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STATE OF CONNECTICUT Core-CT Project

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  1. STATE OF CONNECTICUTCore-CT Project Financials User Group Meeting AR/BI/GL December 2006

  2. Post-Meeting Discussion Group We Invite You…..to stay a little longer today. 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

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

  4. Agenda • Welcome John Harnick • EPM Barb Jacius • Help Desk Lynn Sheldon • GL Donna Braga • Billing Arlene Dussault • AR Deb Carta

  5. Agenda • Welcome John Harnick • EPM Barb Jacius • Help Desk Lynn Sheldon • GL Donna Braga • Billing Arlene Dussault • AR Deb Carta

  6. EPM Training Needs Survey Distribute at your Agency Module Specific Training To set up EPM agency on-site training, contact: Barbara Jacius Ph: 860-622-2002 E-mail: Barbara.Jacius@ct.gov EPM Training Initiative EPM Training Initiative EPM 2007 Training

  7. EPM Enhancements EPM Enhancements New Public Query CT_CORE_FIN_PO_FULLY_VOUCHERED Identify PO’s fully vouchered and ready to be closed Purchasing

  8. EPM Enhancements Additional Reporting Fields • CT_PO_TRNS_TBL Reporting Table PRICE_PO, Unit Price CT_PO_LINE_DM254, PO Line Description • CT_RECEIVER_TRN Reporting Table RECEIVER_UOM, Receiver Unit of Measure CT_RECV_PNL_AMT, Penalty Amount DESCR254_MIXED, More Information Purchasing

  9. EPM Enhancements Additional Reporting Fields • CT_VCHR_TRANS Reporting Table PROCESS_MANUAL_CLOSE MANUAL_CLOSE_DT Accounts Payable

  10. EPM Enhancements EPM Enhancements Additional Reporting Fields • CT_AM_PHYSICAL Reporting Table BUILDING, Building number SECTOR, Sector Asset Management

  11. EPM Enhancements EPM Enhancements Additional Reporting Fields Added • CT_DIR_JRNL_PAY Reporting Table JOURNAL_COMPLETE PAYMENT_ID PAYMENT_METHOD Accounts Receivable

  12. EPM Enhancements EPM Enhancements New Public Query CT_CORE_FIN_FED_GRANT_EXP Reconciliation tool for the SEFA Report Accounts Receivable/General Ledger

  13. Agenda • Welcome John Harnick • EPM Barb Jacius • Help Desk Lynn Sheldon • GL Donna Braga • Billing Arlene Dussault • AR Deb Carta

  14. Level II HelpDesk Ticket Counts from 11/14/06 – 12/6/06 • New Tickets - 361 • Closed Tickets - 323 • SIR Tickets - 24

  15. HD Reminders • Do not try to make up your own work-arounds! This will cause issues in other modules, even though you may think you have solved your problem. • If you cannot get a transaction to work after you have read the Job Aids and the WLA, then call the Helpdesk for more information. • When you call the Helpdesk, be sure that you give them all theinformation, such as your business unit, your name and phone number, the module that you are having trouble in, the specific Deposit ID, Journal ID, Bill, Item ID or Report that you are having issues with. If you are getting errors, please email the screenshots with the errors to the Helpdesk. Give us the specific steps you went through to receive the error.

  16. Answers to Common HD Questions • You need to take steps to analyze your error before calling the Helpdesk. Your job aids and WLAs will help you to do this. • If you are having problems with reports not matching, you need to reconcile, to see what transactions are causing the problem. • If you are having problems with Deposits not falling off your screen, you need to check for Payment Worksheets that haven’t been completed, aren’t balanced, haven’t had accounting entries created, or haven’t been set to Batch Standard. • If your reports are not coming out, you need to check your parameters to be sure you are using correct budget references and the correct budget ledgers. Check your process schedule request to be sure you are asking for web and .PDF files. If the request asks for “none,” you will get none.

  17. Creating & Saving a Screenshot • Have the screen you want to copy on your monitor • Push the Print Screen button on your keyboard • Minimize the application you are in • Open a new Word document • Right click with your mouse • Click on “Paste” • Save your document to a file on one of your drives • Open a new e-mail to the addressee • Attach the screenshot document and Send The Helpdesk person assisting you now has the documentation to use while resolving the problem

  18. Website Updates Go to the CORE website at : http://www.core-ct.state.ct.us/ Click on Financials User

  19. Website Updates Go to the Section titled, “Financials Job Aids” You can choose to go to the Master List or the List by Module. If you link to the Master List, you will get a list of 9 pages of Job Aids for all Modules. If you link to By Module, you will get the next slide.

  20. Website Updates Link to Accounts Receivable Job Aids

  21. Website Updates This list will tell you which Job Aids have been specifically updated for 8.9. Please print the ones that apply to your job and use them as a guide when you transact in CORE.

  22. Agenda • Welcome John Harnick • EPM Barb Jacius • Help Desk Lynn Sheldon • GL Donna Braga • Billing Arlene Dussault • AR Deb Carta

  23. GLAgenda • Critical Reminders & Hot Topics • Report Processing • Troubleshooting SSJs • Flexible Ledger Analysis Report • Ledger Inquiry • Reconciliation Aids • GL Mini-Training

  24. GL Reminders & Hot Topics Critical Reminders • New version of Spreadsheet Upload Tools for 8.9 • Set up new Run Controls by Report Name and/or Ledger • Please provide detailed information for help tickets • Please Monitor report processing Hot Topics • Report Catalog Update coming soon • CFSRs for FY2006 available • Troubleshooting SSJs

  25. CFSR’s

  26. GLAgenda • Critical Reminders & Hot Topics • Report Processing

  27. Search Criteria Report Processing

  28. Report Processing To Cancel a report.

  29. Report Processing

  30. GLAgenda • Critical Reminders & Hot Topics • Report Processing • Troubleshooting SSJs

  31. Troubleshooting SSJs • Visual Basic Errors? • Remove old versions of the spreadsheet and macro from • folder/drive. • Clean out old cache via internet options. • Delete spreadsheet and macro and re-download. • Right click on link and “Save Target As” to your file • folder/drive; save the macro first, as .xla. • Do not copy 8.4 SSJs with the new tool; use copy with • paste/special function.

  32. Troubleshooting SSJs PCBU – NONPC Activity – Do not use. Source Type – Do not use. Category – Do not use. Subcategory – Do not use.

  33. GLAgenda • Critical Reminders & Hot Topics • Report Processing • Troubleshooting SSJs • Flexible Ledger Analysis Report

  34. Flexible Ledger Analysis

  35. Flexible Ledger Analysis MOD_ACCRL + MOD_CASH = collected revenues and collected refunds of expenditure.

  36. Flexible Ledger Analysis Enterprise Funds may want to combine MOD_ACCRL and ACCRUAL Ledgers.

  37. Flexible Ledger Analysis Do Not Select All 3 Ledgers

  38. Flexible Ledger Analysis • Select the appropriate Tree Level and Refresh • Nodes available turn green • Nodes chosen turn red

  39. GLAgenda • Critical Reminders & Hot Topics • Report Processing • Troubleshooting SSJs • Flexible Ledger Analysis Report • Ledger Inquiry

  40. LedgerInquiry Currently Unavailable

  41. LedgerInquiry Replaces Hyperlinks (Sum by, etc…)

  42. GLAgenda • Critical Reminders & Hot Topics • Report Processing • Troubleshooting SSJs • Flexible Ledger Analysis Report • Ledger Inquiry • Reconciliation Aids

  43. Reconciliation Aids • General Ledger > General Reports • Flexible Ledger Analysis • Trial Balance • Ledger Activity • General Ledger > Review Financial Information • Journals • Ledger

  44. Reconciliation Aids • Commitment Control> Budget Reports • Budget Status Report • Budget Transaction Details • Pre-Encumbrance/Encumbrance Balance Report

  45. Reconciliation Aids • Documents Budget Checked but not Posted • Timing – EPM vs. Financials • Preferable if GL Period is Closed • Include MOD_CASH Ledger for Ref of Exps • Budget Structures (i.e. DeptID roll-up)

  46. GLAgenda • Critical Reminders & Hot Topics • Report Processing • Troubleshooting SSJs • Flexible Ledger Analysis Report • Ledger Inquiry • Reconciliation Aids • GL Mini-Training

  47. GL – Mini Training GL Report Run Controls Use Run Control IDs to save specific Report Criteria

  48. GL – Mini Training Renamed GL Report Run Controls Include CF = Select Summarize = Subtotal

  49. GL – Mini Training GL Report Run Controls New fields

  50. GL – Mini Training • The following interactive exercises are now available on the Core-CT website: • Entering Online Journal Entries • General Ledger Inquiry • Entering a Spreadsheet Budget Journal • Reviewing Budget Exceptions • http://www.core-ct.state.ct.us/89-training/exercise/gl/Default.htm