may 6, 2009. sandbox testing project status timeline user group / cfo issues normal town hall...
TRANSCRIPT
May 6, 2009
Sandbox Testing Project Status Timeline User Group / CFO issues Normal Town Hall content – posted to
website, not presented today Reminders / Q&A
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Thanks for your help last week! Turnout was even greater than last
Sandbox testing session & much appreciated
Investigating reported issues Please continue to test until Sandbox is
taken down in preparation for next one
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We have established a Go-Live Date!Go-live date: Weds, September 16, 2009One more Sandbox, focus on cutover and
conversion processesTentative PS shut-down of Mon, August 31,
2009
May – Sandbox Testing & Issue Mitigation Jun – Next Sandbox July – Vendor Notification August – Training September – Go Live Reminder: At Go Live
PeopleSoft will be down for 2 full weeks at go-live AOS will have 2 days where payments are not
made
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We’ve received your comments and are drafting appropriate responses
Contingency plans are under development Future targeted sessions are under
development Reports Federal projects Budgeting – how to resolve budget checking errors Accounting Suggestions?
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Tentative plan - copy Production on June 15th
To simulate go-live timing, DCS & DOR must provide test files on June 29th (see next slide)
Sandbox ready on July 1st
Focused Agency Testing – July 7th – 10th
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To simulate go-live timing, DCS & DOR must provide test files (new COA, format) on June 29th
DCS: Child Support, Foster Care DOR: Corporate, Manual, Indiv, Motor Carrier Include Warrants & ACH Include Domestic & International addresses
Files will be loaded just prior to release of environment, just like at go-live to make payments as soon as possible
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Bundles and Fixes in Production by June 6-7
GL Cleanup Session May 7, IGCS, CC15 Balance April General Ledger by May 12 PS User Group Meeting – May 21 IGCS,
CC 22 Next Town Hall: TBA - Week of June 8th
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General Ledger Month-end Closing Schedule
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FY 2009 Accounting
PeriodMonth
Balancing Reconciliation Completion Date
General Ledger Accounting Period Close Date
10 April May 7, 2009 May 12, 2009
11 May June 5, 2009 June 10, 2009
12 June July 15, 2009 July 20, 2009
•When a month is closed, it will not be re-opened•Needed in preparation for go-live•When periods close after go-live, they will not be re-opened under any circumstances
•AP is closed at 9 AM on the 1st of the month•GL will be closed at 5 PM on the scheduled date
The only time prior periods will be opened is at GMIS Cleanup Workshops and periods will only be opened during the workshop
Current Schedule: Thurs, May 7 9am-12pm & 1pm-4pm CC Rm 15 Weds, May 13 9am-12pm & 1pm-4pm CC Rm 15 Weds, May 20 9am-12pm & 1pm-4pm CC Rm 15 Weds, Jun 17 9am-12pm & 1pm-4pm CC Rm 15
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Training on Current Processes (pre Go Live) AP Training – May 19
9:00 – 12:00 AP Paycycle Training – May 19 1:00
– 4:00 SDO Training – May 21 1:00
– 3:00
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PO Conversion was performed this time Control Accounts – no online entry allowed Payroll Interface – to be loaded by AOS AOS Pre-Audit will enforce that payments
in Points 3, 4, & 5 (over $500) require Purchase Order
AOS Pre-Audit will make sure Receipt date is populated
Departments in Financials must match Departments in HR Module
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New Incident Values to be used in Production:
090101 – Ice Storm Assistance January 2009
090301 - Severe Storm Assistance March 2009
090401 – H1N1 Virus April 2009
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# AgenciesGreen 49Yellow 23Red 0
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0
0 10 20 30 40 50
# of Agencies
Green
Yellow
Red
Leve
l of
Cla
ss
Risk Assessment of Agencies
Criteria for scoring agencies (changes in CAPS): # of Fund/Center/Object combinations out of
balance with AOS Based on MARCH balancing reports CHANGE IN PO CRITERIA TO REFLECT PO’S
WITH UNLIQUIDATED BALANCE DIFFERENCES BETWEEN GEAC AND PRODUCTION
# of unposted GL journals from MARCH and prior (Actuals ledger only)
Usage of Projects Module
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Criteria (continued): Usage of Sandbox environment for the period Submission of ID Bill / PR Default Chartfield values Submission of Bank Account Information – if SDO
account inactive in Sandbox – submitted information is incomplete - 5 points
Scoring: Below 20 = Green, 21 – 59 = Yellow, 60 and
above = Red Posted on website at ENCOMPASS Documents
Agency Project Plan Dashboard on biweekly basis 25
In the Internal Controls folder on the ENCOMPASS website, open the latest FSPRD and FSAOSSND files to make sure your agency is set up with the necessary roles.
When testing in SND, remember, your ability to test certain functions may be limited by your roles. Test only functions you are expected to do; others will be testing other areas.
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It is no longer necessary to have access to another BU in order to enter a deposit in AR, payment in AP, or journal entry in GL. Add the document using your BU number On the line distribution, select the other BU
number first; this will generate the other chartfields related to that BU.
Proceed to select fund, account, etc. Routing for all except AR will go to that BU for
approval.
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Watch for a mini session to discuss and demonstrate agency reports!
In the meantime, remember, the reports available for agency run are in the Reports folder on the ENCOMPASS website.
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Steve Daniels, State Budget Agency e-mail: [email protected] phone: (317)
232-2974 Ryan Downham, Auditor of State’s Office
e-mail: [email protected] phone (317) 234-1626
Marilyn Rudolph, State Board of Accounts e-mail: [email protected] phone: (317)
234-4929 Jim Welsh, GMIS Office
e-mail: [email protected]
ENCOMPASS Website http://myshare.in.gov/sba/encompass
ENCOMPASS Email Address [email protected]
If you are having technical issues, submit them to GMIS http://extranet.in.gov/gmis/issue_entry/
base/issue_entry.asp
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We Welcome Your Feedback / Questions / Comments