SFMS USER GROUP MEETING FEBRUARY 5, 2019 2 Agenda Structure - - PDF document
2/5/2019 1 SFMS USER GROUP MEETING FEBRUARY 5, 2019 2 Agenda Structure Review SABRS-Structure Review Financial Archive Profile Roll DHS/OHA process to get ready for Profile Roll Financial Inquiry Screens-37, 44, 46, 47,
FEBRUARY 5, 2019
Structure Review SABRS-Structure Review Financial Archive Profile Roll DHS/OHA process to get ready for Profile Roll Financial Inquiry Screens-37, 44, 46, 47, 89 D23 Funds Overview
Table Archives Document Tracking, Payments, Financial, Receipts, Profiles Purges Vendor Table ACH Vendor Website Liquidation Encumbrances Closing Programs Year End Biennium Rollover Programs Profile Year End
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Background on R*STARS Program Structure Responsibilities & Timelines -- Agencies, SABRS & SFMS Recommended practices Tips to avoid common pitfalls
Oregon Budget Information Tracking System Relational Statewide Accounting & Reporting System
ORBITS & R*STARS share certain common data elements to allow agency accounting & budgetary structures to be aligned between the two systems. Central repository of budgeting information for the state Central repository of accounting information for the state
Example ORBITS to R*STARS Structure Alignment Spreadsheet
Reporting Level Type
Reporting Level Number
ORBITS Cross Reference Number (X Ref #)
R*STARS Program Level (R*STARS D04 Profile)
budgetary structure for reporting purposes.
* Program structures will vary based on agency needs.
relationship between R*STARs D04 Profile and ORBITS X-Ref # down to Detail Cross Reference (DCR) Level.
How does this look on the D04 screen?
R*STARS D04 Screen - Program Code Profile
The D04 profile is centrally maintained by SABRS
The ORBITS XREF field aligns R*STARS to ORBITS
Program hierarchy is displayed on this screen
Program code level of 4 in this example
R*STARS 26 Screen - Program Cost Account Profile
D04 program code is included on 26 PCA profile maintained by agency
PCA identifies program code to use to summarize accounting activity
Agy Bud Prg Level Ind should match program code level on D04 screen
Agencies March – April 2019
needed to your agency program structure for AY21.
SFMS analyst of any changes to the D04 program structure.
documentation to SABRS and copy your SFMS analyst. SABRS April – May 2019
requested changes for alignment with ORBITS.
agency on D04s to
must delete related AY21 PCAs first.
RSTARS D04 profile for AY21. Agencies May – June 2019
forward in AY21 before SABRS deletes related D04 profiles.
profiles made by SABRS.
that AY21 profiles are ready for review. SFMS June 2019
D04 and 26 profiles to ensure program structure is properly established.
results to agency to help ensure successful posting of agency’s AY21 transactions.
1.
Keep program codes in a logical numbering sequence.
2.
SABRS recommends separate PCAs that point to a Level 2 program code for legislatively approved budget appropriation & allotment entries.
3.
SFMS recommends all other PCAs use lowest level program code in hierarchy.
For consistency, consider inserting intermediary program levels so all PCAs are at the same program code level.
4.
Make sure Agency Budget Program Level Indicator on 26 PCA screen matches program code level shown on the D04 screen.
5.
If you have PCAs using program codes or agency budget indicators at different levels, be aware this may impact how results are displayed in DAFR reports, Datamart queries & the 61 Agency Budget Financial Inquiry screen.
The tips below are to help you avoid some common pitfalls. These can result in a loss of accounting integrity and often require a lot of work to correct!
Inactivate or delete related PCAs prior to inactivating or deleting the program
continuing to post.
Only delete profiles if they have had no transaction activity to them in that AY.
Do NOT make changes to existing program codes if they already have
transactions posted to them in that AY.
When making changes to higher-level program codes, make sure all D04
program code profiles that roll up to the program code were resaved (F10) to reflect the new program hierarchy.
SFMS conducts full or partial reviews of agency structure changes
depending on the extent of the changes. If there are no program structure changes from the prior AY, a review will not be conducted.
During these reviews, we review the following:
D04 screens match to agency approved spreadsheet. Program code hierarchy is correctly established within the system. PCAs have been established and inactivated as appropriate.
Please let your SFMS agency support analyst know if you have any
questions or need assistance with this process.
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Policy Decisions Legislative Changes
Copies of this document may be requested from
Update spreadsheet as necessary.
Note: Deletions are only allowed at the change of a biennium. This requires that the agency update all existing pca’s associated with the D04 to be deleted and the D04 can not have any activity in the 2019-21 biennium.
Notification to SABRS at ORBITS.help@Oregon.gov that D04
Program structure changes will be needed. Please include your SFMS Agency Support Analyst on this notification.
Provide SABRS with an alignment spreadsheet displaying the
D04 Program structure changes needed.
If additional changes are necessary based on Legislative action
please provide these to SABRS.
pending D04 Program Structure changes.
SABRS via ORBITS.Help@oregon.gov and CC SFMS Analyst.
R*Stars structure changes as necessary.
alignment with ORBITS.
performed (April 17th) and once the structure is finalized; input changes into the R*Stars D04 profile.
No Agency responsibility No anticipated system downtime Archive criteria: Cancelled, Stop Pay and Paid warrants if the Cancel Date
All Expired warrants (expired prior to 11/1/18) Warrants with a Payment Status of “I” (Issued) are not archived Archived records from the Payment Control table are loaded
to the Datamart
R*STARS System Functionality: When the 530 screen displays the message “EAI - IT FILE
CLOSED”, agencies:
CAN view/update profile screens, use financial inquiry
and drilldown screens
CANNOT create, edit or release batches
ADPICS System Functionality: When the R*STARS 530 screen displays the message “EAI - IT
FILE CLOSED”, ADPICS agencies:
CAN create purchase orders, direct vouchers, etc. CANNOT send transactions over to R*STARS. When the
R*STARS IT FILE is closed, you will receive the message “R*STARS System Not Available. Document Not Posted.” Transactions will remain in Unposted Status in ADPICS and can be sent to R*STARS once the IT file is open.
No Agency responsibility System Availability: Friday, April 5 – SFMA is available as usual. Financial Archive
jobs will begin after the normal nightly batch cycle.
Saturday, April 6 – R*STARS 530 screen will have a message
that reads “EAI - IT FILE CLOSED”
System Availability (Continued): Monday, April 8 – Expedite cycle will NOT occur R*STARS 530 screen will have a message that reads “EAI - IT
FILE CLOSED” for most of the day (possibly all day) while SFMS staff validate the archive.
SFMS plans to run a batch cycle Monday night (4/8). We will
communicate the status of our verification on Monday and
Archiving financial data through Fiscal Year 2015 except for
protected Capital Construction (CC) records.
Affected Tables/R*STARS Screens:
Table
Screen CC Table Screen CC Document Summary 11 Yes Contract 68 No Allotment (Agency Budget) 61 Yes Agency/Fund 69 No Appropriation 62 Yes Project 80 No Cash Control 63 No Summary GL Document 83 Yes Document Financial 64 Yes Inactive Accounting Event 84 Yes General Ledger 65 Yes Summary General Ledger 89 Yes Grant 66 No
Archived records from the following tables are loaded to the
Datamart:
R*STARS tables Datamart table names (begin with SFMSARCH) Document Financial Arch Doc Financial General Ledger Arch Gl Detail Grant Arch Grant Financial Contract Arch Contract Financial Project Arch Project Financial Inactive Accounting Event Arch All Acct Event Summary General Ledger Arch Gl Summary
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Quick Rundown of What the Profile Roll Program Is
It will run April 17, 2019 It creates new profiles for FY20, FY21, AY21 It will NOT create new profiles for profiles that your agency
no longer needs.
It is our friend!
Let’s look at the following aspects of the Profile Roll.
A.
Which profile screens are involved?
B.
How does the system determine which agency profiles to roll?
D.
Some examples.
E.
What do I need to do at my agency?
F.
Important Reminders and Helpful Hints
There are currently 11 profiles in use with an AY key.
20 Appropriation D03 Organization Code 21 Index/PCA Relationship D04 Program Code 22 Cost Allocation D09 Comptroller Source/Group 24 Index Code D10 Comptroller Object 26 Program Cost Account D11 Agency Object 82 Comptroller Relationship Edit
There are only three profiles with an FY key.
D73 Cash Fund D23 Fund D67 GL Tables Control
screen.
This prevents old or unnecessary profiles from being created for the next FY/AY.
AY profiles will have 1 new record created. AY will be 2021. Effective Start Date will be 07012019. Effective End Date will be: Blank if previously blank. Or 3 years greater than the date on the current profile. Except 20 Appropriation profiles which will be 12312021.
FY profiles will have two records created. One with FY of 20 and one with FY of 21. Both with an Effective Start Date of 07012019. Both with an Eff End Date that is blank. FY20 FY21 Eff Start Date 07012019 Eff Start Date 07012019 Eff End Date Eff End Date
Is it an AY or FY profile? Is it for a current FY or AY per the 97 profile? Is it active? Is the Effective End Date blank or > 06302019?
and an Eff End Date of 06302020; and one for FY21 an Eff Start Date of 07012020 and an Eff End Date of 07012021.
blank Eff End Date.
A.
No new profiles
B.
Two new profiles- One for FY20 an Eff Start Date of 07019, and Eff End Date of 06302020: and One for FY21 an Eff Start Date of 07012020 and an Eff End Date of 07012021
C.
One new profile-for AY21 an Eff Start Date
A. B. C.
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The correct answer is:
blank Eff End Date.
06302020.
blank Eff End Date; One for FY21 with an Eff Start Date of 07012019 and a blank Eff End Date.
A.
One Profile for FY20 & Eff Start Date of 07012019.
B.
One Profile for FY20, Eff Start Date of 07012019 and Eff End Date of 06302020.
C.
Two Profiles: One for FY20 with an Eff Start Date of 07012019 and a blank Eff End Date; One for FY21 with an Eff Start Date of 07012019 and a blank Eff End Date.
D.
No new profiles.
A. B. C. D.
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The correct Answer is:
blank Eff End Date; One for FY21 with an Eff Start Date of 07012019 and a blank Eff End Date.
Eff End Date of 12312021.
Eff End Date of 063021.
A.
One Profile for AY21 with an Eff Start Date of 07012019 and an Eff End date
B.
No Profile.
C.
One Profile for AY21 with an Eff Start Date of 07012019 and an Eff End date
A. B. C.
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The Correct Answer is:
what level of change needs to be made for AY21.
numbers.
No changes needed to the Accounting Structure. BEFORE the roll, ensure that necessary profiles are active
and have appropriate Eff End Dates to generate new profiles.
After the roll, but BEFORE using the new profiles, review and
make changes to titles as necessary.
E. What do I need to do at my agency?
Minor changes are needed, including new appropriation
numbers.
BEFORE the roll, ensure that necessary profiles are active
and have appropriate Eff End Dates to generate new profiles.
After the roll, but BEFORE using the new profiles, review
and make changes to titles as necessary.
After the roll, but BEFORE using the new profiles, make
modifications as necessary.
Substantial change is needed, new profiles need to be created or existing
profiles are not needed to roll into AY21.
Before the roll, Inactivate or place an Eff End Date < 063019 on profiles
that are not needed for AY21.
Do not do this with a profile that has a balance. A new profile will be
necessary for adjustments made after July 1.
If you do change an existing profile in one of these ways, you will
need to return it to its original configuration after the roll to allow remaining FY19/AY19 transactions to process.
After the roll, Agency establishes new agency profiles. After the roll, complete and submit appropriate forms for SFMS to set up
D23 Fund and D73 Cash Fund profiles.
Although not part of the Roll Program, agencies will
Now is a good time to review 91 screen Report Request
Review 550 screen Recurring Transaction Profiles. Do
ABOVE ALL ELSE: Changes to profile data elements MUST
Review SFMS Desk Manual Prof .2 Creation of New Year
If you have questions, contact your SFMS Analyst.
Prior to the roll
Review: 26 Profiles (PCA) Activity End Dates End dates: PCAs to roll will have no end date or an end date after 6/30/19 PCAs not to roll will be end dated on or before 6/30/19
After the roll: Review: D03 Profiles (Organization Code) 24 Profiles (Index) 26 Profiles (PCA) D03 and 24 Profiles – Update as appropriate due to agency
reorganizations
After the roll: 26 Profiles: Screen scrape all profiles for the new AY Review the elements within the profile to create a template with
updates
Grant phase, RTI, AC2, End Date Use macro to load profiles with appropriate changes Run a new screen scrape and validate the data against the
intended revisions
Why is this batch still on the 530 screen? 37 screen Document Tracking Inquiry
The secret meanings to all those codes! D44 Screen Action Code Profile
This document was added, released, placed on hold, changed, released, and so on and so on….
Has this warrant cleared yet? 44 Screen Single Payment Cancellation OR…
Has this warrant cleared yet? 46 Screen Rewrite/ Duplicate Payment OR,,,
Has this warrant cleared yet? 47 Screen Payment Control Table Status Maintenance
Enhanced 89 Screen Summary GL Inquiry You can drill In to specifics If you choose MA and Detail
And you can drill down even further…
And when you are done, you can return to the 89 screen with an F9
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Completed D23 Form Completed D73 Form (if appropriate) The appropriate Legal Authority for request
What is appropriate Legal Authority?
HB/SB that starts a new program and any legal restrictions HB/SB with spending authority ORS E-Board Minutes Chapter Law
Reasons it may take longer:
Governor has not signed the bill. This is common at the end of a
regular session.
New Treasury Account has not been setup or cross-walked into R*STARS
Documentation incomplete, agy has been notified, and waiting
response
Questions arise during review, agy has been notified, and waiting
response
If you have questions regarding D23 Requests please let me know. Ph 503-373-0714 Email karlene.hancock@oregon.gov