statewide financial system program 1 commitment control (kk): refresher training key points...

Statewide Financial System Program1

Commitment Control (KK):Commitment Control (KK):Refresher Training Key PointsRefresher Training Key Points

Commitment Control (KK):Commitment Control (KK):Refresher Training Key PointsRefresher Training Key Points

Welcome


Agenda

What’s Changed in the Materials?

Key Points to Emphasize

Key UPK Topics

Exercises

SFS KK Path and Learning Resources


Key Updates (1 of 3)Old: New:

Business Unit (BU) field value did not default. BU value defaults in based on the log in information of the user. For training, the BU defaults to OGS.

In training materials, user must save the budget journal after processing to workflow.

Saving and submitting is a process:1 – Save budget journal in SFS (Journal ID# issued)2 – May make updates to journal before submitting to workflow. Must save all changes in SFS.3 – Submit to workflow

The Budget Context button did not appear on the Lines page.

The Budget Context button now on the Lines page displays:1 – Chartfield descriptions2 – The budget line life to date information, including Amount, Changed Amount, LTD Amount, Parent Amount, and % of Parent

Adding an attachment was done prior to submitting a budget journal into workflow.

An attachment may only to added to a document once it has been submitted into workflow: create, save and submit the journal, navigate to Approval tab and use the ADD link to attachment a document.

What’s Changed in the Materials – KK215


Key Updates (2 of 3)

What’s Changed in the Materials – KK215 (cont)

Old: New:The use of the “Generate Parent Budget” button was not clearly explained, leaving some confusion about when to apply it.

The “Generate Parent Budget” button is grayed out and no longer an option in SFS.

The Review Budget Details topic was removed.

The Review Budget Details topic was removed, as it is accessed now through the Budget Overview inquiry page.

Sub-allocation topic in UPK did not flow consistently with the scenario.

Re-recorded sub-allocation topic, with enhanced features:1 - Ledger Group for sub-allocations should always be at the appropriation level (KK_APPROP)2 - View of sub-allocation workflow on the Budget Approval page3 – Attachments added on the Budget Approval page


Key Updates (3 of 3)

What’s Changed in the Materials – KK215 (cont)

Old: New:

View Budget Exceptions page showed a process of correcting errors by opening up the budget journal in error, fixing it, and resubmitting it.

Resolution - When resolving exception errors, the following steps are used to correct the problem:Step 1. Access the original budget journal in errorStep 2. Copy the original budget journal in errorStep 3 - On the copy, correct the error(s)Step 4 - Save the copy and submit it to workflow (it will begin the workflow routing at the level of the person who resolved the error)Step 5 - Delete the original journal that remains in error status

There was no worklist for budget initiators / originators.

For Initiators, their worklist will include budget journals that have been denied by approvers (notation added in the Approving Budget Journals topic).

Not clear instruction on Run Control IDs, or Inquiry Name fields.

Added clear definition of Run Control ID and Inquiry Name fields. Saving these allows the user to select and save parameters for running reports, processes, and inquiries in SFS.


Key Points to Emphasize – KK215

The Budget Context button allows the users to see two important things at a glance:

• The ChartField values and their descriptions• The LTD information about the budget line (line amount, previous amount,

changed amount, parent amount, and percent of parent)

There is a two step process for saving and submitting journals:

• Journal must be saved. Before it is submitted to workflow, all fields are open and may still be updated.

• To submit to workflow, must click the Submit button to send it for approval through workflow.

Some important clarifications on Inter-Agency Budget Transfers (Sub-allocations):

• Sub-allocations should always be done at the appropriation level

• Sub-allocation workflow (all agencies must approve before DOB & OSC can review/approve).



Budget Journal that is denied:

• Denied budget routed back to the worklist of the initiator• Budget journal is returned to them with the ChartFields open again, so changes

can be made to “fix” the journal• After updating the journal, it then must be re-submitted to workflow

Budget Journal that errors out when attempting to post:

• Step 1. Access the original budget journal in error• Step 2. Copy the original budget journal in error• Step 3 - On the copy, correct the error(s)• Step 4 - Save the copy and submit it to workflow • (it will begin the workflow routing at the level of the person who resolved the

error)• Step 5 - Delete the original journal that remains in error status



3 Buckets of Budgets in SFS:

• Statewide KK – statewide chart of accounts• Agency KK – operating budgets• DOB KK – spending Plans

Two types of Budget Checking in SFS:

• Hard controls – does not allow the transaction to pass in SFS• Soft controls – produces a warning message that budget is about to be

exceeded, but does not prevent the transaction for going through in SFS

Budget Checking for transactions

• Transactions, such as purchase orders and vouchers, are budget checked; meaning the transaction will check the available budget and reduce the budget by the amount of the transaction. If there is insufficient budget available the transaction will fail.


Appropriations and Segregations

Control at bill copy level of detail (Department, Program, Fund/Subfund, Account and Budget Reference)

Two Account levels available to support varying levels of detail for State and Federal funds

Agencies electronically submit budget journals (certificates)

Agency, DOB, and OSC approval and signoff is captured in SFS



Exercises – KK

Training Exercises:

Navigation refresher

Creating a budget journal

Working with a budget journal (locating journal, adding multiple lines, saving, downloading to Excel and submitting to workflow)

Copying a budget journal

Resolving budget journal errors

The Three Step Process

Viewing Budget Overview inquiry and downloading to Excel


Key UPK Topics – KK215

Entering budget transfers

• Entering an Intra-Agency transfer

• Entering an Inter-Agency transfer

Inquiring upon budget journal errors


SFS KK Learning Path and Resources

SFS KK Training Structure


SFS AR Learning Path and Resources

Location of Training Materials and Class Preparation AidsLocation

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127:training-courses&catid=83:training-toolkit&Itemid=662

Quick Start Guides http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=138:quick-start-guides&catid=83:training-toolkit&Itemid=678

Job Aids and Reference Materials

http://www.sfs.ny.gov/sfstools/jobAids/job_aid.html

Guide to Financial Operations (GFO)

http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

COA & KK Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=161&Itemid=682


Thank you for your participation!

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statewide financial system program 1 commitment control (kk): refresher training key points...

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