January 2008 AP-PO-AM User group meeting - PowerPoint PPT Presentation

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January 2008 AP-PO-AM User group meeting

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Need volunteers for testing in March. Go live is scheduled for ... Bulleted information. Links to more detailed information. Reports associated with the module ... – PowerPoint PPT presentation

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Title: January 2008 AP-PO-AM User group meeting


1
AP/PO/AM User Group Winter 2008
2
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

3
Welcome
  • Maintenance Packs
  • Need volunteers for testing in March
  • Go live is scheduled for April 5th weekend
  • Core-10 Coming Soon
  • Fiscal Year End
  • Catalog Management Changes

4
Customer Service
  • Users can call the
  • HelpDesk_at_ 860-622-2300, ext 1
  • For complex issues, send email to
    Core.Support_at_po.state.ct.us

5
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

6
EPM EnhancementsPurchasing
Projects/Costing Module Fields Added
  • ACTIVITY_ID
  • ANALYSIS_TYPE
  • BUSINESS_UNIT_PC
  • PC_DISTRIB_STATUS
  • RESOURCE_CATEGORY
  • RESOURCE_SUB_CAT
  • RESOURCE_TYPE
  • PC_DISTRIB_STATUS

7
EPM EnhancementsPurchasing
Projects/Costing Fields Added to EPM Reporting
Tables
  • CT_PO_TRANS_TBL
  • CT_RECEIVER_TRN
  • CT_REQ_TRNS_TBL
  • CT_VCNTRCT
  • CT_VCNTRCT_DEF
  • CT_VCNTRCT_MIL

8
EPM EnhancementsAccounts Payable
New EPM Table
  • CT_VCHR_LN_WTHD
  • CT_CORE_FIN_AP_VENDOR_CREDIT
  • CT_CORE_FIN_AP_VCHR_DT_COMPARE
  • CT_CORE_FIN_AP_TELECOMM_EXPS
  • CT_CORE_FIN_AP_VCHR_CNT_USERID

9
EPM EnhancementsAsset Management
  • New EPM Table
  • LOCATION_TBL
  • Join to EPM Asset Management tables by location
  • Sample Fields
  • Building
  • Floor
  • Sector
  • Jurisdiction
  • Address

10
EPM Job Aids Updated
  • EPM Reporting Table Indexes Join Criteria
  • Revised to include additional reporting tables.
  • All accurate table joins identified.
  • http//www.core-ct.state.ct.us/epm/docs/rptng_tbl_
    ndxs_in_crtr.doc

11
EPM Job Aids Updated
  • EPM Reporting Table Indexes Join
    Criteria
  • Acceptable Join Criteria

12
EPM Job Aids Updated
  • EPM Reporting Table Indexes Join
    Criteria
  • Inaccurate Join Criteria Spreadsheet

13
EPM Job Aids Updated
  • Reporting Table to Role Mapping
  • Updated to include all projects/costing module
    roles.
  • http//www.core-ct.state.ct.us/epm/

14
EPM Job Aids UpdatedReporting Table to Role
Mapping
EPM REPORTING TABLE or SECURITY ACCESS NODE ROLENAME
CT_VCHR_LN_WTHD CT ADJ VOUCHER PROCESSOR
CT_VCHR_LN_WTHD CT AGY AP SYS TECH RESOURCE
CT_VCHR_LN_WTHD CT AGY ONETIME VENDOR APPROVER
CT_VCHR_LN_WTHD CT AGY ONETIME VENDOR PROCR
CT_VCHR_LN_WTHD CT AGY VENDOR VIEWER
CT_VCHR_LN_WTHD CT AP REPORT MAKER
CT_VCHR_LN_WTHD CT AP REVIEWER
CT_VCHR_LN_WTHD CT BUDGET CHECK PROCESSOR
CT_VCHR_LN_WTHD CT CNTRL 1099 PROCESSOR
CT_VCHR_LN_WTHD CT CNTRL AP CONFIGURATOR
CT_VCHR_LN_WTHD CT CNTRL AP SYS TECH RESOURCE
CT_VCHR_LN_WTHD CT CNTRL AP VIEWER
15
Questions?
16
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

17
Core-CT Training Manager Guides
  • Summarizes knowledge a supervisor or manager
    should have
  • Accounts Payable, Supply Chain, Inventory
  • Asset Management
  • Accounts Receivable / Billing
  • Project Costing / Customer Contracts
  • Help Desk, EPM
  • General Ledger / Commitment Control

18
Core-CT Training Manager Guides
  • Sections of the Guide
  • Overview
  • High level graphic view
  • Bulleted information
  • Links to more detailed information
  • Reports associated with the module
  • Other sections as needed

19
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

20
CM Hot Topics
  • Effective February 6, 2008 the responsibility of
    loading and maintaining the catalog items will be
    performed at CORE-CT in East Hartford. All
    questions related to pricing or items in the
    catalog should be sent to the CORE-CT Help Desk
    for resolution.

21
Questions?
22
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

23
Inventory Reminders
  • The Inventory module is used by 23 business
    units and in 2007 we recorded over 110,000
    transactions.
  • Please remember to communicate your agencies
    Inventory business requirements on all future
    SP-10. (Soon to be CORE-10).
  • The Inventory module is highly integrated with
    the Catalog Management, ePro, PO and A/P modules
  • Inventory items are interfaced during the PO
    Receipt process and PO receivers will be alerted
    to that fact when adjusting saved receipts.

24
Questions?
25
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

26
ePro Hot Topics
  • A Catalog Viewer Role has been created.
  • Introducing the CORE-10

27
ePro Hot TopicsCatalog Viewer Role
  • The Catalog Viewer role will allow eProcurement
    Approvers the ability to view items in the
    catalog, validate pricing and ensure that the
    most cost effective items are selected.
  • This role would allow users access to the catalog
    search screen in the eProcurement module but
    would not allow the user the Save and Submit
    the requisition.

28
ePro Hot TopicsCORE-10
  • The Core-10 will be replacing the DOIT-10 system
    that agencies currently use for IT Procurements,
    the DAS paper SP-10 and the Standardization
    Transaction paper process.
  • These processes will all start as eProcurement
    requisitions.
  • A new role has been created named CT Multi
    Requestor which will allow the user access to the
    CORE-10 drop-down box and CORE-10 Attribute links
    on the Create Requisition page.
  • For those Agencies that do not currently use the
    eProcurement Module, the IT Managers will be
    coordinating security, roles workflow to
    provide access to the new functionality.
  • Those Agencies that do use eProcurement will have
    the new role assigned to specific users as
    identified by the IT Managers.

29
ePro Hot TopicsCORE-10
The Approval Workflow is configured based on the
value that is chosen. There will be 5 values
  • BLANK (existing functionality).
  • DAS-BID
  • DAS-ST
  • ITD-10
  • ITD-BID
  • ITD-ST

30
Questions?
31
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

32
PO Reminders
  • Batch processes now run at 10am, 12pm, 3pm and
    overnight.
  • If a PO is opened but not changed, click Cancel
    to close the document not Save .
  • Cannot reduce and cancel a PO in one step. First
    reduce to the amount expended. Wait for Budget
    Check to complete - then Cancel.
  • When doing a change order to a PO sourced from a
    requisition, always answer No when asked if you
    want to re-source, return open quantity or
    re-open the requisition.
  • If a PO does not show up when trying to receive
    or invoice, check the status of the PO. It must
    be in Dispatched status.
  • If a PO does not show up on the approval worklist.

33
PO HOT TOPICS
  • Creating separate run controls
  •  for Dispatch, Pending Cancel
  •  and Print purchase orders will
  • ensure proper processing.
  •  
  • PO Obligation should be equal
  •  to the net amount due on open
  •  POs IF there has been more than
  •  one PO issued per contract.

34
Pending Cancel and Dispatch Run Control
Navigation Purchasing gt Purchase
Orders gt Dispatch Purchase Orders
35
Print PO Run Control
Navigation Purchasing gt Purchase
Orders gt Review PO Information gt Print POs
36
PO Obligation
  • PO Obligation should be equal to the net amount
    due on open POs IF there has been more than one
    PO issued per contract.

Example DOC issues a two year PSN contract for
religious services. The contract is copied
into PO 70403 which is to be used for the life of
the contract. The PO Obligation page would be
represented as follows
37
PO Obligation
  • PO Obligation should be equal to the net amount
    due on open POs IF there has been more than one
    PO issued per contract.

After only 5000 was expended on PO 70403, the PO
was inadvertently closed. A new PO was issued
for the balance. The PO Obligation on the new PO
must reflect only the amount due on the open PO,
not the entire amount of the contract
38
Questions?
39
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

40
AP Reminders and Hot Topics
Critical Reminders
  • New Column on PO Inquiry Results
  • DO NOT Run Voucher Listing by Chartfield
  • AP Interfaces - Duplicate Files loaded, and
    invalid ChartFields on records
  • Overriding contract pay terms

Hot Topics
  • April 08 Bundles
  • Incorrect GIRO vouchers

41
PO Inquiry
  • Accounts PayablegtReview Accounts Payable
    InfogtInterfacesgtPurchase Order

42
Incorrect GIRO Payments
43
Questions?
44
Agenda
  • Welcome John Harnick
  • EPM Barbara Jacius
  • Training Steve Perkins
  • CM John Winschel
  • Inventory Steve Beaulieu
  • ePro Kathleen M. Anderson
  • PO Amanda Starbala
  • AP Cynthia Babbitt
  • Assets Dave Bonola
  • Integration Presentation

45
Asset Hot Topics
  • Scanner Software Update
  • Asset Location Codes
  • EPM Reporting Timetable

46
Assets
  • Scanner Software Update
  • A required software upgrade is now available for
    the Intermec CK31 Asset Scanner. This important
    upgrade is not downloadable and must be installed
    by Core-CT staff located at 101 East River Drive,
    East Hartford.

47
Assets
  • Asset Location Codes
  • New Buyer/Requestor Default
  • ACORE
  • Temporary Work Around for Receiving

48
Assets
49
Assets
50
Assets
  • EPM Reporting Timetable
  • Assets Transactions Entered Today are not
    available for EPM Reporting for 48 hours

51
Questions?
52
Closing
Thank You for your participation today.
We hope this information proved helpful
  • Look for this presentation and meeting Q
    As on the Core-CT
    Website www.core-ct.state.ct.us/
  • AP/PO User Group Meeting on
    Jan. 31st Feb. 5th, Feb. 7th

53
Coffee Break
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