1 / 36

ENCOMPASS Town Hall Meeting

ENCOMPASS Town Hall Meeting. June 25, 2008. Agenda. Project Status - Status of High Volume Balancing PS – GEAC GMIS Update – Project Costing Internal Controls & Reports Training Agency Dashboard Sandbox Testing ID Bill / Payroll Defaults Items That Will Be Implemented Before Go-Live

taite
Download Presentation

ENCOMPASS Town Hall Meeting

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. ENCOMPASSTown Hall Meeting June 25, 2008

  2. Agenda • Project Status - Status of High Volume • Balancing PS – GEAC • GMIS Update – Project Costing • Internal Controls & Reports • Training • Agency Dashboard • Sandbox Testing • ID Bill / Payroll Defaults • Items That Will Be Implemented Before Go-Live • Reminders • Q&A

  3. Project Status - Status of High Volume • System is now ready for agency High Volume usage • A few AOS processes still under development • Volume testing still ongoing • We need your help to make sure your agency is ready • High Volume • Designed for one-time, non-1099 reportable non-vendor payment only • Revenue objects can be used in AP on-line vouchers at go-live

  4. Project Status - Status of High Volume • Checklist – AOS approval required for usage • 1099 reportable? • Does payee exist as vendor? • Will we pay this vendor more than once? • Is account restricted? • Only allowed for approved accounts (objects) • Be specific – don’t request for all revenue accounts • If answers to any of the above are “yes”, should use on-line voucher or Voucher Build, not High Volume

  5. Project Status - Status of High Volume • High Volume/Voucher Build Testing Sessions • Tues (7/15/08)    10:00 - 12:00, 1:00 – 3:00 • Wed (7/16/08)    9:00 - 11:00, 1:00 – 3:00 • Thurs (7/17/08)    9:00 - 11:00, 1:00 – 3:00 • Location to be announced – please RSVP to ENCOMPASS@sba.in.gov • Attendance is mandatory to use High Volume / Voucher Build

  6. Project Status - Status of High Volume • ENTAP will be contacting current HV agencies to help with this process • See “File Upload Workshop – March 27, 2008” on ENCOMPASS home page for step-by-step instructions, including screen prints • Please submit request for acceptable accounts to Mary Reilly (mreilly@auditor.in.gov) • Only 6 of 32 agencies using High Volume have submitted list

  7. Balancing PeopleSoft and GEAC

  8. General Ledger Month-end Closing Schedule Goal : FY08 AOS expenses = FY08 PS expenses FY09 AOS expenses = FY09 PS expenses 8

  9. GMIS UpdateProject Costing

  10. Project Costing – Revised Approach • May 08 – New agencies implemented with ENCOMPASS approach. • Existing Project Costing Agencies (July 08- go live): • Emphasis now on reconciling current configuration. • No more balance requests on spreadsheet templates. (Applause) • Lots of additional training/workshops. (Applause) • One on one work with GMIS. • Additional reporting tools to be provided with training. • Reconciliation balance of current Projects/Funding Sources, but not historical detail reconciliation. • Standard spreadsheet used strictly for PC chartfields mapping. • Must have distinct cutoff between old and new project chartfields

  11. Project Costing – Revised Approach - continued • Existing Project Costing Agencies (continued): • Once reconciled, agencies will adopt ENCOMPASS PC business processes/standards. • Approach to be tested with pilot agencies in July 08. • Summary of Changes old PC to ENCOMPASS Model: • Projects required for all Federal $, Capital & PM. • Standard PC_Project/PC_Activty ledgers required*. • Budget Control at KK_Project Child level required*. *requires additional conversion design for some agencies.

  12. Project Costing – Revised Approach - continued • Summary of Changes old PC to ENCOMPASS Model -cont: • State Funding Sources always (and only) used for matching $ and Capital/PM projects. • Source Type no longer tracks Funding Source #. • Funds Distribution added to track Funding Sources and split %. • Pass-through Grants to be configured as sub-recip project of recipient agency. Recipient agency still resp for draw downs. • Non-Standard PC/Grants Agencies conversions addressed on case by case basis (IDEM, DNR, DWD, DHS, etc).

  13. Project Costing – Revised Approach - continued • What can we do to begin preparing? • Continue using grants/projects as you do today. • Locate grant award letters to validate current funding sources. • Compile actual grant reports for later use in reconciling to PS. • Identify Federal/Capital/PM projects not yet in PeopleSoft. • Identify projects requiring matching or in-kind contributions. • Do not begin defining the ENCOMPASS funds distributions yet.

  14. Internal Controls /Reports

  15. REMINDER -- HOW TO SUBMIT FUTURE ROLE REQUESTS AND ISSUES • TO ESTABLISH NEW USER ACCOUNT – send GMIS issue to HELP desk (Help Desk Assistant on your desktop); include in the request the roles you want new user to have • ALL ROLE ADDS/CHANGES/DELETES – send GMIS issue to HELP desk; they will route to me for approval • E-PRO/PURCHASING ROLES – send GMIS issue to HELP desk

  16. ISSUES WITH ROLES • FOR PROBLEMS WITH ACCESS RELATED TO YOUR ROLES, OR ROLE RELATED QUESTIONS – send to internalcontrols@sba.in.gov; do not send to HELP desk • Please submit all requests through your designated agency contact

  17. REPORTS • A total of over 91 reports are in the design and test process; some AOS only reports; some modeled after present Alchemy reports; others new • Rated as to priority of development • A core group is reviewing these and working with developers to assure validity of information • Now available on the ENCOMPASS site – 10 reports – 3 agency users reports; 7 AOS, TOS, SBA • Navigation should be available through the Display Only roles.

  18. WHERE TO FIND AVAILABLE REPORTS? • ENCOMPASS website -- https://myshare.in.gov/SBA/encompass/default.aspx • At top left – ENCOMPASS Documents • Select Reports folder • Select Reports for Agency Run for available reports; file includes information and navigation for reports in sandbox • Select folder EXAMPLES OF TESTED REPORTS for examples of available reports

  19. Training

  20. Training Current Course Offerings Accounts Payable Accounts Payable for “New to AP Users” General Ledger (applicable content for current Production as well as ENCOMPASS) Workshops (Navigation, Receiver, Approver, Inquiry) Classroom Changes – State Library Room 428 Remote Site Training Course Offerings (based on participation) Ft. Wayne Seymour 20

  21. Agency Dashboard

  22. Agency Dashboard • Criteria for scoring agencies (changes in bold): • # of Fund/Center/Object combinations out of balance with AOS • Based on April balancing report • # of Purchase Orders to be closed • Chart of Account Items to be mapped • # of unposted GL journals from May and prior • Usage of Projects Module • File Uploads – test files received / tested • More weight will be added to File Uploads in July • Usage of Sandbox environment for the period • Below 20 = Green, 21 – 59 = Yellow, 60 and above = Red • Posted on website at ENCOMPASS Documents  Agency Project Plan  Dashboard on biweekly basis • Details behind score now part of template

  23. Agency Readiness Risk Assessment Overview

  24. Sandbox Testing

  25. Sandbox Testing Please Retest items within 3 business days See Daily Issues Log If unable to retest within 3 days, please let us know When submitting issues to Sandbox please provide the following information: Business Unit Detailed description of the error Any screen shots to show the issue As much detail as possible, including transaction number 25

  26. Sandbox Testing Additional GMIS Testing Sessions: SDO Processing & Paycycles Thurs (7/24/08)    9:00 - 4:00 AP Voucher Entry & Voucher Processes Wed (7/30/08)    9:00 - 4:00 SDO Workshop Tues (7/29/08) 9:00 – 4:00 26

  27. ID Bill / Payroll Defaults

  28. ID Bill / Payroll Defaults ENCOMPASS still needs your help in defining the chartfield strings to use to receive ID Bills and Payroll Template is on the ENCOMPASS website: Documents > Chart of Accounts > ID Bill Submission Template Please supply a default chartfield string for ID Bills to be charged to their Business Unit Please submit to ENCOMPASS@sba.in.gov Note: This process is for standing recurring monthly charges such as the ID Bills currently sent by IOT, IDOA and State Personnel 28

  29. Items Needed from Agencies SDO Officers provide following information to ENCOMPASS@sba.in.gov by July 11 PeopleSoft Bank Code, Account Key, Actual Account # for SDO Advance The SDO Officer’s HR Employee ID i.e. 10000123456 (found on back of employee badge) Agencies need to start using separate bank checking account for each SDO Advance 29

  30. Items That Will BeImplemented Before Go-Live

  31. Items That Will Be Implemented Before Go-Live • Journal Masks • Existing journal masks will be changed effective 7/1/08 to provide more information in GL about the source of the entries: • Complete list is posted on ENCOMPASS website

  32. Items That Will Be Implemented Before Go-Live • The INCIDENT chartfield will be implemented now rather than waiting for ENCOMPASS go-live • This has changed slightly from last week’s e-mails • Values to be used are: • 080601 - Tornado Assist. - June 2008 • 080602 - Flood Assistance - June 2008 • Agencies should be reporting to us only those expenditures which are incurred above and beyond normal operations

  33. Reminders

  34. Reminders • Testing • Mandatory HV/VB sessions • Retest Items within 3 business days • Next Focus on AM/AR • General Sandbox Testing • Balancing FY08 by July 21st • Clean up old Documents • Requisitions, POs, GL Journals • Next Town Hall: July 30th 9 AM

  35. Contact Information • Steve Daniels, State Budget Agency • e-mail: sdaniels@sba.in.gov phone: (317) 232-2974 • Ryan Downham, Auditor of State’s Office • e-mail: rdownham@auditor.in.gov phone (317) 234-1626 • Marilyn Rudolph, State Board of Accounts • e-mail: mrudolph@sboa.in.gov phone: (317) 234-4929 • Jim Welsh, GMIS Office • e-mail: jwelsh@iot.in.gov

  36. Contact Information (cont.) • ENCOMPASS Website • http://myshare.in.gov/sba/encompass • ENCOMPASS Email Address • encompass@sba.in.gov • 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

More Related