1 state of connecticut core-ct project financials user group meeting january/february 2004

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STATE OF CONNECTICUTCore-CT Project

Financials User Group MeetingFinancials User Group MeetingJanuary/February 2004January/February 2004

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AgendaAgenda• 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

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Accounts ReceivableAccounts Receivable

•Transfer Invoices•Payment Predictor•Items with Multiple Accounting Lines•Unposting Items and Payments•Unposting Direct Journals•Grant Transfers

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123456

BecomesItem ID #

Transfer InvoicesTransfer Invoices

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Transfer InvoicesTransfer Invoices

123456

TransferInvoice#

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Payment Predictor Detail Report Payment Predictor Detail Report

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Payment Predictor Detail ReportPayment Predictor Detail Report

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Items with Multiple Account Code DistributionsItems with Multiple Account Code Distributions

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Receivable Item and Payment – Did it post to GL?Receivable Item and Payment – Did it post to GL?

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Direct Journal Deposits – Did it post to the GL?Direct Journal Deposits – Did it post to the GL?

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Direct Journal Deposits – Did it post to the GL?Direct Journal Deposits – Did it post to the GL?

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Direct Journal Deposits – Did it Post to the Budget Ledger?Direct Journal Deposits – Did it Post to the Budget Ledger?

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When do I Unpost Items ?When do I Unpost Items ?

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Unposting ItemsUnposting Items

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Unposting ItemsUnposting Items

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Has Payment Been Applied ?Has Payment Been Applied ?

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Has Payment Been Applied ?Has Payment Been Applied ?

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Unpost PaymentsUnpost Payments

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Research PaymentsResearch Payments

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Research Items from Payments Research Items from Payments

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Unpost Items – Entering a CreditUnpost Items – Entering a Credit

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Unpost Items – Entering a CreditUnpost Items – Entering a Credit

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AR Reports AR Reports http://www.core-ct.state.ct.us/user/finjobaids/docs/ar_reports.doc

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Federal ReceivablesFederal 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

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Advance Funded GrantsAdvance 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

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Grant TransfersGrant 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

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Accounts ReceivableAccounts Receivable

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Downloading the PresentationDownloading the Presentation

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Production SupportProduction 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

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Whole Support TeamWhole Support Team

Core-CT Production Support Team

DOIT Help DeskCentral Process Owners

OSC – Accounting ServicesOSC – Accounts Payable

DAS & DOIT – Procurement ServicesOTT - Treasurer

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Production Support TeamProduction Support Team

Elaine PelletierElaine Pelletier

Jeanne SkellettJeanne Skellett

Holly OsburnHolly Osburn

Development Development

Configuration & SecurityConfiguration & Security

Business SupportBusiness Support

Level 2 Help DeskLevel 2 Help Desk

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Production SupportProduction Support TeamTeam

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General LedgerGeneral Ledger

•Budget Ledgers vs. Actual Ledgers•Commitment Control•Spreadsheet Journals•Financial Reporting

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GL OverviewGL OverviewThe 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 MOD_ACCRL• Modified Cash MOD_CASH• Accrual ACCRUAL

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Ledger Group Ledger Group Ledger Group

Modified Cash Modified Accrual Accrual

EXPENDITURE

COMMITMENT CONTROL LEDGERS (BUDGET)

Appropriation Allotment Agency 1 Agency 2 Project 1,2,3

Budget Amount

Pre-Encumbrance

REQUISITION

Encumbrance PO

Expenditure VOUCHER

GENERAL LEDGERS (ACTUALS)

Ledger GroupLedger Group

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Commitment ControlCommitment Control

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GL Activity InquiryGL Activity Inquiry

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GL Activity Inquiry – Sum By Period, AccountGL Activity Inquiry – Sum By Period, Account

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GL Activity Inquiry – Sum By Period, Account, DeptGL Activity Inquiry – Sum By Period, Account, Dept

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GL Activity Inquiry – Ledger ActivityGL Activity Inquiry – Ledger Activity

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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)

Spreadsheet JournalsSpreadsheet Journals

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Spreadsheet JournalsSpreadsheet Journals

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Financial ReportingFinancial Reporting

•EPM Queries

•Custom Reports

•Standard Reports

•Focus Group

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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

EPM SecurityEPM Security PrinciplesPrinciples

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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

EPM Refresh RateEPM Refresh Rate

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Help Desk

WLA

Data Dictionar

y

Job Aids

AgencySuperuse

r

Use the following process for obtaining EPM help:

Labs

EPM Help ProcessEPM Help Process

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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 eitherFinancials or HRMS teams for timely resolution

EPM Efficient Impact Ticket ResolutionEPM Efficient Impact Ticket Resolution

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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

Query Size Limits- Users requesting larger data set retrieval capability

•Scheduled queries circumvents the limits placed when displaying results on-line

Issue Efforts / Solutions

EPM Open IssuesEPM Open Issues

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Reporting Table Refresh- Intermittent delays in refresh

•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

Performance - Navigation from page to page and running of some queries sometimes takes too long

•Tech Team has increased memory & servers

• Indexes begin added to tables•Queries are being evaluated•Schedule Query

Issue Efforts / Solutions

EPM Open IssuesEPM Open Issues

Run Hyperlink on Query Manager-Some users experiencing blank page orerror message return

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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

EPM Scheduled QueriesEPM Scheduled Queries

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What is a Tree?

• The graphical hierarchy in PeopleSoft systemsthat displays the relationship between items in a group

• Trees add a convenient graphical layerthat displays the relationships between chartfield values

Benefits in EPM:

• Trees allow a user to restrict a query result set to onlythose rows of data which have values that exist in a tree node

EPM in Tree: Constraint TypeEPM in Tree: Constraint Type

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New Reporting Tables being developed for Financials:

Table Name Description

Budget Transaction Holds all posted and unposted budget journal entries

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

EPM New TablesEPM New Tables

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What is an Expression?

• Expressions are calculations that PeopleSoft Queryperforms as part of the query

• Expressions may be used to compare values

Uses:

• Numerical Manipulation• Substring• Concatenate• Decode (IF)

EPM ExpressionsEPM Expressions

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EPM QueriesEPM Queries

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GL Reports GL Reports

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GL Reports GL Reports

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Financial ReportingFinancial Reporting

Problems with Bursted Reports

•Why can’t I see mine?

•When can I request a re-run?

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GL Reports GL Reports http://www.core-ct.state.ct.us/user/finjobaids/docs/general_ledger_reports.doc

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General LedgerGeneral Ledger

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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’son the Core-CT Website (http://www.core-ct.state.ct.us/)

• Next Meeting – February 23, 2004101 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)

ClosingClosing

1 state of connecticut core-ct project financials user group meeting january/february 2004

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