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State of Connecticut
Chief Financial Officers MeetingAugust 5, 2004
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• Core-CT Project Status
• Budget Close
• Pre-encumbrances and Encumbrances
• PO Rollover Status
• Questions and Answers
Agenda
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New Project Structure - Financials
Core-CT Financials TeamElaine PelletierJohn Harnick
Supply Chain Team
Joann Bellamo
Financial Modules Team
Dona Black
DevelopmentTeam
Ed Sullivan
Training / User Support Team
Holly Osburn
E-ProcurementPurchasingCatalog ManagementAsset ManagementInventory
Accounts PayableAccounts ReceivableGeneral LedgerBillingProjectsContactsInterfaces / Conversion
Production SupportNew DevelopmentInterfaces / Conversion
Level 2 Help DeskTraining DevelopmentTraining Delivery
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Phase 2 Timing
• Billing– January 2005 Implementation– Current activities include:
• Gathering Configuration data• Determining Interface / Conversion requirements• Preparing for Product Test
• Assets and Inventory– July 2005 Implementation– Similar activities to Billing on a longer timeline
• Projects / Contracts– Planned for 2006
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Phase 2 Agency Readiness Tasks
• Billing– Past Due as of 8/2/2004:
• Task 105 – Conversion Data Mapping
• Task 107 – External Customers – Configuration Data
• Task 108 – Transfer Invoices – Configuration Data
– Upcoming Task
• Loading customers online prior to go-live
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Phase 2 Agency Readiness Tasks
• Assets and Inventory– Past Due
• Tasks 100 through 103: Confirm Assets Systems, Scanners Questionnaire, Assets Configuration Data, Location Information
– Due 10/8/2004:• Task 104 – Asset Conversion Data Mapping
– Workshops on September 8th and September 22nd
– Agency invites coming soon
• Task 106 - Inventory Conversion Data Mapping – Workshop on September 16th
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• Core-CT Project Status
• Budget Close
• Pre-encumbrances and Encumbrances
• PO Rollover Status
• Questions and Answers
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Budget Close
• Commitment (KK) vs. General Ledger (GL)– Many cases where transactions posted to GL but
not to KK– To close budget the calculation is: Carry forward
= Budget minus Commitments minus Expenditures– Adjustments to KK are being made to equal the
balances in GL– Adjustments will be made at every budget level, as
necessary
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Encumbrance & Pre-encumbrance Balances
• Remaining Pre-encumbrance and Encumbrances will be ignored as part of the calculation for carry forward budgets
• Old year POs that did not roll, will remain in FY2004 and made inaccessible by the budget close
• New POs will encumber new year money and carry forward money when brought forward
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Corrections to Balances Brought Forward
• Any adjustments that are needed to carry forward balances once the budget is closed should be brought to John Clark’s attention
• John Clark’s email:john.clark@po.state.ct.us
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• Core-CT Project Status
• Budget Close
• Pre-encumbrances and Encumbrances
• PO Rollover Status
• Questions and Answers
Agenda
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PO - Post FY04 Updates
• A balance is required for a PO to roll • The 71000 account is a budgetary account so it does not roll
– Need to create a new distribution line on the PO • If your PO didn’t roll forward, your PO personnel need to
create a new PO in the new fiscal year– It is critical that they use comments on POs/Contracts for audit
purposes to reference the original PO and why this PO is being created– Old PO will need to be updated to reference the new PO as well
• Lesson Learned: Reconcile and Close POs and Requisitions Monthly– Reduce amount of time at year end to clean up POs and Requisitions– Smoother rollover process– Agencies went from 90,000+ PO’s in April / May down to ~ 16,000 at
rollover
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Update on PO Rollover
• More than 8,200 POs were rolled at FYE– 16,000 + open POs at the time roll over began– At current time, there are 29,000+ POs in 2005
• Rollover results sent to Sponsors beginning 7/23/2004; see Daily Mail for details– Rolled POs– POs stuck mid roll– POs with errors
• PO Cleanup Continues– Continuing to work with “stuck” POs
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Update on PeopleSoft PO Cases
There are two key PeopleSoft Cases / Bugs that impacted PO during the Closing processing:– Closed Budget Period Error on rolled POs
• Certain rolled PO’s could not be accessed, even though budget may have existed
• A fix has been received and has been implemented– Dynamic Insert when Budget Checking
• This error causes POs (and vouchers) to be overlooked in the budget checking process
• Manual intervention continues to ensure that PO’s and payments are processed on a timely basis
• The fix will not be applied until Service Pack 2 Bundle 3 which will occur until next calendar year. In the interim, new PO’s will need to be created.
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Closing
We’ve covered…..
• Core-CT Project Status
• Budget Close
• Pre-encumbrances and Encumbrances
• PO Rollover Status
What questions do you have?
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