State of Connecticut Core-CT Project Create and Maintain Budget Journals 4 hrs

2. 2 Getting Started Welcome to the Create and Maintain Budget Journals course! Instructor introduction Participant introduction Training facility orientation Ground rules Parking lot To participate in this course, you should have already completed the following training: PeopleSoft Navigation Tutorial GL Business Process Overview course

3. 3 Objectives In this training, you will learn to: Apply the new GL processes that you learned about in the Overview courses. We will specifically focus on the following processes: Understanding the Budget Structure Reviewing Budget Information Online Creating, Modifying, and Uploading Spreadsheet Budget Journals Creating Online Budget Journals and Budget Transfers Deleting Online Budget Journals Posting Online Budget Journals Reviewing and Correcting Online Budget Journals Use Core-CT as a tool in supporting the processes Utilize Core-CT functionality to maximize your efficiency

4. 4 Agenda

5. 5 Agenda

6. 6 Training Tools In this training session, we will use tools created specifically for this course. Presentation We will use a PowerPoint presentation to guide us through our discussion of processes and key points related to using Core-CT to support those processes Exercises We have developed exercises that will enable you to practice the skills you will learn in each module Training Database The functionality in our database mirrors the Core-CT production environment closely, though changes may be made prior to go-live Data has been loaded into the system to help you learn how to use the system, not to reflect a specific agency�s transactions You can make mistakes and experiment without consequence

7. 7 Training Tools We will also use a web-based help system during the class. This tool will be available to you after go-live. Web Learning Assistant Web-based tool that provides help for specific processes (e.g. Create an Online Budget Journal) Contains: procedures, job aids, glossary Will be your primary reference tool once Core-CT goes live Job Aids are available to reinforce the information introduced in this course. Job Aids summarize key information and outline critical processes in Core-CT. General Job Aids Module Specific Job Aids Reporting Job Aids

8. 8 Agenda

9. 9 Overview The following is a list of the budget structures used by the State: Appropriation Allotment Bond Authorization Bond Allocation Bond Allotment Revenue Estimate Associated Revenue Estimate Agency Level Budgets

10. 10 Key Points Appropriation (Central) Required for legislative appropriations i.e. the General Fund and most other non-bond funds Highest level of budget in Core-CT Created and maintained centrally by OSC Always established as a control budget Allotment (Central) Required for all General Fund and most other appropriated and non-appropriated Funds Created quarterly and maintained centrally by OSC Always established as a control budget

11. 11 Key Points Bond Authorization (Central) Required for all legislative bond authorizations Budget Reference to capture year of bond authorization rather than creating new Fund values annually Created and maintained centrally by OSC Always established as a control budget Bond Allocation (Central) Required for all Bond Commission Allocations Created and maintained centrally by OSC Always established as a control budget Bond Allotment (Central) Required to allot Bond Funds Always established as a control budget

12. 12 Key Points Revenue Budgets (Central) Used by OPM and OSC to track Revenues by Revenue Account Created and maintained centrally by OSC Associated Revenue Estimate (Central) Used for the Grant Transfer Process Created and maintained centrally by OSC May be established as track

13. 13 Key Points Agency Level Budgets Used for creating agency-defined lower level Department ChartField budgets Used for agency �Non-Project� Project ChartField value May be for a different amount than appropriated (e.g. create central reserve), but budget control will ultimately always reside at Appropriation/Allotment Non project budgets: Agency 1 and Agency 2

14. 14 Key Points Project Budget Structure (Agency) Used for creating agency Project budgets based on detailed Project ChartField values and agency defined Department Chartfield values. Capture multiple funding sources in amounts which could differ from the Appropriation, Project Budget Structures include: Project 1 Project 2 Project 3

15. 15 Agenda

16. 16 Overview Reviewing Budget Information using the Budget Inquiry pages allows you to: Inquire on specific budget information such as initial budget, available budget, expenses, encumbrances and pre-encumbrances Drilldown to view the details behind the summary information such as budget journal, budget ledger, and budget line details

17. 17 Process Flow

18. 18 Key Points Remember the following when performing an Inquiry: Only data that has been posted can be viewed through these pages You cannot update information through these pages If you want to use the parameters in a future search save when you exit these pages

19. 19 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together: Viewing Budget Information Scenario: The Department of Consumer Protection wants to view their budget information in summary and detail. WLA Path: Core-CT General Ledger>GL nVision and Reporting>View Procedures>Viewing Budget Information On your own, complete exercise #2 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

20. 20 Agenda

21. 21 Agenda

22. 22 Overview There are three ways to enter and load budgets into Core-CT�s budget ledgers: Spreadsheet Budget Journals On-line Budget Journals On-line Budget Transfers

23. 23 Process Flow

24. 24 Overview Creating Spreadsheet Budget Journals involves the following: Understanding the Components of the Journal Workbook Understanding Budget Journal Defaults Agencies may need to set defaults after downloading the budget spreadsheet Entering Budget Journal Headers and Lines Each journal must be created with a unique Budget Journal ID

25. 25 Process Flow

26. 26 Key Points Remember the following when Creating Spreadsheet Budget Journals: Each user creating a spreadsheet journal entry must have a valid Core-CT Operator ID to use when creating the entry Follow the Journal ID naming standard to avoid creating duplicates Standard: agency acronym + sequential number Example: DAS0000001

27. 27 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Creating Journal Entries using the Spreadsheet Budget Journal template. WLA Path: Core-CT General Ledger > Using Spreadsheet Journals > Data Entry Procedures > Entering Journal Defaults Core-CT General Ledger > Creating and Maintaining Budgets > Data Entry Procedures > Creating Spreadsheet Budgets On your own, complete exercise #5 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

28. 28 Agenda

29. 29 Overview Spreadsheet Budget Journals can be modified in the following ways: Editing Existing Budget Journals To complete incomplete budget journals Copying Budget Journals To avoid redundant data entry Deleting Budget Journals To delete journals that have not yet been uploaded to Core-CT

30. 30 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: We will walk through three scenarios for copying, deleting, and editing spreadsheet budget journals. WLA Path: Core-CT General Ledger > Using Spreadsheet Journals > Data Entry Procedures > Copying Journals Core-CT General Ledger > Using Spreadsheet Journals > Data Entry Procedures > Deleting Journals Core-CT General Ledger > Using Spreadsheet Journals > Data Entry Procedures > Changing the Import Status of Journals On your own, complete exercise #9 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

31. 31 Agenda

32. 32 Overview Uploading Spreadsheet Journals involves the following: Creating the Flat File Save to a location determined by your agency Running the Spreadsheet Budget Journal Import Process Process run as needed by agency

33. 33 Process Flow

34. 34 Key Points Remember the following regarding Uploading Spreadsheet Budget Journals: Agency responsibilities Run the Spreadsheet Journal Import Process as needed Determine where the Flat File will be saved Each Flat File must be saved with a unique name Standard: acronym + date (MMDD) + operator�s initials + sequential number Example: DMV0401JS1 Central responsibilities OSC will review the spreadsheet budget journals online in Core-CT and then kick-off the Edit,and Post processes

35. 35 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: You have finished making your budget journal entries for the day and are now ready to save the journals to a flat file for import into Core-CT The flat file has been created and is now ready for import into Core-CT. WLA Path: General Ledger > Using Spreadsheet Journal Entry > Data Entry Procedures > Creating the Flat File General Ledger > Using Spreadsheet Journal Entry > Process Procedures > Running the Spreadsheet Journal Import Process On your own, complete exercises #12 and 13 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

36. 36 Agenda

37. 37 Agenda

38. 38 Overview Creating On-line Budget Journals consist of the following: Enter Budget Header and Line Information Chartfield combinations and budgetary control parameters are entered on these pages to record the official State and Agency budgets Budget Journal IDs are automatically generated once the journal is saved Example: 0000000001, 0000000002

39. 39 Process Flow

40. 40 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Central: Legislation has passed a law for the Department of Consumer Protection (DCP) to increase their appropriation by 1,000,000. Create a budget journal for this amount Agency: DCP appropriated 500,000 and only alloted 250,000. OSC has now allotted you the remainder. Create a budget journal to update your agency budget by 250,000. WLA Path: Core-CT General Ledger > Creating and Maintaining Budget Journals >Data Entry Procedures > Creating Online Budget Journals On your own, complete exercise #16 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

41. 41 Agenda

42. 42 Overview Creating On-line Budget Transfers consist of the following: Enter Budget Header and Line Information Chartfield combinations and budgetary control parameters are entered on these pages to record the official State and Agency budgets Different Budget Entry type options exist on the Budget Header page Transfer Budget Lines must be in balance Budget Journal IDs are automatically generated once it is saved Must be posted for transfer to occur and view online

43. 43 Process Flow

44. 44 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: The Department of Consumer Protection wants to transfer funds between departments. WLA Path: Core-CT General Ledger > Creating and Maintaining Budget Journals >Data Entry Procedures > Creating Online Budget Transfers On your own, complete exercise #18 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

45. 45 Agenda

46. 46 Overview Keep in mind the following when deleting a budget journal: You can only delete a budget journal that has not been posted The Budget Header Status must either be �None�, �Error�, or �Valid� There will be no audit trail of the deleted budget journal

47. 47 Process Flow

48. 48 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Department of Consumer Protection (DCP) wants to delete a journal that has not yet been posted. WLA Path: Core-CT General Ledger > Creating and Maintaining Budget Journals >Data Entry Procedures > Deleting Budget Journals

49. 49 Agenda

50. 50 Agenda

51. 51 Overview After a budget journal is created and saved online you can set it to post. You can initiate the posting process on the budget line page for a single budget journal. Budget Header Status must be �None� This is the status of the budget journal when created and saved without errors Budget Header status changes to �P� once it is posted

52. 52 Process Flow

53. 53 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Now that your agency has entered a budget journal let's set it to post. WLA Path: Core-CT General Ledger > Creating and Maintaining Budget Journals >Data Entry Procedures > Posting a Single Budget Journal On your own, complete exercise #20 in your Exercise packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

54. 54 Agenda

55. 55 Overview Reviewing and Correcting Budget Journals involve the following: Limit your search to only those budget journals in error View error messages Make corrections Post the budget journal

56. 56 Process Flow

57. 57 Key Points The following is a list of potential errors you may encounter: Budget is closed Budget Period is invalid Account type selected is invalid Account value selected is invalid Chartfield value selected is not correct

58. 58 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: The Department of Consumer Protection's budget journals are marked in error. Review and correct these errors. WLA Path: General Ledger > Creating and Maintaining Budget Journals >Data Entry Procedures > Reviewing and Correcting Budget Journals

59. 59 Agenda

60. 60 Conclusion Wrapping Up Create and Maintain Budget Journals: Summary of Completed Course Objectives Understanding the Budget Structure Reviewing Budget Information Online Creating, Modifying, and Uploading Spreadsheet Budget Journals Creating Online Budget Journals and Budget Transfers Deleting Online Budget Journals Posting Online Budget Journals Reviewing and Correcting Online Budget Journals Final Questions

61. 61 Sandbox Goals/ Action Plan/ Adjourn After this class, Central/Agency users can: Use the Sandbox environment as a database that has been set up to utilize for practice on Core-CT to keep reinforcing what you have learned today. Use all of the exercises completed here in class as job aids in the Sandbox environment when you return to your agencies. Fill out the Action Plan sheet so the participants can plan when they will be utilizing the Sandbox and can make the commitment to do so. Complete the course evaluation forms. Wrap up and Adjourn the class.