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STATE OF CONNECTICUT Core-CT. Financials User Group Meeting PO/AP December 2006. Post-Meeting Discussion Group. We Invite You…..to stay a little longer today. Live demonstrations on the Core-CT Production Website following User Group to answer your questions with your “live” data

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STATE OF CONNECTICUT Core-CT


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    1. STATE OF CONNECTICUTCore-CT Financials User Group Meeting PO/AP December 2006

    2. Post-Meeting Discussion Group We Invite You…..to stay a little longer today. Live demonstrations on the Core-CT Production Website following User Group to answer your questions with your “live” data An opportunity to learn from your fellow module users in other agencies A chance to network with and reach out to other agencies to discuss business processes

    3. CustomerSupport Users can call HelpDesk@ 860-622-2300, ext 1 For complex issues, send email toCore.Support@po.state.ct.us • Provide more details • Include screenshots • Give details on specific encumbrance issues • Use the same addressto request topics for future User Groups

    4. Agenda • Welcome John Harnick • EPM Barbara Jacius • HelpDesk Lynn Sheldon • ePro Kathleen Anderson • PO Noreen Camara • AP Cynthia Babbitt

    5. Agenda • WelcomeJohn Harnick • EPMBarbara Jacius • HelpDesk Lynn Sheldon • ePro Kathleen Anderson • PO Noreen Camara • AP Cynthia Babbitt

    6. EPM Training Needs Survey Distribute at your Agency Module Specific Training To set up EPM agency on-site training, contact: Barbara Jacius Ph: 860-622-2002 E-mail: Barbara.Jacius@ct.gov EPM Training Initiative EPM Training Initiative EPM 2007 Training

    7. EPM Enhancements EPM Enhancements New Public Query CT_CORE_FIN_PO_FULLY_VOUCHERED Identify PO’s fully vouchered and ready to be closed Purchasing

    8. EPM Enhancements Additional Reporting Fields • CT_PO_TRNS_TBL Reporting Table PRICE_PO, Unit Price CT_PO_LINE_DM254, PO Line Description • CT_RECEIVER_TRN Reporting Table RECEIVER_UOM, Receiver Unit of Measure CT_RECV_PNL_AMT, Penalty Amount DESCR254_MIXED, More Information Purchasing

    9. EPM Enhancements Additional Reporting Fields • CT_VCHR_TRANS Reporting Table PROCESS_MANUAL_CLOSE MANUAL_CLOSE_DT Accounts Payable

    10. EPM Enhancements EPM Enhancements Additional Reporting Fields • CT_AM_PHYSICAL Reporting Table BUILDING, Building number SECTOR, Sector Asset Management

    11. EPM Enhancements New Table Partitioned • CT_VC_ACCTG_LN Reporting Table Partitioned ACCOUNTING_DATE ToLeverage for Optimum Performance, always use this field in selection criteria Accounts Payable

    12. Agenda • WelcomeJohn Harnick • EPM Barbara Jacius • HelpDesk Lynn Sheldon • ePro Kathleen Anderson • PO Noreen Camara • AP Cynthia Babbitt

    13. Level II HelpDesk Ticket Counts from 11/14/06 – 12/6/06 • New Tickets - 361 • Closed Tickets - 323 • SIR Tickets - 24

    14. HD Reminders • Do not try to make up your own work-arounds! This will cause issues in other modules, even though you may think you have solved your problem. • If you cannot get a transaction to work after you have read the Job Aids and the WLA, then call the Helpdesk for more information. • When you call the Helpdesk, be sure that you give them all theinformation, such as your business unit, your name and phone number, the module that you are having trouble in, the specific PO, Voucher, Bill, Asset or Report that you are having issues with. If you are getting errors, please email the screenshots with the errors to the Helpdesk. Give us the specific steps you went through to receive the error.

    15. Answers to Common HD Questions • You need to take steps to analyze your error before calling the Helpdesk. Your job aids and WLAs will help you to do this. • If you are having problems with reports not matching, you need to reconcile, to see what transactions are causing the problem. • If you are having problems with POs in Open status, you need to check the contract information. • If your vouchers are in match exception or budget error, you need to go to the links and find out what your errors are, then correct them. • If your reports are not coming out, you need to check your parameters to be sure you are using correct budget references and the correct budget ledgers. Check your process schedule request to be sure you are asking for web and .pdf files. If the request asks for “none,” you will get none.

    16. Creating & Saving a Screenshot • Have the screen you want to copy on your monitor • Push the Print Screen button on your keyboard • Minimize the application you are in • Open a new Word document • Right click with your mouse • Click on “Paste” • Save your document to a file on one of your drives • Open a new e-mail to the addressee • Attach the screenshot document and Send The Helpdesk person assisting you now has the documentation to use while resolving the problem

    17. Website Updates Go to the CORE website at : http://www.core-ct.state.ct.us/ Click on Financials User

    18. Website Updates Go to the Section titled, “Financials Job Aids” You can choose to go to the Master List or the List by Module. If you link to the Master List, you will get a list of 9 pages of Job Aids. If you link to By Module, you will get the next slide.

    19. Website Updates Link to Purchasing Job Aids

    20. Website Updates This list will tell you which Job Aids have been specifically updated for 8.9. Please print the ones that apply to your job and use them as a guide when you transact in CORE.

    21. Agenda • WelcomeJohn Harnick • EPM Barbara Jacius • HelpDesk Lynn Sheldon • eProKathleen Anderson • PO Noreen Camara • AP Cynthia Babbitt

    22. ePro/Catalog ManagementAgenda • 8.9 Upgrade • Post Go-Live Status • Current Issues • Resolved Issues • ePro/CMReminders and Hot Topics • New Website Docs for ePro

    23. 8.9 Upgrade: Post Go-Live Status ePro/CatalogManagement Pricing on templates is automatically updated when new pricing is loaded to the catalog. The Save for Later Button has been replaced by the Save & Preview Approvals Button. Several favorites can be added at one time. Items that are associated with expired contracts are being grayed out on templates. The Approval page is a new page in 8.9 that allows users to see exactly what stage a requisition is at and who the next approvers are. 8.9 has a summary box that allows users to see what is being added to a requisition as they are adding items.

    24. Add Several Items to Favorites & Save and Preview Approvals

    25. Template with Inactivated Item Inactivated Item

    26. Requisition Approval Page

    27. 8.9 Upgrade: ePro/Catalog Management Current Issues Requisition Split Funding can only be entered line by line. Requisition Pre-Defined Defaults do not carrying the revised defaults to the requisition lines. Users unable to search for items in the Catalog. Users unable to access pages in Manage Requisition. Requisitions are re-sourcing to several POs when change orders are created.

    28. 8.9 Upgrade: ePro/Catalog Management Resolved Issues Requisition approval processing time is functioning properly. “New Window” link added to the Create Requisition page. Special Request Templates can now be accessed. The new Eastern Bag file has been loaded and inactive items can no longer be brought up in ePro. Left Hand Navigation Menu and Summary Box can now be minimized. Requisitions lines can only be cancelled in the Requisition Reconciliation Workbench after the requisition is sourced to a Purchase Order.

    29. Create Requisition Page

    30. ePro/Catalog ManagementCritical Reminders Critical Reminders • Pre-defined fields that are changed on the Define Requisition page do not move forward to the requisition lines. • Items associated with expired contracts will be grayed out in personal templates and not available for purchase. • Each requisition should have one buyer. • Category codes must be used on all requisitions. • Questions on contract pricing in the catalog must be directed to the Contract Specialist at DAS.

    31. ePro/Catalog ManagementHot Topics Hot Topics Requisitions must be used when purchasing catalog and inventory items. Requesting frequently used items and new inventory items to be added to the catalog should be sent to DAS Catalog Management at: catalog.management@ct.gov If requisitions source to an “Open” status it should alert users that there is a contract issue. Item ID is the Catalog Management number in CORE.

    32. New Website Docs for ePro New or Revised ePro JobAids • Requisition Defaults • Requisition Split Funding • Requisition Ad Hoc Approval • Manage Personal Templates • eProcurement – Requisition Workflow

    33. 10-Minute Break

    34. Agenda • WelcomeJohn Harnick • EPM Barbara Jacius • HelpDesk Lynn Sheldon • ePro Kathleen Anderson • PO Noreen Camara • AP Cynthia Babbitt

    35. POAgenda • 8.9 Upgrade • Post Go-Live Status • Current Issues • Resolved Issues • Reminders and Hot Topics • New Website Docs • PO Mini-Training • Contract Mini-Training

    36. 8.9 Upgrade:Post Go-Live PO Status • Budget checking enhanced • Greater Integration between Purchasing and Contracts

    37. 8.9 Upgrade: Current PO Issues • Rounding issue with rolled lines • PO Activity Summary has inconsistency in how the information is presented • Chartfield 1 is not to be used unless your agency has established valid chartfield values for this field

    38. 8.9 Upgrade: Current PO Issues

    39. 8.9 Upgrade: Current PO Issues Navigation: Purchasing>Purchase Orders>Review PO Information>Activity Summary

    40. 8.9 Upgrade: Resolved PO Issues • Can now update the PO line amount after copying a PO associated with an amount only Contract • PO Defaults are now working properly when creating Contracts • Budget checking was looking at closed lines • All Categories are changed to 100% under tolerance • Reserved POs are not longer being closed when using the PO Reconciliation Workbench • PO Reconciliation Workbench working properly

    41. PO Reminders & Hot Topics Critical Reminders • When creating Contracts “Price Can Be Changed on Order” must be checked in 2 places to function correctly, on the Order Contract Options on the Contract Tab and the Line Details icon for each line of the contract • In very rare instances should an agency create a contract that has the Open Item Reference checkbox selected or the Corporate Contract checkbox selected • If you create a PO by using the “Copy from Contract” functionality, check to ensure that the contract has been set up correctly before copying it into the PO • If you create an Online PO and it is associated with an agency specific contract please make sure that on the Line Details icon associated with that PO line you select the correct contract number and you must also select the correct contract line number • When you are creating an Online PO that is associated with an agency specific contract DO NOT create the new PO by copying an OLD PO most likely the OLD PO was not set up correctly for the new 8.9 functionality

    42. PO Reminders & Hot Topics Critical Reminders • Use GL71d as your Purchasing Authority for postage DO NOT use contract 01PSX0009, the Postage Equipment, Postage Meters and Mail Room Furniture contract as the purchase authority • ClosePOs monthly, don’t force close, and e-mail to have your days reduced to zero days • If your PO is associated to a contract to return funds back to the contract you must do change orders • Don’t cancel lines that are in budget error • Never cancel a rolled PO distribution line(s) • When submitting issues to the helpdesk please include your business unit name and screen shots

    43. PO Reminders & Hot Topics Hot Topics • Do not create change orders on fully matched PO lines the correct method is to add new PO lines • To avoid match exceptions know what functions need to be performed for your transaction (screen shots to follow) • Coming Soon the ability to save a multi line PO with mixed Purchasing Authorities on the line details (Contract and GL authorities only) The PO Type is GEN • Please don’t try workarounds with POs and or Contracts contact the Help Desk • Communicate with A/P on finalizing vouchers • Maintenance packs and bundles to be applied to 8.9 software in March 2007

    44. PO Reminders & Hot Topics • This transaction will go into match exception: • Navigation>Purchasing>Add/Update PO (or ) Find and Existing Value>Line Details icon

    45. PO Reminders & Hot Topics • This transaction will go into match exception: • Navigation: Purchasing>Purchase Orders>Review PO Information>Activity Summary

    46. PO Reminders & Hot Topics • This transaction will go into match exception:

    47. New Website Docs for PO The following Job Aids have been updated for 8.9 • Agency Acronyms • Contract Type/PO Type Purchasing Authority • Copying a PO from an Existing PO • Creating Contracts, Purchase Orders and E-Pro Requisitions • Purchasing Navigation • Reserving Purchase Order Numbers

    48. New Website Docs for PO The following Job Aids have been updated for 8.9 • Purchase Order Workflow • Purchase Order Life Cycle • Using PO Reconciliation Workbench • Creating a PO with a Future Date • Financial Bulletin #4 P-Card

    49. PO – Mini Training

    50. PO – Mini Training