eMARS User Group MeetingJanuary 31, 2012

Agenda

Opening Remarks Ed Ross

Current eMARS Matters Barbara Aldridge-Montfort

eMARS 3.9 Status Rachelle Wilkins

Functional Area Highlights eMARS 3.9 Upgrade Team

Q & A

Current eMARS Matters

Current eMARS Matters

FY 2012 Annual Physical Inventory due to the Office of the Controller Friday, June 2, 2012 Notify Jason Johnson (APA Office) 10 days prior to

conducting the inventory observation Submit infoAdvantage Report

– Fixed Assets – Equipment (CAFR) No changes on procedures from last year

– No Training Contact Jennie Wolfe, Office of the Controller, with

questions: 502-564-6693 or jennie.wolfe2@ky.gov

Current eMARS Matters

Do NOT enter the Fiscal Year (2013) on contracts created between now and mid-May

Use PR07 Event Type on contracts until agency budgets are loaded in June

New Year (FY2013) Contracts

eMARS 3.9 Upgrade

eMARS 3.9 Upgrade

eMARS 3.9 GO-LIVEApril 17, 2012

eMARS 3.9 Upgrade

8

eMARS/VSS COB April 12 – BOB April 17

infoAdvantageCOB April 20 – BOB April 23

Outages

infoAdvantage AvailabilityinfoAdvantage will be available through

KBUD only during cutover weekend (COB April 12 – BOB April 17)

infoAdvantage will be available through eMARS and KBUD upon BOB April 17

infoAdvantage data will not be updated until the weekend of April 21 Any reports ran between April 17 and April 20 will

contain data as of COB April 12

Database ViewsAgency processes using Database Views to

gather data will need to be updated Updated with new TNSNAMES and server name New Server will be available for testing in early

April Agency Technical Leads will be notified when

details are available

Recommended Technical Requirements

Operating System XP Pro (SP2); Vista; Windows7

CPU 1.0 GHz Processor (32 or 64 bit) Minimum

RAM 2GB Recommended, 1 GB Minimum

Display 1024x768 Minimum Display Resolution

Graphics 32 MB Graphics Card

Internet 10 Mbps Ethernet Card

Browser IE8 or Firefox 3.5 or 3.6 for Windows

11

Agency ContactsVerify all agency contacts on the Agency

Contact Listing Update any contact using the Agency

Delegation & Contact Information Packet located @ http://finance.ky.gov/internal/eMARS/Agency+Contacts.htm.

AIL to e-mail or fax updates to the Customer Resource Center, Attn: Donna Hall

eMARS Training eMARS Training is scheduled to begin mid-March Various methods available to users

On-line training available through Office Communications Server (OCS)

Short, “how-to” recordings Training Manuals will be updated and posted In-classroom training

– Pre-implementation classes limited to new users

Agency Implementation Leads (AILs) & Training Team Leads (TTLs) will be notified when details are available

eMARS Inbound Interfaces

The eMARS Inbound Interface Template document has been updated and posted at:

http://finance.ky.gov/internal/eMARS/Interface+Material.htm

UPDATED

Functional Area Highlights

Basic Navigation

Application Jump To – Allows “leafing” of up to 5 pages Collapsible Navigator Delete Actions Confirmed

Within most documents Log out Button

Tables Multi-Sort Feature Export/Download feature in select areas

Basic Navigation

Documents Tab View vs List View Accordions

Shows more document information “Quick Switch” feature

Allows users to move between multiple vendors or commodity lines

Buttons and Actions displayed Some have been relocated

Pick Lists added to Accounting Section Edit with Grid

Creates spreadsheet-like data entry Error Bar

Opens within document to a scrollable list

17

Budget”Less Worse Off” Scenario

No longer requires overrideSmart Budget Roll-Up

Revenue Budgets (BGR42) only Duplicate roll-up lines fixed

Enhanced Drill Down for Budget Inquiry Screens Drill Down information correct Export/Download to Excel

Additional Chart of Account elements can be required on spending & revenue documents for Fund/Dept combinations

eMARS 3.6

Activity Sub-Activity Function Sub-Function

eMARS 3.9

Activity Sub-Activity Function Sub-Function Reporting Code Sub-Reporting Code Department Object Location Sub-Location

General Accounting

General AccountingFund Requirements Considerations

Required Elements should be added at the beginning of the new Fiscal Year

Encumbrances that will roll should be modified to include the new elements prior to fiscal year-end

Requirements are set by Fund and Department for ALL revenue and/or spending transactions

SAS-14 will be updated to accommodate these requirements

General Accounting

Drill Down available for Pending transactions on the Cash Balance Summary Query (CBALSQ)

Use Magnifying Glass

General Accounting The detail can be exported to MS EXCEL by clicking

the Download link

General Accounting

Fund Accounting and Detail Accounting will be consistent across documents (Detail Accounting – CR & JV2E shown)

Document WorkflowSubmitter ID on Worklist

Enables user to search on the Submitter ID field in a Worklist

Worklist Grid can be sorted by Submitter ID

Bypass Comments Page upon Document Approval When a document is “Approved”, user is returned

back to the document, skipping the Document Comments Page

When document is “Rejected”, the Document Comments Page will be returned

Document Workflow Worklist Management

Worklist has been enhanced to allow user-defined sorting of Approval Roles/Worklists

New Page, Approval Role Display Order (ROLEDISP), determines sorting order of worklists

– Can be accessed from the Worklist page(s) and Page Search

Cost AccountingNew Cost Accounting Setup Document (CAS)

All Grant Chart of Account elements can be set up on CAS (Major Program, Program, Program Period Code, Funding Profile, Funding Priority, Funding Line & Funding Profile Inference)

CAS document will generate a draft BGPDR document with Program Period Budget entries already entered

– Select Smart Budget Roll-up, Validate & Submit

Modifications to the Grant set up must be completed on tables as the CAS document cannot be modified

Cost Accounting

27

CAS Document

Accounts Payable GAX Document Header contains Payee section

Check/EFT issued to Payee if entered regardless of Vendor selected in Vendor Section

Vendor Invoice Line and Vendor Invoice Date no longer have to be entered on the GAX or PRC Vendor Invoice Number still required Vendor Invoice Line and Date inferred upon validate, but

can be changed

Accounts Payable

DISBQ page now displays in a Grid/Scalar format

“Check Status” and “Cleared Date” added to table

Accounts PayableMD Documents can now be copied if desiredVendor Transaction History (VTH) Table

Allows users to easily search for all vendor related transactions on a single table

Displays a list of transactions/documents for a single vendor based on user-defined search criteria

Provides hyperlinks to related tables Provides ability to export/download to MS Excel

Accounts Payable

31

VTH Table

Revenue/Receivables & Fixed Assets

No Significant Changes Other than Look & Feel

32

infoAdvantage

3.9 Universes are significantly different from 3.6 Universes General Accounting Procurement Fixed Asset

3.9 offers New Universes

33

Accounting Summary General Accounting Document

VCC/VCM Documents Journal Voucher Documents

Charge Documents Pending Amounts

Document Chaining PR and Enc Aging

Fixed Asset Documents

infoAdvantage

Plan is to “Phase Out” 3.6 Universes and Replace with 3.9 Universes after Go-Live

Upon Go-Live most Statewide Reports will point to Current 3.6 Universes – Minimal report edits– Minimal troubleshooting

Report Developers will be notified of plan when details are available

ProcurementMaster Agreement Search Improvements

Ability to search on expired MAs Ability to search on Expiration Date Ability to search on Commodity Code Pick-lists added to existing search parameters Ability to create Delivery Order or Payment Request

directly from the URCATS search– No UR generated

Procurement Procurement Folder is accessible by a link within every

procurement document Accounting Line amount is inferred from Commodity Line

upon Save or Validate Ability to Inactivate procurement lines Attachments can be views from within Section or entire

Document Paperclip represents where attachments are present and indicates

the number attached

Award Document Terms & Conditions default to “by full text” Solicitation Response Receiving Location Performance Evaluation (PE) document has additional fields

VSSSummary and Detail views availableCountdown clock shows vendor’s time left to

respondSolicitation retains original Issued DateNew field displays Last Amended DateTab view for specific information

FAS2FAS EvolutionDecision to UpgradeUpgrade Design and Testing TeamExpanded Testing Team

DEMO

Questions ?