Agenda

2. Agenda • Financial Reporting Update • Travel Initiative • WCO/Continuous Improvement Projects • Paycards • Vendor Purge • Payment Clock • Payment Method • Vendor Conversion • PeopleSoft Update

3. Financial Reporting Update

4. FY2011 Financial Report Update • CAFR and BCR issued! • BCR was dated 11/18/2011 • Early release date! • CAFR was dated 12/30/2011 • Draft provided to DOAA on 12/8/2011 • Earliest ever provided to DOAA • THANK YOU AND YOUR STAFF!

5. FY 2012 • Debrief and Lessons Learned • Next 6 months • Reconcile Beginning Fund Balance • GASB 54 follow up • Governance • No major changes to Y/E forms • What’s new from GASB?

6. Accounting Policies • Migration to Single Accounting Manual on website • Advanced Search • Fund balance accounts • Additional fields for new funding source requests • Capital Assets (General, Transfers, Impairment, CIP) • Accounting Directives • AD 201101 - Fund Balance Accounts • AD201102 - GASB 54 (draft) • AD201103 - Clearing/Control Accounts - Balancing Requirements • AD 201002 Lease Reporting (Update) • AD 201003 Early Return of Surplus (Update) • Employee Benefits • Other Policies

7. Travel Initiative

8. GA Travel & Expense System • Completed Wave 1 agency implementations • Begin to plan next wave of onboarding – three month process from start to go live • Schedule meeting or call in future to discuss with interested agencies • Travel Policy • Reviewing and addressing hundreds of comments • Issue policy end of month with effective date for Mar/Apr for non-concur users. • Contract negotiations with Southwest and Delta

9. Wave 1 Agencies: • September 1, 2011: • State Accounting Office, Banking and Finance, Audits and Economic Development • November 2011: • Community Affairs • Public Safety • Human Services • Corrections • January 2012: • KSU

10. GA Travel & Expense System • Top Five Policy Issues • Must - Should - May • Advances • Agency Head Approvals • Ground Transportation • Timing of expense report submission

11. Payroll Paycards

12. Payroll Paycards • Direct Deposit % across state is 96% • Awarded a paycard contract to move remaining 4% to paperless payments • Working with AG’s office on policy language • Implement via phased approach • Communicate more details after further discussion with vendor

13. WCO Update

14. Agenda • Vendor Purge • Payment Clock • Payment Method • Vendor Conversion

15. Vendor Purge • Policy Summary: • As of December 2011, the vendor master file was 400,000+ • The smaller the vendor master file, the less likely entities are subject to fraud and other significant risk. • Policy Requirements: • Starting in March 2012 and continuing at the completion of each subsequent archive activity, SAO will purge the vendor master file of vendors that have not received a payment, been issued a PO, or have any other transaction within the production environment. • In general, this will remove any vendor that has not executed these types of transactions in the current and prior two fiscal years. (FY 2010-2012 as of the issuance of this policy).

16. Payment Clock and Methods • Payment Clock Policy • Due is based on payment terms and basis date (date from which you start counting to determine due date) • Later of: • Invoice date • Invoice receive date • Goods/service receive date • Payment Method Policy • Preferred method of payment to vendors is electronic. • ACH for transactions over $5k • Card solution for items under $5k • Checks should be exception • EE sync project should help with travel reimbursements.

17. Efforts to Date – Vendor Conversion • By converting to ACH we can avoid costs (printing, postage, paper, etc). To date, we have converted: • 342 of the 1,400 (24%) vendors assigned to all agencies have been converted • 294 of the 966 (30%) vendors assigned to focus agencies have been converted • Overall 2,800+ vendors have been converted. • These vendors processed 77,000 payments in FY2011 (32k ACH) • Cost avoidance of $160,000 this year • Could be $385,000 next year These are good stats but conversion is slower than expected!

18. Efforts to Date – Vendor Conversion • How do we regain the momentum? • Refocus at SAO and agencies • Dedicated project support at SAO • Executive Level Support • You are saving your agency money at a time when budgets are shrinking. • Monitoring from the overall state level • Project potentially on cross –agency dashboard provided to Governor

19. Vendor Conversion StatisticsHow do we get to 80% ACH?

20. Key Performance Indicators KPIs will ensure governance and sustainability of implemented processes

21. PeopleSoft Update

22. PeopleSoft Availability Metrics Note: A drop in system availability occurred in November due to Hardware Failure-Load Balances on 11/30/2012.Availability returned to 100% for December 2011 Note: A drop in system availability occurred in November due to Hardware Failure-Load Balances on 11/30/2012 . December availability returned to near 100%.

23. PeopleSoft Inquiries Received What future metrics would best assist your agency?

24. SAO CSC Concerns • If a user has an issue, log a ticket with SAO by: • Speaking live with a CSC Specialist • Leaving a voicemail for CSC • Email to CSC • Do not escalate an inquiry/ issue via the escalation paths/link until a ticket has been logged • Repeat callers/emailers slow the process for everyone • Security queue backlog– approximately 300-400 contacts are made an hour for security alone.

25. Key PeopleSoft FY12 Projects • Reduction of 6PM Bounce • Labor Release and W2 Reissuance Responsibility Change • Time and Labor • HCM Upgrade • Includes: Employee Self Service, Manager Self Service, TeamWorks, Benefits, Payroll, and Human Resources • FSCM Upgrade • Includes: Financial Modules of PeopleSoft • Paperless/ Online Security Form Roll-Out • Infrastructure Refresh

26. Year End Improvement Plan • Infrastructure Refresh Project Need • Partnership between SAO and GTA • Vendors Involved • Deadline Target New Infrastructure= Enhanced System Performance