Greta Robertson Kathy Hoffman /11/2011 SCEIS Finance Automated Interfaces

2 Agenda Introductions Agency’s FI Interfaces and related processes Interface & Testing Timeline Testing & Certification Process Interface Monitoring Future Enhancements Discussion

IOG’s (Interface Operating Guides) The Interface Operations Guide (IOG) contains the interface specific information required for State of South Carolina Agencies to integrate with the SCEIS system. The IOGs and Applications are located on the SCEIS website under the Technical tab – Each interface will contain the following elements as it relates to a particular business process: Interface Number (i.e.: IF383, IF387) Description (i.e.: AP Direct Pay, Journal Entry) File Names (i.e.: e120.a1.if383.directpay.inbound.date/time) File Layouts (i.e.: Transaction Key, Approval Grouping, etc) Load Reports (i.e.: Valid/Invalid) Frequency (i.e.: Batch or Immediate) Error Handling (i.e.: Reports and/or Files) 3

IOG’s (Interface Operating Guides) SCEIS IOG’s (SCEIS Active FI Interfaces) IF383: AP Direct Pay Invoices Inbound Interface IF384: AR Customer Invoice Inbound Interface IF386: Budget Posting Inbound Interface IF387: Journal Entry Inbound Interface IF388: Imaging Spec for AP Interface IF401: Funds Reservation Inbound Interface IF404: Cost Allocation Inbound Interface IF407 Assets Master Update Inbound Interface IF410 WBS Element Update Inbound Interface IF412 Project Master Data Inbound Interface 4

IOG’s (Interface Operating Guides) SCEIS OUTBOUND FI INTERFACES IF389: AP Outbound Interface IF408: AR Outbound Interface IF409: JE Outbound Interface IF400: Vendor Listing Outbound Interface 5

IOG’s (Interface Operating Guides) 6 SCEIS IOG’s (SCEIS Inactive FI Interface Programs) IF382: AP PO Invoice Inbound Interface IF385: AR Customer Payment Inbound Interface IF390: Grant Budget Inbound Interface IF393: Accrual Entry

Step 1: Agency System transmits file to SCEIS via secure FTP Step 2: File is received on SCEIS FTP Server and initial checks are performed a. No Errors  File is loaded to holding table and transmittal report ed to Agency b. Errors  Error Notification ed to Agency & Error File loaded to FTP folder Step 3: File on holding table is run during nightly batch process or processed immediately within a 30 minute window a. No Errors  File is processed according to Workflow and valid report ed to Agency b. Errors  Error Notification ed to Agency and Error file received SCEIS Interface Process 7

Testing & Certification Process Interface Testing and Certification Process is as follows: Before an Agency Interface is moved to Production: The Agency lead or AST lead must certify that the appropriate testing is complete Once the testing is complete and communicated to the SCEIS team, the SCEIS interface and functional teams review and certify accordingly 8

Interface Reports There are several reports that are ed back to the agency based on the Source System ID field. recipients are associated with each agency system and the reports are sent as attachments in a PDF format. There is a notification report, a successful report and an error report. A transmittal notification report is sent when the file is received by the system. The successful and error reports are sent when the data is processed by the system. The reports may vary slightly based on the interface type, but will be similar to the examples shown. 9

Interface Reports The following is an example of a transmittal notification report: 10

Interface Reports The following is an example of a successful report: 11

Interface Reports The following is an example of an error report: 12

INSTRUCTIONS TO UPLOAD IF387 FILE Interface Upload Process

Click on the EXECUTE button to load the file. The File will process within 45 minutes. You will receive a Workflow with a Valid report of the documents processed or an Error report of the documents.. Interface Upload Process

SCEIS has created an interface monitoring tool. This tool will allow authorized users to view the status of their interfaces using an on-line SCEIS transaction. The use of this tool allows you to perform the following: View the status of an interface to determine if the interface is transmitted successfully via FTP or manual upload View the errors identified in the processing of the data View the status to determine that files are “valid”. This information is the same that you are already receiving through notifications. The on-line monitoring tool can be used alone or in conjunction with the notifications. Questions If you have questions about the monitoring tool or application/set up process, please contact the SCEIS Interface Team at: Interface Monitoring Process

Interface Online Monitoring Display Process This process is designed to assist Agencies with tracking and correcting their interface files. With this process, selected agency staff will have the ability to : 1. Check if the file transmitted successfully by FTP or upload 2. Track the file progress 3. Display and Print Transmittal, Error, and Valid PDF Reports 4. Display and Print File Funding Detail 5.Display documents and lines in error Access & Security To access these reports, the person must have access to SCEIS with an appropriate role based on Business Area, Source System, and Interface Type. (Example: Business Area: F030, Source System – KA Interface Type – IF383). A person can have access to individual interfaces or all interfaces for the agency. The transaction is Z_AGENCY_INTERFACES YMM_IF_AGY_MON_DSP-N040CNIM383 (Business Area + Source System + Interface Type) ZMM_IF_AGY_MON_DSP-N040 (composite role – all Source Systems for N040). Interface Monitoring Process

Transaction - Z_AGENCY_INTERFACES. Interface Monitoring Process

Monitoring will show status of file – Pending, Errors, and Processed. PENDING FILES have not been processed yet. ERROR FILES received errors during the processing job. PROCESSED FILES contain Documents that processed valid.. Interface Monitoring Process

CLICK on any file to show details of file.. Interface Monitoring Process

Click on ‘Display Detail’ to display all data in the file. Interface Monitoring Process

CLICK on DOCUMENT ERROR LINE, the detail of each line in the document displays.. Interface Monitoring Process

This information must be supplied for each type of interface and corresponding source system that you want to use the monitoring tool to track the status of the interface. List the names of the users to have access to the monitoring tool for each interface/source system. User NameInterface Type /Source System

Currently, SCEIS is in the testing phase of providing an ‘EDIT’ option for Interface Monitoring. This will allow designated persons at the agency to correct an Errored interface file and resubmit the file online in SCEIS. The editing option will show an audit trail of changes to the interface file. This will include the userid, and the fields changed before and after image. To edit the file, you will click on the ‘pencil’ icon in left top corner.. Enhancements for Monitoring

The fields highlighted in white can be modified. Also, you can add line items and delete line items. If you make a Line Item Amount change, the Gross Amount is recalculated and you receive a message showing the new Gross Amount when you hit the ‘SAVE’ button.. Enhancements for Monitoring

There is a ‘Resubmit Data’ button to resubmit the file for processing. You can resubmit the file without making changes to the file. There is also an ‘Audit’ button that displays all changes showing the before and after image.. Enhancements for Monitoring