Global Business Services © 2008 IBM Corporation ENCOMPASS Town Hall Meeting March 31, 2009

Global Business Services

© 2008 IBM Corporation

ENCOMPASSTown Hall Meeting

March 31, 2009

© 2008 IBM Corporation2

Agenda Project Status Balancing PS – GEAC Prior Year Budgets in PeopleSoft Agency Dashboard GMIS Update Internal Controls, Reports, & Asset Management Training Reminders / Q&A



Project Status


Project Status Schedule for beginning 2nd Sandbox

– Plan to copy Production tonight (3/31)

– Contingent on closing out handful of issues – year-end, reports, levy holds

Tentative testing scheduled for mid-late April

– Will send broadcast e-mail as soon as the dates are set

– Will use same spreadsheet as in the past

– Mandatory

Pending a successful 2nd Sandbox, the ENCOMPASS team will prepare for the go-live


Sandbox Testing

Testing can and should continue until we take the current Sandbox down to prepare for the new one

Payment interfaces should receive extra emphasis

Please Retest items within 3 business days


Sandbox Testing – Lessons Learned Users Unfamiliar with Business Process

– After go-live, rather than GL journal (JV), fix source document

Integrated Testing: All roles need to be involved

– Everyone in workflow is affected

– Everything needs to be tested from beginning to end.

Whenever possible, please attend scheduled testing sessions

– Continued e-mails to GMIS team for help on testing not as effective

– Easier to demonstrate in live session

Lots of questions surrounding AP Workflow Approval

For negative tests, the script passes if user is unable to perform script

Please pass communications on to others in your agency



Balancing PeopleSoft and GEAC


General Ledger Month-end Closing Schedule

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FY 2009 Accounting

PeriodMonth

Balancing Reconciliation Completion Date

General Ledger Accounting Period Close Date

9 March April 8, 2009 April 13, 2009

10 April May 7, 2009 May 12, 2009

11 May June 5, 2009 June 10, 2009

•When a month is closed, it will not be re-opened•Needed in preparation for go-live•When periods close after go-live, they will not be re-opened under any circumstances

•AP is closed at 9 AM on the 1st of the month•GL will be closed at 5 PM on the scheduled date


General Ledger Month-end Closing

The only time prior periods will be opened is at GMIS Cleanup Workshops and periods will only be opened during the workshop

Current Schedule:

Weds, Apr 22 9am-12pm & 1pm-4pm CC Rm 15

Weds, May 20 9am-12pm & 1pm-4pm CC Rm 15

Weds, Jun 17 9am-12pm & 1pm-4pm CC Rm 15

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Prior Year Budgets in PeopleSoft


Prior Year Budgets in PeopleSoft

Prior Year Budgets will be withdrawn in Production over next several weeks

Available Balance will be set to $0

Entries will post in Period 12

Actual year-end after go-live will work differently – more details in future months



Agency Dashboard


Agency Dashboard Criteria for scoring agencies (changes in bold):

– # of Fund/Center/Object combinations out of balance with AOS

• Based on February balancing reports

– # of Purchase Orders to be closed

– Chart of Account Items to be mapped

– # of unposted GL journals from February and prior (ACTUALS ledger only)

– Usage of Projects Module

– Usage of Sandbox environment for the period

– Submission of ID Bill / PR Default Chartfield values

– Submission of Bank Account Information – if SDO account inactive in Sandbox – submitted information is incomplete - 5 points


Agency Dashboard Below 20 = Green, 21 – 59 = Yellow, 60 and above = Red

Posted on website at ENCOMPASS Documents Agency Project Plan Dashboard on biweekly basis

Projects Module scoring is changing

– See same folder above or Project Module Approach folder for more details


Agency Readiness Risk Assessment Overview



GMIS Updates


GMIS Update Passwords – use your network (desktop) password

System enhancements – AP

Training Sessions & Cleanup sessions

Security Review & Changes

Project Costing Process review

Combination Editing review

Travel & Expense rollout - FSSA

User ID Migrations

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Passwords – use your network (desktop) password

Simplify your PeopleSoft logon by using your network password

The password you use to access your network (desktop) PC will also access PeopleSoft Financials and HR

This happens automatically

Your network password does not expire for 90 days

When you change your network password, the new password will automatically work for PeopleSoft

Does not apply yet to separately-elected Officer’s staff


Accounts Payable Training - April 2009

Scheduled sessions:

– AP - Voucher Types & Processes Tuesday, April 7, 2009 9am-12pm

– AP – PaycyclesTuesday, April 7, 2009 1pm-4pm

– AP – SDO Payments & Processes Wednesday, April 8, 2009 1pm -3pm

All in Training Center Room 15


GMIS Cleanup Workshops

All in Training Center Room 15

– April 22, 2009 Wednesday 9:00 – 12:00

– May 20, 2009 Wednesday 9:00 – 12:00

– June 17, 2009 Wednesday 9:00 – 12:00

GMIS can open prior periods – while you are present


System enhancements – Accounts Payable

Voucher Group Approvals - Testing in FSUP1

– Approve all vouchers in a control group at one time

– Copied from Sandbox

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System enhancements – IDOA Public Works

Public Works approval of Requisitions - Active

– Public Works is included in the workflow for Requisition Type Public Works (Construction, Design, or Preventive Maintenance).

– This step will replace IDOA Procurement “Sourcing Validation” approval step on these POs

Public Works approval of AP Vouchers – Active

– Vouchers copied from POs with a PO Type of PW, PWC, PWD, PWPM

– This will follow the agency approval step.

– We implemented this Monday, February 16

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System enhancements – Sub-grant PO Approval

Agency approval of Sub-grant related Pos:

– We will re-instate agency approval of Grant related Purchase Orders on Friday, February 27th.

– POs charged only to point 7 objects can be approved by agency staff for any dollar amount.

– This step will replace IDOA Procurement “Sourcing Validation” approval step on these POs

– If you need additional personnel to have this ability, please ask your agency PS Security contact to create a GMIS issue requesting the Grant PO Approver role for specific User IDs.

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System enhancements – Matching

We have pilot agencies

Matching assures we pay for what we ordered and what we received

Workflow to Buyers & data entry staff about match exceptions

Match workbench to review and to override exceptions

Building special rule to match non-PO vouchers (Points 2, 6-9)

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Security Review & Changes

We are continuing to review Financials Security

– Too much access

– Inconsistent access

Grants, Projects, Contracts

– Removed most Correction mode access – including Funds Distributions

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Project Costing Process review

We are reviewing the Project Costing routines that Collect Costs and Revenue

These routines add Proj_Resource entries and price these entries for grant draws

These are run for some but not all Project Costing agencies

The source transactions that are collected are inconsistent among agencies

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Combination Editing review

We are reviewing the Combination Editing settings

Some subsystems had this turned off

We turned on subsystem combination edits for all agencies.

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Travel & Expense rollout

FSSA will adopt the Travel & Expense module currently used by DWD & INDOT

Initial rollout in the next couple of months

Will include IDOA Travel Office electronic approval of Travel Authorizations

Will include AOS electronic approval of Expense reports

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User ID Migrations – No Changes

Over the next several months we will retire “old-style” IDs

– 349 Financials IDs

– 713 HR IDs

What we will clone:

– Security & user defaults & preferences

– Private queries

– Inquiries & process Run requests

Notice & Testing

– We will email users as we are ready for them to validate

– We will inactivate old-style IDs two weeks after notice

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Internal Controls

Reports

Asset Management


INTERNAL CONTROLROLES

Remember, you can view your roles and other access in both production and sandbox in the files generated 3 times weekly; see these on the ENCOMPASS website in the Internal Controls folder.

Specified agency contacts should send requests for roles to GMIS.

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REPORTS FOR SANDBOX TESTING The informational file for all approved reports for agency users

now available to test in sandbox is on the ENCOMPASS website (ENCOMPASS Documents, Reports folder) at http://myshare.in.gov/sba/encompass

Be sure to read the text in this file before testing reports. If you find data integrity issues in a report, send to [email protected].

If you have other questions about a report, send to [email protected].

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ASSET MANAGEMENT

Those assets which you have worked so hard to clean up by March 31 will be moved to the next sandbox, giving us a better testing ground for AM.

Revision of existing asset roles has been delayed in order to provide extra access for this process; however, this will be done prior to go-live.

THANKS FOR YOUR EFFORTS IN THIS PROJECT!!

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BUYERS, BEWARE!!!

Yes, this is all about ePro, where the definition of a capital asset begins. If a purchase is not identified with a correct account number or an incorrect profile ID is selected, you will be causing a lot of grief for your agency asset staff.

Please note a few simple rules and apply them to each purchase:

– The vendor assigned UNSPC code doesn’t always link to the correct account or profile; you must check both fields and correct if necessary.

– Purchases of assets are not required to go to AM if cost less than $500, unless your agency has extended this to include certain items of a lessor value.

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BUYERS, BEWARE (Continued) The definition of an AM Asset is a capital asset purchase (or

lease) where the total cost is $500 or more, unless agency policy includes certain items under $500 in value.

Follow these steps:

1. If not an AM Asset, do not use account number beginning with 55.

2. If not an AM Asset, remove profile ID and uncheck ‘asset’ box on PO.

3. If an AM Asset, check the account number and change if necessary.

4. If an AM Asset, check the profile ID and change if necessary. Numerous profiles are available in detail; if you can’t find a good fit, let us know.

NEXT MONTH – WHAT YOU NEED TO KNOW ABOUT LEASES

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Training


Training

ENCOMPASS Instructor Led Training• Inquiry Workshop• Navigation Workshop• Budgeting Workshop• Chart of Accounts Workshop

– Workshops are delivered on a first-come, first-served basis with off-campus participants given priority

ENCOMPASS Courses Available via Online/UPK

– Online tutorials for Commitment Control, General Ledger are published (see ENCOMPASS UPK Training – Interactive Training). Make sure to hold the control key when selecting link to allow the pop-up window.



Reminders / Q & A


Reminders

Watch for e-mail of Testing Schedule for 2nd Sandbox

Balance March by Apr 13

Please Re-test items in Sandbox within 3 business days

Submit ID Bill / PR Defaults, SDO information ASAP

Clean up old Documents

– Requisitions, POs, GL Journals

PS User Group Meeting – Apr 9

Next Town Hall: Apr 28 9 AM (Auditorium)


Contact Information

Steve Daniels, State Budget Agency– e-mail: [email protected] phone: (317) 232-2974

Ryan Downham, Auditor of State’s Office– e-mail: [email protected] phone (317) 234-1626

Marilyn Rudolph, State Board of Accounts– e-mail: [email protected] phone: (317) 234-4929

Jim Welsh, GMIS Office– e-mail: [email protected]


Contact Information (cont.)

ENCOMPASS Website

– http://myshare.in.gov/sba/encompass

ENCOMPASS Email Address

– [email protected]

If you are having technical issues, submit them to GMIS

– http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp

We Welcome Your Feedback / Questions / Comments