State Of Connecticut

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State of ConnecticutCore-CT Project

Agency Readiness Meeting – Financials

March 16, 2005

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Welcome

Agenda – Team Updates

Agency Readiness Updates

Summary / Next Steps

Agency Status and Follow Up

Upcoming Tasks

Brenda Halpin

Brenda Halpin

Brenda Halpin

Gale Mattison

Updates

John Harnick

Ed Sullivan

Holly Osburn

Overall Status

Conversion Status

Training Team

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• Monthly close process changes:– Closing monthly for AR, AP and GL has gone well and the benefits in

reporting are beginning to show

– AR will begin closing on the 10th of the month beginning in April

• User Group meetings topics have included:– Addressing changes in functionality due to SP2 for POs and Vouchers

– Addressed coding problems and issues in AR/BI

– Addressing reporting questions regarding GL and Commitment Control

– EPM has presented enhanced functionality with SP2 (Service Pack 2)

Updates for Modules in Production

Overall Status

A number of Production Support activities have taken place or are underway.

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• Fiscal Year End Planning– Closing monthly will greatly reduce the amount of work for Year End– Limiting the number of rolled POs– Begin review of POs and closing out as many as possible– Planning to conduct Year End Labs to begin in May– Begin reviewing negative balances in GL: how will your agency adjust

these balances?– Begin reviewing AR Items in budgeted funds: begin collection activities

to close these items

Updates for Modules in Production

Overall Status

Planning for closing at the end of the Fiscal Year is also underway.

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Fiscal Year End 04/05 - Proposed Dates for PO/AP

NOTE: These dates are TENTATIVE - to be confirmed

Purchase Orders including requisitions,Change Orders, POs encumbering PSAs,POS Contracts, Rents Must be ‘Dispatched’

Friday, June 17, 2005

Monday, June 20, 2005 All PO Vouchers must be Budget Checked ‘Valid’

Friday, June 24, 2005 All Voucher Payment Cancellations must bereceived at OSC

Wednesday, June 22, 2005All NON-ROLLING Pos must be closed and Budget Checked ‘Valid’

Overall Status

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Friday, July 8, 2005All 2005 Spreadsheet Journal Transactions must be Budget Checked ‘Valid’

Monday, July 18, 2005 Carry Forward FY2005 Budgets are available

Wednesday, June 29, 2005

Tuesday, June 28, 2005 All Voucher Payments to towns must beBudget Checked ‘Valid’

All Non-PO Vouchers must be Budget Checked ‘Valid’

Fiscal Year End 04/05 - Proposed Dates for PO/AP

NOTE: These dates are TENTATIVE - to be confirmed

Overall Status

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• Billing and SP2 Updates have been implemented– Billing-related Help Desk calls have been very low– Hands-on transactional training has completed and production support labs for BI

/ AR have been extended– SP2 updates fixed a number of cases / issues with budget check and other areas

• Product test for Asset Management and Inventory has begun– User testing is planned for late May / early June, as was done for BI and SP2– Several agencies have outstanding Inventory configuration items; these need to

be submitted ASAP for Product Test and for developing the Sandbox for Pre-Training Sessions

– Task 114 defines put away locations, transfer information and accounting distribution

– Task 116 defines alternative buildings or stockrooms that are not already locations in the system.

• Mock Conversion has begun– Many agencies have outstanding files for Asset Management and / or Inventory

Updates on Implementation Plans

Since we last met as a sponsor group in January, a number of implementation activities have also taken place or are underway.

Overall Status

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Welcome





Upcoming Tasks

Brenda Halpin

Brenda Halpin

Brenda Halpin

Updates

John Harnick

Ed Sullivan

Holly Osburn

Overall Status

Conversion Status

Training Team

Gale Mattison

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• Current Status:– 91 Conversions Files Expected – 66 Files Received of which 70% processed– 53 of 68 agencies have submitted Mock files

RISK: Behind in number of files received and have passed due date for next task.• Risk Mitigation:

– Now fully staffed: 2 State FTEs– Agencies contacted by Comptroller Wyman memo to send overdue files– File Processing has been very efficient with short turnaround

• Future Progress:– Additional Staff will catch up to timeline if files are received in a timely fashion.– Mock 3 should begin on time on May 1, 2005 if agency files are received as scheduled.

NOTE: AM Conversion MUST be automated for one time depreciation calculation per Office of the State Comptroller.

Asset Management

Current AM Task Unit - Mock 1

Conversion Update

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• Current Status– 115 Conversions Files Expected– 47 Conversion Files Received of which 10% processed– 10 of 15 agencies have submitted Mock files

RISK: Far behind in number of files received and have passed due date for next task.• Risk Mitigation:

– Now fully staffed: 1 State FTE and 1 Accenture FTE– Comptroller Wyman issued memo to Agencies who have not sent in files

• Future Progress:– Additional Staff will allow us to catch up to Project timeline if files are received in a

timely fashion.– Mock 3 should begin on time on May 1, 2005 assuming agency files are received

as scheduled.

Inventory

Current IM Task Unit - Mock 1

Conversion Update

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Welcome





Upcoming Tasks

Brenda Halpin

Brenda Halpin

Brenda Halpin

Updates

John Harnick

Ed Sullivan

Holly Osburn

Overall Status

Conversion Status

Training Team

Gale Mattison

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The Billing training has been well-received. Feedback will be used to improve training for Asset Management and Inventory.

Billing Training Feedback

Training Updates

• Many people appreciated the on-demand format of the overviews:– “I liked the format used for this presentation. The ability to look at it in a self-paced, not all-at-once manner helped me to

stay more involved than sitting in a room for several hours.”

• Some constructive feedback indicated that we could be a little more creative with our next overviews:

– “The text screens need to be more animated, more interactive. For example, add each item to a screen as it is being described by the narrator….”

• Delivery of hands-on training using our “simulated” approach also worked well in keeping classes on track. The instructors received high marks for their delivery and ability to answer questions:

– “The instructor was extremely good and informed in all phases of the course. This was a great learning experience.”

• Constructive feedback for hands-on training included ensuring that exercises were “connected” using the same data across related steps.

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• Transactional training has been completed. The reporting classes are scheduled through today, March 16. - 260 have been trained in hands-on classes- 233 have attended training in reporting classes

• Production support labs have been extended. They include both Billing and Accounts Receivable impacts. Users should bring specific work items that they need help with. Registration contacts can sign up your agency personnel for these Thursday sessions at Core-CT:

• March 17 – morning sessions• March 24 – morning sessions• March 31 – morning sessions• April 7 - afternoon sessions• April 14 – morning sessions

Billing Training Completion

Billing reporting training ends soon; production support labs have been extended.

Training Updates

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• Please ensure that your role spreadsheets are completed by 4/15 and returned to Core-CT. – The completed role spreadsheets can be emailed to [email protected]– Your ARC can assist with any questions– You will have the opportunity to make any final changes shortly before go-live if

there are shifts in responsibilities and / or personnel

• A few agencies are also still completing the Asset and / or Inventory workbooks. – Please ensure that these are completed and returned to Core-CT as soon as

possible to assist with training planning. – These workbooks can be faxed to the attention of the Training Team at (860)

528-2740.

Asset Management and Inventory Training

Business Process Workshops have been completed and were well-attended.

Training Updates

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• Super users identified at the BPW’s should be notified that Pre-Training sessions will be held in the spring.– Asset Management sessions are planned for the beginning of May– Inventory sessions will be held late May / early June– As with Billing, these will be working sessions to enter agency-specific data into the

sandbox and to provide agency-specific input for the hands-on training classes

• On-demand Business Process Overviews for Assets and Inventory will be released in late May.– As with Billing, agency staff will be able to take these at their desktops or in agency

training rooms, as determined by each agency.– Overviews are required prior to attendance at hands-on training– The Introduction to Core-CT overview is already available and should be taken by agency

staff who have not previously used Core-CT.

Asset Management and Inventory Training

The next training activities include Pre-Training sessions and Business Process Overviews

Training Updates

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Welcome





Upcoming Tasks

Brenda Halpin

Brenda Halpin

Brenda Halpin

Updates

John Harnick

Ed Sullivan

Holly Osburn

Overall Status

Conversion Status

Training Team

Gale Mattison

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# Task Due Date % Complete

Action Required

103 Asset Management (AM) Configuration*

7/19/04 98% Complete task ASAP

104 AM Conversion Data Map 10/08/04 89% Complete task ASAP

110 AM Payment Schedule 10/29/04 100%

106 Inventory (IN) Conversion Data Map


114 IN Configuration Data* 11/26/04 87% Complete task ASAP

116 Inventory Destination Locations


Agency Status – Current Tasks: AM and IN

No new tasks have been released.

*Please call your ARC or Roland Lataille at 622-2515 with any questions / issues.

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Welcome





Upcoming Tasks

Brenda Halpin

Brenda Halpin

Brenda Halpin

Updates

John Harnick

Ed Sullivan

Holly Osburn

Overall Status

Conversion Status

Training Team

Gale Mattison

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Summary

Today we have covered…

Overall Status

Conversion Team Update

Training Team Update


Upcoming Tasks

Summary and Next Steps

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Next Steps

Thank you for your participation today. We look forward to continuing our work together to make Core-CT a success!

• Look for this presentation on the Core-CT website (http://www.core-ct.state.ct.us/)

• Next meeting – May 18, 2005 at Core-CT in Room 1002

Technology

State Of Connecticut