Financial Managers Council Meeting Updates

The Financial Managers Council meeting on March 14, 2017, discussed updates regarding the AP User Group, invoice receipt date changes, decision council outcomes, STAR recommendations, AP batch process updates, project costing testing, and more. Recommendations were made to enhance the voucher staging process and batch processing schedules. Key discussions revolved around Accounts Payable, Project Costing, General Ledger, and Finance Advisory Council matters. The meeting aimed to streamline payment processes and improve efficiency in financial operations.

• Financial Managers Council
• Meeting Updates
• AP User Group
• Invoice Receipt Date
• Decision Council
• STAR recommendations

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1. Financial Managers Council March 14, 2017 12/6/2024 1

2. Agenda STAR Updates Decision Council: Invoice Received Date User Groups: Accounts Payable Project Costing General Ledger STAR Finance Advisory Council Accounts Payable Check Processing Check message updated on Check Stub with phone number for SCO Supplier Questions about payments every day Training? eSupplier Portal Agency Task 106.01 Agency Contact for Payment Questions 12/6/2024 2

3. Agenda STAR Updates Decision Council: Invoice Received Date User Groups: Accounts Payable Project Costing General Ledger STAR Finance Advisory Council Accounts Payable Check Processing Check message updated on Check Stub with phone number for SCO Supplier Questions about payments every day Training? eSupplier Portal Agency Task 106.01 Agency Contact for Payment Questions 12/6/2024 3

4. Decision Council Invoice Received Date Decision Council meets this afternoon (3/14/2017). AP User Group asked for and approved this change in November 2016. The Financial Advisory Council (FAC) approved uploading the invoice receipt date but did not make a final decision on whether to require the Invoice Receipt Date on the uploader. Option 1 - Status Quo Option 2 - Add code changes that would move the invoice receipt date from AP_INT_001 from the voucher staging table, to the correct invoice receipt date on the AP voucher on-line page. Option 3 - Add a new Invoice Receipt Date field to the Voucher staging table that maps to the same field on the voucher page. STAR Recommends Option 2 12/6/2024 4

5. Agenda STAR Updates Decision Council: Invoice Received Date User Groups: Accounts Payable Project Costing General Ledger STAR Finance Advisory Council Accounts Payable Check Processing Check message updated on Check Stub with phone number for SCO Supplier Questions about payments every day Training? eSupplier Portal Agency Task 106.01 Agency Contact for Payment Questions 12/6/2024 5

6. AP Batch Update Effective March 8, 2017 In addition to the 7pm batch, added 4am, 9am, 12pm and 3pm batch processes. 03/14/2017 6

7. Project Costing Updates Testing 3 types of Status Controls (Configured in PFNUAT) Project Status The various status drives which transactions are allowed against a project GL Analysis Type When entering a journal entry, the analysis type will default based on the GL Account Restrict Analysis Types by Account Type Account Type = Revenue, Expense, Asset, Liability, Equity Only transactions keyed online will enforce these rules. They will prompt with an error when an incorrect analysis type is used. Only applies to Project Costing Transactions All 3 Status Controls are independent of each other. Can configure one, two, or all three. 03/14/2017 7

8. Project Status Estimated Goal Timeline Per PC User Group: Project Status configuration into Production - May 1, 2017: 3/23/17 PC User Group meeting to finalize statuses based on agency testing 3/24/17 FAC for approval April Decision Council https://agency.wisconsin.gov/sites/ERP/STARUserGroups/Projects%20Grants%20%20Co ntracts/Forms/AllItems.aspx?RootFolder=%2Fsites%2FERP%2FSTARUserGroups%2FProje cts%20Grants%20%20Contracts%2FMeetings&FolderCTID=0x012000F1DB32C0F902E54 AA6096357600C6631&View=%7B7C51885F%2D25C9%2D4D38%2DB43D%2D85F126941 F26%7D Open above hyperlink for Project Status Paths UAT Configuration (Any delays will move entire approval process back) 03/14/2017 8

9. General Ledger - BI Dashboards The STAR Report Advisory Committee and STAR Finance Advisory Council approved moving ahead with BI Dashboards developed by the Department of Corrections. Dashboard reports are basic Expense and Revenue by Fiscal Period with the ability to filter and drill down. User Acceptance Testing will be available to agencies the end of the month. 12/6/2024 9

10. General Ledger - BI Dashboards DEV Complete: March 17 Dashboard/Reports with SQL embedded User role security enabled at BU level as defined in PeopleSoft catalog Deploy to TEST: March 20 March 21 BI team starts building training material BI team starts working with Scott on data definitions for fields on dashboards/reports System Integration Testing (SIT) / Data Quality Check: March 22 March 28 Executed by BI team Scott provides BI team with PeopleSoft financial reports to validate against BI team checks accuracy and consistency of data on dashboards/reports UAT (user acceptance testing) & PROD Deployment: March 29 April 7 Users will UAT in production Various users from agencies will be involved with UAT. Scott will solicit volunteers in Report Advisory Meeting on 3/21 Training: April 10 April 14 BI team to facilitate recorded webinar training sessions with agency users GO LIVE: April 17 12/6/2024 10

11. Revenue Commitment Control Accounting Met with Oracle February 23, 2017 Oracle Expert determined they were not the expert in Treasury Journals Transferred issue to Oracle Expert in Treasury/Cash Management Iterative process. Just this morning, sent screen shots of Budget Overview before and after posting GL Journal to show them that the Journals can update the Collected Amount. 12/6/2024 11

12. Alliance Conference Oracle Functionality Service Requests Enhancements Ideas Center E.g. Mileage Calculator Image Updates 12/6/2024 12

13. Agenda STAR Updates Decision Council: Invoice Received Date User Groups: Accounts Payable Project Costing General Ledger STAR Finance Advisory Council Accounts Payable Check Processing Check message updated on Check Stub with phone number for SCO Supplier Questions about payments every day Training? eSupplier Portal Agency Task 106.01 Agency Contact for Payment Questions 12/6/2024 13

14. Accounts Payable Check Stub Check remittance message updated to include a phone number for the SCO: QUESTIONS? Contact wivendors@wi.gov or 608-264-6600 with check and amt DOA continues to get a lot of questions daily regarding payments. 12/6/2024 14

15. Accounts Payable Invoice Information AP processors should be including the information that a supplier needs to match to their receivable. Invoice Number Invoice Date Other information added to Payment Message, e.g. Account Number. Especially in those cases where supplier does not use invoice numbers. Do agencies need STAR to provide additional training on processing AP Vouchers? 12/6/2024 15

16. eSupplier Configuration STAR is working on the configuration of eSupplier The eSupplier Portal will be a self-service website where Suppliers can view their purchase orders, payments and other information such as contacts and addresses. Initially will be rolled out to goods and services suppliers that are high volume and are using ACH. Future Use: Register Bidders for Strategic Sourcing Supplier Registration, W9, Banking, Addresses etc. 12/6/2024 16

17. Agency Contacts Agency Task 106.01 Agency Contact for Payment Questions eSupplier will be configured so that suppliers can drill down to the payment detail. We will include agency contact information so that they can get to the answer as quickly as possible. Task is due Friday, April 7, 2017 12/6/2024 17

18. Questions Questions? 12/6/2024 18

19. Thank you for your time and attention!!! For additional information: STAR Connection: STARConnection.wi.gov STAR Project SharePoint site: https://webapps.wi.gov/sites/ERP/default.aspx STAR Project Mailbox: starproject@wisconsin.gov 12/6/2024 19