State of Connecticut

Chief Financial Officers MeetingAugust 5, 2004

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• Core-CT Project Status

• Budget Close

• Pre-encumbrances and Encumbrances

• PO Rollover Status

• Questions and Answers

Agenda

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New Project Structure - Financials

Core-CT Financials TeamElaine PelletierJohn Harnick

Supply Chain Team

Joann Bellamo

Financial Modules Team

Dona Black

DevelopmentTeam

Ed Sullivan

Training / User Support Team

Holly Osburn

E-ProcurementPurchasingCatalog ManagementAsset ManagementInventory

Accounts PayableAccounts ReceivableGeneral LedgerBillingProjectsContactsInterfaces / Conversion

Production SupportNew DevelopmentInterfaces / Conversion

Level 2 Help DeskTraining DevelopmentTraining Delivery

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Phase 2 Timing

• Billing– January 2005 Implementation– Current activities include:

• Gathering Configuration data• Determining Interface / Conversion requirements• Preparing for Product Test

• Assets and Inventory– July 2005 Implementation– Similar activities to Billing on a longer timeline

• Projects / Contracts– Planned for 2006

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Phase 2 Agency Readiness Tasks

• Billing– Past Due as of 8/2/2004:

• Task 105 – Conversion Data Mapping

• Task 107 – External Customers – Configuration Data

• Task 108 – Transfer Invoices – Configuration Data

– Upcoming Task

• Loading customers online prior to go-live

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Phase 2 Agency Readiness Tasks

• Assets and Inventory– Past Due

• Tasks 100 through 103: Confirm Assets Systems, Scanners Questionnaire, Assets Configuration Data, Location Information

– Due 10/8/2004:• Task 104 – Asset Conversion Data Mapping

– Workshops on September 8th and September 22nd

– Agency invites coming soon

• Task 106 - Inventory Conversion Data Mapping – Workshop on September 16th

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• Core-CT Project Status

• Budget Close

• Pre-encumbrances and Encumbrances

• PO Rollover Status

• Questions and Answers

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Budget Close

• Commitment (KK) vs. General Ledger (GL)– Many cases where transactions posted to GL but

not to KK– To close budget the calculation is: Carry forward

= Budget minus Commitments minus Expenditures– Adjustments to KK are being made to equal the

balances in GL– Adjustments will be made at every budget level, as

necessary

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Encumbrance & Pre-encumbrance Balances

• Remaining Pre-encumbrance and Encumbrances will be ignored as part of the calculation for carry forward budgets

• Old year POs that did not roll, will remain in FY2004 and made inaccessible by the budget close

• New POs will encumber new year money and carry forward money when brought forward

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Corrections to Balances Brought Forward

• Any adjustments that are needed to carry forward balances once the budget is closed should be brought to John Clark’s attention

• John Clark’s email:john.clark@po.state.ct.us

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• Core-CT Project Status

• Budget Close

• Pre-encumbrances and Encumbrances

• PO Rollover Status

• Questions and Answers

Agenda

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PO - Post FY04 Updates

• A balance is required for a PO to roll • The 71000 account is a budgetary account so it does not roll

– Need to create a new distribution line on the PO • If your PO didn’t roll forward, your PO personnel need to

create a new PO in the new fiscal year– It is critical that they use comments on POs/Contracts for audit

purposes to reference the original PO and why this PO is being created– Old PO will need to be updated to reference the new PO as well

• Lesson Learned: Reconcile and Close POs and Requisitions Monthly– Reduce amount of time at year end to clean up POs and Requisitions– Smoother rollover process– Agencies went from 90,000+ PO’s in April / May down to ~ 16,000 at

rollover

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Update on PO Rollover

• More than 8,200 POs were rolled at FYE– 16,000 + open POs at the time roll over began– At current time, there are 29,000+ POs in 2005

• Rollover results sent to Sponsors beginning 7/23/2004; see Daily Mail for details– Rolled POs– POs stuck mid roll– POs with errors

• PO Cleanup Continues– Continuing to work with “stuck” POs

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Update on PeopleSoft PO Cases

There are two key PeopleSoft Cases / Bugs that impacted PO during the Closing processing:– Closed Budget Period Error on rolled POs

• Certain rolled PO’s could not be accessed, even though budget may have existed

• A fix has been received and has been implemented– Dynamic Insert when Budget Checking

• This error causes POs (and vouchers) to be overlooked in the budget checking process

• Manual intervention continues to ensure that PO’s and payments are processed on a timely basis

• The fix will not be applied until Service Pack 2 Bundle 3 which will occur until next calendar year. In the interim, new PO’s will need to be created.

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Closing

We’ve covered…..

• Core-CT Project Status

• Budget Close

• Pre-encumbrances and Encumbrances

• PO Rollover Status

What questions do you have?