financial system upgrade agency change champion pre go-live session july 13 th, 2006

Financial System UpgradeAgency Change Champion

Pre Go-Live Session

July 13th, 2006

2Copyright © 2006 Accenture All Rights Reserved.

Agency Change ChampionPre Go-Live Session July 13th, 2006

HousekeepingPlease put cell phones on vibrate or turn offNo food or drink in training roomsBathrooms down the hallPlease hold questions for Q&A blocksWebsite address for handouts:

– http://www.sao.georgia.gov PeopleSoft Upgrade

– Presentations◘ Change Champion Session (July 13, 2006)

http://www.sao.georgia.gov/



Introductions

Bart HaberboschFinancial Upgrade Business Project Manager



Up-Grade ProgressTips & TroubleshootingReportingSecurity & Sign-onYear EndSupport

Agenda

Preparations for Go LiveUpgrade ProgressUpgrade Progress



Started Upgrade efforts on Saturday, July 1st – Thanks for your clean-up efforts!

Technical phase finished early Monday, July 10th

Functional configurations completed Monday, July 10th

Functional validations and reconciliations July 11th – 16th

First production batch run Wednesday, July 12th

Upgrade Progress

Preparations for Go LiveTips &

TroubleshootingTips &

Troubleshooting



Utilize UPK– http://saofnupk.state.ga.us

Complete Tips & Troubleshooting Guide on SAO website–www.sao.georgia.gov

Tips and Troubleshooting



All Financials

Tips & Troubleshooting

Type Description Solution

Troubleshooting Unable to access CITRIX to log onto PeopleSoft

PeopleSoft no longer accessed through CITRIX. Only an Internet connection is needed

Troubleshooting Unable to access UPK from “Help” within PeopleSoft Financials 8.8

Click the “ALL” pushbutton located to the left of the screen

Troubleshooting Unable to view PeopleSoft pages or UPK after clicking on link

Ensure Pop-Up Blocker is disabled



All Financials - continued



Tip Multiple windows of PeopleSoft 8.8 Financials in use at the same time

To just close one window, click the “X” in upper right corner. To end your PeopleSoft session, click Log Off and close each window

Tip Ability to see all rows of data Click the “View All” button to see all rows of data



Asset Management



Tip Assign tag numbers after an asset is unitized

Do not put a tag number on an asset in the pre-interface if it will need to be unitized – otherwise all unitized assets will have the same tag number

Tip Running the pre-interface program

Run the pre-interface program at least weekly to ensure efficient running of the program and posting transactions to the correct accounting period



Accounts Payable



Troubleshooting Unable to Void/Close a payment that was in 7.02

To void/close an upgraded payment, do a “void put on hold” and enter an adjustment voucher

Tip All converted and new PO’s must be received before a voucher can be entered for them

Enter a receipt for any PO that needs to be vouchered



Accounts Payable - continued



Troubleshooting Converted template vouchers will not be available to copy

Enter new template vouchers - template vouchers in 8.8 are not budget checked, posted or paid

Tip Zero-dollar vouchers included in normal pay cycles

There are no longer separate pay cycles for zero-dollar vouchers



Accounts Receivable



Tip Pending items will post in AR even if there is a budget checking error

Review the budget status on pending item transactions daily and resolve any budget errors. To avoid monthly reconciling differences between AR and GL, payments should not be posted to items with a budget error.

Tip Expense Accounts may not be used as the Entry Reason (Reason Code) when entering a pending item (receivable)

Receivable should be created via a GL journal. When payment is received, the GL journal should be reversed and a Direct Journal entered in AR to record the deposit and posting of the actual funds



Accounts Receivable - continued



Tip All items entered in 7.02 with distribution codes not ending in 2-digits reflecting the budget year have been updated with the new distribution codes

When entering new pending item transactions in 8.8, the updated distribution code must be used whether creating a new IN or performing DR or CR transactions against an existing item

Tip FY07 distribution codes not submitted based on previously prescribed deadlines will not be available Day One of 8.8

FY07 distribution codes will be loaded by SAO staff as time permits

Tip Customer Statement reports not available at go-live

These reports will be available within 30 days



Accounts Receivable - continued



Tip Customers are no longer in the Accounts Receivable module

A separate Customer link on the menu exists to navigate to pages related to customers

Tip Taxpayer ID required when updating or adding a customer

A valid Taxpayer ID is needed to save the customer information

Tip Delay on direct journal cash line creation

The cash line creation on a direct journal takes between 28 and 33 seconds to create after the ‘lightning bolt’ icon is clicked



General Ledger



Tip A new Journal ID defaults to “NEXT” and assigns the next system generated number

Delete the “NEXT” default and enter your agency assigned Journal ID

Troubleshooting Drilldown capability is not available on converted data

Continue to use queries and reports for details on data entered in PS 7.02



Commitment Control



Troubleshooting Import files do not load Use the 8.8 import files, layouts (located on the SAO Financials Website), and Chartfield values

Tip AOB and Amendment journal entries

AOB journal entries are checked as original and Amendments and Internal Revisions are adjustments

Troubleshooting Zero-dollar budget errors

When loading zero-dollar budgets you must enter a corresponding revenue budget row



Commitment Control - continued



Tip After posting budget journals verify they are posted

Go to “Enter Budget Journals” and search where header status = posted. If your journals did not post contact the SAO Help Desk IMMEDIETLY

Labor DistributionType Description Solution

Tip Amount field displays to 3 decimal places

Will be changed to 2 places in the near future



Purchasing



Tip Canceling vs. closing purchase orders

Purchase Orders can be canceled (using the PO Reconciliation Workbench, or using the Red “X” on the primary PO page) only if there is no receipt or voucher activity against them. If there is activity they can be closed using the PO Reconciliation Workbench.

Tip PO Reconciliation Workbench Performance is slow – may take 2 – 4 minutes

SAO will continue to look into ways to improve system performance



Purchasing - continued



Tip Requisition Amount Approval turned on for all Business Units

Requisitions will remain in a “Pending” status after agency level approvals. State Purchasing will do the “Amount Approval” which updates the status to “Approved”.

Tip Location field at the PO distribution level is required

Go to PO defaults page and enter a valid location on the PO distribution. This field is not actually used by the State so any valid value entered is OK. A location code should default based on buyer selected. Contact security group if no value defaulted.



The tasks on the following pages should be done as soon as you have access to the system and will aid you in processing transactions and reviewing your data

Start Up Tasks



Start-Up Tasks

Module Description Solution

All Create new run-control ID’s New run-controls must be set up in the 8.8 environment

Process Type Type Format Distribution

Application Engine Web HTM Desk Top

SQR Report File / Web LP / PDF Document Direct

Crystal Web PDF Report Manager

PS Job None None N/A

Process Scheduler Requests



Start-Up Tasks

Process Scheduler Requests - continued



Start-Up Tasks - continued

Module Description Solution

GL, AP, AR

Off line files released for processing

All files must be in the new 8.8 layout

AP Pay cycle must be selected for first batch process

In order for your pay cycle to process you will need to select the bank and account in the Pay cycle Selection Criteria page

AR Run aging report Run this report when the 8.8 system becomes available (for agencies that use this)

KK Run the AOB report Run this report when the 8.8 system becomes available

Preparations for Go LiveReportingReporting



Reports Crosswalk by ModuleSee Handout

Go-Live Query ListQueries were evaluated and prioritizedList contains queries available at go-live

– Queries not upgraded due to obsolescence are listedQuery development is still underway and new queries will be migrated to production weeklyWe will be posting and updating this list on our Web Site



Reports and Queries – What is DifferentEncumbrance Data – where it isBudget Dates / PeriodsBudget ComparisonTrial Balance



Budget Comparison

Trial Balance

Preparations for Go Live

Security & Sign-onSecurity & Sign-on



Security and Sign-On

Production URL: https://saofn.state.ga.us/psp/sao/?cmd=login

CITRIX no longer usedUser ID: Same as 7.02Password: 8 digit employee ID followed by $

– Example: 12345678$– You will be prompted to change your password

the first time you log in– Select and answer 3 different security questions– Enter your e-mail address



Security and Sign-On - continuedA security form will need to be submitted to

SAO Financials System Security Group for:– Anyone that did not have a valid 7.02 user ID– Additional access– New users

Preparations for Go LiveFY06 Year EndFY06 Year End



Year End


Tip Entering transactions in the correct accounting and budget period when two fiscal years are open

Review the accounting date and the budget date on transactions to ensure they are against the correct period

FY/BY 2006 (7/1/05 – 6/30/06)

FY/BY 2007 (7/1/06 – 6/30/07)

Tip Entering journals to the adjustment period 998 (to be open August 3rd)

On the journal header page, check the “Adjusting Entry” box. Date your journal 6/30/06 - this also ensures the FY06 budget is affected.

Tip Release labor requests in a timely manner

FY06 payrolls: request before June close (8/2/06)

FY07 payrolls: request after June close has been completed



Sun Mon Tue Wed Thur Fri Sat25 26 27 28 29 30 1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31 1 2 3 4 5

6 7 8 9 10 11 12

13 14 15 16 17 18 19

FY06 Close Calendar

7.02 12FY06

8.8 12FY06 & 1FY07

12FY06 & 1FY07

Upgrade – HCM Still Up

998 & 1FY07

998 & 1FY07 2FY07

12FY06 & 1FY07

998 & 1FY07

Preparations for Go LiveSupport and Resources

Support and Resources



Help Desk

404-657-3956 or 888-896-7771Help Desk Hours 8:00 – 5:00

Option 1 - Financials Help Desk

1 Financial Accounting (GL, AR, CU, Budgets, AM)[email protected]

2 Financial Distribution (Vendors, AP, PO) [email protected]@sao.ga.gov

Option 2 - HCM for Labor

1 HCM Application Support for [email protected]

Option 3 – ID, Password, Security

Option 4 – Connectivity, Printing



Help Desk

Before you call the Help DeskRefer to the UPK topic relevant to your issue

– http://saofnupk.state.ga.us Refer to the Tips & Troubleshooting Guide

–www.sao.georgia.govHave any supporting information at hand

– Error message– Screen shots– Screen navigation



Help Desk

What the Help Desk will need from youYour contact information

– Name, User ID, Business Unit, Phone, E-mail addressA clear description of the problem

– Module, navigation, what transaction you are performing, error message, affect of problem on job function, run control

The Help Desk may also need– Screen shots of the problem – Other documentation



Help Desk

What to expect from the Help DeskIncident number assigned to your callA resolution or what our next steps areDue to the expected high call volume

responses may be slower than normal. Please be patient – we will attend to your issue as soon as possible!



Stabilization Check-In Sessions For Agency Change Champions and other interested

partiesAgenda:

• System Availability• Batch Results• Migrations• Urgent Problems Review• FAQ’s• Feedback

Specific problems should continue to be addressed with the Help Desk



Dates Logistics

Week 1: 7/17, 7/18, 7/19, 7/20, 7/21

Week 2: 7/24, 7/25, 7/26, 7/27, 7/28

Week 3: 7/31, 8/2, 8/4

Week 4: 8/7, 8/9, 8/11

Week 5: 8/14, 8/16

Week 6: 8/21, 8/23

Week 7: 8/30

Week 8: 9/6

11am – 12pm

Meeting in SAO Training Room

Bridge Line:1-866-899-5399Room #: *7293148*

Stabilization Check-In Sessions



Information Sources E-Mail

–[email protected] Web Site

–www.sao.georgia.govUPK

– http://saofnupk.state.ga.us

financial system upgrade agency change champion pre go-live session july 13 th, 2006

Documents

trademarks of accenture

accenture high performance

live sessionjuly

started upgrade efforts

cleanup efforts

liveupgrade progresscopyright

thfunctional validations

thfunctional configurations