state of connecticut core-ct project projects costing/contracts meeting january 2007

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State of ConnecticutCore-CT Project

Projects Costing/Contracts Meeting

January 2007

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Welcome Gale Mattison

Team Updates

Projects/Contracts Update Dona Black

HRMS Update Susan Martin

Training Update John Harnick

Agenda – Team Updates

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Team Updates




Projects Costing/Contracts Update

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Agency Commitment for Successful Implementation

• Review Current Processes and Determine NEW Processes• Define a Project in Your Organization• Define a Contract in Your Organization• Communicate these definitions to your staff• Begin communicating the coding differences to your staff

• User Acceptance Testing• Dedicated to testing agency specific scenarios• Month of April• To be held at 101 E. River Drive• Need users to test Purchasing, Vouchers, SSJs, Timesheets as well as

Projects/Contracts• Training will be provided in March prior to User Acceptance Testing

• Identifying Values that will be inactive due to Projects/Contracts• Chart field 1 values• Project ID values• HR Account Code values• Communicate the coding changes throughout your organization

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Agency Commitment for Successful Implementation

• Agency Specific Training Materials• Modify training materials to incorporate agency specific procedures• Review modified materials with Core-CT for accuracy• Incorporate new processes into training materials• Train your agency with these agency specific training materials

• Establish Agency SME (s) for Projects and/or Contracts• Include this person (s) in all testing• Include this person (s) in all training• SME (s) should be knowledgeable in agency purchasing, payables, time entry• SME (s) should be the first contact for the new users on Core-CT

• Provide New Combinations of Coding to Agency• New HR Account Codes will be established• New Project Values and Activities will be established

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Tasks To Be Completed

• DOTM1• Express Asset Criteria Task C393• Accounting Rules Task C338• Allocation Steps Task C350

• DPWM1• Nothing at this time

• ITDM1• Nothing at this time

• DEPM1• Nothing at this time

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Current Time Frame• Completing Configuration in Test Environment

• Writing scripts for testing• Agency specific scenarios, please pass onto Module Leads• Scripts have been written with agency provided configuration values

• Completing Security set up

Next Few Months• Execute test scripts

• Identify and fix system bugs

• Identify issues with business processes and recommend changes

• Identify and fix security issues

• Get ready for training and User Acceptance Testing

Project/Contracts Time Frame

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• Identify Accounting Changes within Your Agency• Identify Changes in Your Reporting• Ensure Federal and State Audit Standards are Met• Identify Users for Projects and/or Contracts

– Including Access in EPM for New Users

• Identify Security Access for these Users• Getting ready for Year End

– New Project Values– New HR Account Codes– New PO and Vendor Contracts– Beginning in May entry of Project and Contract values online– June 8th HRMS entry of T&L using Projects– July 1st FIN entry of transactions using Projects

Upcoming Tasks and Items for Projects and Contracts

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Projects/Contracts Update

Upcoming Events

• Maintenance Pack Implementation (MP5 & Bundle 11)• These updates will be tested alongside Project Costing and Customer

Contracts• Year End Activities

• Closing all Purchase Orders that utilize Project values• Adding new lines to Vendor Contracts for new Project/Activity values

• Project Costing and Customer Contracts Go-Live• Participate in UAT in April• Security Set Up Completed by May• Entry of Projects and Customer Contracts online in May• Coordination of HR Account Codes and Chart fields with entry in June• Knowledge of Project Costing coding for the rest of your organization

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Team Updates




HRMS Update

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HRMS Update

Summary of HRMS/Projects activity.

Activities

• Agency set-up for Self Service:− Locations and TL Groups− Security set-up− Train the Trainer session for Self

Service Time Entry and Approval

• Build− Load Configuration values− Build custom interfaces

• Test− Cycles designed to test simple to

complex processes− Integration Test− Performance Test− User Acceptance Test

Key Messages

• Agency preparation needed for Self Service set-up.

• Agency trains its staff in use of Self Service. Begin use of Self Service by April, 2007.

• Agency to work with Financials team to create Project IDs. Once created, this will be sent to HRMS.

• Testing is critical to ensure accurate and timely processing of Payroll.

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HRMS Update

Project Funding• Captured in the Timesheet or

Additional Pay

• Multiple splits are available for each employee/day

• Undesignated earnings will default to position funding

• Actuals will be sent to the Projects module on the Monday or Tuesday preceding Pay Day

Position Funding• Default established on Position

Record by Agency HR users• Multiple funding sources are allowed• Changes can trigger position

workflow for OPM approval• Used for distribution of earnings

where funding is not designated• Actuals sent to GL and AP on the

Monday preceding Pay Day

Position vs. Project Funding

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HRMS Update

HRMS Combination Codes: Link from HRMS to Financials

• Each code represents a unique combination of Financial chart fields.• Combinations are created by Chart of Accounts team (COA) specifically for

payroll processing.• All codes loaded by COA during the day are built in HRMS that night during

batch processing and are available the next day.• Effective dates are set for the next unprocessed payroll period unless a

specific retro date is requested by agency. • Only active Projects and Combo Codes can be selected for use in HRMS.• Timing of Combo Code inactivation is crucial. Combo Codes cannot be

used in HRMS once a code has been inactivated. (This is a continuing challenge.)

• Proper timing of build process for the new Fiscal Year is critical since Projects must have valid values available to begin new year processing.

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HRMS Update

Timing is critical for the use of Projects.

• Projects Go-Live

• Pay Period 6/8/07-6/21/07, Check Date 7/6/07

• To be available in HRMS, Projects must be established in Financials

• Timing – Self Service Time Entry

• Employees should enter their attendance no later than the COB on each pay period end date

• Time must be processed by Time Administration in order to be available for approval

• Approvers should review and approve time on the next day • Corrections will require overnight processing in order to be available for

approval

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HRMS Update

Timing is critical for the use of Projects, continued.

• Team Member Functionality

• New with Projects• Optional feature• Team members are established in the Financials Projects module• Agency Project Manager roles will determine who can assign team

members• Employees will be unable to enter time for a project with Team

membership unless they have been added to the team• Team membership setup will not be real time; agencies should expect a

one day turnaround for new team members to be assigned within HRMS• Timing of Team Member changes is critical; changes should not be made

during Payroll Confirm week.

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Team Updates




Training Update

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Training Update

Training Objectives

• Ensure agency users understand how to use the Projects and Contracts modules in Core-CT

• Provide agency specific training

• Identify agency subject matter experts (SMEs) who will serve as training developers and trainers for their agencies for the Projects and Contracts modules

• These SMEs are also the first point of contact for any Projects and Contracts related questions within their agencies

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Training Update

Keys to Success

• Agencies identify agency subject matter experts• At least one SME per agency that will assist the training team with development and delivery• SMEs will complete the following tasks:

• Modify given materials to incorporate agency specific procedures• Review modified materials with Core-CT for accuracy• Incorporate new processes into training materials• Train your agency with these agency specific training materials• Ensure all impacted users attend training

• The Training Schedule will be communicated in late April• Ensure users at their agency understand their roles in Core-CT

• Agency users will be trained prior to UAT• SMEs must participate in Projects Financials Train the Trainer in

May and Human Resource Train the Trainer in April

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Training Update

Upcoming Training Milestones

• Agency SMEs identified - February 5, 2007

• Training for UAT – March 2007

• User Acceptance Testing – April 2007

• Projects Human Resource Timekeeping Train the Trainer – April 2007

• Projects Human Resource Timekeeping Training Delivery – May 2007

• Projects Financials Train the Trainer – May 2007

• Projects Financials Training Delivery – June 2007

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Summary and Wrap-up

Today we have covered…

Projects Contracts Update

HRMS Update

Training Update

state of connecticut core-ct project projects costing/contracts meeting january 2007

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