Financials User Group Meeting BI/AR/GL November 2005

1. STATE OF CONNECTICUTCore-CT Project Financials User Group Meeting BI/AR/GL November 2005 Financials User Group Meeting AR/BI/GL March 2006

2. Introductions WelcomeJohn Harnick GL Donna Braga AR, BI Deb Carta ReportingMike Riggott EPMMary Yabrosky

3. Training Updates • Asset Management Training • Training Delivered March 13 through March 23 • 16 sessions / 14 users per session • Two sessions per day • 8:30-12:00 and 1:00-4:30 • Scanner agencies trained separately from manual agencies • FAM210 – Physical Inventory (Scanner) • FAM211 – Physical Inventory (Manual) • Physical Inventory Labs • By appointment only • Call 702-3440 • Inventory Module agencies • Stay tuned

4. Help Desk Hints • Users can call Help Desk @ 860-622-2300, ext. 1 • Due to the complexity of year end and other issues, users can email Core.Support@po.state.ct.us • Provide more details • Include screenshots • Specific encumbrance issues • Becomes a ticket and escalated to Level 2 • Use the same address Core.Support@po.state.ct.us to request topics for future User Groups

5. New Help Desk Form Core-CT All Users Daily Mail March 3, 2006 DOIT has launched a new Help Desk form. The Core-CT team urges you to submit problems and questions to the Core-CT Help Desk in this way now. Because it makes for a direct input to the existing help desk system, the new form will save time and speed your request along its way. Here is a direct link to the Help Desk online form: http://workorder.ct.gov/ReportAProblem.aspx

6. New Help Desk Form 860-622-2407 • Complete top section • Choose Core-CT radial button • Choose Financials radial button • Complete bottom section • Select Submit • Wait for Help Desk to contact you

7. Financials Upgrade 8.4 8.9 • Implement November 2006 • Guarantees future support from Oracle • Latest code line available • Reviewing existing modifications • Analyze new features

8. Upcoming Events • Fiscal Year End • Finalizing Processes • Publishing key dates shortly • Agency monitoring • FYE Labs available • PeopleTools Upgrade • Financial System outage weekend (week of April 22nd) • Daily Mail will be sent out • Asset Management • Labs have already begun • Assistance available through OSC

9. Questions ?

10. Introductions WelcomeJohn Harnick GL Donna Braga AR, BI Deb Carta ReportingMike Riggott EPMMary Yabrosky GL Donna Braga

11. General Ledger Agenda • Critical Reminders and Hot Topics • v 8.9 Upgrade • Reconciling Encumbrance Balance Reports to Budget • Year-End Activities

12. GL Reminders & Topics Critical Reminders Hot Topics 8.9 Upgrade • CFSR Reports • BU = STATE • Scope = 3 letter AGY Acronym • Create your own Report Request • Key Dates • Budget Journal Date =07/01/2006 • Mod_Accrl & Mod_Cash Ledgers

13. 8.9 – Streamlined Navigation 8.4 8.9

14. 8.9 Charts / Graphs

15. 8.9 Charts / Graphs

16. 8.9 Charts / Graphs

17. 8.9 Enhanced Drill Downs Drill Down to Document ID from Activity Log

18. 8.9 Enhanced Drill Downs Drill Down on Encumbrance Balance to view only Open Encumbrance Balances

19. 8.9 Enhanced Activity Log Search

20. 8.9 Enhanced Budget Journals

21. General Ledger Agenda • Critical Reminders and Hot Topics • v 8.9 Upgrade • Reconciling Encumbrance Balance Reports to Budget

22. Pre-Encumbrance Report

23. Pre-Encumbrance Report

24. Budget Details Inquiry

25. CT_CORE_FIN_JRNL_DATCLN_RECON

26. EPM Query Reminders • DeptID • Like AGY% • Bud Ref • Like % = All • Like % = Blank (KK_APPROP)

27. General Ledger Agenda • Critical Reminders and Hot Topics • v 8.9 Upgrade • Reconciling Encumbrance Balance Reports to Budget • Year-End Activities

28. Fiscal Year-End 2006 • Appropriations • COA and Budget Structures • Budget Journals • General Ledger Correction Journals • SpeedCharts / Speed Types • HR Account Codes • Payroll • Month-End / Year-End Reports

29. Appropriations • OPM must be notified of all budgeted appropriations that qualify to continue by May 15th • Expenditures after June 30th will be charged to the new year approp.

30. Appropriations • All unexpended balances for continuing fiscal year 2006 appropriations will be brought forward to the new fiscal year • Rolling • Legal Level, AGY1, PRJ 1 • Not Rolling • AGY2, PRJ2, PRJ3

31. COA / Budget Structures May 31st • Chartfield Changes • Final Budget Structure Revisions • Budget Reference Consolidation

32. COA / Budget Structures Reminders • Confirm COA changes prior to entering Budget Journals • Prior to requesting the inactivation of a chartfield value agencies must create GL Journal Entries to move balances to active chartfield values.

33. Budget Journals • Budget Reference 2007 Active Tentative Date June 20th • Agency Budget Journals – Tentative Date June 20th – July 1st • Budget Journal Date = 07/01/06

34. Budget Journal Date Commitment Control> Maintain Budgets> Budget Journals> Enter Budget Journals

35. Budget Journal Date Commitment Control> Maintain Budgets> Budget Journals> Budget Journal Upload

36. Budget Journals • Final Allotment Submission for Budgeted Funds is July 1st • Continuing Appropriations will be carried forward Tentative Date July 21st

37. General Ledger Journals • General Ledger journal corrections for fiscal year 2006 must be Valid and Budget Checked by July 11th • For June corrections use June 30th Journal Date (not Per 998)

38. GL Journal Date General Ledger> Journals> Journal Entry> Create Journal Entries

39. GL Journal Date General Ledger> Journals> Import Journals> Spreadsheet Journals

40. SpeedCharts/Speed Types • Budgeted Funds • Automatically updated with Bud Ref 2007 • No action is required by the Agency. • All other funds • Present SpeedCharts/Types will remain in place. • Agencies must update manually.

41. HR Account Codes • Budgeted Funds • Current HR account code combination updated with Bud Ref 2007 • No action is required by the Agency. • Non-Budgeted funds • Present HR account code will remain in place. • New HR account code combination created with Bud Ref 2007 • Agencies must update position data. • Consolidated Budget References • Current HR account code combination updated with Bud Ref 2007 • No action is required by the Agency.

42. Year-End Payroll • The bi-weekly pay period ending June 8th will be the final payroll charged to appropriations for fiscal year 2006 • Semimonthly and other payrolls paid by June 30th will be charged to fiscal year 2006 • The bi-weekly pay period ending June 22nd will be the first payroll charged to appropriations for fiscal year 2007

43. Month-End / Year-End Reports • Preliminary run after AP, BI, and AR close. • Final Year-End Reports run after GL and Budget Close

44. Questions ?

45. Introductions WelcomeJohn Harnick GL Donna Braga AR, BI Deb Carta ReportingMike Riggott EPMMary Yabrosky AR, BIDeb Carta

46. Billing Critical Reminders • Contact the Help Desk for assistance – 860-622- 2300, extension 1 Hot Topics • Preparation for Year End • 8.9 Upgrade Highlights

47. BI Preparation for Year End • Partial Payment Monitoring - Run this query once a month to find Items in Core that have partial payments applied • EPM Reporting Tools>Query>Query Manager • CT_CORE_FIN_BI_PART_OPENEXBILL Sample Report Downloaded to Excel

48. BI Preparation for Year End • Once Partials are Identified – Do Your Research • Are you still anticipating payment? • Contact Customer and inquire on payment of balance • Did you receive funds “On Account” that can be applied? • Use Maintenance Worksheet to match OA’s with open items • Was original bill too much? • Create Credit bill for remainder • Use Maintenance Worksheet to match credits with open item remainders

49. BI Fiscal Year End • ------ TENTATIVE DATES ------- • XXXM1 BU’s: • Billing Module closes Friday, June 30 for FY2006 • Billing Module reopens Monday, July 3 for FY2007 • XXXS1 BU’s: • Billing Module closes Wednesday, July 5 for FY2006 • Billing Module opens Monday, July 3 for FY2007 • The module will be open for both online bills and interfaces on Monday, July 3 for FY2007

50. Questions ?