank Eff End Date.
d. No new profiles.
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FY 19 Active D23 screen Fund Profile with a blank Eff End Date
A. One Profile for FY20 & Eff Start Date of 07012019.
B. One Profile for FY20, Eff Start Date of 07012019 and Eff End Date of 06302020.
C. Two Profiles: One for FY20 with an Eff Start Date of 07012019 and a blank Eff End Date; One for FY21 with an Eff Start Date of 07012019 and a blank Eff End Date.
D. No new profiles.
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A. B. C. D.
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Profile Roll Program DAFM355
D. Some Examples – What will the new profile(s) be?2. FY19 Active D23 screen Fund Profile with a blank Eff End Date.
The correct Answer is:c. Two Profiles: One for FY20 with an Eff Start Date of 07012019 and a
blank Eff End Date; One for FY21 with an Eff Start Date of 07012019 and a blank Eff End Date.
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Profile Roll Program DAFM355
D. Some Examples – What will the new profile(s) be?3. An AY19 Active 20 screen Appropriation Profile with an Eff
End Date of 123119.a. One Profile for AY21 with an Eff Start Date of 07012019 and an
Eff End Date of 12312021.b. No Profile.c. One Profile for AY21 with an Eff Start Date of 07012019 and an
Eff End Date of 063021.
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SFMSSFMS
An AY19 Active 20 screen Appropriation Profile with an Eff End Date of 123119.
A. One Profile for AY21 with an Eff Start Date of 07012019 and an Eff End date of 12312021.
B. No Profile.C. One Profile for AY21 with an Eff Start
Date of 07012019 and an Eff End date of 063021.
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A. B. C.
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Profile Roll Program DAFM355
D. Some Examples – What will the new profile(s) be?3. An AY19 Active 20 screen Appropriation Profile with an Eff
End Date of 123119.
The Correct Answer is:a. One Profile for AY21 with an Eff Start Date
of 07012019 and an Eff End Date of 12312021.
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Profile Roll Program DAFM355
E. What do I need to do at my agency? BEFORE April 17, 2019 review your agency structure to determine
what level of change needs to be made for AY21. No changes needed to the Accounting Structure. Minor changes are needed, including new appropriation
numbers. Substantial change is needed, profiles need to be created.
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Profile Roll Program DAFM355
E. What do I need to do at my agency? No changes needed to the Accounting Structure.
BEFORE the roll, ensure that necessary profiles are active and have appropriate Eff End Dates to generate new profiles.
After the roll, but BEFORE using the new profiles, review and make changes to titles as necessary.
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SFMSSFMS
Profile Roll Program DAFM355
E. What do I need to do at my agency? Minor changes are needed, including new appropriation
numbers. BEFORE the roll, ensure that necessary profiles are active
and have appropriate Eff End Dates to generate new profiles.
After the roll, but BEFORE using the new profiles, review and make changes to titles as necessary.
After the roll, but BEFORE using the new profiles, make modifications as necessary.
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SFMSSFMS
Profile Roll Program DAFM355
E. What do I need to do at my agency? Substantial change is needed, new profiles need to be created or existing
profiles are not needed to roll into AY21. Before the roll, Inactivate or place an Eff End Date < 063019 on profiles
that are not needed for AY21.Do not do this with a profile that has a balance. A new profile will be
necessary for adjustments made after July 1. If you do change an existing profile in one of these ways, you will
need to return it to its original configuration after the roll to allow remaining FY19/AY19 transactions to process.
After the roll, Agency establishes new agency profiles. After the roll, complete and submit appropriate forms for SFMS to set up
D23 Fund and D73 Cash Fund profiles.
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SFMSSFMS
Profile Roll Program DAFM355
F. Important Reminders and Helpful Hints Although not part of the Roll Program, agencies will
need to set up two new 25 screen Agency Control Profiles – one for FY20 and one for FY21.
Now is a good time to review 91 screen Report Request Profiles. Will dates need to be changed or new profiles created?
Review 550 screen Recurring Transaction Profiles. Do any new profiles need to be created to accommodate changes to agency accounting structure?
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SFMSSFMS
Profile Roll Program DAFM355
F. Important Reminders and Helpful Hints ABOVE ALL ELSE: Changes to profile data elements MUST
NOT be made once the profile has been used. Review SFMS Desk Manual Prof .2 Creation of New Year
Profiles. If you have questions, contact your SFMS Analyst.
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SFMSSFMS
Any Questions?
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Profile RollDHS/OHA
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SFMSSFMS
AY Profile Roll
Prior to the roll Review:
26 Profiles (PCA) Activity End Dates
End dates: PCAs to roll will have no end date or an end date after 6/30/19 PCAs not to roll will be end dated on or before 6/30/19
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SFMSSFMS
AY Profile Roll
After the roll:
Review: D03 Profiles (Organization Code) 24 Profiles (Index) 26 Profiles (PCA)
D03 and 24 Profiles – Update as appropriate due to agency reorganizations
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SFMSSFMS
AY Profile Roll
After the roll:
26 Profiles: Screen scrape all profiles for the new AY Review the elements within the profile to create a template with
updatesGrant phase, RTI, AC2, End Date
Use macro to load profiles with appropriate changes Run a new screen scrape and validate the data against the
intended revisions
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SFMSSFMS
Any Questions?
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FINANCIAL INQUIRY SCREENS JULIE TACCHINI
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
Some Under-recognized Workhorses of Rstars.37 screen Document Tracking Inquiry44 , 46 and 47 screens Warrant Information89 screen Summary General Ledger Account Inquiry
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
Why is thisbatch still onthe 530 screen?
37 screenDocumentTrackingInquiry
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FINANCIAL INQUIRY SCREENS
The secretmeanings toall thosecodes!
D44 ScreenAction CodeProfile
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FINANCIAL INQUIRY SCREENS81
SFMSSFMS
FINANCIAL INQUIRY SCREENS
This documentwas added,released,placed on hold, changed, released,and so on and so on….
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
Has thiswarrantclearedyet?
44 ScreenSingle PaymentCancellation
OR…
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
Has thiswarrantclearedyet?
46 ScreenRewrite/Duplicate Payment
OR,,,
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
Has thiswarrantclearedyet?
47 ScreenPayment ControlTable StatusMaintenance
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
Enhanced 89 ScreenSummaryGL Inquiry
You can drillIn to specificsIf you chooseMA and Detail
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
And you candrill down evenfurther…
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SFMSSFMS
FINANCIAL INQUIRY SCREENS
And whenyou aredone, youcan returnto the 89 screenwith an F9
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SFMSSFMS
Any Questions?
89
D23 FUND KARLENE HANCOCK
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SFMSSFMS
I am the authorized signer on D23 requests
A.Yes B.No
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Yes
No
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D23 Fund
What is sent to SFMS?
Completed D23 Form Completed D73 Form (if appropriate) The appropriate Legal Authority for request
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D23 Fund
What is appropriate Legal Authority?
HB/SB that starts a new program and any legal restrictions HB/SB with spending authority ORS E-Board Minutes Chapter Law
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D23 Fund94
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D23 Fund95
SFMSSFMS
D23 Fund
What is the expected turn around?
SFMS has 5 days to review & approve a D23 Request
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SFMSSFMS
D23 Fund
Reasons it may take longer:
Governor has not signed the bill. This is common at the end of a regular session.
New Treasury Account has not been setup or cross-walked into R*STARS
Documentation incomplete, agy has been notified, and waiting response
Questions arise during review, agy has been notified, and waiting response
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SFMSSFMS
D23 Fund
Once entered into R*STARS
The agency will be notified by email that it has been reviewed, entered, and is now ready to use.
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SFMSSFMS
D23 Fund
If you have questions regarding
D23 Requests please let me know.
Ph 503-373-0714
Email [email protected]
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Any Questions?
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SFMSSFMS
101
