Commonwealth of PennsylvaniaRevenue Project

Requirements Workshops

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Welcome

Introductions

Project Overview & Timeline

Purpose for the Session & Agenda

Housekeeping

As-Is Workshop Expectations

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Revenue Initiative Team

Nick Melnick, OA Deputy CIO GGO will serve as the overall project manager

Anna Maria Anderson, OB will serve as the subject matter expert and lead on content

Dorothy Krazek-Kohlman, OB will co-lead as subject matter expert and lead the training initiative

Alex Billy, OB will serve as the lead for revenue reporting

Steve Engle, OA will serve as the IES functional team lead

Al Bartron, OA will serve as the IES Business Warehouse reporting lead

Sharon Minnich, OB will serve as the project advisor

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Introductions

Roles and Responsibilities

Presenters – — OB –Alex Billy, Sharon Minnich

— IES – Steve Engle, Mike Hershour

Facilitators/Scribers— Bob Yinger, Suzanne Alese-Carraway, Kim

Killen, Sathish Jayakumar

Note Taker— OB – Dorothy Krazek Kohlman

Subject Matter Experts

—Everyone in attendance

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Welcome

Project Overview & Timeline

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Project Introduction – Goals and Objectives

Specific goals and objectives include: Revenue Entry

— Standardize on SAP for revenue entry by comptrollers and agencies

— Eliminate the OB Revenue Document System to reduce duplicate systems and maintenance

— Eventually seek to eliminate the Revenue Interface System and interface directly to SAP (out of current scope)

Revenue Reporting— Determine revenue reporting requirements

— Provide static reports

— Provide the ability for ad hoc reporting

— Standardize on SAP Business Warehouse for reporting

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Project Introduction – Timeline

Timeline: Revenue Entry

— Conclude entry requirements by August

— System changes August – September

— Training agencies - October

Revenue Reporting— Conclude reporting requirements by August

— BW Upgrade by February 2008

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Welcome

Purpose for the Session & Agenda

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Workshop Agenda

As-Is Process Walk Through of Current Reporting Capabilities in the Oracle and

Revenue Accounting System

Demo SAP Business Warehouse reporting tool and capabilities

Requirements Identification of Requirements for reports

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Workshop Etiquette

Respect Time Cell phones and pagers off Return promptly from breaks

Respect Process Stick to agenda topics One subject discussed at a time

Respect One Another One conversation at a time Listen

Focus on workshop objectives You are empowered to help design the future state processes Work to gain consensus Silence means agreement Park tangential issues for resolution outside of the workshop

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Welcome

Housekeeping

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Housekeeping

• Break Halfway Through Meeting

• Cafeteria – 8th Floor

• 7th Floor requires an access control card.

• Smoking – 4th Floor

• Bathrooms – Hallway

AS IS Workshops

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Overview of Workshops

To validate the project teams understanding of the As-Is process. We will walk through:

Current Processes— Inputs

— Process Steps

— Outputs

— Regulations-technical, legal,

— Organization policies and procedure

— Requirements.

Not intended to be a training secession.

While we identify the differences in the current processes across the Commonwealth, our intent is to identify the possible areas to standardize the process.

You score when you

Standardize the business processes

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Expectations

On completion of the Workshops, Requirements Confirmation report will be produced.

These workshops will identify the current state of revenue entry and reporting and will be used as the base line for the To-Be Design in SAP

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As-Is Workshop

Objectives: Review “As Is” reporting

— Source of information for reporting

— What reports are currently available

— Identify Gaps in Current Reporting to produce improved future reporting.

“AS IS”Revenue Reporting Capabilities

601 Report

&

Oracles Tables

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601 and Oracle -Identical Sources:

RAS CTC Oracle

RAS 601

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Revenue Reporting (current non-SAP):(601 and Oracle)

Include: Treasury warranted and receipted Check and Electronic revenue items

(RAS – Revenue Accounting System)

Exclude: Cash in transit( RIS- Revenue Interface System)

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601 Report

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Characteristics:

Data from the Dept of Revenue’s Revenue Accounting System (RAS)

Coincides with the Circular of Revenue Codes

Available Monthly (end of month)

Cash Basis

Available on line but does not lend itself to current desk top analytic tools

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Oracle Report

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Oracle

Includes: Treasury receipted or warranted Check and Electronic revenue items.

Excludes: Cash in Transit (RIS)

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Oracle Report

Oracle tables generally are available through Access which is a front end and contains no data or

Excel which is also a front end and contains no data.

Users of Access and Excel can obtain most any combination of the data elements provided by RAS in a report format.

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Oracle Tables

Four (4) Views in Production: Act Rev Detail

Act rev transactions

Ppi. Rev receipt

Ppi. Rev receipt detail

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RAS Data Elements Summary

Revenue Code

Account Description

Organization

General Ledger

Change Date

Change Number

Previous YTD Balance Excluding Current Month

Current Month

Treasury Date

Totals by Revenue Code

Total YTD

Total Current Balance Amount

Transaction Count

Total Amount of Money for this Transaction

Transaction Create Date

Type

Document Type

Document Receipt Number

Fund

Department

Appropriation

Appropriation Year

Ledger

• Organization Code

Cost Function

Object

Document Date

Transaction Amount

Monthly (In addition to above) Month Ending (Month/Day/Year)

Literal Date (Month/Day/Year)

Literal Fund Name

Literal “Previous Year to Date”

Literal Current Month

Literal Year to Date (App/Yr/L)

Revenue Code (RC)

Previous Money amount prior to current for RC

Current Money for the month amount for RC

Year to Date Money amount for RC

Previous money amount prior to current for Dpt.

Current money amount for the month for Dpt.

Year to Date for Dpt.// Total all Funds

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Example

With the information provided by RAS

An access report by document number can actually retrieve all lines within the document.

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POST_YRREV_FUNDREV_CLASSREV_DEPTREV_APPRREV_TYPE APPR FY LEDG ORG COSTF OBJ REV_DATEREV_AMT2006 001 144 018 000 165 000 0 0 0000 00000 000 20-Mar-07 -17366.462006 001 141 018 000 161 000 0 0 0000 00000 000 20-Mar-07 17366.46

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Oracle Data Searches:

Post Year

Rev Fund

Rev Class

Rev Department

Rev Approp

Rev Type

Approp

FY

Ledger

Org

Cost Function

Object

Rev Date

Rev Amt

Rev Doc Number

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Processing timeline

Receive,Route

Post,Review

Deposit

TimelinePaper &

Non-Paper

PrepareDeposit

TABSPosting

Agency,FiscalOffices

Rev Actng,PaDOT

Agency,Fiscal OfficeComptroller

Treasury

Treas.

Rec.WarrantReceipt

Returns

Treasury,Rev Actng,

Agency

PossibleReport

Purpose

CITDepositBudget

Budget,Receipts

Processed

CITWarrantReceipt

Rev.Actng,PaDoT

Rev Actng,Agency,

ComptrollerTreas

OpenItems,CIT

Agent

Step

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Current Reporting: AS IS/IDEAL

AS IS:

In general, 601 and Oracle must be updated from other systems (RAS) and therefore prone to error

Timeliness of the 601

Timeliness of the Oracle Tables

Lack of Flexibility of the Oracle Tables

Lack of Cash in Transit report capabilities

Lack of Cash flow projection capabilities

Lack of detail

Lack of control (paper chase)

IDEAL :

One source – one system

On-line real time data

Data availability to meet needs

Static and Ad Hoc Capabilities

Cash in Transit

Drill down detail

Immediate entry & control

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General Ledger Accounting

General Ledger Accounts The General Ledger Accounts (GL Accounts) are the structures

that classify debit and credit values for accounting transactions in the FI module and form the basis for creating balance sheets and income statements.

Within the master data of all GL Account is a link to Funds Management Commitment Items. Normally, a GL has only one Commitment Item assigned to it, but a Commitment Item can have many G/L’s assigned to it.

Revenue Commitment Items and GL Accounts have been designed to have a 1 to 1 relationship

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General Ledger/Commitment Items Relationship

For all GL Accounts that begin with a 4:

Revenue GL Account = 4436018 = Commitment Item

Crosswalks to

Revenue Code = 001-610-007-107-101

Renal Program Donations

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Controlling Cont’dRevenue Code

Revenue Type

Department

Appropriation

Revenue Class

Fund

001 610 101-081 109-Current Revenue Code

SAP Fund

Business Area

GL Account

SAP Fund Type

GL Account

SAP Account Code

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Revenue Code Equivalent in SAP

To access information at revenue code level in SAP BW:

Federal revenue code: SAP Commitment Item and SAP Fund

Treasury Investments:SAP Commitment Item and SAP Fund or Fund Type

Any other revenue code: SAP Commitment Item

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Legacy Coding Block

AppropriationCOPA Fund Department Fiscal Year Ledger

SAP Fund SAP Fund SAP FundBusiness AreaFund Type

Organization

WBS Element

GL AccountSAP Fund

ICS Cost Function Grant/Program

Measure

Major/Minor Object

Cost Center

Commitment Item

Internal Order

ICS Cost Function Project

Cost Element

SAP Coding Block

FMIS Program Revenue Code

GL AccountInternal Order

Fund Center

FMIS Cost Function

Commitment Item

Cost Element

SAP Fund and Fund Type

Business Area

WBS Element

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BW “Report of Revenue and Receipts” – Development Version

Included in report:

For non-Accounts Receivable Revenues: Commitment Item 4x, all Document Types

For Accounts Receivable Revenues: Commitment Item 4x, payment Document Types

Items available in preliminary version of report:

*Appropriation Fiscal Year

*Fund

Appropriation Key (first 7 digits of Fund)

*Funds center

Appropriation

Ledger Code

*Fund Type

Appropriation

G/L Account

*Business Area

*Grant Number

*Commitment Item

Ledger

*Cost Center

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Low Level of Funds (last 3 digits of Fund)

Cost Center - Agency Def ined (last 3 digits of Cost Center)

Order

Date of Update (FM posting date)

*Posting period

Document Type

*Revenue Class (based on Commitment Item)

FI/CO Document Number

WBS element

*Fiscal year

Previous Year-To-Date Revenue (Balance as-of end of previous period)

Fiscal year/period

Current Period Revenue

Year-To-Date Revenue

*available for parameter input

Items under discussion for inclusion

Receipt Date

FI Reference document

Refunds

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SAP Data Elements

Header

Document type

Document Number

Company Code

Fiscal Year

Document Date

Posting Date

Period

Reference Document

Doc Currency

Document header Text

Log. System

Transaction

Time of Entry

Last Update

Entered by

Changed on

Parked by

Reference Transaction

Reference Key

Parked by included on Fb03

Detail

Item Number

Business Area

Debit/Credit

GL Account

Account Short Text

Amount

Fund

Cost Center

Order

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“AS IS” and SAP Data Elements:

Revenue Code

Account Description

Organization

General Ledger

Change Date

Change Number

Previous YTD Balance Excluding Current Month

Current Month

Treasury Date

Totals by Revenue Code

Total YTD

Total Current Balance Amount

Transaction Count

Total Amount of Money for this Transaction

Transaction Create Date

Type

Document Type

Document Receipt Number

Fund

Department

Appropriation

Appropriation Year

Ledger

Organization Code

Cost Function

Object

Document Date

Transaction Amount

Header Document type Document header Text Reference Number Currency Document Date Posting Date Posting Period Reference Transaction Reference Key Log. System Transaction Time of Entry Last Update Entered by Changed on Parked by

Detail Item Number Business Area Debit/Credit Account Short Text Amount Fund Cost Center Order Rev Code GL Act D/Credit Cost Center

“AS IS” SAP

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Work Guide

What do you need for a direct replacement of current reports? Data

Frequency

Format

What preformatted/unformatted reports do you require?

What do you need in addition to current reports?

What don’t you need in the reports that you do receive?

Do you need additional information to select reports? If so what information would you like to see?

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Worksheet:

Agency:

Contact:

Phone: E-Mail:

Current Report Name (Please attach copy): Changes (data elements, time, format):

Desired Report: Description (Please include data elements, Purpose):

Please forward to :