Core-CT 1 STATE OF CONNECTICUT Core-CT Project EPM Financial User Group Meeting October 28 2004.

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STATE OF CONNECTICUTCore-CT Project

EPM Financial User Group MeetingEPM Financial User Group MeetingOctober 28 2004October 28 2004

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Agenda

• Welcome Jeanne Skellett

Public Queries Update / Reminders

Reporting Table Refresh & Status Page

Financial Security Update

• EPM Financial Reporting Scenarios Mary Yabrosky

Financial Reporting Scenario Instructions Steve Soklow

Break Out Session

Group Feedback

EPM Demonstration

• EPM Phase II Frank Scalia

Billing

Assets & Inventory

• Questions & Discussion EPM Team

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Public Query Reminders

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EPM Super User Responsibilities

• Naming Standards

• Documentation

• Backup & Recovery

• Agency Query Specialist

• Review & Remove Unused Queries

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Public Query Reminder

• Core Delivered Queries:

• Statewide Public Queries

• Agency Public Queries

• CT_CORE_MODULE_FUNCTION_QNAME

• CT_MODULE_FUNCTION_QNAME

• CT_AGENCYACRONYM_MODULE_FUNCTION_QNAME

Public Query Naming Standards

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System Updates

EPM Web Status Update Tool

• What is it?• Where is it located?

http://www.core-ct.state.ct.us/epm/• How do I use It?

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Reporting Table Status

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• Agencies requested access to DOIT telecommunications billing information

• EPM Security was updated to allow read access to ITDIT• Existing EPM query can be used to display telecom

charges CT_CORE_FIN_SAAAS16_6_8 to your agency

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Training/EducationFinancial Reporting Scenarios

Breakout Sessions

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Training/Education

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Training Objective:

Pilot New EPM Training Approach

Initiate Discussion Among Users

Gain / Reinforce Knowledge of:• EPM Reporting Tables

• Query Tool

Create and Demonstrate New Queries for:• Private Use

• Public Use

• Excel Pivot Tables

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Training/Education

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Breakout Sessions:

User’s will break out into 8 Groups (Groups of 8-10)

Three (3) Financial Reporting Scenarios provided

Groups will create queries based on scenarios using Query Template and Supporting Job Aids provided

Groups will:• Report results:

• Build Query On-Line

• Download to Excel Pivot Table

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Training/Education

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Breakout Sessions:

Query Template we will use in Exercise Reflects Query Component Pages:

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Training/Education

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Breakout Sessions:

Query Template we will use in Exercise Reflects Query Component Pages: Query Template

AP Scenario 1: You need to identify all Vouchers that have not been posted. Create a query from the Voucher Transaction table on Voucher ID, Accounting Date, Voucher Match Status, Approval Status, Budget Header Status, Date Entered, Gross Amount, Close Status for a date range by Business Unit, where AP Post Status is ‘Unpaid’, Entry Status is ‘Postable’. Create New Query RECORDS PAGE:

Find Existing Record(s): A ____________________________________ B ____________________________________ C ____________________________________ QUERY PAGE:

You can list all fields from reporting tables above for Report Columns in Fields Page table below:

FIELDS PAGE:

Column Record.Fieldname Order Aggr. Xlat

PROMPTS PAGE:

Prompts List FieldName :1 :2 :3 :4 :5

CRITERIA PAGE:

Logical And / Or

Expression1 ConditionType Expression2

CT_VCHR_TRNS_TBL

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Training/Education

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Breakout Sessions Cont. – Tables 1 & 2

AP Scenario 1:

You need to identify all Vouchers that have not been posted.

Create a query from the Voucher Transaction table on Voucher ID, Accounting Date, Voucher Match Status, Approval Status, Budget Header Status, Date Entered, Gross Amount, Close Status for a date range by Business Unit, where AP Post Status is ‘Unpaid’, Entry Status is ‘Postable’.

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Training/Education

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AP Scenario 1 - Sample Results:

Acctg Date From = 2004-07-01,Business Unit=XYZM1,Acctg Date To=2004-10-15

Unit Voucher Acctg DateEntry

Status

Match

StatusAppr Stat Budget Status Entered Gross Amt

Post

Status

Close

Status

XYZM1 00001897 7/27/2004 P M P N 7/27/2004 124 U O

XYZM1 00001902 7/28/2004 P N P N 7/28/2004 1424.84 U O

XYZM1 00002180 10/14/2004 P M P N 10/14/2004 31.87 U O

XYZM1 00002181 10/14/2004 P M P N 10/14/2004 232.54 U O

XYZM1 00002182 10/14/2004 P M P N 10/14/2004 24475 U O

XYZM1 00002183 10/14/2004 P M P N 10/14/2004 4296 U O

XYZM1 00002184 10/14/2004 P M P N 10/14/2004 539.55 U O

XYZM1 00002185 10/14/2004 P M P N 10/14/2004 193 U O

XYZM1 00002186 10/14/2004 P M P N 10/14/2004 489.5 U O

XYZM1 00002187 10/14/2004 P M P N 10/14/2004 679.8 U O

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Training/Education

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AR Scenario 2:

You are reconciling Deposits against an Account and SID and need to tie Ledger Activity (Journal ID) back to a Deposit ID.

Create a query off of the Direct Journal Payment table on Deposit Business Unit, Deposit ID, Payment Sequence, Deposit Type, Bank Code, Accounting Date, Account, Account Description, Fund Code, Program Code, Monetary Amount, Ledger, Journal Date by Department, Account, SID and Journal ID where entries have been distributed to the General Ledger.

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Training/Education

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AR Scenario 2 – Sample Results:

Unit Deposit ID Seq Unit Type Bank ID Acctg Date Acct GL Acct Descr Fund SID Program Amount Ledger Journal ID Date

XYZM1 2178 1 XYZM1 M FLEET 10/13/2004 44130 RF-Auction Sales - Equipment 22003 40001 13006 -2350 AR00088493 10/13/2004

XYZM2 2178 1 XYZM2 M FLEET 10/13/2004 44128 RF-State Surplus-Srvc Charge 22003 40001 13006 -240 AR00088493 10/13/2004

XYZM3 2178 1 XYZM3 M FLEET 10/13/2004 10406 54763 Depository Account 3 22003 40001 13006 2350 AR00088493 10/13/2004

XYZM4 2178 1 XYZM4 M FLEET 10/13/2004 10406 54763 Depository Account 3 22003 40001 13006 240 AR00088493 10/13/2004

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Training/Education

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GL Scenario 3:

You want to create a ledger activity report by Expenditures, SID and Department and compare monthly Posted Totals Amounts from FY 2004 to FY 2005 in an Excel Pivot Table .

Create a query off of the CT Ledger Balance reporting table on Business Unit, Ledger, Account, Account Description, SID, Program, Fiscal Year, Budget Reference, Posted Total Amount by Department, Account and SID.

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Training/Education

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GL Scenario 3:

Dept ID is Like = DOW%,SID=10020

Unit Ledger Acct Fund SID Program Bud Ref Period GL Acct Descr Total Amt YearSTATE MOD_ACCRL 51740 11000 10020 00000 2004 1 Leasing Of Personal Property 32.62 2004

STATE MOD_ACCRL 53810 11000 10020 00000 2004 1 Beeper/Pager Services 39.99 2004

STATE MOD_ACCRL 51820 11000 10020 00000 2004 1 Photographic Services 16.37 2004

STATE MOD_ACCRL 51873 11000 10020 00000 2004 1 Photocopying 322.51 2004

STATE MOD_ACCRL 52511 11000 10020 00000 2004 1 Office Equipment Lease/Rental 245.22 2004

STATE MOD_ACCRL 54060 11000 10020 00000 2004 1 General Office Supplies 75.28 2004



STATE MOD_ACCRL 50800 11000 10020 00000 2004 1 Mileage Reimbursement 1033.1 2004

STATE MOD_ACCRL 52531 11000 10020 00000 2004 1 Off Equip Mnt/Rep-Contractual 20.63 2004



STATE MOD_ACCRL 51762 11000 10020 00000 2004 1 Express Postage 6.63 2004

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Training/Education

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Breakout Sessions Cont.

Report Results - All Scenarios

Build Query On-Line - All Scenarios

Create Excel Pivot Table – Scenario 3

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Training/Education

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Breakout Sessions cont.

Excel Pivot Table – Scenario 3

Demonstrate MS Excel Pivot Table

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Training/Education

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Breakout Sessions cont.

Excel Pivot Table – Scenario 3

When should I use a PivotTable report?Use a PivotTable report when you want to analyze related totals, especially when you have a long list of figures to sum and you want to compare several facts about each figure. Because a PivotTable report is interactive, you can change the view of the data to see more details or calculate different summaries, such as counts or averages.

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MS Excel PivotTable and PivotChart Wizard Instructions:

Place cursor in first cell of data of your Excel Worksheet:

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Unit Ledger Acct Fund SID Program Bud Ref Period GL Acct Descr Total Amt YearSTATE MOD_ACCRL 54060 11000 10020 00000 2004 1 General Office Supplies 75.28 2004



STATE MOD_ACCRL 51740 11000 10020 00000 2004 1 Leasing Of Personal Property 32.62 2004

STATE MOD_ACCRL 53810 11000 10020 00000 2004 1 Beeper/Pager Services 39.99 2004


STATE MOD_ACCRL 51820 11000 10020 00000 2004 1 Photographic Services 16.37 2004

STATE MOD_ACCRL 51873 11000 10020 00000 2004 1 Photocopying 322.51 2004

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PivotTable and PivotChart Wizard:

Click Data Menu Item and select PivotTable and PivotChart Wizard Report option.

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PivotTable and PivotChart Wizard Step 1:

Choose Default MS Excel database and click Next >.

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Because you placed you cursor in the first cell of you data on your worksheet first, Pivot Table and Pivot Chart Wizard Step 2 – 3 window will search for all data, down and to the right, or Range: $A$1:$G$10 in this scenario. Click Next >.

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Save new Pivot Table to a New Worksheet. Click Finish.

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PivotTable and PivotChart Wizard. Drag and Drop Fields.

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GL Scenario 3 – Pivot Table Sample Results

Sum of Total Amt Period Year1 1 Total 2 2 Total 3 3 Total Grand Total

Fund SID Acct 2004 2005 2004 2005 2004 200511000 10020 50710 352 352 424 424 201 201 977

50750 55 55 50 50 575 575 68050760 1100 1100 2425 2425 352550780 107.5 160 267.5 112.5 94.5 207 474.550790 480.59 480.59 447 447 299.08 1358.12 1657.2 2584.7950800 1033.1 1430.16 2463.26 673.86 1712.3 2386.16 1869.63 669.24 2538.87 7388.2951112 500 500 750 750 125051114 655.42 655.42 655.42

10020 Total 1033.1 2317.75 3350.85 831.36 4343.3 5174.66 2936.63 6072.86 9009.49 1753511000 Total 1033.1 2317.75 3350.85 831.36 4343.3 5174.66 2936.63 6072.86 9009.49 17535Grand Total 1033.1 2317.75 3350.85 831.36 4343.3 5174.66 2936.63 6072.86 9009.49 17535

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Training/Education

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Breakout Session Cont.

Identify Query for Public Realm

Demonstrate Proper Steps in Making Query Public

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Training/Education

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New Month/Year End AP Public Queries moved to EPM

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Break (15 minutes)

Please turn in your index cards!!!

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Tables Schedule

EPM Tables Schedule

• Billing Reporting Tables January 31, 2005

• Asset & Inventory Tables July 1, 2005

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Billing Table Descriptions

EPM Billing Reporting Tables

• Billing Invoice The Billing Invoice reporting table will allow Billing

Processors to query on billing/invoice information, consolidation information and gather history information. The Billing Processor would be able to query the open item(s) and its related accounting distribution that is added onto an invoice line(s).

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• Billing Recurring The Billing Recurring reporting table will contain information

related to the schedule that is set up for a recurring bill. The user will be able to see the dates on which a recurring bill is generated, and its associated invoice date, for the length of time specified by the user.

• Billing Interface The Billing Interface reporting table lists the open items and

transactions found on an invoice that are run from another system or module into the Billing module.

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• Billing Pending Items The Pending Items table lists the items sent to Accounts

Receivable for management of payment/collection of the open item entered in Billing.

• Billing Account Entry The Accounting Entry table lists the accounting lines created

for each activity/transaction that occurs for an invoice line. For example, when a bill is first generated, an AR and Revenue accounting line is created. When payment is made for an invoice line, another accounting line is created to recognize the payment for the open item.

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Updates / Reminders

Security Updates / Reminders Security is driven the same way it has been.

– Users will only see their own Business Unit(s).

– Users with rights to the Billing Function in Financials only will have access to EPM Billing tables.

Data Dictionary Updates / Reminders The Data Dictionary entries will be delivered 1/31/05.

– Table definitions.

– Field definitions.

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Thank You for your participation today. We look forward to continuing our work together to improve and make EPM a Success!

• Feed Back Forms

• Suggestions for Training Areas

• Agency Presentations

• Look for this presentation and meeting on the Core-CT Website (http://www.core-ct.state.ct.us/epm)

• Next Meeting –

101 E. River Drive, Room 1002 A&B

Closing Remarks

Core-CT 1 STATE OF CONNECTICUT Core-CT Project EPM Financial User Group Meeting October 28 2004.

Documents

Transcript of Core-CT 1 STATE OF CONNECTICUT Core-CT Project EPM Financial User Group Meeting October 28 2004.