Financials Training Empowerment for Efficiency

1. Core-CT User Group Meeting Supply Chain & Financials February 2010 Room 1002 ePro, Inv, PO,AP,AM, EPM

2. Agenda • Welcome • Donalynn Black • EPM • Barbara Jacius • Accounts Payable • Cynthia Babbitt • Lavern Thomas • Patty Cafazzo • Jane Larned • Yvonne Pierzchalski • Mark Aronowitz • Asset Management • David Bonola • Purchasing • Noreen Camara • Dustin Guarino • Kathleen Anderson • Closing

3. Welcome • GRID Architecture • Processing 40% faster • Security Reminder • New employees • Transferring employees • Employees with new duties • UPK – User Productivity Kit • What is this? • Where is it?

4. UPK – Training on the Fly

5. Financials Training Financials Training Reminder Training Information: Core-CT Home Page> User Training Training Class schedules are developed from Class Waitlists Contact your Agency Training Registration Contact to be placed on a Waitlist (Core-CT Home Page> Financials User> Other Useful Links> Financials Training Registration Contacts

6. Agenda • Welcome • Donalynn Black • EPM • Barbara Jacius • Accounts Payable • Cynthia Babbitt • Lavern Thomas • Patty Cafazzo • Jane Larned • Yvonne Pierzchalski • Mark Aronowitz • Asset Management • David Bonola • Purchasing • Noreen Camara • Dustin Guarino • Kathleen Anderson • Closing

7. EPM EnhancementsSecurity New EPM-Only Reporting Role CT_E_HR_BUDGET_REPORTING • Gives Fiscal/Budget staff access to relevant HRMS and Payroll Data in EPM for Budget Reporting purposes • No HRMS access is granted with this role

8. EPM EnhancementsPurchasing • New Fields CTW_PO_TRANS • ACCOUNTING_DT - Accounting Date • MERCHANDISE_AMT - Merchandise Amt • PC_DISTRIB_AMT - PC Distribution Amount • ROLL_STAT_R - Rolled

9. EPM Enhancements Purchasing New Reporting Table CTW_PO_DISPATCH - Purchase Order Dispatched Reporting Table   The Purchase Order Dispatch Reporting table contains Business Unit, Vendor ID, Purchase Order ID, dispatch date and time, dispatch method and dispatch operator ID

10. EPM Enhancements Purchasing New Reporting Table Supporting Query • CT_CORE_FN_PO_DISPATCH_HISTRY Query returns dispatch dates and operator ID's by purchase order, Vendor, and a range of dispatch dates

11. EPM EnhancementsE-Pro New Reporting Table CTW_CORE10 - Core-10 Reporting Table This table holds the Core-10 requisition header and the Maintain Bid page information for all requisitions. Users can query this table to view the Core-10 - ITD-10, ITD-BID & DAS-BID values, the Attributes and the Maintain Bid page values; which include planning, cancel bid, bid award, closing and opening dates, Set-Aside, CT Recovery, EPP, Insurance requirements, Political Subdivisions, Bonds, Bid Numbers, Templates, Favorites and Descriptions

12. EPM EnhancementsE-Pro Supporting Queries • CT_CORE_FIN_CORE10_BU_REQ_DT CORE10 requisition information by requisition date • CT_CORE_FIN_CORE10_BY_FLG_DATE CORE10 requisition information by CORE10 flag value & requisition date • CT_CORE_FIN_CORE10_BY_REQ_NBR CORE10 information by requisition number • CT_CORE_FIN_CORE10_VNDR_REQ_DT CORE10 requisition information by vendor ID and requisition date

13. EPM EnhancementsE-Pro New Reporting Table CTW_REQ_WRKF -Requisition Workflow Reporting Table This table holds the workflow status for all requisitions. Users can query this table to view the approval history and who has yet to approve a requisition. In addition, the workflow administrator can measure the amount of time it takes to approve requisitions for monitoring purposes

14. EPM EnhancementsE-Pro Supporting Queries • CT_CORE_FIN_DAYS_PEND_BY_REQ Query returns the workflow status, the approver(s) and number of days the requisition in pending status for a specific requisition • CT_CORE_FIN_REQS_BY_STATUS Query returns all requisitions in a particular workflow status such as pending by business unit

15. EPM EnhancementsInventory New Fields: CT_WORK_ORD_NO - Work Order Number CT_EQUIP_BUILD_NO - Equipment or Building Number Added to the Reporting Tables: CTW_IN_ACCT - Inventory Accounting Info. Rpt CTW_IN_DEMND - Inventory Demand Rpt CTW_IN_TRANS - Inventory Transactions Rpt Tbl

16. EPM EnhancementsPurchasing-Accounts Payable New Reporting Table • CTW_VNDR_ADRPHN - Vendor Address Phone Rpt This EPM Reporting table contains vendor id, name, address, e-mail, phone and contact information. For all vendors used in the purchasing and accounts payable systems Supporting Query • CT_CORE_FN_VNDR_ADDR_PHN_INFO

17. EPM EnhancementsAccounts Payable Reporting Table Now Available for Reporting • CTW_VNDR_WTHDJU - Vendor 1099 Withholding Rpt • The Vendor 1099 Withholding reporting table contains vendor withholding jurisdiction information including Vendor ID, Vendor Location, Withholding Entity, Withholding Type and Withholding Jurisdiction Code. This reporting table provides 1099 information required by the IRS

18. EPM EnhancementsAccounts Payable Query • CT_CORE_FIN_AP_PYMNT_TERMS Query returns all vouchers where the voucher payment terms do not match the contract payment terms and the contract payment terms involve a vendor discount, payment terms code includes the letter D

19. EPM EnhancementsAccounts Payable • CTW_VCHR_TRANS - Voucher Trans Reporting Table • DSCNT_AMT_NP - Line discount amount • CT_TEMPLATE_ID - Template ID • CT_TEMPLATE_STATUS - Template Status New Fields added to

20. EPM EnhancementsAccounts Payable • CTW_PAYVC_XREF - Pay Voucher Cross Reference Reporting Table • CT_PYMNT_NOTES - Payment Notes • PYMNT_MESSAGE - Payment Message New Fields added to

21. EPM EnhancementsAccounts Payable Supporting Queries • CT_CORE_FIN_AP_VCHR_RA_NOTES • Query returns all vouchers with the payment handling code, RA, payment date, amount and payment notes as required by the COMPTROLLER'S MEMORANDUM NO.2009 - 31 issued September 18, 2009 • CT_CORE_FIN_VCHR_SRC_PYMNTNOTE • Query returns vouchers sourced by XML or QUCK, with payment handling code of RA and associated payment notes and messages. Query to be executed only by interfacing agencies

22. EPM EnhancementsAsset Management Queries • CT_CORE_FIN_AM_ASSET_DESCR_LOC • Query returns all in service assets with description information such as manufacturer, model and serial number by location • CT_CORE_FN_AM_CAT_PRFILE_AUDIT • Query provides list of all in-service assets where the category and profile do not match

23. EPM EnhancementsAsset Management • Queries • CT_CORE_FN_AM_VCHR_ASSET_AUDIT • Query Reconciles AP Asset Vouchers with AM asset detail transaction information. Query prompts for AP Business Unit and Accounting Date. Voucher lines posted in AM will display Asset ID. Voucher lines not posted in AM will display "NO ASSET_ID"

24. EPM EnhancementsAsset Management Queries CT_CORE_FN_AM_DESCR_SYMBL_AUDT Query provides a list of all in-service assets where the asset description contains either the symbol (‘) single quote or (“) double quote.

25. EPM Job Aids Update New ! • Catalog of Online Financial Reports and EPM Queries • EPM Queries added http://www.core-ct.state.ct.us/reports/epm.asp

26. EPM Job Aids Update

27. EPM Job Aids Update New Using the Catalog of Online Financial Reports and EPM Queries • On the On-line page, click EPM Queries > Accounts Payable

28. EPM Job Aids Update All Core-CT public queries in the AP Folder will be listed that you can choose to review • Click thect_core_fin_ap_telecom_exps link

29. EPM Job Aids Update The Public Query detailed Design becomes available • At the bottom of the page, click the link below to return to the On-Line Catalog of Reports:

30. EPM Job Aids Update • Click the link ‘Choosing EPM Queries’ • Click on the Accounts Payable link

31. EPM Job Aids Update • Review explanations provided under the ‘If you want to’ heading to help you find a general purpose of the query’s use • Click on the link to the right to view the query description

32. EPM Job Aids Update Click on the EPM Query Summary Link to open a complete spreadsheet of all Core-CT public queries in the On-Line Catalog

33. EPM Training • User Productivity Kit (UPK) Tool • Online Interactive Training Tool • Self Service • EPM Introduction Concepts & Steps In Progress

34. EPM Training Spring 2010! EPM Intermediate Level Classes • FRP 151 AP/PO: Understanding Reporting Table Relationships and Table Joins

35. Agenda • Welcome • Donalynn Black • EPM • Barbara Jacius • Accounts Payable • Cynthia Babbitt • Lavern Thomas • Patty Cafazzo • Jane Larned • Yvonne Pierzchalski • Mark Aronowitz • Asset Management • David Bonola • Purchasing • Noreen Camara • Dustin Guarino • Kathleen Anderson • Closing

36. AP Reminders • FYE is Coming! • Scorecards Reduced this Year • Request eMail Addresses when Adding/Updating Vendor Information • Call the HelpDesk with Issues, not Module Leads • Classes Available for Payment Cancellation, 1099 Processing and Vendors • Use From-To Dates on Voucher Inquiry

37. AP Topics • Combo Editing for Grant Transfers Affects Voucher Distributions • Wrong Voucher Styles Used • UPK (User Productivity Kit) • Pay Terms

38. AP Topics-Grant Combo Edit Fund Codes • 12060: Federal & Other Restricted Act • 12062: Transportatn Gr & Restrct Acct Account Codes • 47100: Grant Transfer Fed Grant-Restr • SID’s in the 2xxxx Range • 47200: Grant Transfer Non-Fed-Restr • SID’s in the 3xxxx/9xxxx Range • 55110: Transfer-Grant-State Agencies To Ensure Fund Code with Grant Accounts

39. AP Topics-Grant Combo Edit • Accounts 55040/55080 are Grant Expenditure Accounts • Primary use is to voucher back unspent Grant money • These Accounts are Not Billable

40. AP Topics-Wrong Voucher Styles Used Agencies are… • Forgetting to ‘Adjust Match Values/Encumbrance’ when creating an Adjustment Vchr that has a PO • Forgetting to update the ‘Associate Receiver’ link when creating an Adjustment Vchr for a partial credit • Misunderstanding the use for Journal Vouchers • Creating Regular Vouchers to process a credit • Forgetting to use ‘Reverse Amt’ when creating an Adjustment Vchr for a Credit

41. AP Topics-UPK

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48. AP Topics-UPK

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50. AP Topics-UPK ABC COMPANY