ctcLink Reference CenterResourcesRemediation FinanceOther Remediation Topics - Listen & Learn (5/25/17)

Other Remediation Topics - Listen & Learn (5/25/17)

Meeting Information

Meeting Topic:  Other Remediation Topics - Listen & Learn

Meeting Date:  May 25, 2017

Meeting Facilitator(s):  Emmett Folk

Meeting Info:  WebEx Recording pending

Key Modules

  • General Ledger (7 tickets)
  • Asset Management (2 tickets)

Meeting Notes

Remediation tickets linked to prior sessions.

Ticket # Requirement ID Requirement Summary
19297 GL3 – General “…integration and reconciliation of data between GL, Payroll, and Student”
This ticket has been linked to our prior Accounting Processes session, specifically for the HCM-to-FIN and CS-to-FIN cross-pillar integration overview document work items.
Ticket # Requirement ID Requirement Summary
19318 GL48-Period & Year-End Processing “Support period-end adjustments…”
19321 GL50-Period & Year-End Processing “Support the use of an adjusting period…”
These tickets have been linked to our prior Accounting Processes session, specifically for the Year-End Close process overview document and QRGs as well as the Year-End Adjustment process overview document and QRGs.
  • Other Remediation Topics
    • From College Critical Issues
      • None
    • From Open Remediation Tickets
      • GL  Accounting Structure Tickets
Ticket # Requirement Summary
19329 “Support the configuration of as many account numbers as System is likely to need over the next 20 to 30 years…”
EF Notes: PS Supports 999999 Account values being used at a single time; effective dating allows for values to be reorganized and repurposed

Gap Analysis Notes:
· No gaps for Spokane
· Follow up needed from Tacoma
19291 “Assign attributes to chart segments, segment values, and account numbers …”
EF Notes: Chartfield Attributes are primarily being used to support AFRS translation; Chartfield Attributes and Attribute values are globally defined

Gap Analysis Notes:
· Currently being used for Grants/Projects
· No gaps for Spokane
· Follow up needed from Tacoma
19304 “Provide standardization of sub-objects and mapping to a systemwide structure…”
EF Notes: We have mapped Legacy Sub-Object codes to PeopleSoft Expense-type Accounts; Accounts are part of a system-wide structure

Gap Analysis Notes:
· Changes to Chart of Accounts made for Wave 1 (Departments) but those changes didn’t get translated back into the FirstLink colleges
· Would want to make the change at the beginning of a fiscal year
· Need opening balancing to reflect the new value framework
· Need to see the extent that the new framework would require a college to migrate
· Follow up needed from Tacoma

GL - Journal Processing Tickets

Ticket # Requirement Summary
19305 “Support automated and manual journal upload.”
EF Notes: We have spreadsheet upload utility and the Create/Update Journal Entries page for manual journal creation

Gap Analysis Notes:
· Templates for Recurring Journals to automate these entries
o Same amount, same journal entries, different dates/times
o Same journal entries, different amounts, different dates/times
o Examples) payroll transfers from central payroll account
· Have the ability to upload journal entries now, but what parameters/policy are there around uploading entries from external sources? 
o When is the use of the upload utility acceptable
o Example) transactions from a 3rd-party service provider
· Follow up needed from Tacoma
19306 “Perform validation on all journal entry processes based on standard system validation processes…”
EF Notes: The standard Journal Edit process required on all journals performs this validation

Gap Analysis Notes:
· Certain gaps in that validation still remain, such as GLE Analysis Type
· Have journals that are missing key chartfields or are in violation of some other edit rule
· Error reports to be able to preemptively identify issues
· Follow up needed from Tacoma
19299 “Provide a journal entry toolset, including but not limited to a standardize spreadsheet template…”
EF Notes: We have a spreadsheet upload utility

Gap Analysis Notes:
· No gap for Spokane
· Follow up needed from Tacoma
19313 “Incorporate adjusting journal entry approvals…”
EF Notes: Journal approvals are the same for Adjustment-type Journals and regular Journal entries

Gap Analysis Notes:
· No gap for Spokane
· Follow up needed from Tacoma

AM - General and Disposal Tickets

Ticket # Requirement Summary
19723 “Assignment of unique record IDs to assets… and update of additional tracking numbers (e.g., State asset tag number).”
EF Notes: AM can assign a unique auto-number ID (NEXT) or a unique user-defined ID, and tag numbers can also be recorded in the separate Tag Number field

Gap Analysis Notes:
· Follow up needed from Spokane
o Nan to follow up with Debi
· Follow up needed from Tacoma
19713 “Dispose of financial and non-financial assets.”
EF Notes: AM has separate disposal pages for Financial (capitalized) and Non-Financial (non-capitalized) assets

Gap Analysis Notes:
· No gap for Spokane
· Follow up needed from Tacoma

Meeting Action Items and Follow Up

Topic Assigned To Action / Follow Up Item Description
All Items Nerm Edwards / Paige Fichter
Nerm and/or Paige to collect gap details for the items identified in the agenda.  Gap details due to Emmett no later than end of day Wednesday, May 31st.
All Items Lisa Hjaltalin / Nan Spear Review items marked as “No gap for Spokane” and provide any updates needed.  Updates (if applicable) due to Emmett no later than end of day Wednesday, May 31st.
SF Validation Follow Up Emmett Folk Emmett to follow up with John Ginther on test plan for providing a single day’s worth of Student Financials transactions for college review in PQA.
ctcLink Leadership Follow Up Emmett Folk Emmett to follow up with ctcLink Project Leadership regarding the following college issues/concerns:
· Need to factor in a college testing period for solutions developed as part of Remediation
· When are other issues or gaps not addressed during our initial remediation sessions going to be addressed?
· Certain solutions are being described as part of the Wave 1 deployment.  Is there any reason these solutions can’t be deployed sooner for use by the FirstLink colleges?

Topics and Associated Remediation Tickets

Ticket # Requirement ID Requirement Description Assoc. Topic
19297 GL3-General “Distribute and report labor costs based on user-defined criteria, with full integration and reconciliation of data between GL, Payroll, and Student.” Reassigned to Accounting Processes session
19329 GL12-Accounting Structure “Support the configuration of as many account numbers as System is likely to need over the next 20 to 30 years based on user-defined criteria (e.g., sub-object code; sub-revenue code).” GL Accounting Structure Tickets
19291 GL13-Accounting Structure “Assign attributes to chart segments, segment values, and account numbers (e.g., alpha-numeric values) to enable the implementation of security rules, user permissions, business processing rules, data integrity controls, budgetary control rules (e.g., at sub-object level; at sub-sub-object level), and other relevant controls such as account activation and de-activation.” GL Accounting Structure Tickets
19304 GL24-Accounting Structure “Provide standardization of sub-objects and mapping to a systemwide structure for each unique GL created at the college-level” GL Accounting Structure Tickets
19305 GL39-Journal Entry & Processing “Support automated and manual journal upload.” GL Journal Processing Tickets
19306 GL40-Journal Entry & Processing “Perform validation on all journal entry processes based on standard system validation processes and user-definable business rules.” GL Journal Processing Tickets
19299 GL46-Journal Entry & Processing “Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload.” GL Journal Processing Tickets
19313 GL47-Journal Entry & Processing “Incorporate adjusting journal entry approvals, tracking, and workflow notifications in GL module.” GL Journal Processing Tickets
19321 GL48-Period & Year-End Processing “Support period-end adjustments, roll-up transactions, and carry-forward processing based on business rules.” Reassigned to Accounting Processes session
19318 GL50-Period & Year-End Processing “Support the use of an adjusting period in the accounting calendar configuration with accompanying automated adjustment of carry forward balance based on user-defined business rules (e.g., option for prior period entries).” Reassigned to Accounting Processes session
19723 FXA1-Asset Management “Assignment of unique record IDs to assets and enable the creation, maintenance, and update of additional tracking numbers (e.g., State asset tag number).” AM General and Disposal Tickets
19713 FXA37-Disposal “Dispose of financial and non-financial assets.” AM General and Disposal Tickets

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