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eMARS User Group MeetingJanuary 31, 2012
Agenda
Opening Remarks Ed Ross
Current eMARS Matters Barbara Aldridge-Montfort
eMARS 3.9 Status Rachelle Wilkins
Functional Area Highlights eMARS 3.9 Upgrade Team
Q & A
Current eMARS Matters
Current eMARS Matters
FY 2012 Annual Physical Inventory due to the Office of the Controller Friday, June 2, 2012 Notify Jason Johnson (APA Office) 10 days prior to
conducting the inventory observation Submit infoAdvantage Report
– Fixed Assets – Equipment (CAFR) No changes on procedures from last year
– No Training Contact Jennie Wolfe, Office of the Controller, with
questions: 502-564-6693 or [email protected]
Current eMARS Matters
Do NOT enter the Fiscal Year (2013) on contracts created between now and mid-May
Use PR07 Event Type on contracts until agency budgets are loaded in June
New Year (FY2013) Contracts
eMARS 3.9 Upgrade
eMARS 3.9 Upgrade
eMARS 3.9 GO-LIVEApril 17, 2012
eMARS 3.9 Upgrade
8
eMARS/VSS COB April 12 – BOB April 17
infoAdvantageCOB April 20 – BOB April 23
Outages
infoAdvantage AvailabilityinfoAdvantage will be available through
KBUD only during cutover weekend (COB April 12 – BOB April 17)
infoAdvantage will be available through eMARS and KBUD upon BOB April 17
infoAdvantage data will not be updated until the weekend of April 21 Any reports ran between April 17 and April 20 will
contain data as of COB April 12
Database ViewsAgency processes using Database Views to
gather data will need to be updated Updated with new TNSNAMES and server name New Server will be available for testing in early
April Agency Technical Leads will be notified when
details are available
Recommended Technical Requirements
Operating System XP Pro (SP2); Vista; Windows7
CPU 1.0 GHz Processor (32 or 64 bit) Minimum
RAM 2GB Recommended, 1 GB Minimum
Display 1024x768 Minimum Display Resolution
Graphics 32 MB Graphics Card
Internet 10 Mbps Ethernet Card
Browser IE8 or Firefox 3.5 or 3.6 for Windows
11
Agency ContactsVerify all agency contacts on the Agency
Contact Listing Update any contact using the Agency
Delegation & Contact Information Packet located @ http://finance.ky.gov/internal/eMARS/Agency+Contacts.htm.
AIL to e-mail or fax updates to the Customer Resource Center, Attn: Donna Hall
eMARS Training eMARS Training is scheduled to begin mid-March Various methods available to users
On-line training available through Office Communications Server (OCS)
Short, “how-to” recordings Training Manuals will be updated and posted In-classroom training
– Pre-implementation classes limited to new users
Agency Implementation Leads (AILs) & Training Team Leads (TTLs) will be notified when details are available
eMARS Inbound Interfaces
The eMARS Inbound Interface Template document has been updated and posted at:
http://finance.ky.gov/internal/eMARS/Interface+Material.htm
UPDATED
Functional Area Highlights
Basic Navigation
Application Jump To – Allows “leafing” of up to 5 pages Collapsible Navigator Delete Actions Confirmed
Within most documents Log out Button
Tables Multi-Sort Feature Export/Download feature in select areas
Basic Navigation
Documents Tab View vs List View Accordions
Shows more document information “Quick Switch” feature
Allows users to move between multiple vendors or commodity lines
Buttons and Actions displayed Some have been relocated
Pick Lists added to Accounting Section Edit with Grid
Creates spreadsheet-like data entry Error Bar
Opens within document to a scrollable list
17
Budget”Less Worse Off” Scenario
No longer requires overrideSmart Budget Roll-Up
Revenue Budgets (BGR42) only Duplicate roll-up lines fixed
Enhanced Drill Down for Budget Inquiry Screens Drill Down information correct Export/Download to Excel
Additional Chart of Account elements can be required on spending & revenue documents for Fund/Dept combinations
eMARS 3.6
Activity Sub-Activity Function Sub-Function
eMARS 3.9
Activity Sub-Activity Function Sub-Function Reporting Code Sub-Reporting Code Department Object Location Sub-Location
General Accounting
General AccountingFund Requirements Considerations
Required Elements should be added at the beginning of the new Fiscal Year
Encumbrances that will roll should be modified to include the new elements prior to fiscal year-end
Requirements are set by Fund and Department for ALL revenue and/or spending transactions
SAS-14 will be updated to accommodate these requirements
General Accounting
Drill Down available for Pending transactions on the Cash Balance Summary Query (CBALSQ)
Use Magnifying Glass
General Accounting The detail can be exported to MS EXCEL by clicking
the Download link
General Accounting
Fund Accounting and Detail Accounting will be consistent across documents (Detail Accounting – CR & JV2E shown)
Document WorkflowSubmitter ID on Worklist
Enables user to search on the Submitter ID field in a Worklist
Worklist Grid can be sorted by Submitter ID
Bypass Comments Page upon Document Approval When a document is “Approved”, user is returned
back to the document, skipping the Document Comments Page
When document is “Rejected”, the Document Comments Page will be returned
Document Workflow Worklist Management
Worklist has been enhanced to allow user-defined sorting of Approval Roles/Worklists
New Page, Approval Role Display Order (ROLEDISP), determines sorting order of worklists
– Can be accessed from the Worklist page(s) and Page Search
Cost AccountingNew Cost Accounting Setup Document (CAS)
All Grant Chart of Account elements can be set up on CAS (Major Program, Program, Program Period Code, Funding Profile, Funding Priority, Funding Line & Funding Profile Inference)
CAS document will generate a draft BGPDR document with Program Period Budget entries already entered
– Select Smart Budget Roll-up, Validate & Submit
Modifications to the Grant set up must be completed on tables as the CAS document cannot be modified
Cost Accounting
27
CAS Document
Accounts Payable GAX Document Header contains Payee section
Check/EFT issued to Payee if entered regardless of Vendor selected in Vendor Section
Vendor Invoice Line and Vendor Invoice Date no longer have to be entered on the GAX or PRC Vendor Invoice Number still required Vendor Invoice Line and Date inferred upon validate, but
can be changed
Accounts Payable
DISBQ page now displays in a Grid/Scalar format
“Check Status” and “Cleared Date” added to table
Accounts PayableMD Documents can now be copied if desiredVendor Transaction History (VTH) Table
Allows users to easily search for all vendor related transactions on a single table
Displays a list of transactions/documents for a single vendor based on user-defined search criteria
Provides hyperlinks to related tables Provides ability to export/download to MS Excel
Accounts Payable
31
VTH Table
Revenue/Receivables & Fixed Assets
No Significant Changes Other than Look & Feel
32
infoAdvantage
3.9 Universes are significantly different from 3.6 Universes General Accounting Procurement Fixed Asset
3.9 offers New Universes
33
Accounting Summary General Accounting Document
VCC/VCM Documents Journal Voucher Documents
Charge Documents Pending Amounts
Document Chaining PR and Enc Aging
Fixed Asset Documents
infoAdvantage
Plan is to “Phase Out” 3.6 Universes and Replace with 3.9 Universes after Go-Live
Upon Go-Live most Statewide Reports will point to Current 3.6 Universes – Minimal report edits– Minimal troubleshooting
Report Developers will be notified of plan when details are available
ProcurementMaster Agreement Search Improvements
Ability to search on expired MAs Ability to search on Expiration Date Ability to search on Commodity Code Pick-lists added to existing search parameters Ability to create Delivery Order or Payment Request
directly from the URCATS search– No UR generated
Procurement Procurement Folder is accessible by a link within every
procurement document Accounting Line amount is inferred from Commodity Line
upon Save or Validate Ability to Inactivate procurement lines Attachments can be views from within Section or entire
Document Paperclip represents where attachments are present and indicates
the number attached
Award Document Terms & Conditions default to “by full text” Solicitation Response Receiving Location Performance Evaluation (PE) document has additional fields
VSSSummary and Detail views availableCountdown clock shows vendor’s time left to
respondSolicitation retains original Issued DateNew field displays Last Amended DateTab view for specific information
FAS2FAS EvolutionDecision to UpgradeUpgrade Design and Testing TeamExpanded Testing Team
DEMO
Questions ?