July 22, 2009

Project Status Next Steps Mini Town Hall meetings Reminders / Q&A

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We are going live!Go-live date: Wed, Sep 16PeopleSoft shut-down at 5 PM on Mon, Aug 31

ENTAP Training begins Mon, Aug 3 MANDATORY Security will be revoked if not attended before

go-live Please do not attend training not specifically

necessary for your job until after go-live Training Registration

E-mail Michelle Taylor (michelle.taylor@entap.com)

Call 317-234-4927 Register online

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PeopleSoft Cleanup sessions Continue on Wednesdays, IGCS Conf Ctr, Rm 15

Complete PO Reconciliation Complete Chart of Accounts Mapping

Deadline: Mon, Aug 17, 5 PM Submit Projects Module Mapping

Spreadsheets Deadline: Mon, Aug 17, 5 PM

Review fund center Mapping on website Will be posted by Tue, Aug 11, 5 PM Deadline: Thu, Aug 13, 5 PM

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The way we account for Federal and Capital Funds is changing – we must be prepared! Budgets will be controlled, unlike today Test every grant in Sandbox

We need complete and up-to-date budgets Funding Source Allocation must be set up for

each project Subrecipients of Federal grants

Review process – agency receiving Federal grant creates project number, funding source, gives subrecipient agency access to funding source

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General Ledger Month-end Closing Schedule

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Accounting

PeriodMonth

Balancing Reconciliation Completion Date

General Ledger Accounting Period Close Date

2010 / 1 July Thu, Aug 6 Tue, Aug 11

2010 / 2 August Mon, Aug 31 Mon, Aug 31

•When periods close after go-live, they will not be re-opened under any circumstances•AP is closed at 9 AM on the 1st of the month•GL is closed at 5 PM on the scheduled date

By 5 PM on Mon, Aug 31: AP – All vouchers not completely through pay

cycle must be unposted and put on hold GL – All GL journals must be posted or deleted PO – All POs must be dispatched and budget

checked AR – All Accounting entries must be complete All Subsystem Journals must be posted to GL! No exceptions

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Vendor Letter sent this week Agencies are not to submit their own communication Deadline to submit invoices to agencies: Mon, Aug 17

Deposits will still be made at Treasurer’s Office Cut off for AP vouchers / JVs at Auditor’s Office

Thu, Sep 3, 4 PM Exceptions: contact Mary Reilly / Mike Frick

Fund Center freeze (no additions or changes) Thu, Aug 13, 5 PM

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Emergency payments only Must be processed outside of PeopleSoft

between Sep 1 and go live Payments will be accelerated as needed

Tuition Support, Higher Education, payroll Other payments– please contact SBA

Budget Analyst Auditor’s Office will make no payments

on Mon, Sep 14 and Tue, Sep 15

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DCS & DOR must provide files (new COA, format) on Mon, Sep 14 DCS: Child Support, Foster Care DOR: Corporate, Manual, Indiv, Motor Carrier Include Warrants & ACH Include Domestic & International addresses

Files will be loaded just prior to release of environment to make payments as soon as possible

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Cutover plan in 3 hour increments posted to ENCOMPASS website

Please continue to test in current Sandbox until taken down after go live

Auditor’s office will enforce 35 day payment terms from invoice date Utility and State employee vendors set to

immediate payment Contract terms override 35 day rule – set at

purchase order level Exceptions – contact Mary Reilly of Auditor’s Office

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Tue, Aug 4 1:00 – 3:00 IGCS Auditorium Topic – TBA, likely Month end processes,

Projects Module, Alchemy Tue, Aug 18 9:00 – 11:00 IGCS Conf Rm B

Accounting Issues Tue, Aug 25 9:00 – 11:00 IGCS Auditorium

AOS Business Processes

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Register for Training Comply with Deadlines listed in prior

slides Agency specific questions – stay after

Town Hall Next Town Hall: Tue, Aug 18, 1:00 – 3:00,

IGCS Auditorium

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Steve Daniels, State Budget Agency e-mail: sdaniels@sba.in.gov phone: (317)

232-2974 Ryan Downham, Auditor of State’s Office

e-mail: rdownham@auditor.in.gov phone (317) 234-1626

Marilyn Rudolph, State Board of Accounts e-mail: mrudolph@sboa.in.gov phone: (317)

234-4929 Jim Welsh, GMIS Office

e-mail: jwelsh@iot.in.gov19

ENCOMPASS Website http://myshare.in.gov/sba/encompass

ENCOMPASS Email Address encompass@sba.in.gov

If you are having technical issues, submit them to GMIS http://extranet.in.gov/gmis/issue_entry/

base/issue_entry.asp

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We Welcome Your Feedback / Questions / Comments