STATE OF CONNECTICUT Core-CT Project

1. STATE OF CONNECTICUTCore-CT Project Financials User Group Meeting PO/AP March 2006

2. Agenda • Welcome John Harnick • Reporting Michael Riggott • PO Noreen Camara • AP Cynthia Babbitt • EPM Mary Yabrosky

3. Live demonstrations on the Core-CT Production Website following User Group to answer your questions with your “live” data • An opportunity to learn from your fellow module users in other agencies • A chance to network with and reach out to other agencies to discuss business processes Post-Meeting Discussion Group We Invite You…..to stay a little longer today.

4. CustomerSupport Users can call HelpDesk @ 860-622-2300, ext 1 For complex FYE and other issues, send email to Core.Support@po.state.ct.us • Provide more details • Include screenshots • Give details on specific encumbrance issues • Use the same address to request topics for future User Groups

5. New HelpDesk Form Core-CT All Users Daily Mail March 3, 2006 DOIT has launched a new Help Desk form. The Core-CT team urges you to submit problems and questions to the Core-CT Help Desk in this way now. Because it makes for a direct input to the existing help desk system, the new form will save time and speed your request along its way. Here is a direct link to the Help Desk online form: http://workorder.ct.gov/ReportAProblem.aspx

6. New HelpDesk Form 860-622-2407 • Complete top section • Choose Core-CT radial button • Choose Financials radial button • Complete bottom section • Select Submit • Wait for Help Desk to contact you

7. Financial Upgrade 8.4 8.9 • Implement November 2006 • Guarantees future support from Oracle • Latest code line available • Reviewing existing modifications • Analyze new features

8. Upcoming Events • Fiscal Year End • Finalizing Processes • Publishing key dates shortly • Agency monitoring • FYE Labs available • PeopleTools Upgrade • Financial System outage weekend (week of April 22nd) • Daily Mail will be sent out • Asset Management • Labs have already begun • Assistance available through OSC

9. Agenda • Welcome John Harnick • Reporting Michael Riggott • PO Noreen Camara • AP Cynthia Babbitt • EPM Mary Yabrosky

10. Catalog of On-Line Reports • Project Overview • Website • Catalog Updates

11. Catalog of On-Line Reports ProjectOverview • A web-based reporting tool • Intended users • Access to new reports

12. Catalog of On-Line Reports Website Users will access the catalog through the Core-CT home page Select the Catalog of On-Line Financial Reports link

13. Catalog of On-Line Reports Website Home page Select a report category

14. Catalog of On-Line Reports Website Listing of Reports by Category Select a report entry

15. Catalog of On-Line Reports Website Catalog Entry for Each Report • Purpose of the report • Type of Report • Legacy SAAAS / CAS reports • Role(s) needed to access the report • Navigation path to the report • Suggested run times • Report Parameters • Example of report output PO Balance Report

16. Website Catalog Entry - Example Catalog of On-Line Reports Introduction Purpose of the Report The report displays a detail listing of all Purchase Orders (PO) by PO date in chronological order. The report allows the user to specify agency PO business unit, date range, vendor ID, PO Remaining Balance, Obligation Remaining Balance and chartfield combination. Report output includes encumbered, expended and unliquidated balances for each purchase order (encumbered - expended = unliquidated). Reminder: The Future Obligation Total must be manually adjusted for each individual PO. If a change order has been done on the PO, then the Obligation Page should be updated to reflect the change order amount as well. This report is used to monitor and review PO balance data. Type of Report Crystal Legacy SAAAS/CAS Reports SAAAS Option 14 Encumbrance Reports, Option 15 Purchasing Reports, Option 16 Accounts Payable Reports / CAS ACRE 58 Active Commitments – Detail, ACRE 59 Commitment Analysis – Summary Role(s) Needed to Access the Reports AP Report Maker and PO Report Maker Navigation Path to the Report Purchasing > Purchase Orders > Reports > PO Balance Report Suggested Run Times Ad hoc

17. Website Catalog Entry - Example Catalog of On-Line Reports

18. Website Catalog Entry - Example Catalog of On-Line Reports

19. Catalog of On-Line Reports Catalog Updates • 12/16/2005 Financials Daily Mail: 9 Chart of Accounts 2 Accounts Receivable 2 Accounts Payable • 02/23/2006 Financials Daily Mail: 3 Accounts Receivable 8 Asset Management

20. Catalog of On-Line Reports Catalog Updates • 12/22/2005 Financials Daily Mail:Budget Transaction Details Report modified to run by fiscal year and accounting period • 01/09/2006 Financials Daily Mail:Purchase Order Balance Report now includes future obligations • Voucher Activity Report updated to clarify two column headings: Expended Amount (by criteria) and Total Paid Amt (all codes)

21. Catalog of On-Line Reports Summary and Next Steps • Continue to Build Catalog • Suggestions/Comments

22. Agenda • Welcome John Harnick • Reporting Michael Riggott • PO Noreen Camara • AP Cynthia Babbitt • EPM Mary Yabrosky

23. PO Agenda • Welcome new staff • Upgrade to 8.9 – sneak preview • New reporting for GL-71 • PO Balance/Future Obligation Report • Reminders and Topics • Fiscal Year End Labs

24. PO Reminders & Hot Topics PO Critical Reminders • PSA and POS translate values inactivated • Future Obligation/PO Balance Report • GL-71 Reporting • Take all requisitions off hold • Clean up POs Hot Topics • Tolerances are working • 8.9 Upgrade, Enhanced Budget Checking • Fiscal Year End

25. 8.9 Upgrade – Sneak Peek E-Procurements Main Menu for quick access

26. 8.9 Upgrade – Sneak Peek Easier access to more information

27. 8.9 Upgrade – Sneak Peek Purchasing Main Menu, quicker access

28. 8.9 Upgrade – Sneak Peek Form and schedule page combined

29. New Reporting for DAS GL-71 CT_CORE_FIN_PO_GL71_REPORTING

30. PO Balance/Future Obligation Reporting

31. PO Balance/Future Obligation Reporting

32. PO Balance/Future Obligation Reporting

33. FYE PO Checklist To Find Purchase Orders… • Not Fully Matched • Not Approved • In Initial Status • POs without Vouchers • POs on Hold • POs with Recv Req’d Inquiry: Activity Summary oron drop-down box #11 on PO EPM Query “CT_FIN_PEND_OR_CANCELED_POS”Inquiry: Maintain POs>Status>Pending Approval Inquiry: Maintain POs>Status>Initial EPM Query “CT_CORE_FIN_PO_NO_VOUCHERS”Inquiry: Activity Summary by PO with Zero Invoices EPM Query “CT_FIN_POS_ON_HOLD” EPM Query “CT_FIN_PO_RECV_REQ”

34. Fiscal Year End FYE 2006 PO issues • POs in budget error, need to fix ASAP • Blanket POs are for Services only, can’t use Blanket POs for Commodities • Missing Distribution, please don’t delete distribution lines • Accounting date and PO date must always be in the same fiscal year • Budget date on distribution and PO date must always be in the same fiscal year • Don’t override match exceptions • Please don’t budget check, let the system do it. Still having issues with double encumbrances. This happens when a PO gets budget checked two times, one by the system and one by someone at the agency doing individual budget checking or in batch

35. Fiscal Year End Are you having problems trying to close PO’s ? We may have some answers for you… • POs not fully matched • Vouchers associated with the PO but not paid • Activity on PO within the last 30 days • Not checking Amount / Quantity appropriately

36. DON’T DO Fiscal Year End …Track all purchase orders (open) …Make sure POs are closed on a regular basis… …Do Change Orders before last payment is made …Set up POs by Amount or Quantity - NOT BOTH …Close POs before closing Reqs …Call to bring your close days down to 0 …Make dollar changes on Amt Only POs …Try to force POs closed, look at the message log …Delete distribution lines …Change coding on a distribution that has a voucher against it, add a new line instead …Start service POs as a requisition …Do a Change Order on a line that is fully matched

37. Fiscal Year End Labs Where: 101 East River Dr. East Hartford When: April 25th Tuesday 9-12pm & 1-4pm April 27th Thursday 9-12pm & 1-4pm May 2nd Tuesday 9-12pm & 1-4pm May 9th Tuesday 9-12pm & 1-4pm May 16th Tuesday 9-12pm & 1-4 pm May 23rd Tuesday 9-12pm & 1-4pm FYE Lab

38. 10 Minute Break

39. Agenda • Welcome John Harnick • Reporting Michael Riggott • PO Noreen Camara • AP Cynthia Babbitt • EPM Mary Yabrosky

40. AP Agenda • Reminders and Topics • Upgrade to 8.9 – sneak peek • Fiscal Year End

41. AP Critical Reminders Hot Topics AP Reminder & Hot Topics • Columns on Voucher Activity Report • Watch your processes! • Finalizing on Vouchers • (from OSC) Submit (CO-512) Claims Authorization Cards by 6/9/06 • Payment Date (on voucher) changed back to next calendar day • Downloading using .ppt vs .pps (a survey) • Reversal Voucher tips • Cancellation Training at OSC • Fiscal Year End Assistance from OSC • Adjustment Vouchers don’t adjust Inv/Receiving

42. Adj Vouchers don’t update Inventory/Receipt Adjustment Vouchers don’t: Update Quantity on Inventory Receipt Adjust Quantity on Hand in Inventory

43. Adj Vouchers don’t update Inventory/Receipt To accommodate this, enter a manual adjustment to the Quantity on Hand in the Inventory module. AV Accounting Date

44. Adj Vouchers don’t update Inventory/Receipt Verify that the manual adjustment updates the Inventory of that item appropriately by viewing the transaction history - locate the ‘050’ entry.

45. 8.9 Upgrade – Sneak Peek Accounts Payable Center allows for quick access to functionality

46. 8.9 Upgrade – Sneak Peek 8.9 Upgrade – Sneak Peek Voucher Inquiry has been enhanced

47. AP Criteria ‘BY USER2’ uses criteria BU, Entered Date andUser ID. 8.9 Upgrade – Sneak Peek Create AP Search Criteriafor routine inquiries

48. 8.9 Upgrade – Sneak Peek Running Voucher Inquiry using ‘BY USER2’ Search Criteria You only see the criteria you identified to search on.(makes entry quicker)

49. 8.9 Upgrade – Sneak Peek Results of Voucher Inquiry using ‘BY USER2’ Search Criteria – Voucher Details

50. 8.9 Upgrade – Sneak Peek Results of Voucher Inquiry using ‘BY USER2’ Search Criteria - Amounts