7/11/13 Grants Meeting Agenda and Notes - Statewide Financial ...
7/11/13 Grants Meeting Agenda and Notes - Statewide Financial ...
7/11/13 Grants Meeting Agenda and Notes - Statewide Financial ...
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<strong>Statewide</strong> <strong>Financial</strong> System Program<br />
User Group <strong>Agenda</strong> <strong>and</strong> <strong>Notes</strong><br />
Date: 7/<strong>11</strong>/20<strong>13</strong> Time: 1:30 PM – 3:30 PM<br />
User Group Name: Federal <strong>Grants</strong> Location: SFS, Training Room D<br />
<strong>Agenda</strong> Prepared by: John Gonzales-Verdon Minutes Prepared by: Chair <strong>and</strong> Facilitator<br />
Objective:<br />
Identify <strong>and</strong> discuss the most pressing issues for possible escalation.<br />
Opportunity for users to share workaround solutions they have found in SFS.<br />
Share any best practices that are working for your agency with other users.<br />
Members:<br />
David Garcia CFS Tina Shea HCR Shaun Katz SFS<br />
Emily Stewart CFS Jim Schumacher KPMG Christopher Ela SFS<br />
Melissa Sherling DCJ Rachel Barde PRK Marisa Donovan SFS<br />
Andrew Rowinski DEC Mike Affinito OSC Rick Washburn SFS<br />
Shaymus Schweitzer DEC Matthew Donohue OSC Marlene Tierney SFS<br />
Tammy Bopp DMV Melody Goetz OSC Chad Weiss SFS<br />
Gillian Flavin DOB Jared Cherubin SFS John Gonzales-Verdon TDA<br />
Joseph Ogden DOB Sue Durham SFS<br />
Mary Ryan DOB Katelyn Klein SFS<br />
AGENDA<br />
What Who Time (in mins)<br />
Welcome <strong>and</strong> Introductions<br />
New members acknowledged<br />
Agency / Role<br />
Reason for joining User Group<br />
John Gonzales-Verdon<br />
(Chair)<br />
5 min<br />
Volunteers for a Co-Chair <strong>and</strong> Secretary (for minutes) John Gonzales-Verdon 5 min<br />
Discussion of new meeting time: beginning in August<br />
(8/14/<strong>13</strong>), the <strong>Grants</strong> User Group meeting series will occur<br />
on the 2nd Wednesday of each month from 9:00 AM –<br />
<strong>11</strong>:00 AM in Training Room D at the SFS Program Office.<br />
John Gonzales-Verdon<br />
5 min<br />
GRUG007 Presentation Sue Durham (SFS) 15 min<br />
Review Leadership Board Membership Support:<br />
Status of GRUG0007 request<br />
Status of GRUG0012 request<br />
Placing of GRUG Change Requests online?<br />
John Gonzales-Verdon<br />
15 min<br />
NYGR0039 Testing (GRUG0001 <strong>and</strong> GRUG0009) Group 10 min<br />
Current Request for Discussion Group 10 min<br />
New Request for Discussion Group 10 min<br />
Discussion of the NYGR0010 report<br />
How to run the report<br />
Idea for sorting it<br />
John Gonzales-Verdon<br />
30 min<br />
Best Practice Sharing Group 10 min<br />
Topics for next User Group <strong>Meeting</strong> <strong>and</strong> location / date<br />
decision<br />
Group<br />
5 min<br />
Page 1 of 4
<strong>Statewide</strong> <strong>Financial</strong> System Program<br />
User Group <strong>Agenda</strong> <strong>and</strong> <strong>Notes</strong><br />
Date Who What<br />
6/<strong>13</strong>/<strong>13</strong> User Group Chair,<br />
John Gonzales-<br />
Verdon (TDA)<br />
6/<strong>13</strong>/<strong>13</strong> User Group Chair,<br />
John Gonzales-<br />
Verdon (TDA)<br />
6/<strong>13</strong>/<strong>13</strong> Facilitator, Katelyn<br />
Klein (SFS)<br />
6/<strong>13</strong>/<strong>13</strong> Facilitator, Katelyn<br />
Klein (SFS)<br />
ACTION ITEMS / RECOMMENDATIONS<br />
Further refine requirements for GRUG0007<br />
Change Request <strong>and</strong> resubmit the revised file<br />
to SFS<br />
Change owner <strong>and</strong> combine GRUG0008 <strong>and</strong><br />
GRUG00<strong>11</strong> Change Requests into one (i.e.,<br />
GRUG0008a) <strong>and</strong> resubmit the updated file to<br />
SFS to meet the needs of one request for one<br />
report<br />
Publish User Group Change Request new<br />
instructions<br />
http://www.sfs.ny.gov/files/UG_GroupA1Submis<br />
sionNarrativeFinal.pdf<br />
Publish <strong>Grants</strong> Change Request <strong>and</strong> statuses<br />
online<br />
There is a User Group Leadership Board folder<br />
in the Agency Resources box on the portal<br />
(initial l<strong>and</strong>ing page) in SFS Production. Subfolders<br />
in this folder pertaining to the GRUG<br />
include:<br />
Change Request (CR) Scoring <strong>and</strong><br />
Prioritization Guidelines (PDF)<br />
Change Requests Submitted Through<br />
User Groups as of 7/19/<strong>13</strong> (Excel)<br />
GRUG0007 (Excel)<br />
GRUG0012 (Excel)<br />
6/<strong>13</strong>/<strong>13</strong> David Garcia (CFS) Demonstrate how to create a pivot table to<br />
show the 3553 report at a future User Group<br />
meeting<br />
6/<strong>13</strong>/<strong>13</strong> Facilitator, Katelyn<br />
Klein (SFS)<br />
OSC <strong>and</strong> SFS to meet to further analyze<br />
requirements <strong>and</strong> discuss GRUG0007. SFS will<br />
provide status; it will be further discussed <strong>and</strong><br />
the potential solutions will be evaluated at the<br />
next User Group Leadership Board meeting. A<br />
decision on the solution should be made at this<br />
meeting.<br />
Status<br />
(open/closed)<br />
Closed<br />
Closed<br />
Closed (see link)<br />
In progress<br />
Open<br />
In progress (see<br />
link)<br />
Report listing change names if working on<br />
report (GRUG0012); request to change the<br />
report name for NYGR0010. Discussed the 30-<br />
character description limit under financial. The<br />
Report description can include the actual report<br />
name. Include having the report unstacked in<br />
Change Request for specified report.<br />
Highlights from the 7/25 UGLB meeting:<br />
http://www.sfs.ny.gov/files/LeadershipBoardMee<br />
ting<strong>Notes</strong>20<strong>13</strong>0723.pdf<br />
Page 2 of 4
<strong>Statewide</strong> <strong>Financial</strong> System Program<br />
User Group <strong>Agenda</strong> <strong>and</strong> <strong>Notes</strong><br />
7/<strong>11</strong>/<strong>13</strong> Facilitator, Katelyn<br />
Klein (SFS)<br />
7/<strong>11</strong>/<strong>13</strong> User Group Chair,<br />
John Gonzales-<br />
Verdon (TDA)<br />
GRUG0007 was approved (unanimously). The<br />
UGLB did not agree with the proposed solution<br />
in the A-1. SFS, OSC, <strong>and</strong> DOB will work with<br />
owner of Change Request to discover other<br />
possible solutions to this problem.<br />
GRUG0012 was approved (unanimously). SFS<br />
will attempt to accomplish as much as possible<br />
listed in the A-1. SFS indicated there are items<br />
on the list that may not be able to be<br />
implemented; it will be discussed in detail with<br />
the originator of the request.<br />
Send out the GRUG0007 PPT presentation to<br />
members (was sent via email; is also included<br />
on page 4; double-click on the slide to view it in<br />
Adobe Reader).<br />
Send out NYGR0010 report with sorting macros<br />
included to unstack the report. This information<br />
can be shared with other agency users.<br />
Closed<br />
In progress<br />
Topic<br />
Agency KK<br />
Federal reporting<br />
Federal Grant SFS reports<br />
GENERAL DISCUSSION<br />
<strong>Notes</strong><br />
In response to the GRUG0007 solution recommendation<br />
presentation, none of the agencies represented by the <strong>Grants</strong><br />
User Group members in the meeting stated that they are using<br />
Agency KK (Commitment Control). Potential solutions for<br />
discussion purposes; up to the agency to use Agency KK.<br />
There is currently no report to link KK ledger to the Projects<br />
module. TDA <strong>and</strong> DOB have identified that there is disconnect <strong>and</strong><br />
this is an enterprise issue which transcends at a federal level.<br />
OSC stated that there were limitations for federal grants in CAS.<br />
However, current reports lacking information are needed as well<br />
as more development needed the budget definition for project<br />
child (limited); configuration would need to take place.<br />
Page 3 of 4
<strong>Statewide</strong> <strong>Financial</strong> System Program<br />
User Group <strong>Agenda</strong> <strong>and</strong> <strong>Notes</strong><br />
Page 4 of 4
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