1 STATE OF CONNECTICUT Core-CT Project Financials User Group Meeting PO / AP May 24, 2004

2 Updates and Year End Instructions –Issue Resolution - Current AP/PO Issues –Updates to Year End Instructions –Dates for Year End activities – Handout –Questions??? Scorecard & AP/PO Document Cleanup –Handout –Online Demonstration CORE-CT Financials User website demo Agenda

3 Issue Resolution Process Help Desk resolves problem or sends to Level II Ticket is resolved or sent to technical team with a SIR Tech Team resolves problem and/or creates a PeopleSoft case PeopleSoft works with tech team to resolve Resolution given or Future Enhancement is requested User Calls Help Desk

4 Current AP/PO issues and progress being made towards resolution Accounts Payable Commitment Control issues Voucher Inquiry panel

5 Current AP/PO issues and progress being made towards resolution Purchasing Requisitions stuck in Sourcing Workbench Purchase Order Approvals not working consistently - RESOLVED PO Closure/Recon returns encumbrances to pre-encumbrances Commitment Control issues

6 Current AP/PO issues and progress being made towards resolution Purchasing Requisitions not clearing PO_CALC Purchase Orders that can not be opened due to references to a large contract on the PO lines Completed PO’s in Header status of Error

7 Year End Dates and System Availability

8 System Availability in June Extended weekday and weekend availability for Financials system. - Monday – Friday 6am to 8pm - Saturday – 6am to 4pm - Sunday – 8am to 4pm

9 Dates for Year End Activities Purchase Orders - (includes requisitions, change orders, purchase orders encumbering personal service agreements, purchase of service contracts, and rent/lease agreements) must be entered into Core-CT and budget checked by Sunday, June 20, Expenditure Vouchers – For PO vouchers -must be approved and budget checked by 3:00 p.m. Monday June 21, For Non-PO vouchers -must be approved and budget checked by 3:00 p.m. Tuesday June 29, 2004.

10 Dates for Year End Activities Voucher Pay Cycle The Comptroller’s last paycycle for fiscal year will be run following the 3:00 budget check on Tuesday June 29, Agencies that have payments to towns and municipalities must process vouchers no later than June 28, Vendor Check Cancellation Vendor check cancellation documentation must be received in the Accounts Payable Division by 5:00 p.m. Monday June 28, 2004.

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12 Agency Scorecard

13 Agency Scorecard and Document Cleanup Scorecard

14 Agency Scorecard and Document Cleanup

15 Voucher Inquiry VOUCHERS POSTED BUT NOT PAID VOUCHER INQUIRY

16 Exceptions FIND/RESOLVE EXCEPTIONS You can either run a report of Match Exceptions

17 Exceptions

18 Exceptions Or you can view Match Manager for Exceptions

19 Exceptions View all Exception Rules – View the PO or Receiver to compare with the voucher.

20 Vouchers Not Approved

21 EPM Queries for FYE

22 PO Reconciliation

23 PO Reconciliation Workbench

24 PO Reconciliation Workbench Continued

25 PO Reconciliation Workbench

26 Recon Workbench Results

27 Recon Log

28 Override Closure - CAUTION

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30 Navigating the Core-CT Website Why use the website? Why not pick up the phone? - Get information quicker - Save taxpayer dollars What is there and useful? - Core-CT job aids - Indexed Daily Mails - Core-CT Extra Newsletters Make it a habit! -A browser favorite (click Favorites, Add) -Your home page (Link on Core-CT Home Page gives instructions)

31 Thank You for your participation today. We hope this information proved helpful… Look for this presentation and meeting Q & A’s on the Core-CT Website ( ct.state.ct.us/) ct.state.ct.us/ GL/AR Meetings (2 sessions) – June 7, E. River Drive, Room 1002 A&B – 9am and 1pm Closing