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August 12, 2009

Agency Bulkload Planning and Design Overview of the Implementation Timeline, Agency Implementation Guide & PeopleSoft Bulkload Formats. August 12, 2009. Agenda. Session Objectives. Outline the schedule for reviewing different transactions in the Agency Implementation Guide

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August 12, 2009

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  1. Agency Bulkload Planning and DesignOverview of the Implementation Timeline, Agency Implementation Guide & PeopleSoft Bulkload Formats August 12, 2009

  2. Agenda

  3. Session Objectives • Outline the schedule for reviewing different transactions in the Agency Implementation Guide • Introduce and review the Agency Implementation Guide • Provide guidance on estimating the level of effort to make agency system modifications • Provide an introduction to the PeopleSoft Bulkload Formats

  4. Legacy Legacy PeopleSoft PeopleSoft Approach Summary By facilitating an understanding of both legacy file formats and PeopleSoft file formats….. In past meetings…. Today…. During future meetings…. Legacy file formats have been discussed and reviewed for bulkload PeopleSoft file formats will be introduced for bulkload Legacy and PeopleSoft file formats will be compared ….Agencies will have the needed information to make a decision on the approach they will adopt for the new CAS

  5. OverviewAgency Implementation Timeline

  6. Phase 1 Phase 1 Phase 1 Phase 1 Legacy Legacy Legacy Legacy Legacy Legacy Legacy Legacy PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft PeopleSoft Agency Meeting Schedule August 12 August 17 August 19 August 24 • Statewide COA Design & Key Concepts • Overview - Cost Center Profile Mapping • PeopleSoft Budgetary Control • Direct Entry/Access • Agency Implementation Guide: Contracts • Overview – Implementation Timeline and Agency ImplementationGuide • Overview – PeopleSoft Bulkload Formats Bulkload Design Phase 5/12 - 7/16 • CAS Conversion/Cutover Options / Approach • Overview of To-Be Bulkload Process • SOA Integration • Interface Profile • Central Vendor File • Bulkload Impacts • Purchase Orders • Contracts • Payables Vouchers • Travel Vouchers • Journal Vouchers • CAS Reporting August 31 September 2 September 21 September 28 • Agency Implementation Guide: Payables Vouchers • Agency Implementation Guide: Travel Vouchers • Agency Implementation Guide: Refund of Appropriation • Agency Implementation Guide: Revenue Receipts • Maintaining Interface and COA Profiles • Report Distribution • Agency Implementation Guide: Journal Vouchers • Agency Implementation Guide: Budget Journals

  7. Agency Implementation Schedule 2010 2009 2011 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr Agency Implementation Guide Walkthroughs Go Live Develop Agency Level of Effort Estimates October 16 – Final Submission Date for Agency Level of Effort Estimates to OSC September 30 – Complete Design and Development of Bulkload Layouts Design & Develop Modifications to Bulkload Layouts Implementation Activities Agency Baseline Profiles Established CAS Pilot Certification CAS Bulkload Certification Agency Activity OSC Activity Agency Training August 12 - Initial Agency Implementation Guide Release August 24 - Low Volume PeopleSoft Bulkload Layouts Implementation Guide Milestones October 2009 – Final Layouts December 2009 Release February 2010 Release December 2010 Release

  8. OverviewAgency Implementation Guide

  9. Agency Implementation Guide Overview A single point of information for Agencies to support preparation for transition to the new CAS Presents activities and information needed by Agencies from design through go-live To be released in iterations throughout the project as additional information is available H

  10. H Table of Contents

  11. Agency Implementation Guide2009 Release Schedule • Vouchers • Budget Journals • Contracts • 1099 • Level of Effort Assessment Form • Interface Overview • Bulkload Impacts • Legacy Interface Formats • PeopleSoft Interface Formats • Outbound File Extracts • Refund of Appropriation • Revenue Contracts • Final File Layouts • CAS Security • Direct Entry / Inquiry • Reporting • Maintaining Interface Profile • Maintaining Chart of Accounts • Managing Errors & Corrections

  12. Agency Implementation Guide 2010 Release Schedule • Agency Testing & Certification • CAS Training for Agencies • Support - Helpdesk • Go-Live / Cutover Details

  13. Immediate Next Steps Review Agency Implementation Guide Review Agency Impacts Determine Agency Impacts Final Date to Provide Effort Estimates Aug 12 – Aug 17 Aug 17 – Sept 28 Aug 17 – Oct 16 Oct 16 • Receive introduction to Agency Implementation Guide during August 12 Meeting • Review Guide after meeting to prepare for walkthrough sessions • Attend Agency Implementation Guide walkthrough sessions • Review comparison of legacy and PeopleSoft file formats • Determine approach to adopt – Legacy or PeopleSoft • Determine level of effort required to make needed changes • Final date by which approach and level of effort estimates are to be returned to OSC • OSC to provide estimates to Statewide Financial Systems Program governance bodies

  14. H Bulkload File Layout Modifications Level of Effort Assessment Form

  15. Overview of PeopleSoft Bulkload File Layouts

  16. PeopleSoft Migrating to PeopleSoft Formats: Transaction Codes Choosing to migrate to the new PeopleSoft file formats will have an impact on the transaction codes for an Agency

  17. PeopleSoft Migrating to PeopleSoft: File Formats • Bulkload Prefix is replaced with Transaction Prefix • Transaction Prefix contains descriptive information about each transaction line within the Bulkload file Current Bulkload Batch File Structure PeopleSoft Bulkload Transaction File Structure Transaction Prefix Bulkload Prefix

  18. PeopleSoft Migrating to PeopleSoft: File Formats (Cont.) Current Bulkload Batch File Structure PeopleSoft Bulkload Transaction File Structure Transaction Prefix Bulkload Prefix Control Record Batch Header • Batch Header is obsolete; replaced with Control Record • Control Record is the type of Transaction Prefix that identifies the number of documents related to the control group

  19. PeopleSoft Migrating to PeopleSoft: File Formats (Cont.) • Document Header & Transaction Record are similar concepts but are structured differently • Document Header contains information about the document (Doc #, Doc Type, # of Trans related to Doc) • Transaction Record contains transaction details based on type of transaction Current Bulkload Batch File Structure PeopleSoft Bulkload Transaction File Structure Transaction Prefix Bulkload Prefix Control Record Batch Header Document Header Document Header Transaction Record Transaction Record Transaction Record Transaction Record

  20. PeopleSoft Migrating to PeopleSoft: Eliminate Batch Restrictions Should an Agency choose to migrate to PeopleSoft formats batch restrictions are eliminated, providing greater flexibility Can combine multiple types of documents within one control record Must contain like documents within each batch 75 Documents per batch 99,999 Documents per control record 99,999 Transactions per document 950 Transactions per document Document controls cross check the amounts at transaction and document level details Batch controls provide limited transaction cross checking capabilities New technologies that support industry standard file formats Outdated technologies limit supported file formats

  21. Break

  22. Overview of PeopleSoft Bulkload Formats (e.g. Purchase Orders)

  23. PeopleSoft Bulkload File Structure – Transaction Prefix H

  24. H PeopleSoft Bulkload File Structure – Sample

  25. PeopleSoft Bulkload Design Key Takeaways • Transaction oriented processing – eliminate batch restrictions • Multiple document types can be submitted within one file • Industry supported standard file formats

  26. Agency Action Items • Review the Agency Implementation Guide (8/12 – 8/17) • Review Agency Impacts and File Layouts (8/17 – 9/28) • Participate in Implementation Guide Walkthrough Sessions (8/17 – 9/28) • Determine Approach (Legacy or PeopleSoft), Develop the Effort Estimate, and Send to OSC (8/17 – 10/16) • Final Submission Date to OSC is 10/16 • Send to OSC Helpdesk at helpdesk@osc.state.ny.us

  27. Legacy Legacy Legacy PeopleSoft PeopleSoft PeopleSoft Session Wrap-Up Reminder: The next sessions are on August 17 & 19 NYFMS Phase 1 FOCAS Legacy Bulkload FOCAS PeopleSoft Bulkload

  28. Session Wrap-Up • Meeting Minutes and previous sessions Q&A are available on the Bulkload Information Center Page http://www.osc.state.ny.us/agencies/cas/bulkload.htm • Questions?

  29. Bulkload Information Center For more information visit: http://www.osc.state.ny.us/agencies/cas/bulkload.htm

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