State of Connecticut Chief Financial Officers Meeting August 5, 2004

Core-CT Project Status Budget Close Pre-encumbrances and Encumbrances PO Rollover Status Questions and Answers Agenda

New Project Structure - Financials Core-CT Financials Team Elaine Pelletier John Harnick Supply Chain Team Joann Bellamo Financial Modules Team Dona Black Development Team Ed Sullivan Training / User Support Team Holly Osburn E-Procurement Purchasing Catalog Management Asset Management Inventory Accounts Payable Accounts Receivable General Ledger Billing Projects Contacts Interfaces / Conversion Production Support New Development Interfaces / Conversion Level 2 Help Desk Training Development Training Delivery

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

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

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 8 th and September 22 nd –Agency invites coming soon Task Inventory Conversion Data Mapping –Workshop on September 16 th

Core-CT Project Status Budget Close Pre-encumbrances and Encumbrances PO Rollover Status Questions and Answers

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

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

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

Core-CT Project Status Budget Close Pre-encumbrances and Encumbrances PO Rollover Status Questions and Answers Agenda

PO - Post FY04 Updates A balance is required for a PO to roll The 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

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

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.

Closing We’ve covered….. Core-CT Project Status Budget Close Pre-encumbrances and Encumbrances PO Rollover Status What questions do you have?