Department Transition Information Meeting #1

May 30, 2018

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WelcomeMiriam Barcellona Ingenito

Department Transition Meeting Overview Objective

• Provide departments with key information, actions, and support in order to prepare for transitioning to and using FI$Cal.

Upcoming Meetings

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Wednesday, June 13

• Training Update

• Self-Help Materials

• SCO Warrant Pay Cycle Process

• SCO Integrated Solution

• Post-Go-Live Support

Wednesday, June 27

• First 60 Days After Go Live

• CALSTARS After Go Live

• Tracking Transactions

• Catch Up Transactions

• Beginning Balance Conversion

• Post-Go-Live Support

Agenda Updates / Information

• Key Task Deadlines

• Deployment Timeline

• Identify-Self Service (ISS) Portal

Department Actions

• CalATERS Actions

• Cutover for CALSTARS Departments

• Statewide Combo Edits

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Key Task Deadlines Stacy Meza

Key Task Deadlines CONFIGURATION

The deadline for submitting configuration changes for go live is Friday, June 1, 2018.

• Received by June 1, 2018, will be processed and the changes will be available at go live; submit to fiscal.cmo@fiscal.ca.gov

• Received between June 2 and July 8, 2018, will be processed as time allows and may not be available at go live; submit to fiscal.cmo@fiscal.ca.gov

• Received on or after July 9, 2018, will be processed after go live; submit to fiscalservicecenter@fiscal.ca.gov

ROLE MAPPING

The deadline for submitting role mapping changes for go live was Wednesday, May 2, 2018.

• Additional changes to roles should be maintained by the department and submitted on or after go live.

• You will be notified by your Readiness Coordinator of any roles that were not loaded due to errors and/or incomplete information.

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Key Task Deadlines, Continued

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BUSINESS PROCESS JOURNEY

• Departments should have completed Change Discussions with staff impacted by FI$Cal.

• The Individual Change Discussion Guides are available on the FI$Cal website under Change Workshops: http://fiscal.ca.gov/release_2017-2018_resources/2018_Release_Resources.html

• Departments should be finalizing their to-be business process documentation.

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Deployment Timeline Umair Khan

FI$Cal Deployment Phase

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FI$Cal Deployment Phase consists of three executions / iterations of activities required to cutover new departments and users to FI$Cal.

Iteration Key Objectives

Dry Run

• Identify and execute tasks, in a production-like test environment, which will be

required to successfully transition new functionality and users to FI$Cal

• Confirm proper owners, sequencing, dependencies, and timings for each task

• Validate cutover tasks and processes

• Inform and help prepare Departments for cutover to FI$Cal

• Identify and resolve issues prior to cutover

Dress Rehearsal • Dry Run objectives + Execute and further refine timings for each cutover task

Cutover• Successfully cutover/transition new functionality and/ users to FI$Cal

• Minimize FI$Cal Production outage window

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Go Live: 7/9

May

7

May

14

May

21

May

28

Jun

4

Jun

11

Jun

18

Jun

25

Jul

2

Jul

9

Jul

16

Dry Run

5/7 – 5/24

2018 Release

Deploy Phase

Dry Run

Dress Rehearsal

Cutover

Dress

Rehearsal

6/11 – 6/19

Jul

23

Conversions + Validations

+ Support >>

Cutover

7/5-7/9

Dept Vals.

5/24 – 6/8

Dept

Vals.

Dry Run – Key Activities and Dates

Dry Run conversion files were due 5/7

Dry Run conversion files were loaded into a FI$Cal Test Environment

• Dry Run Department Conversion Validations in progress @ FI$Cal

o Automated Conversions Validations 5/24 – 6/1

o Manual Conversions Practice Entry 6/4 – 6/8

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Go Live: 7/9

May

7

May

14

May

21

May

28

Jun

4

Jun

11

Jun

18

Jun

25

Jul

2

Jul

9

Jul

16

Dry Run

5/7 – 5/24

2018 Release

Deploy Phase

Dry Run

Dress Rehearsal

Cutover

Dress

Rehearsal

6/11 – 6/19

Jul

23

Conversions + Validations

+ Support >>

Cutover

7/5-7/9

Dept Vals.

5/24 – 6/8

Dept

Vals.

Dress Rehearsal – Key Activities and Dates• Dress Rehearsal conversion files are due 6/11

• Dress Rehearsal conversion files will be loaded into a FI$Cal Test Environment between 6/15 –6/19

• Dress Rehearsal Department Conversion Validations will occur at FI$Cal

o Automated Conversions Validations will occur between 6/20 – 6/27

o Manual Conversions Practice Entry will occur between 6/20 – 6/27

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Go Live: 7/9

May

7

May

14

May

21

May

28

Jun

4

Jun

11

Jun

18

Jun

25

Jul

2

Jul

9

Jul

16

Dry Run

5/7 – 5/24

2018 Release

Deploy Phase

Dry Run

Dress Rehearsal

Cutover

Dress

Rehearsal

6/11 – 6/19

Jul

23

Conversions + Validations

+ Support >>

Cutover

7/5-7/9

Dept Vals.

5/24 – 6/8

Dept

Vals.

Cutover - Key Activities and Dates• Cutover will be from 6pm Thursday, 7/5 until 6am Monday, 7/9

• Cutover conversion files will be due in two sets:

o 7/2 – Project Costings Conversion Files (CNVPC002A, CNVPC002B)

o 7/9 – Remaining Files

• Conversion Files will be loaded into FI$Cal Production

• Conversion Validations and Manual Entry Sessions will occur at FI$Cal

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Identify Self-Service (ISS) Portal Kalie Pauling

Identity Self-Service (ISS)What is ISS?

• Automated access request process utilized by Departmental Authorities/Designees (DADs) or their Requestors allowing them to input end user access requests online.

Who can use ISS?

• DADs from departments already in the FI$Cal system can access the ISS portal by using their primary FI$Cal production user ID and password.

• The ISS Login Page is located at https://sso.iam.fiscal.ca.gov/identity.

When?

• R18 currently has access to limited roles that can be requested (Statewide Procurement, Hyperion, Report 14, etc.).

• Will have full access after the Go-Live on July 9, 2018.

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Identity Self-Service (ISS)Why use ISS?

• Provides faster end user role provisioning by removing the manual steps of completing the paper based form and emailing it to the FI$Cal Service Center (FSC) for processing.

• Provides DADs with greater control over the requests they submit. Through the portal they can view their department end users and their roles in the FI$Cal system as well as track requests they have submitted or approved.

How to utilize ISS?

• Review the Job Aids located at http://www.fiscal.ca.gov/access-fiscal/ISSJobAids.html.

When do I contact FI$Cal Service Center (FSC)?

• FSC can be contacted to submit issue tickets that need to be addressed such as inability to access a certain page, approval workflows not correct, etc.

For additional questions on the ISS portal please contact the FI$Cal Information Security Office at fiscal.iso@fiscal.ca.gov.

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ISS Login Page

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ISS Home Page

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ISS Users Page – View Department Users

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ISS New User Page – Request New User

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ISS Request Access Page – Request Roles

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ISS View User Roles Page

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CalATERS Actions Eleanor Alvarez

CalATERS Data in FI$CalCalATERS Data enters into FI$Cal with Legacy values originating from CalATERS Travel Advance and Expense Claims.

Travel Advances

• The CalATERS ORFID is mapped to a department CTS/ORF Fund in FI$Cal.

• Creates an approved prepaid voucher ready for payment

• Invoice Number field is populated with the CalATERS ID: TAFXXXXXXXXX

• Payments are issued via department pay cycle

• Voucher Origin = TAV

CalATERS Data in FI$Cal, Cont.Expense Claims

• Creates Regular Vouchers that records expenditures and payments

• Invoice Number field is populated with the CalATERS ID: TEAXXXXXXXXX

• Voucher Origin = EXV

• The CalATERS Funding data is translated to FI$Cal values via FI$Cal Crosswalk Tables

CalATERS Profile – Account Coding Page

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FI$Cal Program Crosswalk CalATERS

FI$Cal

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FI$Cal Reporting Structure CrosswalkCalATERS

FI$Cal

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FI$Cal Account / Alt Account CrosswalkCalATERS

FI$Cal

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FI$Cal Alternate Account CrosswalkCalATERS = UCM Agency Code + Agency Code

FI$Cal

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FI$Cal Cutover Tasks for CalATERS• Ensure Non-State Employees are set up in

the Supplier Master File

• Resolve errors on vouchers

• Manually record outstanding CalATERSTravel Advances/Balances created outside of FI$Cal

• Include TA Balances that are associated with claims suspended due to CalATERS Year End activities. Refer to CalATERS Global Letter 18-002

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Cutover for CALSTARS Departments Jeniffer Felisilda

Reminders Before Year End Close • Departments must clear all reconciling items in legacy system.

• The General Cash Remittance In Transit (GL 1115) must have a zero balance

by 6/30.

• Departments should clean up outstanding documents (e.g. accounts

receivable, ORF, assets, etc.) including documents with abnormal balances.

• Departments should submit financial statements to SCO on or before July 31

for general fund and feeder fund and August 20 for all other funds.

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Cutover for CALSTARS DepartmentsKey CALSTARS Processes for Conversion

• Do not post any claim schedule transactions in CALSTARS after the SCO cut-off date

of 6/15 to eliminate the conversion of Claims-in-Process (GL 3020). After 6/15,

departments may only record claim schedules with expedite payment processing to

ensure payment by 6/30.

• Departments must order the conversion files for cut over using the CALSTARS Menu

G.2 with the following schedule:

o First cut over conversion files – order CALSTARS data on 7/2/18. Review

CALSTARS data and send to FI$Cal on 7/2/18 by 5:00pm.

o Second cut over conversion files – order CALSTARS data on 7/9/18 with a report

date of 7/6/18. Review CALSTARS data and send to FI$Cal on 7/9/18 by 5:00pm.

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Cutover for CALSTARS Departments• Department must order a hard copy and/or dataset of the following CALSTARS reports:

o D06 report - Document Report by Appropriation

o D16 report - Document Report for SCO Reconciliation

o B04 report - Detail Report of Appropriation Status

o B06 report – Budget Report

o P01 report – Year-To-Date Reportable Payment Report

NOTE: These CALSTARS reports must be ordered on July 9, 2018 with output destination of

“N1”; report period option of “PM”

o Departments should close FM 12 by 7/6/18 to avoid posting transactions after ordering

conversion data.

o Departments cannot run YEC before 7/9/18 or G.2 file will not be good for extract purposes.

o After 7/6/18, any adjustments to encumbrances or accounts receivable need to be posted

in FM 13.

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Cutover for CALSTARS Departments• Any corrections to reconcile or adjustments must be recorded in FM 13 as

accruals. The same correction should be recorded in FM01 in FI$Cal except for

reverting appropriations.

• All transactions posted in FM 13 should have an auto-reverse batches.

• All transactions recorded after the cut-over conversion of 7/6 necessary for FM 01

transactions must be manually posted into FI$Cal.

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Statewide Combo Edits Kevin Aria

Statewide Combo Edits• FI$Cal requires COA combination edits for accounting transactions related

to CNVAR002 – Open Receivables.

• The conversion files submitted by departments are checked against valid COA values and valid COA Combination Edits in FI$Cal. Conversion transactions must contain the correct set (i.e. combination) of ChartField values in order to pass budget check and/or properly post in FI$Cal.

• Combo edits are checked outside of the normal staging and validation process associated with conversion and do not affect threshold percentages, nor do they affect load.

• If combo edits are not addressed, loaded receivables will be in error and not usable until manually corrected.

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Statewide Combo Edits

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Statewide Combo Edit Rules• The following statewide combination edit rules must be followed when

submitting interface and conversion files to FI$Cal. Where UCM values are to be submitted, Departments will need to submit the right combination of legacy UCM values to properly map to the required FI$Cal COA values.

• Rule #1 – Account is always required

• The Account value must be 7-digits (and not a higher level value)

• For example, ‘5100000’ is correct while ‘510’ or ‘51’ are not

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Statewide Combo Edit Rules• Rule #2 – Fund is always required

• Fund value must be the lowest level for the fund

• Example #1 - ‘0001’ can be used if no subfunds are defined for the fund

• Example #2 – ‘094200254’ should be used instead of ‘0942’ if the lower subfund was defined

• Fund values cannot be a ‘Budgetary-only’ fund

• Rule #3 – Program is conditionally required

• Program is required on transactions where account is a 5x Series (expenditures), 44x Series (Federal Receipts) or 48x Series (reimbursements)

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Statewide Combo Edit Rules• Rule #4 – Budget Reference is conditionally required

• Budget Reference is required on transactions where account is a 5x Series (expenditures), 44x Series (Federal Receipts) or 48x Series (reimbursements)

• Rule #5 – Enactment Year is conditionally required

• Enactment Year is required on transactions where account is a 5x Series (expenditures) or 4x Series (revenue and reimbursements)

• Rule #6 – Reporting Structure is conditionally required

• If Reporting Structure has been defined for a department, then it is required for transactions where account is a 5x Series (expenditures, not including 59x Series) or 62x Series (transfers)

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Statewide Combo Edit Rules• Rule #7 – Project Costing Business Unit, Project ID, and Activity ID are

conditionally required

• All three of these items are required for federal fund projects where Fund is equal to ‘0890’ and Account is NOT on the following list:

• 1104000, 1109-1109ZZZ, 1240000, 1906100, 2010000, 4143500, 4172500, 6510000, and 6520000

• These items are also required when using Bond Expenditure Sub Funds

• NOTE: ZZ_PROJECT and ZZ_WORK_PHASE values must be provided in CNVPC002A (Project ID) and CNVPC002B (Activity ID)

• Rule #8 – ORF Fund is conditionally required

• ORF Fund is required where Account is in the following list:

• 1301100, 1301200, and 1301300

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Common Errors• Missing leading zeroes cause many combo edit errors

• Please ensure when you import your CALSTARS extract into the conversion layout, you import all chartfields as “text”

• Please make sure when you create your .csv files you are not re-opening the file in Excel and saving before you submit.

• Non-configuration Items

• Please ensure that the values submitted for conversion match either the DOF crosswalks or your department’s submitted BUSN811a

• Budgetary and Inactive Values

• Please ensure that you are submitting legacy values that do not convert to control accounts, budgetary level, old, and/or inactive values

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Wrap Up and Next StepsStacy Meza

Next Steps Join us at our next Department Transition Information Meeting on Wednesday, June 13!

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Are there any suggested topics for upcoming sessions?

Are there any questions from today’s session?

Questions and Answers

FI$Cal Project Information:

http://www.fiscal.ca.gov/

Or e-mail the FI$Cal Project Team

at:

fiscal.cmo@fiscal.ca.gov

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