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2011 Year End eMARS User Group Meeting
June 16, 2011
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Agenda
Opening Remarks Ed RossKHRIS Issues Jill Anderson, Personnel 2011 Year End Barbara Aldridge-MontfortNew Year Updates Barbara Aldridge-MontforteMARS 3.9 Update Rachelle WilkinsChase Banking Contract Donald SweasyMisc Items Barbara Aldridge-MontfortQ & A
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New Year Table Initialization (NYTI)
Occurred Thursday, May 5Created FY12 records for all ACTIVE chart of
account elementsEffective dates on FY12 records will be blankClean Up
– Add Effective dates to FY12 records if applicable– Review FY12 records to ensure accuracy– Any records added to FY11 after May 5 will need
to be added to FY12 if applicable
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Expiring Master Agreements
Users should create Delivery Orders (DO) against Master Agreements (MA) set to expire on June 30. Once the MA has expired neither a DO nor PRC can be created and properly reference the MA
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2011/2012 Encumbrance Roll
Scheduled to begin COB, Friday, July 1– eMARS will be unavailable July 2 – July 4
All non-capital encumbrances greater than $1,000 will be established in FY12– Modification document – User ID ENCROLL
All non-capital encumbrances less than or equal to $1,000 will lapse, thus closing the award– CBDL Documents– User ID ENCROLL
Clean Up– Unnecessary encumbrances (2302 Outstanding Encumbrance
Report)– Pending encumbrances by COB July 1
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BFY 11 Pending Encumbrances Encumbering documents in Pending phase will not
roll to FY12– ALL FY11 encumbering documents need to out of
Pending phase by COB, July 1• Complete Approval Process• Reject Document back to Draft phase
Documents left in Pending phase will be rejected back to draft by the Office of the Controller
Spreadsheet listing pending documents by department will be posted at:
http://finance.ky.gov/internal/eMARS/
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Payments against Encumbrances
Payments against 2011 encumbrances must be in FINAL status by COB, Friday, July 1
Payments against lapsed PON2 documents – PRC with “Memo” reference to PON2– Use same Cited Authority shown on PON2
Payments against all other lapsed awards– PRC with “Memo” reference to award– Use the Small Purchase Cited Authority
NOTE: Users should make their best effort to get 2011 encumbrances paid or liquidated by COB July 1.
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Payment Reminders
Payment documents submitted but NOT approved by COB June 30 will infer FY12 upon final approval
Payment documents approved on or after July 1 with the fiscal period (BFY, FY, Period) blank will infer FY12 upon final approval
July 1 – Last day to pay against FY11 encumbering awards
July 8 – Last day to pay FY11 expenditures
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Coding Period 13 Entire Fiscal Period 13 (BFY=2011; FY=2011; Period 13)
must be coded Period 13 (BFY=2011, FY=2011, Period=13) can be coded
on the Header Section or on the Accounting Line of the payment document– Fiscal Period (BFY, FY, Period) from Header will infer on
all blank Accounting Lines– Fiscal Period (BFY, FY, Period) coded on an Accounting
Line will override period coded on Header– Period 13 must be coded on the Header of PRCI
documents– Period 13 should be coded on the Header of PRC2
documents
Applies to non-capital funds
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Matching Payments
During Period 13 the FY & Period on PRM’s are determined by the BFY on the referenced PO/DO/CT at the time the PRM is created– If the BFY on the referenced award is less than the current BFY, then
Period 13 is inferred on the PRM– If the BFY on referenced award is equal to the current BFY, then the
current period is inferred on the PRM Verify PRM’s were created and submitted correctly
– May need to copy forward to a PRC to correct PRM’s Remember
– BFY on encumbered awards over $1,000 rolls to BFY 12 COB, July 1– Encumbrances less than $1,000 will lapse COB, July 1
• PRM’s against lapses award will reject
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BFY 11 Pending Transactions
Payment documents in Pending phase (submitted but not fully approved) affect cash and budget balances– ALL FY11, non-capital, payment documents need to out
of Pending phase by COB, July 8• Complete Approval Process• Reject Document back to Draft phase
Documents left in Pending phase will be rejected back to draft by the Office of the Controller
Spreadsheet listing pending documents by department will be posted at:
http://finance.ky.gov/internal/eMARS/
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Follow Through
Check for rejected PRM documents and make corrections as needed
Review the AD/EFT Exception report to ensure FY11 payments have been disbursed– AD/EFT report is posted daily at:
http://finance.ky.gov/internal/eMARS/– FY11 payments on the AD/EFT Exception report
after soft close will be closed by the Office of the Controller – Vendor will NOT receive payment
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Moving/Correcting Expenditures
A JV2E document should be used to correct expenditures that have incorrectly posted to the wrong Fiscal Period
– Reduce expenditures (negative amount) in appropriate Fiscal Period and Increase expenditures (positive amount) in the other
– Remember to code entire fiscal period on each Accounting Line (BFY, FY, Period)
– Period 13 Soft Close – COB July 8 – Period 13 Hard Close – 12:00 pm, July 15 – JV2E’s will require Finance approval after soft close,
July 8
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Allotments
General Fund Object Type Allotments will collapse on July 1
All Allotments must be in the black by the end of the Fiscal Year
During closeout, agencies should utilize the budget screens in eMARS as infoAdvantage reports are a day behind and do not include pending amounts– BQ3LV1 (Appropriation)– BQ3LV2 (Allotment)– BQ3LV3 ( Object Allotments)
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Fixed Assets
Real Property Closing Packages will be sent in mid-August
Fixed Asset Cleanup– Fixed Asset shells $5,000 and above must be
processed by September 1, 2011
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Key Dates
Period 12 Soft Close – Thursday, June 30
Period 12 Hard Close – Tuesday, July 5
Encumbrances Roll – Friday, July 1 (COB)
Period 13 Soft Close – Friday, July 8
Period 13 Hard Close – Friday, July 15 (12:00 pm)
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New Year Procurements
RQS for new year (FY12) may be submitted to OPS – Document comments should state, “ Delivery is
not desired prior to July 1, 2011”
PSCs/MOAs for the new year (FY12) may be submitted to OPS – Documents requiring a July 1, 2011 effective date
must be submitted by Monday, June 20
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New Year Procurements
New Year (FY12) procurement activity may submitted using FY 2012 – Document must use a non-accounting event type
(PR01, PR07) if submitted for approval prior to the agency’s allotments being loaded into eMARS
– Document must include entire Fiscal Period on the Header (FY = 2012, BFY = 2012, Period = 1)
Awards may be modified to an accounting event type (PR02, PR03, PR05, PR06) once the agency’s allotments are loaded
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New Year Allotments
New Year Allotments will be posted by department at: http://finance.ky.gov/internal/eMARS/
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Cash Overrides
ALL agency cash overrides MUST be reviewed annually and submitted on a SAS14 to the Office of the State Budget Director
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Project Timeline
Beta ends June 17, 2011– Testers have found and reported issues– SME’s have made suggestions on improvements– CGI has accepted many suggestions
infoAdvantage testing scheduled to begin in August
Kentucky specific testing scheduled to begin in September
Anticipated Go-Live….April 2012
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Recommended Settings for Optimal Performance
Operating System – XP Pro (SP2); Vista; Windows7
CPU – 1.0 GHz Processor (32 or 64 bit) MinimumRAM – 2GB Recommended, 1 GB MinimumDisplay – 1024x768 Minimum Display ResolutionGraphics – 32 MB Graphics Card Internet – 10 Mbps Ethernet CardBrowser – IE8 or Firefox 3.5 or 3.6 for WindowsForm Printing – Adobe Central Pro 5.7
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Decision Point
Accordion View vs. Secondary Navigator
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New Bank Account Codes
New Bank Account codes in eMARS– Crosswalk found on eMARS Web site
http://finance.ky.gov/internal/eMARS/BankingContractTransition.htm
All documents processed to “FINAL” must post to new bank accounts beginning July 5– New “exception” Worklist created for CRC
• Documents submitted with old bank account codes will go to this Worklist
• CRC will reject back to submitter for correction
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Treasury Changes
New deposit scanner at Treasury– Maximum 999 checks for single deposit (CR
document & Treasury transmittal form)– Possible change to transmittal form to account for
Foreign checks• To be determined by Treasury
New GAX5 document used to re-issue checks
Possible changes to NSF (checks) process
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Assembly Reminders
Needs to be LegibleAvoid using Headers/Footers, page breaks
and track changesView assembled document to ensure
formatting is correctClear formatting if needed
Copy contents into WordPad or Notepad
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OPS Approval Reminders
OPS rejections slow down approval process
Review Documents thoroughly prior to submitting for approval
Ensure all corrections on rejected documents have been completed
Ensure document has been assembled or re-assembled properly
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Clean Up
Please discard (delete) any documents in “Draft” status that will not be utilized.
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infoAdvantage “Freeze”
Some heavy users of infoAdvantage have reported the application “freezes” or “locks up” while developing reports
CGI/SAP has made some suggestions that require technical support
Contact the Commonwealth Service Desk by emailing:
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eMARS Training/CRC Availability
CRC staff heavily involved in eMARS 3.9 Upgrade
Phone coverage may be limited at timeseMail: [email protected] environments require year-end
updates
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eMARS Availability
Standard Availability
Monday – Sunday -- 7:00 am through 7:00 pm
Exceptions
eMARS will be unavailable Saturday, July 2 through Monday, July 4.
Any changes will be posted at the News and Alerts link on the eMARS Web site: http://finance.ky.gov/internal/eMARS/
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Questions ?
