Detailed Activities

“To Be” Redesigned Role Generate Disbursements Business Area: Disbursements MARS Roadmap: Disbursements Role Description Key Activities Detailed Activities Role Design and Impact To generate payment to a vendor Print check locally from MARS Print check from Imprest Cash • Print check locally from MARS: • Determine bank account or funding source • On-line entry into Advantage • Obtain approval from agency • Agency print checks • Agency sign checks • Distribute checks • Print check from Imprest Cash: • Identify or receive need to cut check • On-line entry into KICS • KICS prints check • Agency sign check • Distribute to vendor • Create reimbursement through KICS (in future will link to establish payable) • Reconcile to bank statement Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

Timing Activities That Remain the Same Definition of Terms Changed Activities Training and Skills Needs Activities No Longer Performed Role Design and Impact Current to New Role Comparison for Role: Generate Disbursements • Hand carry document to Division of Accounts • Print check from Imprest Cash: • Identify or receive need to cut check • On-line entry into KICS • KICS prints check • Agency sign check • Distribute to vendor • Create reimbursement through KICS (in future will link to establish payable) • Reconcile to bank statement N/A July 1, 1999 MARS External Vendor Payments Processing, Internal Payments, and Automated Disbursements Prerequisites: MARS Computer Based Training MARS Computer Literacy Training • On-line entry into Advantage • Monitor status on-line • Print check locally from MARS: • Determine bank account • Agency print checks • Agency sign checks

Additional Notes Template Key MARS Documents Documents Formerly Used Documents Relevant to Role Role Design and Impact Current to New Role Comparison for Role: Generate Disbursements • Actual generation of payment to the vendor will be done by the fiscal shop/ business office • Overall the process should be less manual and easier to access Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Vendor Payment Voucher (P1) Manual Warrant (MW) Multiple Vendor Payment Voucher (MP) Multi-Payee Voucher (PVV) Internal Voucher (II) [1, 2] Expense Transfer (IX) [1] Job Control (JB) Job Charges (JC) Check Cancellation (CX) DOA-07: Inter-Account Bill [1] DOA-11: Report and Proof of Loss [2] DOA-27: Payroll Voucher

“To Be” Redesigned Role Request Immediate Check from Treasury Business Area: Disbursements MARS Roadmap: Disbursements Role Description Key Activities Detailed Activities Role Design and Impact To generate payment to a vendor Request immediate check from Treasury • Request immediate check from Treasury: • Determine bank account or funding source • Identify or receive need to request check from Treasury • immediately • On-line entry into Advantage • Obtain approval from agency • Obtain F&A approval • Obtain Treasury Approval • Treasury Print Checks • Monitor status on-line • Pick up Checks Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

Timing Activities That Remain the Same Definition of Terms Changed Activities Training and Skills Needs Activities No Longer Performed Role Design and Impact Current to New Role Comparison for Role: Request Immediate Check from Treasury • Hand carry document to Division of Accounts • Request immediate check from Treasury: • Determine bank account or funding source • Identify or receive need to request check from Treasury • immediately • Obtain approval from agency • Obtain F&A approval • Obtain Treasury Approval • Treasury Print Checks • Pick up Checks N/A July 1, 1999 MARS External Vendor Payments Processing, Internal Payments, and Automated Disbursements Prerequisites: MARS Computer Based Training MARS Computer Literacy Training • On-line entry into Advantage • Monitor status on-line

Additional Notes Template Key MARS Documents Documents Formerly Used Documents Relevant to Role Role Design and Impact Current to New Role Comparison for Role: Request Immediate Check from Treasury • Actual generation of payment to the vendor will be done by the fiscal shop/ business office • Overall the process should be less manual and easier to access Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Vendor Payment Voucher (P1) Manual Warrant (MW) Multiple Vendor Payment Voucher (MP) Multi-Payee Voucher (PVV) Internal Voucher (II) [1,2] Expense Transfer (IX) [1] Job Control (JB) Job Charges (JC) Check Cancellation (CX) DOA-07: Inter-Account Bill [1] DOA-11: Report and Proof of Loss [2] DOA-27: Payroll Voucher

“To Be” Redesigned Role Establish Payable (Straight Disbursement) Business Area: Disbursements MARS Roadmap: Disbursements Role Description Key Activities Detailed Activities Role Design and Impact • Complete appropriate forms for Disbursement(PD Quickpay, • PD Invoice, Adv. P.V.) To record the expense at the point of origin. • Complete appropriate forms for Disbursement (PD Quickpay, • PD Invoice, Adv. P.V.) : • Find Vendor they need to pay in vendor file • If vendor is not in file, request vendor using vendor request form in PD; If vendor is denied call CRC • Determine amount to pay • Determine when payment is to be received by vendor • Determine payment method • Determine how to pay (use of common codes) • Submit for approval • Store Shells in system Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

Timing Activities That Remain the Same Definition of Terms Changed Activities Training and Skills Needs Activities No Longer Performed Role Design and Impact Current to New Role Comparison for Establish Payable (Straight Disbursement) • Paper form completion and submission to Finance • Get online to complete appropriate form • Find Vendor they need to pay in vendor file • Determine amount to pay • Determine when payment is to be received by vendor • Determine payment method • Submit for approval N/A July 1, 1999 • Determine how to pay (use of common codes) • If vendor is not in file, request vendor using vendor request form in PD; If vendor is denied call CRC • MARS: External Vendor Payments Processing, • Internal Payments, and Automated Disbursements • MARS Payables • Prerequisites: • MARS Computer Literacy Training • MARS Computer Based Training

Additional Notes Template Key MARS Documents Documents Formerly Used Documents Relevant to Role Role Design and Impact Current to New Role Comparison for Establish Payable (Straight Disbursement) • Ideally, agencies will push this activity down to the point of origin for it is there that the greatest efficiencies and • subsequently cost savings will be achieved. Getting to this point may take some time; agencies may initially be recording centrally. • Ultimately, should no longer require going to a central agency shop for processing and data entry. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Vendor Payment Voucher (P1) Manual Warrant (MW) Multiple Vendor Payment Voucher (MP) Multi-Payee Voucher (PVV) Internal Voucher (II) [1, 2] Expense Transfer (IX) [1] Job Control (JB) Job Charges (JC) Check Cancellation (CX) Advantage P.V. PD Quick Pay PD Invoice Vendor Request Form DOA-07: Inter-Account Bill [1] DOA-11: Report and Proof of Loss [2] DOA-27: Payroll Voucher

“To Be” Redesigned Role Establish Recurring Payable (rent, utility bills, phone bills) Business Area: Disbursements MARS Roadmap: Disbursements Role Description Key Activities Detailed Activities Role Design and Impact To record the expense at the point of origin. • Set up in PD or Advantage (see steps for Establish Payable) • Determine frequency and establish payment parameters • Obtain approval for recurring payment by agency designated individual • Receive notice of time for payment • Revise payment amount (or other parameters as necessary) • Approve & Run Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

Timing Activities That Remain the Same Definition of Terms Changed Activities Training and Skills Needs Activities No Longer Performed Role Design and Impact Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills) N/A N/A N/A • Set up in PD or Advantage (see steps for Establish Payable) • Determine frequency and establish payment parameters • Obtain approval for recurring payment by agency • designated individual • Receive notice of time for payment • Revise payment amount (or other parameters as necessary) • Approve & Run July 1, 1999 MARS External Vendor Payments Processing, Internal Payments, and Automated Disbursements Modules MARS Payables Module Prerequisites: MARS Computer Based Training MARS Computer Literacy Training

Additional Notes Template Key MARS Documents Documents Formerly Used Documents Relevant to Role Role Design and Impact Current to New Role Comparison for Establish Recurring Payable (rent, utility bills, phone bills) • Agency Central Fiscal will do these activities for Central Administration recurring payables • but should not process for field offices, programmatic areas. • To obtain maximum benefit of the system this role should be conducted by individuals in the field and programmatic. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Vendor Payment Voucher (P1) Manual Warrant (MW) Multiple Vendor Payment Voucher (MP) Multi-Payee Voucher (PVV) Internal Voucher (II) [1,2] Expense Transfer (IX) [1] Job Control (JB) Job Charges (JC) Check Cancellation (CX) Advantage P.V. PD Quick Pay PD Invoice DOA-07: Inter-Account Bill [1] DOA-11: Report and Proof of Loss [2] DOA-27: Payroll Voucher

“To Be” Redesigned Role Monitoring and Approval of Disbursements and Payables Business Area: Disbursements MARS Roadmap: Disbursements Role Description Key Activities Detailed Activities Role Design and Impact To monitor and approve disbursements and payables • Receive paper invoices from field or program (possibly via a clerk or administrative assistant who organizes them) • Receive on-line request for approvals • Find invoice, if needed, and determine whether • to approve • Approve invoice • If deny, contact appropriate agency or Finance Cabinet • and requestor • Change errors, duplicative entries • Payroll processing Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

Timing Activities That Remain the Same Definition of Terms Changed Activities Training and Skills Needs Activities No Longer Performed Role Design and Impact Current to New Role Comparison for Monitoring and Approval of Disbursements and Payables • Receive paper invoices from vendor • Find invoice, if needed, and determine whether • to approve • If deny, contact appropriate agency or Finance Cabinet • and requestor N/A N/A July 1, 1999 • Receive on-line request for approval • Approve invoice • Change errors, duplicative entries Prerequisites: MARS Computer Literacy Training MARS Computer Based Training

Additional Notes Template Key MARS Documents Documents Formerly Used Documents Relevant to Role Role Design and Impact Current to New Role Comparison for Monitoring and Approval of Disbursements and Payables • Clerks or other staff will initiate a pay document and send invoices to the approver. All paper invoices will be checked by the approver. • Records and/or paper invoices will need to be filed centrally in Frankfort with the agency or at large Division offices throughout the Commonwealth. Specific policies and procedures are being developed and refined to guide agencies in this process. • If an agency approver has not yet approved the disbursement or payable, they will be able to change errors without needing to request assistance from the Finance Cabinet. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Vendor Payment Voucher (P1) Manual Warrant (MW) Multiple Vendor Payment Voucher (MP) Multi-Payee Voucher (PVV) Internal Voucher (II) [1, 2] Expense Transfer (IX) [1] Job Control (JB) Job Charges (JC) Check Cancellation (CX) DOA-07: Inter-Account Bill [1] DOA-11: Report and Proof of Loss [2] DOA-27: Payroll Voucher

“To Be” Redesigned Role Administer Procard in Agency Business Area: Disbursements MARS Roadmap: Disbursements Role Description Key Activities Detailed Activities Role Design and Impact To establish ProCards, collect receipts, and process Procard payments. Establish cards Collect receipts Process Procard Payments • Establish Procard: • Establish Procard with First Chicago Bank • Complete relevant Office of Controller forms • Establish card in MARS with cash holder’s default accounting • information in Procurement Desktop • Monitor usage by card holder • Conduct cardholder training • Collect receipts: • Continue to collect receipts from cardholder • Process Procard Payments: • Each day get Procard document off of desktop • Match receipts to Procard document • Verify accounting information • Approve Procard • Continue to track discrepancies Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

Timing Activities That Remain the Same Definition of Terms Changed Activities Training and Skills Needs Activities No Longer Performed Role Design and Impact Current to New Role Comparison for Administer Procard in Agency N/A • Establish Procard with First Chicago Bank • Monitor usage by card holder • Continue to collect receipts from cardholder • Match receipts to Procard document • Verify accounting information • Continue to track discrepancies • Run relevant reports* • Identify/correct errors* • Complete relevant Office of Controller forms • Conduct cardholder training N/A July 1, 1999 • Establish card in MARS with cash holder’s default accounting information in Procurement Desktop • Each day get Procard document off of desktop • Approve Procard* MARS: Procurement Card Administrator Prerequisites: MARS Computer Literacy Training MARS Computer Based Training

Additional Notes Template Key MARS Documents Documents Formerly Used Documents Relevant to Role Current to New Role Comparison for Administer Procard in Agency • Previously, agencies had to download daily files to monitor Procard activity. Now, such downloads will be done centrally. Agencies will be able to access needed documents much like one would access a file on a LAN (local area network). As a result, the retrieval of such information will require far less time than it had prior to MARS. • Agencies will continue to create a report similar to the “Settlement Report.” However, doing so is expected to be much easier in MARS than it is now. • Agencies and central resources will both bear responsibilities regarding the training of cardholders. Central resources will be responsible for training agency Procurement Card administrators and backup staff. • The process of identifying and correcting errors is expected to be much less cumbersome in MARS. • As soon as card is setup agencies can set up account structure. Previously, agencies had to wait for first activity. • Similarly, setup and maintenance will take less time. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Procurement Document (PD) [1] Payment Voucher (PV) [1] DOA-65: Procurement Card Payment (Automated) [1]

Detailed Activities