9/4/12 Bulkload Meeting Agenda and Notes - Statewide Financial ...

Statewide Financial System ProgramUser Group AgendaDate: 4-Sept-2012 Time: 9:00 – 11:00 amGroup Name: Bulkload Location: Training Room DAgenda Prepared by: John Boucher Minutes Prepared by:ObjectivesShare Solutions; Acquire consensus on user group requestsConference Call-InMembers:John Boucher (Chair) X Scott Stalker (Vice-Chair) Jim Bullis (OGS01)Chris Burgess (DCJ01) Steve Chevalier (OMH01) X Joe Conroy (SED01) XFrank DeSanta (SED01) X Peg Farrell (DOL01) Kristen Geohegan (ASM01) XMary Harlow (OSC01) Mary Herman (DOC01) John Hoey (DOH01)Sharon Hover (SCF01) Kerry Hughes (SCF01) X Phillip Jurgelon (DFS01)Rajesh Katukojwala(CFS01)X Dinesh Kaul (DEC01) Glenn Kreig (DOC01)Larry Lederer (DFS01) Victoria Moore (DEC01) Srini Murthy (DCJ01) XChris Neumann (OSC01) Todd Palmiere (HES01) X Victor Polyakov (SED01)Lindsay Pulcher (DOL01) Mark Rich (CFS01) Carl Ruppert (OGS01)Ron Salvador (TAX01) X Cecilia Sanchez (OMH01) Daniel Santandrea (DEC01)Judy Schaub (ASM01) X Anil Thomas (DOH01) Lee VanApeldorn (OMH01)Fee Bourdeau (OPD01) Shoba Zacharia (CFS01) Dawn Shafer (OPD01)Don Bekkering (DOT01) Mary McCabe (OPD01) Grace Cunningham (SED01) XKathy Martucci (CNY01) X Annette Mendel (DOT01) XGuests:Ruth Ella George (SFS) Aaron Mahone (KPMG) Larry Moats (SFS) XAlison Pingelski (SFS) Connie Rowe (SFS) X Steve Slattery (SFS)Court Newton (SFS) X Chris Ela (SFS) X Mike Mullin (SFS) XMatt Rassmussen(DCJ01)X Gene Pezdek (KPMG) X Dolores Tuthill (SFS)Scott Jaracz (DOT01) X Brian Kilduff (KPMG) X Aaron Kemmer (SFS) XSandi Pecore (SFS01) X Courtney Noisette (SFS01) XAGENDAWhat Who Time(in mins)Vote to Adopt Today's AgendaApproval 8/7 meeting minutesLeader Board Update● 8/21 MeetingAllAllJohn/ScottPage 1 of 4

Statewide Financial System ProgramUser Group AgendaEnterprise Change Control Board UpdateSFS Correspondence UpdateReview: Agency Weekly Defect ReportReview: Agency Weekly Open Issues ReportVote to Advance Bulkload User Group RequestsJohn/ScottJohn/ScottAllAllAllDate Who WhatACTION ITEMS/RECOMMENDATIONSScott Stalker Make a motion to add “Change” as part of the requestform name8/14/12 Don Bekkering Complete a request form to have SFS or OGS providean automated extract file for vendor resellersassociated with P-contracts8/14/12 Judy Schaub Complete a request form to state OSC policy on A-routing checks is not acceptable for bulkload agenciesto check the check payment separation flag since it isnot on the bulkload layout. Bulkload agencies need asolution for those checks to be A-routed.Chris Burgess Complete a request form to have STIP allocated downto the project activity level8/14/12 Chris Ela/ DoloresTuthillUser GroupDocument business rules for all extract files into theAgency Transaction Processing Guide. Some havebeen documented in various documents (bulkloadliaison workshop sessions, ATLS, Agency TransactionProcessing Guide).Consolidate the vendor slide deck (from November2011) into the Agency Transaction Processing GuideReview the Scope Change Request list to provideadditional details, priority, and any workaroundsagencies are doing to meet their needs8/8/12 Connie Rowe Setup a BUG Extract Reconciliation meeting todiscuss the Deferred Scope Change list as related toextract files. Possibly for Tuesday, 8/14 from 2-4pm.8/10/12 Larry Moats/MarisaDonovanConsolidate the defects, issues, deferred scopechange requests that are related to extracts from SFSby Friday, 8/108/9/12 User Group User group members provide a list of incidents,descriptions, any workarounds, and cost impactsrelated to bulkloading and extracts. Send to Feedbackby Thursday, 8/9.9/4/12 Connie Rowe Break down the Leadership Group meeting notesdifferently9/4/12 Chris Ela Provide list of definitions for the different dates onextract files to the Bulkload User Group. These will beadded to the file layout documentation soon.Status(open/closed)ClosedClosedClosedOpenClosedClosedClosedClosedClosedOpenClosedPage 2 of 4

Statewide Financial System ProgramUser Group Agenda9/4/12 Frank DeSanta /JoeConroy/AnnetteMendelSED and DOT work together to create a changerequest form to address the multiple transactions forwhen changes occur to the payments after they havealready been paid.9/4/12 Larry Moats Follow up on publishing the 8/14/2012 ExtractReconciliation meeting notes.OpenClosedTopicNew BUG ChangeRequestsBUG Meetings asWeb ConferenceGENERAL DISCUSSIONNotes• None to review• Those on the call were inquiring if and requesting that a web conference beconducted for the Bulkload User Group meetings. SFS doesn’t have theresources available to run a web conference and take notes.Meeting Notes • The User Group members were asked to volunteer to take notes during themeetings. Kathy Martucci agreed to take the notes going forward.Agenda Approved • Everyone approved the agenda for this meeting8/7 Meeting Notes • User group members approved the meeting notes from 8/7/2012 meeting8/14 Meeting Notes • User group asked when these will be posted to the SFS website.Change RequestFormsUser GroupLeadership MeetingNotesChange RequestsUpdate• Reviewed the process for completing, submitting, review of the change requestforms• OMH stated their Executive Team voiced concern that the process takes too longo How can the process be changed? What are the steps to ask that the processbe changed?o Srini suggests the solutions board be in the user group meetingo Court mentioned that half solutions board is in this meeting to help support(Court, Chris, Connie, and Mike) the user group. These folks do provide inputon whether or not it might be possible.o What is the timeline to get through the review processo It is intentionally slow to make sure we are spending money wisely becausethe changes do cost money.•• John Boucher asked Connie Rowe if the UG Leadership meeting notes could bebroken down differently• Enterprise Change Control Board has not been formed yet• would like a status update on a weekly basisBUG000002• This request is related to the P-contracts value-added resellers• OGS has the list on the website but• Approved by UG Leadership Board• Assigned a score based on KPMG’s rating scale• Solutions Board has been reviewed and A3 documents are being developedBUG000001• This request is related to the separate payment checkbox and “A” routing ofchecks.• Discussion that it doesn’t make sense to indicate “A” or “S” and Mainepay (ACHpayment)• User Group Leadership Board rated this as a #1 priorityNYGR0039• This has been given the highest priority due to federal grant moniesPTP000003• This is related to 1 invoice per voucherGLUG000003Page 3 of 4

Statewide Financial System ProgramUser Group AgendaM-files/ExtractLegacy FormatCreditMemos/AdjustmentVouchers• This is related to the functionality of downloading 25 lines to Excel1) Court would like to have a subset workgroup partner with SFS resources to defineattributes2) What payment attributes are needed:a. Payment methodb. Duplicate transactions on payments are of concern for DOT – Annette wouldbe willing to serve on a workgroup.c. Mike Mullin had previously mentioned that a new table would probably beneeded to track everything that happened to payments. Need a changerequest. Somebody needs to start the Request. Suggestion is start it andeach agency will provide input. Mike stated that each transaction has aposted date that SFS could possibly. Frank suggested keeping the extract fileas is when the last update date changes but add an attribute (maybe postdate) to help the agency identify3) What contract attributes are needed4) John Boucher – would like to know what dates are included in extractsa. John has a copy of a document identifying the date definitions. Would like toknow if he can share. Chris states the layouts on the SFS website will beupdated soon and would include them. However, Chris will provide the datedefinitions to everyone.1) There isn’t a description field on the bulkload layout for agencies to use whensubmitting credit memos/adjustment vouchers2) Options considering:i. OSC policy change for bulkload agenciesii. Enter the description onlineiii. Change bulkload to allow a description field3) There is no workaround at this time4) Would someone create the request form? John B. suggests someone complete therequest form.Information 1) Recommended appropriations for agencies charged with "Centralized AccountingActivities" for 2012-13 was approximately $410,000,000. (Source: DOB website sumof 2012-13 recommended appropriations for DOB 51,643,000; OSC 304,284,000;and SFS 55,000,000.)2) Three or four hands were raised when asked who is familiar with GASB, theGovernment Accounting Standards Board.3) There are now 47 BUG membersOpen Issues & DefectReports1) Some folks receive these even if they are not an agency coordinator – who getsthese?Final Payment Flag 1) There is a defect (#7955) logged for the full liquidation flag on the voucher2) Agencies may have more encumbrance than expected because of this not working3) Need to fix this going forward but there needs to be cleanupPO Close 1) This is not available to online or bulkload agencies2) To close contracts all POs have to be closed as well3) DCJS and DOT – has a unique situation where a credit memo was issuedPage 4 of 4