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Commonwealth of PennsylvaniaRevenue Project
Requirements Workshops
Page 2Revenue Project
Welcome
Introductions
Project Overview & Timeline
Purpose for the Session & Agenda
Housekeeping
As-Is Workshop Expectations
Page 3Revenue Project
Revenue Initiative Team
Nick Melnick, OA Deputy CIO GGO will serve as the overall project manager
Anna Maria Anderson, OB will serve as the subject matter expert and lead on content
Dorothy Krazek-Kohlman, OB will co-lead as subject matter expert and lead the training initiative
Alex Billy, OB will serve as the lead for revenue reporting
Steve Engle, OA will serve as the IES functional team lead
Al Bartron, OA will serve as the IES Business Warehouse reporting lead
Sharon Minnich, OB will serve as the project advisor
Page 4Revenue Project
Introductions
Roles and Responsibilities
Presenters – — OB –Alex Billy, Sharon Minnich
— IES – Steve Engle, Mike Hershour
Facilitators/Scribers— Bob Yinger, Suzanne Alese-Carraway, Kim
Killen, Sathish Jayakumar
Note Taker— OB – Dorothy Krazek Kohlman
Subject Matter Experts
—Everyone in attendance
Page 5Revenue Project
Welcome
Project Overview & Timeline
Page 6Revenue Project
Project Introduction – Goals and Objectives
Specific goals and objectives include: Revenue Entry
— Standardize on SAP for revenue entry by comptrollers and agencies
— Eliminate the OB Revenue Document System to reduce duplicate systems and maintenance
— Eventually seek to eliminate the Revenue Interface System and interface directly to SAP (out of current scope)
Revenue Reporting— Determine revenue reporting requirements
— Provide static reports
— Provide the ability for ad hoc reporting
— Standardize on SAP Business Warehouse for reporting
Page 7Revenue Project
Project Introduction – Timeline
Timeline: Revenue Entry
— Conclude entry requirements by August
— System changes August – September
— Training agencies - October
Revenue Reporting— Conclude reporting requirements by August
— BW Upgrade by February 2008
Page 8Revenue Project
Welcome
Purpose for the Session & Agenda
Page 9Revenue Project
Workshop Agenda
As-Is Process Walk Through of Current Reporting Capabilities in the Oracle and
Revenue Accounting System
Demo SAP Business Warehouse reporting tool and capabilities
Requirements Identification of Requirements for reports
Page 10Revenue Project
Workshop Etiquette
Respect Time Cell phones and pagers off Return promptly from breaks
Respect Process Stick to agenda topics One subject discussed at a time
Respect One Another One conversation at a time Listen
Focus on workshop objectives You are empowered to help design the future state processes Work to gain consensus Silence means agreement Park tangential issues for resolution outside of the workshop
Page 11Revenue Project
Welcome
Housekeeping
Page 12Revenue Project
Housekeeping
• Break Halfway Through Meeting
• Cafeteria – 8th Floor
• 7th Floor requires an access control card.
• Smoking – 4th Floor
• Bathrooms – Hallway
AS IS Workshops
Page 14Revenue Project
Overview of Workshops
To validate the project teams understanding of the As-Is process. We will walk through:
Current Processes— Inputs
— Process Steps
— Outputs
— Regulations-technical, legal,
— Organization policies and procedure
— Requirements.
Not intended to be a training secession.
While we identify the differences in the current processes across the Commonwealth, our intent is to identify the possible areas to standardize the process.
You score when you
Standardize the business processes
Page 15Revenue Project
Expectations
On completion of the Workshops, Requirements Confirmation report will be produced.
These workshops will identify the current state of revenue entry and reporting and will be used as the base line for the To-Be Design in SAP
Page 16Revenue Project
As-Is Workshop
Objectives: Review “As Is” reporting
— Source of information for reporting
— What reports are currently available
— Identify Gaps in Current Reporting to produce improved future reporting.
“AS IS”Revenue Reporting Capabilities
601 Report
&
Oracles Tables
Page 18Revenue Project
601 and Oracle -Identical Sources:
RAS CTC Oracle
RAS 601
Page 19Revenue Project
Revenue Reporting (current non-SAP):(601 and Oracle)
Include: Treasury warranted and receipted Check and Electronic revenue items
(RAS – Revenue Accounting System)
Exclude: Cash in transit( RIS- Revenue Interface System)
Page 20Revenue Project
601 Report
Page 21Revenue Project
Page 22Revenue Project
Characteristics:
Data from the Dept of Revenue’s Revenue Accounting System (RAS)
Coincides with the Circular of Revenue Codes
Available Monthly (end of month)
Cash Basis
Available on line but does not lend itself to current desk top analytic tools
Page 23Revenue Project
Oracle Report
Page 24Revenue Project
Oracle
Includes: Treasury receipted or warranted Check and Electronic revenue items.
Excludes: Cash in Transit (RIS)
Page 25Revenue Project
Oracle Report
Oracle tables generally are available through Access which is a front end and contains no data or
Excel which is also a front end and contains no data.
Users of Access and Excel can obtain most any combination of the data elements provided by RAS in a report format.
Page 26Revenue Project
Oracle Tables
Four (4) Views in Production: Act Rev Detail
Act rev transactions
Ppi. Rev receipt
Ppi. Rev receipt detail
Page 29Revenue Project
RAS Data Elements Summary
Revenue Code
Account Description
Organization
General Ledger
Change Date
Change Number
Previous YTD Balance Excluding Current Month
Current Month
Treasury Date
Totals by Revenue Code
Total YTD
Total Current Balance Amount
Transaction Count
Total Amount of Money for this Transaction
Transaction Create Date
Type
Document Type
Document Receipt Number
Fund
Department
Appropriation
Appropriation Year
Ledger
• Organization Code
Cost Function
Object
Document Date
Transaction Amount
Monthly (In addition to above) Month Ending (Month/Day/Year)
Literal Date (Month/Day/Year)
Literal Fund Name
Literal “Previous Year to Date”
Literal Current Month
Literal Year to Date (App/Yr/L)
Revenue Code (RC)
Previous Money amount prior to current for RC
Current Money for the month amount for RC
Year to Date Money amount for RC
Previous money amount prior to current for Dpt.
Current money amount for the month for Dpt.
Year to Date for Dpt.// Total all Funds
Page 30Revenue Project
Example
With the information provided by RAS
An access report by document number can actually retrieve all lines within the document.
Page 31Revenue Project
Page 32Revenue Project
Page 33Revenue Project
POST_YRREV_FUNDREV_CLASSREV_DEPTREV_APPRREV_TYPE APPR FY LEDG ORG COSTF OBJ REV_DATEREV_AMT2006 001 144 018 000 165 000 0 0 0000 00000 000 20-Mar-07 -17366.462006 001 141 018 000 161 000 0 0 0000 00000 000 20-Mar-07 17366.46
Page 34Revenue Project
Oracle Data Searches:
Post Year
Rev Fund
Rev Class
Rev Department
Rev Approp
Rev Type
Approp
FY
Ledger
Org
Cost Function
Object
Rev Date
Rev Amt
Rev Doc Number
Page 35Revenue Project
Processing timeline
Receive,Route
Post,Review
Deposit
TimelinePaper &
Non-Paper
PrepareDeposit
TABSPosting
Agency,FiscalOffices
Rev Actng,PaDOT
Agency,Fiscal OfficeComptroller
Treasury
Treas.
Rec.WarrantReceipt
Returns
Treasury,Rev Actng,
Agency
PossibleReport
Purpose
CITDepositBudget
Budget,Receipts
Processed
CITWarrantReceipt
Rev.Actng,PaDoT
Rev Actng,Agency,
ComptrollerTreas
OpenItems,CIT
Agent
Step
Page 36Revenue Project
Current Reporting: AS IS/IDEAL
AS IS:
In general, 601 and Oracle must be updated from other systems (RAS) and therefore prone to error
Timeliness of the 601
Timeliness of the Oracle Tables
Lack of Flexibility of the Oracle Tables
Lack of Cash in Transit report capabilities
Lack of Cash flow projection capabilities
Lack of detail
Lack of control (paper chase)
IDEAL :
One source – one system
On-line real time data
Data availability to meet needs
Static and Ad Hoc Capabilities
Cash in Transit
Drill down detail
Immediate entry & control
Page 38Revenue Project
General Ledger Accounting
General Ledger Accounts The General Ledger Accounts (GL Accounts) are the structures
that classify debit and credit values for accounting transactions in the FI module and form the basis for creating balance sheets and income statements.
Within the master data of all GL Account is a link to Funds Management Commitment Items. Normally, a GL has only one Commitment Item assigned to it, but a Commitment Item can have many G/L’s assigned to it.
Revenue Commitment Items and GL Accounts have been designed to have a 1 to 1 relationship
Page 39Revenue Project
General Ledger/Commitment Items Relationship
For all GL Accounts that begin with a 4:
Revenue GL Account = 4436018 = Commitment Item
Crosswalks to
Revenue Code = 001-610-007-107-101
Renal Program Donations
Page 40Revenue Project
Controlling Cont’dRevenue Code
Revenue Type
Department
Appropriation
Revenue Class
Fund
001 610 101-081 109-Current Revenue Code
SAP Fund
Business Area
GL Account
SAP Fund Type
GL Account
SAP Account Code
Page 41Revenue Project
Revenue Code Equivalent in SAP
To access information at revenue code level in SAP BW:
Federal revenue code: SAP Commitment Item and SAP Fund
Treasury Investments:SAP Commitment Item and SAP Fund or Fund Type
Any other revenue code: SAP Commitment Item
Page 42Revenue Project
Legacy Coding Block
AppropriationCOPA Fund Department Fiscal Year Ledger
SAP Fund SAP Fund SAP FundBusiness AreaFund Type
Organization
WBS Element
GL AccountSAP Fund
ICS Cost Function Grant/Program
Measure
Major/Minor Object
Cost Center
Commitment Item
Internal Order
ICS Cost Function Project
Cost Element
SAP Coding Block
FMIS Program Revenue Code
GL AccountInternal Order
Fund Center
FMIS Cost Function
Commitment Item
Cost Element
SAP Fund and Fund Type
Business Area
WBS Element
Page 44Revenue Project
BW “Report of Revenue and Receipts” – Development Version
Included in report:
For non-Accounts Receivable Revenues: Commitment Item 4x, all Document Types
For Accounts Receivable Revenues: Commitment Item 4x, payment Document Types
Items available in preliminary version of report:
*Appropriation Fiscal Year
*Fund
Appropriation Key (first 7 digits of Fund)
*Funds center
Appropriation
Ledger Code
*Fund Type
Appropriation
G/L Account
*Business Area
*Grant Number
*Commitment Item
Ledger
*Cost Center
Page 45Revenue Project
Low Level of Funds (last 3 digits of Fund)
Cost Center - Agency Def ined (last 3 digits of Cost Center)
Order
Date of Update (FM posting date)
*Posting period
Document Type
*Revenue Class (based on Commitment Item)
FI/CO Document Number
WBS element
*Fiscal year
Previous Year-To-Date Revenue (Balance as-of end of previous period)
Fiscal year/period
Current Period Revenue
Year-To-Date Revenue
*available for parameter input
Items under discussion for inclusion
Receipt Date
FI Reference document
Refunds
Page 46Revenue Project
SAP Data Elements
Header
Document type
Document Number
Company Code
Fiscal Year
Document Date
Posting Date
Period
Reference Document
Doc Currency
Document header Text
Log. System
Transaction
Time of Entry
Last Update
Entered by
Changed on
Parked by
Reference Transaction
Reference Key
Parked by included on Fb03
Detail
Item Number
Business Area
Debit/Credit
GL Account
Account Short Text
Amount
Fund
Cost Center
Order
Page 47Revenue Project
“AS IS” and SAP Data Elements:
Revenue Code
Account Description
Organization
General Ledger
Change Date
Change Number
Previous YTD Balance Excluding Current Month
Current Month
Treasury Date
Totals by Revenue Code
Total YTD
Total Current Balance Amount
Transaction Count
Total Amount of Money for this Transaction
Transaction Create Date
Type
Document Type
Document Receipt Number
Fund
Department
Appropriation
Appropriation Year
Ledger
Organization Code
Cost Function
Object
Document Date
Transaction Amount
Header Document type Document header Text Reference Number Currency Document Date Posting Date Posting Period Reference Transaction Reference Key Log. System Transaction Time of Entry Last Update Entered by Changed on Parked by
Detail Item Number Business Area Debit/Credit Account Short Text Amount Fund Cost Center Order Rev Code GL Act D/Credit Cost Center
“AS IS” SAP
Page 48Revenue Project
Work Guide
What do you need for a direct replacement of current reports? Data
Frequency
Format
What preformatted/unformatted reports do you require?
What do you need in addition to current reports?
What don’t you need in the reports that you do receive?
Do you need additional information to select reports? If so what information would you like to see?
Page 49Revenue Project
Worksheet:
Agency:
Contact:
Phone: E-Mail:
Current Report Name (Please attach copy): Changes (data elements, time, format):
Desired Report: Description (Please include data elements, Purpose):
Please forward to :