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This month, 64 more departments will enter the FI$Cal system. It is the final departmental release and includes some of the state’s largest departments. The Department of Education, with its $78 billion budget, by itself outspends 45 states every year! If California were a country, it would have the fifth-largest economy in the world. That’s a lot of transactions and money to flow through one system.

Our goal for the first 90 days will be to stabilize and support our new departments as they seek to gain fluency in our system. These departments should be busy validating their data, refining their business processes, and making sure they are well-prepared.

Our command center and support team for Go Live will grow from last year to match the size of the 2018 Release. Key project leaders will staff the command center and serve as a triage team to manage and respond to issues affecting

In this issue...

July 2018

2018 Release Go Live: Key Activities

News, Events and Announcements from FI$Cal

FI$Cal Service Center Tips . . . . 2

User Support Labs for 2018 Release Departments . . . . . . . . 3

Fact vs . Fiction . . . . . . . . . . . . . . . 3

Updated FI$Cal Job Aids . . . . . 4

USLs Are Helping Customers . . . . . . . . . . . . . . . . . . . 4

Career Opportunities . . . . . . . . . 5

New FI$Cal Identity Self Service Portal Video . . . . . . . . . . 5

July 2018 Event Highlights . . . 6

Click to continue reading on Page 6

Data Privacy: Working with the FSC — Page 5

Final Go Live Will Be Biggest EverA message from Miriam Barcellona Ingenito, Director

End User Spotlight — Page 2

Click to continue reading on Page 5

FI$Cal is scheduled to onboard 64 more departments in July. Cutover and transition activities may affect both live and onboarding departments. Please review the following schedule for information all departments need to know.

Cutover Conversion Files

Cutover Conversion Files from 2018 Release departments are due in two groups:

• Monday, July 2Project Costing conversion files(CNVPC002A and CNVPC002B)

• Monday, July 9All remaining conversion files

Production Freeze

During the cutover period for the 2018 Release departments (June 30 to July 10), production-related changes will not be available. All changes to production for live and 2018 Release departments will begin processing after the freeze is lifted, beginning July 10.

FI$Cal System Unavailable

The FI$Cal system will be unavailable begining at 6 p.m. on Thursday, July 5, and will be back up at 6 a.m. on Monday, July 9, for cutover of the 2018 Release departments.

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End User SpotlightEach month we ask our end users a question to get to know you better.

Mechelle Shultz currently works in

Business Services with the Department

of Insurance. She has been with the

department for 10 years and will continue with

procurement activities when she moves to the Department

of Alcoholic Beverage Control this month.

Q: What movie can you watch over and over?

A: I like to watch Jane Austen movies like “Pride and Prejudice” and

“Sense and Sensibility” quite a bit, but a movie that I will watch every

time it is on is “The Fifth Element.” I enjoy it because it is hilarious and

because it has Bruce Willis in it.

The FI$Cal Service Center (FSC) strives to provide our clients with excellent customer service. The following tips will assist us with resolving your issues as quickly as possible when you contact the FSC.

• Try clearing the cache on your computer and then retry the process. Your cache history can be the culprit on many system issues. If you are not sure how to clear the cache on your computer, view our videos for instructions.

• In the subject line of your email to the FSC, provide the business unit and a clear description of the issue or request. For example, if the issue or request is related to month-end/year-end close, make sure to include MEC/YEC in the subject line.

• Provide the FI$Cal User ID you were using when you encountered the issue you are reporting. Some end users have multiple User IDs, and our FSC Level 2 representatives need to know which profile you were using when you encountered the issue to help you to resolve it.

• List the steps you went through when you encountered the issue.

• Include relevant screenshots that show the URL, menu breadcrumbs and date/time. This will assist the Level 2 representatives in validating the website/URL on which you

FI$Cal Service Center Tipsencountered the issue, the menu path you navigated to, and the date/time of the incident. This information is helpful to the Level 2 representatives as they

investigate and try to resolve the incident.

• Provide the contact information of the end user who encountered the issue (not the

contact information for a super user or other end user). FI$Cal production transactions are tied to an end user’s credentials so it is imperative the Level 2

representative is working with the user who is actually encountering the issue in order to successfully resolve the incident.

• If the incident being reported is a budget-related issue, identify the application being used when the issue was encountered — Hyperion or PeopleSoft.

• Describe any workarounds you are doing that allow you to complete the process while waiting for resolution of your incident.

• Identify whether the issue is affecting production and what it is preventing you from completing.

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vs

FICTION: FICTION: End users are prompted to enter a one‑time password (OTP) verification code each time they log in through Access FI$Cal. This OTP is an automatically generated numeric string of characters that authenticates the user for a single transaction or session.

FACT: While it’s true that some end users are prompted to enter an OTP verification code each time they log in through Access FI$Cal, not all users require an OTP code in order to log into the FI$Cal system. Only end users with certain roles (listed at right) in the system must go through this process each time they log in.

Central 1099 ProcessorCentral Allocation MaintainerCentral AR Configuration

MaintainerCentral AR Workflow AdminCentral Asset Configuration

MaintainerCentral Bank Statement ImportCentral Bank Statement

ProcessorCentral BI Configuration

MaintainerCentral CA Config MaintainerCentral Cash Tree MaintainerCentral COA MaintainerCentral GL Configuration

MaintainerCentral GL Journal ProcessorCentral P Card MaintainerCentral Pay Cycle ProcessorCentral Payment MaintainerCentral PC Configuration

MaintainerCentral PeopleSoft Admin Central PO Configuration

Maintainer Central PO Workflow Admin Central Vendor Ad Hoc

Approver Central Vendor Approver Central Vendor Processor EOTF Administrator FI$Cal AP Maintainer FI$Cal Func Module Support

Portal Administrator Portal System Administrator Product Support Role SCO AP Approver 1 SCO AP Approver 2 SCO AP Approver 3 SCO AP Approver 4 SCO AP Maintainer SCO Appropriation Approver SCO Appropriation Processor SCO AT Ad Hoc Approver SCO AT Approver 1 SCO AT Approver 2 SCO AT Approver 3 SCO AT Approver 4 SCO AT Batch Processor SCO AT Common Pool SCO AT Cut Code Maintainer SCO AT Expedite Batch

Processor SCO AT Filter Maintainer SCO AT Filter Viewer SCO AT Options Page

Maintainer SCO AT Provisional Approver SCO AT Reporter SCO Cash Transfer Approver SCO CM Journal Approver SCO GL Budget Definition

Maintainer SCO Journal Processor SCO PO Reporter STO Bank Account Maintainer

OTP ROLES

User Support Labs (USL) for the 2018 Release departments will start July 24 and run through September 27. During these labs, end users from our new departments have the opportunity to bring their work to FI$Cal and receive step-by-step help from system subject matter experts.

To attend one of these USL sessions, which are restricted to 2018 Release department end users, department

User Support Labs for 2018 Release Departmentsliaisons or training liaisons must email a completed 2018 USL Request Form to FI$Cal’s Change Management Office at least three business days in advance of each requested session. FI$Cal staff will reach out to the point of contact on the form to confirm the support required. The USLs for the 2018 Release department end users will be held from 9 a.m. to 11:30 a.m. and from 1:30 p.m. to 4 p.m. at the FI$Cal offices. Please refer to the

form for training and attendance requirements.

If you have questions regarding the upcoming 2018 Release department USL sessions, please email FI$Cal’s Change Management Office.

End users from previous waves and releases can continue to receive help through ongoing User Support Labs managed by FI$Cal’s On-Site Support Office.

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Module Job Aid Title Job Aid DescriptionDate Published

Procurement Telecom Form STD 20 3.0Provides the requisition processor and PO buyer the instructions for the use of the acquisition type titled Telecom and the Telecommunications Service Request (STD 20).

06/22/2018

ProcurementP-Card Frequently Asked Questions 2.0

This document details the frequently asked questions and answers for procurement card (P‑Card) in FI$Cal.

06/22/2018

ProcurementEquipment Purchase Order with Multiyear Maintenance Service Agreements 4.0

Instructs procurement contract users on how to set up a multiple fiscal year equipment contract from a leveraged procurement agreement (LPA). Also provides the steps PO buyers / department PO buyers should perform to create a purchase order from that procurement contract.

06/19/2018

ProcurementClosing a Purchase Order to Release Encumbrance Balances 3.0

Provide department buyers with instructions on how to close qualifying purchase orders that no longer need to be modified through the buyer’s workbench to release encumbrance balances.

06/18/2018

Asset Management, Accounts Payable

Entering a Property Lease into FI$Cal for Payments 1.0

Provides departments the instructions for entering their property leases (property lease agreements made with non‑government entities), capital or operating, into FI$Cal. Due to the SAM requirement (8342.3) to encumber the funds, property lease payments are to be entered in the purchasing module.

06/01/2018

ProcurementUsing Purchase Order Module for Outgoing Bond Grant Accounting 1.0

Provides instruction on how to use the PO module to create a bond‑funded encumbrance for a qualifying, outgoing, bond‑funded grant. This job aid serves as a substitute to FI$Cal.263 for steps 1 through 16 for bond‑funded grants.

06/14/2018

Accounts PayablePetty Cash Funds Entry in FI$Cal  1.0

Provides instructions to establish, replenish/reimburse and close office cash purchase (petty cash) funds.

06/07/2018

Accounts Payable, Procurement

Create an Encumbrance Only Purchase Order 7.0

Provides the accounting office instructions on how to create an encumbrance only purchase order to encumber funds for a nonprocurement‑related transaction and how to process its voucher.

06/05/2018

General Ledger / Year‑End Close

Running the Year-End Close Process 6.0

Spreadsheet for running the year‑end close process 05/23/2018

Procurement PC Interface Upload 2.0Provides information on how to set up a .csv file for projects, activities, team, and non‑financial transactions for the upload and then how to run the process.

05/18/2018

To view all new and updated job aids, or to join our subscription list, visit the FI$Cal Job Aids page .

Updated FI$Cal Job Aids

“We are a 2017 Go Live department and we have now been at USLs on four occasions. We have been able to move forward and resolve a number of issues that had slowed our progress and kept us from being able to close our months.”

Regine Serrano Chief of Administrative Services, State Coastal Conservancy

USLs Are Helping Customers User Support Labs are available by appointment to all live departments, Monday through Friday. Bring in your work assignments and receive help from FI$Cal system experts. Reserve your spot.

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Data Privacy: Working with the FSCInformation security is a priority at FI$Cal. When working with the FI$Cal Service Center (FSC) it is important that our clients remember to be careful with the data they are sharing when emailing the FSC. The following tips will help you protect the privacy of your department’s data:

• Do not share your login credentials with anyone.

• Do not email sensitive or confidential data to the FSC.

• Consider what you are sending. Ensure confidential data is not contained in a screenshot or image.

• If your issue involves sensitive data, please call the FSC for assistance in redacting the data prior to submitting a ticket.

• Consider contacting the FSC and requesting a WebEx session. It may speed up issue resolution.

If you have additional questions, you can contact the FSC via ServiceNow when logged into the system, by phone, toll‑free, at (855) FISCAL0 (855‑347‑2250), or by email.

2018 Release Go Live: Key ActivitiesContinued from Page 1

FI$Cal User IDs and Passwords

New FI$Cal end users should receive their FI$Cal login credentials via email on the evening of July 8. The email communication will be sent to end user email addresses provided by your department through role mapping activities. New FI$Cal end users are required to reset the one-time password provided via email by

6 p.m. on Friday, July 13. Existing FI$Cal end users will continue to use their current password.

For more information on User IDs and passwords, accessing FI$Cal, workstation configurations, and end user role changes, please see the email sent out to department liaisons on June 28. If you have any questions, please email the Change Management Office.

Executive Office

• Associate Governmental Program Analyst Executive Office Final filing date: July 9, 2018

Service Center and Portfolio Management Division

• Information Technology Associate (Limited Term) FI$Cal Service Center, Level 1 Services Unit Final filing date: July 9, 2018

For the most current list of career opportunities, visit the CalCareers website.

Career Opportunities

New How-to Video:FI$Cal Identity Self Service Portal OverviewThe Identity Self‑Service (ISS)portal, which streamlines access request processing and improves customer service, is available for use by departmental authorities/designees from departments. Watch the new how‑to video about the ISS portal.

You can view other helpful how‑to videos on our website and on our YouTube page.

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JULY 2018 EVENT HIGHLIGHTSJULY 19

JULY 24

JULY 4 User Support Labs for 2018 Departments Begin July 24User Support Labs for 2018 department end users will begin on July 24 and run through September 27 and will be held from 9 a.m. to 11:30 a.m. and from 1:30 p.m. to 4 p.m. at the FI$Cal offices. For more information, see the article in this issue on page 3.

For the latest information, please visit the events calendar on the FI$Cal Resources Page.

Monthly FI$Cal User Community Forum

Thursday, July 19, 2018

Department of Consumer Affairs 2005 Evergreen Street

2nd Floor, Emerald Auditorium Sacramento, CA 95815

For more information, please visit the FI$Cal website.

JUNE 30 – JULY 10

Production FreezeDuring the cutover period for the 2018 Release Departments, production‑related changes will not be available. See 2018 Release Go LIve: Key Activities, on page 1, for  more information.

JULY 2

Cutover Conversion Files Due – Project CostingProject Costing Cutover Conversion Files from 2018 Release departments (CNVPC002A and CNVPC002B) are due today.

JULY 5–10

FI$Cal System UnavailableThe FI$Cal system will be unavailable begining 6 p.m. on Thursday, July 5, and will be back up at 6 a.m. on Monday, July 9, for cutover of the 2018 Release departments.

JULY 9

Go Live: 2018 Departmental ReleaseSixty‑four new departments go live

in the FI$Cal system today!

JULY 9

Cutover Conversion Files Due – All Remaining Files All Cutover Conversion Files from 2018 Release departments (except Project Costing files) are due today.

Final Go Live Will Be Biggest EverContinued from Page 1

the new departments. New this year, FI$Cal staff will work in the administrative offices of some of our largest departments to help them learn to transact.

Meanwhile, we will continue to support existing departments. Our staff previously dedicated to onboarding departments will shift to supporting departments

with their month-end/year-end close and other areas where they need help.

After Go Live, our journey will not be over. Lots of work will remain in front of us, and in some ways I see the 2018 Release as a beginning as much as a culmination. While the major onboarding of state departments will be done, we

will constantly be updating and evolving the system. We will work continuously together with departments to improve system functionality, open and develop the transparency website and bring in control functionality for the State Controller’s Office and State Treasurer’s Office.

JULY 16

Cutover Conversion Validations BeginValidations will take place at the FI$Cal offices and run through August 3.