Streamlined Banking Newsletter February 2007 Issue 7 INSIDE THIS ISSUE 1 Important Dates to Remember 1 Spotlight: Customer Consolidation 2 Project Schedule Where are we? 3 Reaffirming our Objective 3 User Acceptance Testing 4 Approved Policy Review 6 Take a Peek! 7 Take a Look at new forms! 9 Highlighted Team Members 10 Upcoming Events 11 Want to be in the Know? 11 Contact Us! SLBFeedback@sao.ga.gov sao.georgia.gov 404.656.2133 Important Dates to Remember Date Change * Transition Session #5 February 8, 2007* Transition Session #6 March 8, 2007* Dates are subject to change Spotlight: Customer Consolidation The State of Georgia is implementing a Statewide Consolidated Customer File in conjunction with the Streamlined Banking project. The Consolidated Customer File for the six pilot agencies are scheduled to be in production the first week of March. There will be more information shared as we approach March. The new consolidated Customer File will assist in providing greater efficiency and management of Accounts Receivables across the state. This will be accomplished by eliminating duplication of customers and eliminating improper use of the customer file in capturing revenue sources. Individual business units will no longer have their own customer file listing, but will access customers from the Statewide listing. To ensure the integrity of the listing, a customer approval process will be implemented, similar to that of the vendor approval process. See Approved Policy Review on page 4 Page 2 Streamlined Banking Newsletter New Functionality - Customers Customers There will be one statewide customer file. See special article on Page 1. Effective dating will be used in the customer pages. Status of customer will be grayed out (user can not change status). Address field will not be updated by users (SAO only). The insert row and delete row icons will be grayed out to prevent data entry changes. There will be an approval process similar to the Vendor approval already in place. Project Schedule Where are we? As we draw ever nearer to the first SLB Go Live date, there are several events happening during the month of February: Test Pass 1 SAO staff are busy testing and evaluating system changes. This event is scheduled to be completed by the middle of February Test Pass 2 scheduled for mid February to mid March Test Security SAO security staff are testing the new security levels involved in the new streamline banking pages Test Consolidation Program SAO staff are testing the Customer Consolidation processes. This is scheduled for the entire month of February Bank Integration Testing is scheduled to be complete in mid-March Batch Stream testing is being performed and is scheduled for completion during early March System Performance Testing is scheduled during the months of February & March Test Training Materials UPK topics are being tested to ensure user productivity at Go-Live Agency One on One sessions are being held during January and February 2007 End User Training schedule is being developed Streamlined Banking Newsletter Reaffirming our Objective! Page 3 Mission: To become one of the best financially managed states Vision: To maximize the cash availability and ensure compliance with all state and federal requirements by providing an effective statewide cash management system. Strategic Objectives: Cost savings through reduced banking fees Increased earnings on investments Productivity/Efficiency gains through reduced duplication of effort Standardization Improved Customer Service Increased focus on core functions by state agencies Agency Involvement in Testing Testing is an integral part of the pre-go live agenda. for communications related to this very important piece of the SLB rollout. Agency users will be asked to assist SAO staff in testing all components of the system. Page 4 Approved Overview Policy Streamlined Banking Newsletter Policy Number CM-100001 Section Name Cash Management Policy Name Overview Effective Date 01/03/2007 I. Statement of Policy The Statewide Cash Management policies and procedures contained herein provides the minimum requirements that state agencies shall adhere to in regards to the collection of cash, recording deposits, disbursing funds, and establish internal controls designed to safeguard the state's cash and maximize interest earnings on state funds as a whole. II. Purpose and Scope These policies provide guidance to agencies so that they can utilize cash as efficiently as possible in a manner consistent with the State of Georgia's overall objectives. The policies within the Cash Management section apply to all state agencies, however some procedures may only apply to agencies that are on Streamlined Banking and PeopleSoft, or unless specifically exempted by statute, whose financial transactions directly or indirectly affect the State of Georgia financial reporting. Any requests for exceptions to SAO policies should be directed (in writing) to the State Accounting Officer. Policy exceptions will be considered on a case-by-case basis. III. Background Pursuant to O.C.G.A. 50-5B-3(b), "The state accounting officer in cooperation with the Office of Treasury and Fiscal Services may prescribe policies and procedures to implement the policies of the board (State Depository Board)." The State Accounting Office, with the advice and assistance of the Office of Treasury and Fiscal Services (OTFS) was charged with developing and implementing a centralized Cash Management model called Streamlined Banking to increase the cash concentration and funds available for investment by reducing the idle cash in agencies cash accounts. The policies within Cash Management are: Bank Administration, Bank Communication, Cash Receipts, Disbursements, Bank Reconciliation, Check Escheatment, Check Imaging, NSF Returned Checks, and Revenue Funding Source Code. For the procedures related to this policy and more information go to http://sao.georgia.gov/00/channel_createdate/0,2095,39779022_59942120,00.html. Streamlined Banking Newsletter Policies Page 5 Be sure to visit our website at www.sao.georgia.gov for more Policies and Procedures that are continuously being developed and approved. In the upcoming months, we will be highlighting the Streamlined Banking Policies and Procedures in each of our newsletters. Policies and Procedures that are approved and or are coming soon include: Overview Policy (Approved) Bank Administration Payment Cancellation Accounts Payable Disbursement Payroll Disbursement Check Escheatment Bank Settlement Bank Reconciliation Cash Receipts Check Image NSF Check Policy Daily Deposit Waiver Revenue Funding Source Code Page 6 Streamlined Banking Newsletter Take a peek at attendees of Transition Session #4 meeting on January 11, 2007 Attendees discuss the Streamline Banking Project in Transition Session #4 Attendees pay close attention to the speaker during Streamline Banking Transition Session # 4 Streamlined Banking Newsletter Take a at SAO Check Image Request Form Page 7 This form is to be used to request images of paid check numbers. Click here to access the Streamlined Banking Forms. Page 8 Take a Streamlined Banking Newsletter at the OTFS Banking Service Form This form is to be used to request new bank accounts from OTFS (other than the main agency deposit account). Click here to access the Streamlined Banking Forms. Streamlined Banking Newsletter Highlighted SB Team Members of the Month Page 9 Joyce Smith serves as the Accounting Manager for the State Accounting Office, responsible for business operations and policy and procedures. Her primary responsibility is for management of the Streamline Banking Project which is the statewide initiative to centralize cash management. Ms. Smith has a Bachelor of Arts degree in Business Administration from Stephens College and an Executive M.B.A degree from Mercer University. Joyce has worked in several industries throughout her career including manufacturing, retail, service, and government. In addition to most recently working eight years within local government, she has held several managerial positions within two Fortune 500 companies, The General Electric Company (GE), and United States Steel. She is a Six-Sigma Green Belt and earned this designation during her service at GE where she headed a multi-million dollar Six Sigma Quality project to mechanize the cost accounting systems. Reginald Jones has been employed with the State Accounting Office since February 2006. Currently, Reginald is on the Cash Management Team. Reginald has over 20 years of accounting and financial operations experience in the private sector. Prior to joining the State Accounting Office, Reginald was a Senior Budget Analyst for the Georgia Technology Authority. Reginald earned a Bachelor of Science in Accounting from Southern University, Baton Rouge, La. He is a member of the Georgia Fiscal Management Council. Page 10 Upcoming Sessions Streamlined Banking Newsletter Transition Sessions The Transition Sessions will disseminate important information to Leadership, Key Users and Production Support concerning the Streamlined Banking Project and the transition activities ahead. Session Transition Session #5: Ready for Go-Live Course Description and Modules This session will discuss: Pilot deployment roll-out schedule Streamlined Banking Operational Relationships Getting Ready for Go-live Streamlined Banking Support Structure Agency Readiness Checkpoint Task List Review End User Training Schedule Book to Bank Reconciliation Planned Date February 8, 2007 Time 9am 11am Location 200 Piedmont Ave, Suite 1514 A&B, West Tower Course # 407FR01 Session # 005 Transition Session #6 Pre Go-Live Session This session will discuss: Agency Readiness and Task List Final Review and Check Point Reporting Changes in Security Tips & Troubleshooting Go-live Support and Resources March 8, 2007 9am 11am 200 Piedmont 407FR01 006 Ave, Suite 1514 B&C, West Tower Have your Agency Training Coordinator sign you up today! If your agency has no training coordinator or the session is full, please email SLBFeedback@sao.ga.gov and someone will register you for the session number listed above. Please be sure to have you employee ID number, phone number, and email address ready. Streamlined Banking Newsletter Page 11 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 elists (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, PC, Labor, Budget, and PO HCM Human Resources, HR Budget, Payroll and CSB's Visit the SAO Website and click Financial Systems > Related Links > ListServ and subscribe today! Contact Us! Give Us Your Input! For more information on the Streamlined Banking Project or comments/ questions about the Project Newsletter, contact the communications team at: SLBFeedback@sao.ga.gov Additional information can also be found at the SAO Website by clicking on the Streamlined Banking link: http://sao.georgia.gov State Accounting Office Statewide Accounting 200 Piedmont Ave., Suite 1604, West Tower Atlanta, GA. 30334 - Phone: 404-656-2133 - Fax: 404-463-5089