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The Department of FI$Cal is responsible for carrying out California’s legislative mandate to provide transparency into the state’s expenditures. More than just a government requirement, transparency leads to greater innovation and effectiveness in the way California’s financial managers administer taxpayer dollars.

While we are on the forefront of many national initiatives, California is playing catchup when it comes to financial transparency. A pilot of FI$Cal’s Transparency Website, our long-awaited solution to allow public viewing of California’s state government spending, will begin to remedy that problem later this year.

We are starting with a limited pilot version to demonstrate the power of the data in our system and to seek feedback from users and departments. We plan to build gradually, with spending transactions from just a few pioneering

In this issue...

March 2018

FI$Cal IT Staff Receive CIO Academy AwardsThe California Public Sector CIO Academy is sponsored by Government Technology for California’s senior-level technology executives to improve their management and business skills and to develop IT leaders of the future.

The IT Leadership Awards honor individuals who led effective teams, most faithfully served their organizations and constituencies, exhibited innovative thinking, and promoted information sharing and collaboration across California government.

On February 28, the following FI$Cal staff received IT Leadership Awards:

Greg Kakigi, Chief of Software Platform Services, IT Division — Kakigi implemented a cloud-based solution to support FI$Cal’s training system, University of FI$Cal, which enabled 10,000 state end users to receive online FI$Cal system training. Additionally, he led the migration of FI$Cal’s

News, Events and Announcements from FI$Cal

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Training Opportunities for 2018 Release Departments � � � 2

Fact vs� Fiction � � � � � � � � � � � � � � � 2

Career Opportunities � � � � � � � � � 3

Upcoming Forum � � � � � � � � � � � � 4

FI$Cal Production Release Notes� � � � � � � � � � � � � � � � � � � � � � � � � 4

Events Calendar � � � � � � � � � � � � � � 5

FI$Cal Releases SpecialProject Report 7 � � � � � � � � � � � � � � 6

Updated FI$Cal Job Aids � � � � � 6

End User Spotlight — Page 3

Click to continue reading on Page 3FI$Cal Receives

SARA Award — Page 5

Transparency Website to Open Window Into State SpendingA message from Miriam Barcellona Ingenito, Director

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FI$Cal’s Change Management Office is providing 2018 departments with several types of training opportunities to help prepare end users to transact in the FI$Cal system. By participating and engaging in our training opportunities departments can have a more successful experience transitioning to FI$Cal.

Learning Labs

Learning Labs, formerly known as Model Office, are targeted for early March deployment to 2018 departments. Through the labs, departments will get remote access to an environment that includes departmental configurations as of January 19, 2018, where participants will have the opportunity to practice using many of the same scripts that were used during Fall validation. The Learning Labs will also provide an excellent opportunity to departments for drafting their business processes. End users should work with the department liaisons/training liaisons for access to the Learning Lab environment.

Training Opportunities for 2018 Release Departments

Train the Trainer

Train the Trainer (TTT) equips participants to become skilled internal trainers on the FI$Cal system for their departments. Staff from FI$Cal’s Training Unit will share their knowledge and experience while using an interactive curriculum to teach participants the foundational principles of preparation and presentation as well as how to manage the classroom environment. To increase value, the TTT format for the 2018 Release will require departments to develop and incorporate their business processes into their classroom delivery.

FI$Cal’s Training Unit staff is currently evaluating the results of the TRNG817 survey that was sent to 2018 departments on the TTT program at the beginning of February. Training staff will contact survey respondents in March to discuss next steps for TTT.

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Instructor-Led Training

Instructor-led training (ILT) involves an instructor leading a class and delivering the content directly to the learners. While all required training for using the FI$Cal system can be completed as web-based training, certain courses can also be delivered in the classroom. Many learners prefer the classroom format so they can ask questions and engage with other learners. End users who have taken the classroom training report a more three-dimensional learning experience and deeper understanding of the system following instruction.

The TRNG817 survey sent to the 2018 departments also addressed ILTs. FI$Cal will work with survey respondents in March to determine next steps for scheduling ILTs.

University of FI$Cal

The University of FI$Cal (UF) is a learning-management system

vs

FACT: While it is true that PHI is not allowed in the FI$Cal system, there is a solution to pay invoices. When submitting invoices for payment, departments will check a box indicating that the invoice contains PHI. They will maintain the documents for possible post-payment audit by the State Controller’s Office.

FICTION: FI$Cal does not have a solution to pay invoices that have Protected Health Information (PHI).

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Transparency WebsiteContinued from Page 1

End User SpotlightEach month we ask an end user a question to get to know our department users better.

Favio Flores is an Associate Governmental

Program Analyst with the California Department of

Education (CDE). He has been with CDE for 19 years and will

be using FI$Cal for contracting.

Q: What is the most important personal attribute that you bring to your job?

A: I bring over 20 years of state experience to my job and I am always

willing to share that experience with my co-workers. Having had

managers and co-workers that mentored me and prepared me to

move up in the past, I strongly believe that it creates the best work

environment and team atmosphere. Sharing your knowledge helps

those around you and also keeps you on your toes and constantly

learning yourself since you have to be sure that the information you are

providing is accurate.

departments initially being displayed, and FI$Cal will be among them. “We are excited to be a part of the next phase in FI$Cal”, said Jennifer Maguire, FI$Cal’s Deputy Director of Administrative Services. “We are committed to providing transparency to the public.”

Following the pilot launch, more departments will be added to the Transparency Website over the course of the next year. By July 2019, all departments that were onboarded into the FI$Cal system by July 2018 should be sharing their data on the Transparency Website.

The full website will allow public viewing of every expense transaction recorded by departments using FI$Cal. Users will be able to sort and filter expenses by department, fund, account, program, classification, vendor, and date. The data will be downloadable, and viewers can

manipulate interactive charts of expense data.

The benefits will include greater trust in government during a time of deepening skepticism in public institutions. The site will empower Californians by publishing the state’s financial data from the FI$Cal system, promoting public engagement, innovation and effectiveness. Government will be given a new opportunity to engage with citizens to improve public services. Departments will gain the ability to better allocate resources to align with their priorities. Entrepreneurs will better understand markets and be enabled to build new data-driven tools.

Administrative Services Division

• Information Technology Associate Business Services Section, Desktop Support Final filing date: Mar. 6, 2018

For the most current list of career opportunities, visit the CalCareers website.

Career Opportunities

The site would not be possible without you, our customers, who have diligently worked to transition into the FI$Cal system. Because you are willing to learn and implement the new system, you have allowed FI$Cal to open this window of accountability.

Departments’ staff should know that it’s purely their own data that will enter the Transparency Website; there won’t be any surprises. This transparency, which is mandated by the Legislature, is part of a national wave that is making government more effective. We can all take pride in this effort to make the state’s finances more open and accountable to the public.

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award-winning Budgets system to private cloud and FI$Cal’s internal SharePoint to Office 365. Under Kakigi’s leadership, state staff have successfully taken over significant portions of software operations from contracting staff.

Kanuri Murty, Chief of Business Intelligence and Analytics Services, IT Division — Murty demonstrated exceptional vision and leadership by building a state-of-the-art Transparency Website which is designed to enhance California’s financial transparency. Additionally, Murty developed solutions to support the data needs of 2018 Release departments. He demonstrated excellent collaboration with stakeholders in delivering solutions that enable FI$Cal to serve constituents better.

Raymond Esquer, Chief of On-Site Support Services, BOSD — Esquer demonstrated exceptional leadership in providing dedicated support to FI$Cal departments in their Month End and Year End close processes. His collaboration with FI$Cal’s partners and internal teams contributed to excellent customer service. Esquer developed

FI$Cal IT Staff Receive Awards at CIO Academy ConferenceContinued from Page 1

a comprehensive training plan that ensures that his team is trained and prepared to support end users with FI$Cal functionality.

Anand Surve, Chief of Project Management Office, SCPMD — Over the past year, Surve has implemented numerous process improvements within FI$Cal’s Project Management Office, leading to improved project delivery and governance. He led the development and adoption of FI$Cal’s Agile guidelines. These Agile guidelines are actively

used by Agile delivery teams to successfully manage and deliver multiple projects and keep FI$Cal’s implementation timeline on track.

UPCOMING FORUM:

Monthly FI$Cal User Community Forum

Tuesday, March 27, 2018

Department of Consumer Affairs 2005 Evergreen Street Sacramento, CA 95815

Emerald Room

(across the street from the FI$Cal building)

For more information, please visit the FI$Cal website.

FI$Cal Production Release NotesProduction Release Notes are brief, high-level descriptions of enhancements and defect fixes in the FI$Cal application. The Release Notes include date of deployment, relevant incidents or ticket numbers, the modules or business areas impacted, and the Operational Decision Making Framework (ODMF) numbers, when applicable. You may view all Production Release Notes here.

Pictured, left to right: Navin Arora, Mehdi Ghomeshi, Director Miriam Ingenito, Raymond Esquer, Kanuri Murty, Anand Surve, Greg Kakigi, Chief Deputy Director Neeraj Chauhan, Subbarao Mupparaju, and Joel Riphagen�

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that offers year-round training in the FI$Cal system. UF offers 2018 Release onboarding training as well as a progressive certification program in eight modules of functionality.

The certification program allows FI$Cal end users to take training and build skills beyond what is required for their assigned roles. We encourage 2018 Release users to complete their required onboarding training before enrolling in the UF progressive certification program. All training required for onboarding is transferable for UF certification credit. The UF provides many resources in one location, including:

• Instructor-led and web-based course information and curriculum

• User Productivity Kit (UPK) Job Aids — step-by-step instructions for completing FI$Cal transactions

• Training history

• Course evaluations

FI$Cal’s training staff is ready to guide our 2018 end users through the training process and is available for assistance as you work through the FI$Cal curriculum.

If you have questions regarding any of the available training options, contact the Training Unit through the CMO mailbox.

Training Opportunities for R18 DepartmentsContinued from Page 2

Staff from FI$Cal’s Procurement Section accepted an award in the “Notable Achievement” category at the 18th annual State Agency Recognition Awards (SARA) ceremony held on January 24. The SARAs, presented by the Department of General Services, honor state departments for outstanding achievements in Small Business (SB) and Disabled Veteran Business Enterprise

FI$Cal Receives SARA Award

(DVBE) advocacy and for contracting success with SBs and DVBEs. FI$Cal was recognized for exceeding 2016-17 contracting goals by 29 percent and purchasing goals by 3 percent. Congratulations to our FI$Cal Buyers: Norma Miranda, Judy Michel, Megan Sampson, Ceciley Snook, and Chad Adams for helping our department exceed the state’s SB/DVBE goals. Well done!

From left to right: Megan Sampson, Chad Adams, Director Miriam Ingenito, Antonette Alig, Chief Deputy Director Neeraj Chauhan, and Norma Miranda� Not pictured: Ceciley Snook and Judy Michel�

MARCH 1• R18 Labor Distribution Enhancement

Discussion Session — 10 a.m. - Noon

MARCH 5• R18 Project Costing, Customer

Contracts, and Grants Management Demonstration - CDPH, DDS, DHCS, DSH — 1 p.m. - 3 p.m.

MARCH 9• R18 DSS Strike Team Discussion #4

Follow-up — 1 p.m. - 3 p.m.

MARCH 19 - JUNE 1• User Validation Sessions

MARCH 27• Monthly FI$Cal User Community

Forum — 1:30 p.m. - 3 p.m.

Listings as of 2/28/18� For current information, and the full schedule of Touchpoint Meetings, please visit the Events Calendar on the FI$Cal Resources Page�

MARCH 2018 EVENTS CALENDAR

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Module Job Aid Title Job Aid DescriptionDate Published

Accounts Payable Create a PO Voucher 4.0 Provides Department AP Processors the instructions for how to create a

voucher when copying from a PO Receipt. 02/15/2018

Accounts Payable

Create Manual Payment for Paper Claims 6.0

Provides the instructions for Creating a Manual Payment for State Controller's Office (SCO)-Issued Warrants resulting from the SCO Claim Schedule process.

02/15/2018

Accounts Payable

Create a Transit Subsidy Voucher Job Aid 3.0

Provides the detailed process for creating a Transit Subsidy Voucher using a Prepaid Voucher with a Cash Type of Office Revolving Fund.

02/15/2018

Accounts Payable

Finalize the PO Lines While Creating Final Voucher 3.0

Provides instructions for creating a Regular Voucher for a final invoice and closing a Purchase Order.

02/15/2018

Accounts Payable

Manually Create Catch-up Transactions 5.0

Provides the instructions for Creating Manual Payments which will create a voucher and record the payment issued via a State Controller’s Warrant or Office Revolving Fund Check.

02/15/2018

Accounts Payable

Updating CalATERS Prepaid Vouchers with Manual Payment Data 3.0

Provides the instructions for Creating Manual Payments which will record the payment issued via an ORF Check.

02/15/2018

Accounts Payable

Create a Buy Back Voucher for Dishonored Checks 3.0

Provides Department AP Processors with instructions on how to create a Regular Voucher for dishonored checks.

02/13/2018

Accounts Payable

Create a Departmental Pay Cycle and Cancel a Payment 4.0

Provides instructions on how to run the Pay Cycle process and cancel a payment.

02/28/2018

Accounts Payable

Create Manual Payment for Electronic Claims 6.0

Provides the instructions for Creating a Manual Payment for SCO Issued Warrants resultant from the SCO Electronic Claim schedule process.

02/28/2018

Accounts Payable, Procurement

Create an Encumbrance Only Purchase Order 6.0

Provides the Accounting Office instructions on how to create an Encumbrance Only Purchase Order (PO) to encumber funds for a non-procurement related transaction.

02/15/2018

You may view all new and updated Job Aids here�

Updated FI$Cal Job Aids

FI$Cal released its Special Project Report 7 (SPR 7) that outlines the steps and timeline for the final phase of implementation of the FI$Cal system.

SPR 7 recognizes the large amount of work that has already been successfully completed, and provides a roadmap for the remaining tasks to fully realize FI$Cal as the state’s integrated financial management system.

SPR 7 maintains July 2018 as the final departmental release to bring on more than 60 entities into the system, sets milestones to integrate State Controller’s Office (SCO) and State Treasurer’s Office (STO)

FI$Cal Releases Special Project Report 7functionality into the system by July 2019, and documents implementation tasks that are complete. It does not request additional funds or expand the original scope of the project.

There are currently 88 state entities in the system. Eventually, there will be more than 150, including deferred departments that will onboard when their existing systems become obsolete.

SCO and STO control functions are the basis for maintaining accurate financial records for the state of California. FI$Cal worked with SCO and STO on an integrated solution that will synchronize the

FI$Cal system with their legacy systems. The use of temporary interfaces will allow for replication of the ledger without duplicate work for department users. The integrated solution will begin deployment in July 2018, and by July 2019 FI$Cal’s implementation of SCO/STO control functionality will be complete, and future work will move into operations and maintenance (O&M).

SPR 7 also closes out major portions of implementation that are complete and moves them into O&M. The Department of FI$Cal will manage any changes or enhancements to the system as part of its regular operations.