State Accounting Office Newsletter Sound Fiscal Leadership for Georgia Inside This Edition: 1 PeopleSoft Delta Training 2 Year End Fiscal Worksheet 2 Fleet to DOAS 3 Georgia Nine-0 UAT 4 PeopleSoft v9.0 project update 5 System Announcements 6 Redesign of the Job Classification system 6 SAO Communications Tips and link 7 New Employees 8 Want to be in the know? 8 SAO Helpdesk and Options Upcoming Events: Financials 9.0 Upgrade The Streamlined Banking Deployment Team continues to work on analysis of agency needs while a deployment schedule is being developed. Issue 7 July 2008 PeopleSoft v8.8 to v9.0 Delta Training We want to extend a special and 9.0 Please take the time to Thank You to the over 300 transactions/processes are review the "Delta" agency members that minimal. documents prior to recently attended the implementation and keep delivery of the PeopleSoft The most common changes the link handy for referral Financials v9.0 Delta or differences are: when you begin training held at the Capitol Certain fields have been processing in the 9.0 Education Center during the moved to new locations PeopleSoft Financials first two weeks of June. on the application environment. As the presentation PeopleSoft screen. emphasized, If you have any The names of certain questions, please contact: "You are integral to the fields have been changed success of the upgrade"! for screens already in Training and use. Communications at The training was delivered sao_communications@sao. and scheduled so that users had two days to choose from for each course. In addition, a web cast was available in each of the four Additional fields have ga.gov or 404-651-2133 been added (in very few instances) to screens already in use. sessions for those that A few new tabs have couldn't attend in person. been added. There were very few questions as the training documentation was extremely detailed, thus providing users with a document they could use as a job aide when the upgrade is implemented on These changes are included in the "Delta" training presentations. To find the presentations, FAQ's, and individual module documents, please use the link below: September 8, 2008. Delta Training The "Deltas" (or changes) between the Financials 8.8 1 Year-End Financial Reports State Accounting Office Newsletter The Financial Reporting team is preparing for Year-End. Please note the due dates for Financial Reporting Forms. A communication from Financial Reporting is coming soon regarding changes to the information included on several of the reporting forms to assist you with their completion. Financial Reporting Forms Due Dates Analysis of Fund Balance August 13, 2008 Program/General Revenues August 20, 2008 Allowance for Doubtful Accounts August 20, 2008 Revenues Based on Encumbrances August 20, 2008 Capital Assets/Depreciation September 5, 2008 Capital/Operating Leases (Including Lease September 12, 2008 Agreement Data) General Long Term Debt September 12, 2008 Cash and Investments September 19, 2008 General and Other Information September 26, 2008 CPA Reports September 30, 2008 The Maximo Support team moves to the Department of Administrative Services (DOAS) The Fleet Management System Currently, the Maximo users Additionally, the support and (Maximo) application support will continue to contact the development team will continue development team was SAO Help Desk line and select to work with SAO for any officially transitioned to the Option 6 for Maximo Help Maximo PeopleSoft Integration Department of Administrative Desk support until the new requests as well as participate in Services (DOAS) as part of the number and ACD can be fully the upcoming PeopleSoft 9.0 Office of Fleet Management transitioned and tested. We are upgrade. effective July 1, 2008. This anticipating that this will be group has administratively completed over the next couple reported to DOAS since of weeks and we will have the November 2007, but budget forwarding number posted on and HR related activities the voicemail should any of our continued through the State customers call the original Accounting Office (SAO). support line. 2 State Accounting Office Newsletter PeopleSoft v9.0 User Acceptance Testing (UAT) The State Accounting Office (SAO) Resources (DHR) has enlisted key representative State Department of Natural PeopleSoft agencies to assist in the Resources (DNR) performance of the User Acceptance Testing (UAT) phase of the Georgia Nine-O project to upgrade the PeopleSoft Financials to v9.0. Department of Juvenile Justice (DJJ) Administrative Offices of the Courts of Georgia (GAAOC) There will be 15 agencies working with SAO and their BearingPoint partners to complete the end-to-end business process testing. We asked our partners in the agencies to review the test scripts, which represent business processes that most agencies perform on a daily, weekly, monthly, and/or yearly basis and provide feedback. Department of Driver Services (DDS) Department of Community Health (DCH) Department of Early Care and Learning (DECAL) Department of Corrections (DCOR) Technical College System of Georgia (formerly DTAE) State Accounting Office These detailed test scripts document the systematic methods used to execute the processes outlined in the testing scenarios, and tells the tester what the expected outcome should be. The agencies were asked to document any additional scenarios (SAO) Department of Education (DOE) Department of Revenue (DOR) Office of Planning and Budget (OPB) that they feel should be incorporated into the testing plan. Once we have refined our script documentation, we conduct UAT as a A Special THANK YOU to our final testing phase before production. partners: The purpose of UAT is to ensure that the upgraded PeopleSoft 9.0 Department of Administrative Services (DOAS) Department of Transportation (DOT) Department of Human application performs as well as or better than the 8.8 PeopleSoft version. UAT also allows Agency users a chance to work within the newly upgraded 9.0 environment, allowing them to feel comfortable that the system will function according to specifications and designs upon Go-Live. This process helps ensure that the transition is successful for all of our users. At the end of UAT phase, users should walk away with a feeling of assurance that transactions are designed to operate reliably and accurately. We will use a software package called HP Quality Center to house the scripts, document the testing results, and to track/resolve any issues found. UAT is scheduled to run from July 15, 2008 through August 14, 2008. Stay tuned for updates on the UAT in our next edition! 3 State Accounting Office Newsletter 9.0 Financials Upgrade Update The PeopleSoft Financials 9.0 Upgrade (Georgia Nine 0) is on track and continuing to make significant progress toward reaching the final milestone of implementing the PeopleSoft Financials 9.0 upgraded application into the production environment. June was a very active and productive month! The Upgrade Implementation Team held End User Delta Training Sessions at the Capital Education Center June 3rd, 5th, 11th and 12th. The Functional Team completed System Test (cycle 1) and completed over 85% of System Test (cycle 2) with very few defects being discovered. The Functional and Technical Teams are making significant progress conducting Batch Testing and Performance Testing. Load Runner scripts were developed to automate the performance testing cycle; this will greatly improve the testing speed, accuracy and efficiency. The Technical team completed the Test Move to Production 6 (TMTP6), in which they are streamlining the implementation process and tuning the application to optimize performance. The Implementation Team held a User Acceptance Testing (UAT) FAQ conference call on June 24th. This call gave the UAT participants an opportunity to ask questions relating to UAT. The Implementation Team is actively planning and prepping for User Acceptance Testing (UAT), which is scheduled for July 15 August 14. PeopleSoft Financials 9.0 Upgrade Project Timeline Technical Unit Testing (12/1 1/31) 1 Functional Unit Testing (1/7 2/11) 2 TMTP4 (2/28 4/2) A TMTP5 (4/22 5/31) B TMTP6 (6/17 6/30) TMTP7 (7/15 7/31) C D TMTP8 (8/8 8/15) E Completed In Progress Planned Task Create Integration, Batch, Security, and System Test Scripts (2/1 4/13) 3 Performance Testing (5/16 8/18) Integration/ Interface Testing (4/14 4/23) 4 Security Testing (4/28 4/30) 5 6 System Testing Cycle 1 (5/1 6/6) Batch Testing (4/22 7/7) SAO 9.0 U p g r a d e P r ojec t 7 End User Delta Training (6/2 6/13) 8 10 System Testing 9 Cycle 2 (6/9 7/7) UAT (7/158/14) 11 Upgrade Go Live (59/8) 4 Announcements State Accounting Office Newsletter Georgia Nine-0 User Acceptance Testing (UAT) User Acceptance Testing for the upgrade to PeopleSoft v9.0 on September 8, 2008 will start on Tuesday July 15, 2008 and run through Thursday, August 14, 2008. Sessions will be held daily from 8:30 a.m. to 4:30 p.m. Extended Hours - PeopleSoft System Availability The PeopleSoft Financial and Human Capital Management (HCM) systems will be available for extended hours in July from 8am on Saturday, July 12th (or after Friday's batch finishes) until 2pm on Sunday, July 13th. Normal Hours PeopleSoft System Availability: Normal Weekdays Financials HCM Normal Saturdays 7:00 a.m. 7:00 p.m. Financials 7:00 a.m. 6:00 p.m. HCM 8:00 a.m. 1:00 p.m. 8:00 a.m. 1:00 p.m. Have a Safe and Happy 4th of July Weekend! 5 State Accounting Office Newsletter Redesign of the Job Classification System The State Personnel Administration has rolled out a new statewide job classification system effective July 1st. The new system will provide consistency across all agencies and will allow for better comparison with the private sector labor market. Several agencies and subject matter experts have worked to consolidate approximately 3,500 jobs with 17 occupational areas. The initial change in the new system is updated job titles and descriptions. The new job descriptions will be based on broader categories of work similar to national job data. These changes took effect on July 1st, and will be reflected on your July 15th paycheck. Please note: your specific assigned job code, salary and pay grade will not change as a result of the new job classification system. In addition, departments may continue to use "working" titles for business reasons if they so choose. Employees have been allowed access to the new descriptions on the SPA website as of July 1st. Further, you'll receive additional communication next week, which will provide you with a link to the site. In the meantime, you may also find additional background information on the redesign on the SPA website http://www.spa.ga.gov/employee s/employeeJobDescriptions.asp . SAO Communications Troubleshooting and Tips This section is dedicated to We need your assistance to keeping our readers updated on continue cleaning up the data in all State Accounting "Pending" status within communications that contain PeopleSoft Asset Management useful tips for our users. We will module. Can we count on you? provide a link that will direct you to our website just in case you missed any of the Were you looking for the July Communications sent from the through September 2008 Payroll FS Communications mailbox. Processing Calendars? Did you know that the Personal Services Projection-SHBP Employer Rate has been decreased? Did you need to learn more about the Copy-Up Process that will insert a future dated row of 7/1/08 for Fiscal Year 2009 in the Departmental Budget Table? The PeopleSoft PO Reconciliation Workbench process has been updated. There is new navigation to allow it to run in a reasonable amount of time. Do you know where to find it? The Amend Identifier field used to track Annual Operating Budgets, Amendments, Allotments and Internal Revisions in PeopleSoft now have their own unique identifier. Would you like to learn more? The answers to all of these questions can be found in the following location on our website. Click each Communication title to access the information. Communications 6 Employee Corner State Accounting Office Newsletter SAO Welcomes New Employees To Our Team!! HCM Business Strategy Team New Employee Vernica ( Nikki) L. Williams ERP Business Solutions Consultant Financial Reporting New Employee Harriman Clemons Accounting Manager 1 Melesse Siratu Accounting Manager 1 Statewide Accounting New Employee Mary Hogan Accountant 3 7 State Accounting Office Newsletter Want to be in the Know? SAO Helpdesk and Options Remember - to continue receiving the latest PeopleSoft Financials and HCM updates from the State Accounting Office you need to have a current address on ListServ. If you have moved or changed jobs please revisit the ListServ link on the SAO website listed below, and remove your old address and update to your current address. Want to be "In the Know"? "FS Official Communications" are e-mailed on a regular basis to users who have subscribed to the Listserv system. One way to be "in the know" and receive these communications is to sign up for a Listserv! Put yourself in the "LOOP"! There is no cost to subscribe and it's easy to do! You can also unsubscribe at any time. Please be aware, however, that the more e-lists (modules) that you sign up for, the more emails you will receive in your inbox. We recommend only signing up for the lists applicable to your job duties. Listserv is one of the most effective ways for you to obtain information and communications relative to your PeopleSoft system. If you have not already done so, sign up now. Available lists include: Financials -AP, AR, AM, GL, Labor, Budget, and PO HCM - Human Resources, HR Budget, Payroll and CSB's Financial Reporting - PeopleSoft Agencies, Non-PeopleSoft Agencies, Audits and CPA Audits Visit the Listserv Sign up Page and subscribe today! 404-657-3956 or 888-896-7771 Monday - Friday 8am - 5pm Option 1 - Financials Help Desk 1 Financial Accounting (GL, AR, CU, Budgets, AM) 2 Financial Distribution (Vendors, AP, PO) Option 2 - HCM 1 HCM Application Support Option 3 - ID, Password, Security Option 4 - Connectivity, Printing Option 5 - Streamlined Banking Operational Support 1 Streamlined Banking for Payroll 2 Streamlined Banking for Accounts Receivable 3 Streamlined Banking for Accounts Payable 4 Streamlined Banking for Bank Administration 5 Streamlined Banking for Check Reconciliation Option 6 Fleet Management System 8 9 - 9 - State Accounting Office Newsletter Thanks to everyone for taking the SAO Customer Service Survey! We appreciate your cooperation and support in our mission to provide you with outstanding Customer Service! Look for the results in the next newsletter! Contact Us 200 Piedmont Avenue Suite 1604, West Tower Atlanta, GA 30334 PHONE: (404) 656-2133 FAX: (404) 463-5089 E-MAIL: stateaccountingoffice@sao.ga.gov State Accounting Office of Georgia COMMUNICATIONS TEAM Toni Kennelly Mario Covington Kimberly Allen-Harris 404-651-2133 sao_communications@sao.ga.gov http://sao.georgia.gov Thank you for reading our SAO Newsletter. We want to know what you think about us. Please share your feedback by clicking on the link below. Customer Service Survey 9