February 14, ‘12 - CFO’sFebruary 15, ‘12 - General Users

Welcome, and Happy Valentine’s Day

Toole, Director in IOT, Given IOT GMIS Responsibility August 2010

3-Part Presentation:

17 slides – ENCOMPASS Upgrade (began Nov 2010)

25 slides – Year End

Q&A – 2 Microphones in isle for audience to use @ the end

Handout:

Side-1: “Timeline” of Upgrade & Fiscal Year End

Side-2: List of Testing, Training & Workshops

Handout will be referenced throughout our presentation

“Official” copy is posted on the ENCOMPASS website, along with this presentation.

Temporary Sound System:

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1. ENCOMPASS 9.1 Upgrade10:00 – 10:30 am Chaney, Jasheway

2. Year-End Budget Closing Fistrovich

10:30 – 10:45 am

Project Costing Rudolph

10:45 – 11:00 am

Financial Closing Daniels

11:00 – 11:15 am

3. Reminders & QA11:15 – 11:45 am GMIS Panel

Provide us continued Oracle support Technical Improvements

Tools 8.5 Functional Improvements for go-live

Project Costing - Enhanced Funds Dist process Functional Improvements to activate

later Enhanced web interface Workflow - improved workflow engines

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All 5,000+ ENCOMPASS users

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Upgrade Conversion - Over Easter Holiday

System Shutdown - Thursday April 5th

System Restored - Monday April 9th

See Handout for Timing7

The GMIS team has the ability at any time up to 9am Monday to “return” to the then current production system should serious upgrade problems arise.

You WILL be operational Monday @ 9am.

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Some modules will require cleanup of “incomplete” docs for upgrade preparation.

Cleanup sessions will be led by GMIS similar to month-end & year-end workshops.

Asset Management Asset interface transactions must be completed.

Accounts Payable Current fiscal year unposted docs must be posted. Paycycles must be completed.

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AR/Billing TOS approved customer payments must be posted. In-process interface IDs, bills, worksheets and other AR

transactions must be posted or cleared AR/BI budget checking errors must be cleared

Scheduled Batch Processes and Queries Agencies must document all processes and queries

currently set to recur automatically in Process monitor Current listing posted to ENCOMPASS announcements Post-upgrade, users will need the run control, recurrence

name, and/or query name so that they can re-initiate these recurrences in 9.1.

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Project Costing In-process 3rd party transactions must be

posted/cleared

Purchasing Reqs must be fully Approved or left in Open status. Supply Chain Mgt integrations must be completed

or cleared.

Travel Expense All travel workflow transactions must be processed

or cleared.

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ROC/Deposits Daily, agencies must create accounting

entries on all TOS approved ROCs Daily, AR Approvers MUST complete ROC

entries Reminder – No workflow available for AR

Navigation to complete ROC entries: Accounts

Receivable>Payments>Direct Journal Payments>Create Accounting Entries

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See Handout

See Agency cleanup document posted each Monday morning - ENCOMPASS > ENCOMPASS Documents > 2012 Year End Document Cleanup  

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INDOT - 7am Monday

All Remaining Agencies - 9am Monday

A notification will be sent indicating when we are officially “live”

Remember: Agencies will need to re-initiate all recurring batch processes and queries in 9.1

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August 2011 – February 2012 3 testing passes 25+ agencies 125+ testers 1,000+ test scripts

Many thanks for all of your support!

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Testing Opportunities Include:

From Your Desk begins Tomorrow

Testing link - https://devfs50.gmis.in.gov/psp/fs91tst/?cmd=login

Open Classroom sessions – see Handout RSVP to: pjasheway@iot.in.gov Check reservation schedule posted on

ENCOMPASS website announcements16

All Private Queries have been copied to the upgraded Encompass system. Changes to tables may break private

queries Private queries will not be “tested” by GMIS Over 12,000 private queries made in 2011 Many will work without any changes Customer testing before go-live is

important

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Security Testing 5 Week Period – see Handout

System Performance Testing Enter 9.1 transactions for 20-30 minutes

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Optional - online tutorials https://financial.gmis.in.gov/

SOI/FIN_V9.1_DOC/UP_010.htm Good place to learn & practice 9.1 navigation

changes

Mandatory - PC Funds Distribution Class Project Administrators must complete this class by

March 28 or your access to PC will be removed. See Handout

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Walk-In Workshops

ROC/AR/Billing questions and entry help: TOS office in IGCS room E016

See Handout

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Post a GMIS Issue https://financial.gmis.in.gov/psc/guest/

EMPLOYEE/ERP/c/SOI_CUSTOM_APPS.SOI_ GMIS_ISSUE.GBL

Benefits Helps us to spot wide-spread problems Tickets are always tracked to ensure follow-

up Quickest way to route to necessary experts

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Thanks for your help thus far in preparation for year end.

For items to be paid / encumbered against FY12 budget, you must comply with deadlines in Auditor of State’s (AOS) and Department of Administration (DOA)Year End Memo.

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IGNORE pre-FY12 requisitions and vouchers in PeopleSoft.

FOCUS ON purchase orders and project costing cleanup for FY12 transactions.

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Timely creation of ROC accounting entries and review any pending prior month entries not completed.

Timely approval of GL entries. Is your Agency submitting correcting entries within 90 days of original GL entry?

Has your Agency addressed “hanging” AP Vouchers that are 30 days or older?

WHAT ARE YOU WAITING FOR?

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REVIEW all current outstanding purchase orders. CLOSE unneeded purchase orders.

Cleaning up funds with negative APPROP balances.

State Budget Agency has pre-loaded FY13 1st quarter allotments.

Initial Budget Allotment schedules and 1st Quarter Transfer List to be loaded before July 1st.

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All outstanding FY12 requisitions must be closed by May 31st.

GMIS will run PO Rollover beginning June 11th. Schedule by BU to be posted on ENCOMPASS

website PO will retain Budget Reference, but Budget

Periods will become 2013. To qualify for rollover, approved POs must be

dispatched and NOT have budget errors

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Prior to PO Roll, all PO Vouchers must be posted or closed.

To qualify for rollover, approved POs must be dispatched and not have budget errors.

PO Roll will begin on June 11th. Schedule by BU will be posted on Encompass Website. Agency access will be restricted during rollover process.

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Application Announcement and ENCOMPASS Homepage Announcement will be posted when PO payments can resume by business unit.

PO will retain Budget Reference, but Budget Period will become 2013.

Vouchers should not be entered against POs while PO Rollover is underway.

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POs with no payments since July 1, 2011 must be closed no later than May 31st, 2012.

Queries included to view vouchers, requisitions, and purchase order with no payments.

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Any PO with negative encumbrances must be fixed as instructed or closed no later than May 31st, 2012.

In addition, all POs needing to be adjusted due to price changes on PO vouchers must be adjusted or closed no later than May 31st, 2012.

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Any PO identified as being tied to an underpaid receipt must be adjusted or closed by the agency no later than May 31st, 2012.

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Any exceptions to this policy must be approved by the Agency’s SBA Budget Analyst.

Our goal is to be completed with PO Rollover by June 20th.

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Agency staff will not be allowed in PeopleSoft from 4:00 PM on June 29th until 8:00 AM on July 1st (Indy time)

Reports of Collection due to Treasurer by 3 pm and final accounting entries made by 4 pm on June 29th to be counted as FY 12 revenue.

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FY12 ALLOT_CTRL and ALLOT ledgers will be reduced to zero using Budget Close process.

FY12 Budget for non-reverting Control 7 Funds will be manually rolled forward to FY13 for ledgers based on APPROP available balance.

Control 5 and 6 Funds will be manually rolled forward to FY 13 based on available cash balance.

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Non-reverting Budgets subject to change based on post-6/30 Administrative Actions for FY12

Plan: Non-reverting Budgets available by 8 AM on July 1st

Reverting Funds (Control 3 & 4) – FY12 budgets expire. FY 13 Budgets will be available by 8 am on July 1st.

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Need for accurate A-133 reporting from system Agencies will run report for FY12 and verify Federal projects set up and maintained right – no

pain Federal project not set up and maintained right –

LOTS OF PAIN Project Costing clean up sessions will continue Also can get assistance at regular clean up sessions Training sessions for ALL with access to PC is

MANDATORY to avoid disconnect in April – changes in funds distribution setup – 6 – 4 hour sessions –SIGN UP NOW!

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Attention!! Outstanding pagelet errors Funding Source/Budget control – SBA follow up Funds Distribution config problems – GMIS follow up

Must reconcile KK expenses to FND rows Possible errors causing this:

Incorrect effective dates in funds distribution set up

Incorrect activity used Return of expenditure not posted to FND

GMIS will alert you to problems and required actions

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GMIS will alert you to problems and required actions Check lists and addition info will be provided for you in

the next few months Reversing REV lines for return of expenditure Process GL Journals (CR to Exp) to remove from REV and

add to analysis type of GLE Review totals by chartstring in 2012 cleanup folder If project closed, re-open to CR expenditures NOTE: See dashboard in ENCOMPASS 2012 folder on

website; columns are added for Pagelet Errors & PC Negative Revenue Amounts

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Some incorrect CFDA #s: run PC Quick Query SOIPC001 to confirm CFDAs Submit issue to get CFDA corrections

made Use RECIPNT Activity for disbursements to

subrecipients outside the State IF THE FEDS OWE ANY REIMBURSEMENTS

TO YOUR GRANT AT JUNE 30, APPLY FOR THESE DRAWS BY JULY 31, 2012

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Tracking spreadsheet “ENCOMPASS Cleanup Items” updated every Friday and posted on ENCOMPASS website under ENCOMPASS Documents 2012 Document Cleanup

http://myshare.in.gov/SBA/encompass/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2fSBA%2fencompass%2fShared%20Documents%2f2012%20Year%20End%20Document%20Cleanup%2f2012%20Document%20Cleanup&FolderCTID=&View=%7bF028AA1A%2d92F6%2d481F%2dAD3C%2dA6A404494279%7d

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Please do not submit any AP items to AOS IF: They have edit errors or budget checking errors They have not been posted They have not been fully approved by your

Agency Deadline for submitting FY12 Claim Vouchers, PO

payments, Travel Vouchers, SDO Reimbursements to AOS by 4:30 PM June 15th

2013 Budget Reference should not be used for transactions with accounting date prior to July 1st.

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Accounting entries must be completed for all ROCs by 4:00 PM June 29th to be counted as FY12 revenues

AR approvers must approve all ROC Direct Journals by 4:00 PM June 29th

SDO Reimbursement Voucher Deposits Accounting entries must be completed by agencies by 4:00 PM June 29th

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Fixed assets acquired June 30, 2012, or earlier must be reported to prevent a prior period adjustment to the State’s financial statements. 

All available FY12 asset related receivers and asset related vouchers must be completely processed through the interfaces into AM by Monday July 2, 2012.

Deadline to enter and complete processing of all asset transactions for FY12 will be July 3rd

Every pre interface and interface must be successfully loaded.

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Closing Periods in AM AM acct periods close monthly - all

transactions must be completed by the last day of each month or moved into the next accounting period to be processed

To avoid additional clean up, transactions entered after 04/03/2012 must use current date as acct date. Transactions submitted to workflow

must be approved before the period is closed

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Deadline for submitting FY12 Journal Entries and ID bill Journal Entries to AOS 4:30 PM June 22nd

Automatic exception for allocating June 13th, June 20th and June 27th payroll entries Deadline for these entries is 4:30 PM July

2nd No exceptions!

June 27th payroll will be loaded by morning of June 25th (potentially June 23rd)

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Agency staff will not be allowed in PeopleSoft from 4:30 PM on July 13th until 8:00 AM on July 16th (Indy time)

Necessary to allow processing of Financial Close

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Project Administrators must attend mandatory training in March.

Last cleanup session for Upgrade - March 29

Vouchers entered and failing to budget check or post the week of April 2nd may be permanently frozen.

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AP PO Vouchers must be posted or closed prior to Reqs/PO’s being closed and prior to PO Rollover

Vouchers should not be entered against POs in June during PO Rollover – schedule to be posted later

PO Rollover prep deadline

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Ensure all Vouchers submitted and to be paid by AOS are Posted and fully Agency Approved prior to Year End Payables cutoff deadline.

All 2012 SDO Reimbursements should be fully approved by the Agency and submitted for reimbursement prior to Year End Payables cutoff deadline.

Year End Deadlines and Shutouts 53

Jeff Chaney, GMIS Officejchaney@iot.in.gov (317) 232-0183

Steve Daniels, Auditor of State’s Officesdaniels@auditor.in.gov (317) 233-9817

Ryan Downham, Auditor of State’s Officerdownham@auditor.in.gov (317) 234-1626

Joe Fistrovich, State Budget Agencyjfistrovich@sba.in.gov (317) 232-2974

Paul Jasheway, GMIS Officepjasheway@iot.in.gov (317) 232-6752

Kim Logan, Treasurer of State’s Officeklogan@tos.in.gov (317) 233-0921

Marilyn Rudolph, State Board of Accountsmrudolph@sboa.in.gov (317) 234-4929

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ENCOMPASS Website

http://myshare.in.gov/sba/encompass

If you are having technical issues, submit to:

https://financial.gmis.in.gov/psc/guest/EMPLOYEE

ERP/c/SOI_CUSTOM_APPS.SOI_GMIS_ISSUE.GBL

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We Welcome Your Feedback, Questions & Comments