Streamlined banking newsletter, June 2007 (Issue 11)

Streamlined Banking Newsletter

June 2007 Issue 11
INSIDE THIS ISSUE
1 Important Dates to
Remember
1 Spotlight Go-Live
Implementation
2 Q&A Transition
Sessions
3 Approved Policy
Review
5 Tips & Troubleshooting
Guide - Examples
6 Take a Peek!
7 SLB Help Desk Options
7 Stabilization Session
schedule
8 Take a Peek at Cutover
Team!
9 Meet new members of
the SLB team!
10 Want to be in the
know?
10 Contact Us!

SLBFeedback@sao.ga.gov sao.georgia.gov 404.656.2133
Important Dates to Remember
Stabilization Calls See the Stabilization call schedule on page 9 Various dates during June
Spotlight: FS SLB Go-Live!
The Financial Systems Streamlined Banking Go-Live on May 7, 2007 has been successfully completed!
The Financial system was brought down at the normal time of 7pm on Friday, May 4, 2007 with batch processing completed with the exception of running reports.
A system backup was completed in the early morning hours of Saturday, May 5 and End User Validation was accomplished on Sunday, May 6.
The Financial system was brought up on Monday, May 7, 2007 at the normal time of 7:00 a.m. and all six pilot agencies were then Live! On Streamlined Banking!
Again we wish to sincerely send out a BIG THANK YOU to our pilot agencies: Board of Pardons & Paroles; Department of Administrative Services; Banking & Finance; Department of Audits & Accounts; Office of Treasury & Fiscal Services and the State Accounting Office.
Everyone has worked very hard for the successful completion of Phase one of the project.

See Approved Policy Review on page 3

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Streamlined Banking Newsletter

Questions & Answers Transition Sessions

Questions & Answers Transition Session # 6
Q1: When will the new SLB reports be available to users? A1: The SLB reports will be available to users on the SLB Go Live Date.
Q2: If a check needs to be voided in an old operating/payroll account, can a check from the old account be written and deposited in the new SLB Depository account? A2: No, you must follow the process to void a check and then wire the funds to the new SLB Operating/Payroll account.
Q3: If there is an outstanding check in the old operating/payroll account after 90 days, are you suggesting we void these checks? A3: Yes, we suggest you contact your check recipients within 60 days of go live if a check is still outstanding and if the check is still outstanding after 90 days, void the check and reissue from the new SLB accounts. You will also need to void and place a hold overnight in the old account and change the bank account number the next day before you reissue the check.
Questions & Answers Transition Session # 7
Q1: Is there a lot of communication by email required for the inter-agency transactions?
A1: There are additional steps required for Streamlined to Streamlined inter-agency process but these will be eliminated when the bilateral netting function is implemented sometime after the 1st phase of SLB.
Q2: Why do the agencies need to do the allotment entries; I thought that the allotment entries would be automatic with the new SLB process.
A2: Once the agencies are on SLB, the allotment entries will be automated. The entries the agencies are required to make are the original entries to move the existing allotment amounts to the new SLB cash account 101005.
Q3: When will we be able to view some of the new SLB reports in testing?
A3: You can currently view the report list on the SLB website. The actual reports should be available for you to view in the month end and year end testing. If you have reports that are not on the list please ask your module testers about the report.
Q4: When can we expect to see the flow of transactions to the GL in testing?
A4: The allocations were run last week and certain data was reentered. You should be able to see in your next round of testing.

Streamlined Banking Newsletter
Approved Policy Payroll Disbursement

Page 3

Policy Number CM-100005

Section Name Cash Management

Policy Name Payroll Disbursement

Effective Date February 28, 2007

I. Purpose
This section will provide guidelines mainly regarding the centralized payroll disbursement method for Streamlined Banking agencies. Non-Streamlined Banking agencies shall follow polices and procedures relevant to their current disbursement activities.
II. Background
All Streamlined Banking agencies will follow the policies and procedures as outlined below for Payroll disbursements. Organizational changes which were implemented include transferring responsibility to the State Accounting Office (SAO) for processing and monitoring payroll reconciliation transactions. Additionally, Streamlined Banking agencies will not be allowed to manually type and confirm a replacement check for its employees. If necessary, SAO will process any manually typed or On-Line checks
Physical changes on Payroll checks for Streamlined Banking agencies will include the following:
(1) The issuing authority on Payroll checks will read:
State of Georgia Payroll Account 200 Piedmont Avenue, Suite 1604, West Tower Atlanta, GA 30334
(2) The State of Georgia's seal will appear on the checks. (3) The agency's name will appear on the top left corner of the check. (4) The Treasurer's signature will be the authorized signature on payroll checks.

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Streamlined Banking Newsletter

Approved Policy Payroll Disbursement (cont)

III. Policy
A. Agencies should use the most cost effective payment methods available to make disbursements. For HCM users, direct deposit (ACH) is the preferred payment method for payroll disbursements.
B. Agency employees' may be set up for direct deposit or a system check for net pay distribution, but not both simultaneously. Agencies should monitor their records to ensure that employees are adhering to this policy.
C. Employees who elect direct deposit can select a maximum of (3) accounts for net pay distribution. These accounts may include a savings account or checking account at credit unions, banks or other financial institutions. Agencies may selectively enforce this maximum or be more restrictive but may not allow more than the maximum.
D. Agencies will have (3) business days after being contacted by SAO via email or phone to correct ACH returned items.
E. Streamlined Banking Agencies will not be allowed access to blank checks for the purpose of creating a manually typed check. SAO will provide On-Line (Express) checks as a substitute.
F. The minimum amount agencies can request for an On-line Payroll (Express) check from SAO will be $100.

For more information on this policy, visit the Streamlined Banking website @ http://sao.georgia.gov/00/channel_createdate/0,2095,39779022_59931115.00.html

Streamlined Banking Newsletter
Tips & Troubleshooting Guide
Tips & Troubleshooting examples:
1. ACCOUNTS PAYABLE

Page 5

Description Unable to Re-issue Voided Checks from Old Bank Accounts
Old operating accounts can not be used for AP disbursements under Streamlined Banking.

Solution Checks should be re-issued from the new state main disbursement account at Wachovia.

ACH Debits (Except Federal Payroll Taxes and BOA P-Card payment) are Not Allowed on State Main Disbursement Accounts at Wachovia

Agencies should make other payment arrangements with vendors (i.e. use P-Card, pre-pay, EFT).

Agencies can no longer set up automatic ACH debits for vendors to draw funds from disbursement account.

When a Voucher is Taken Off Hold, the System Displays an Error Message Stating that the Bank Doesn't Exist

Go to the Voucher > Payments page and press the "minus icon" to delete the payment record with the old banking information.

Old operating accounts can not be used for AP disbursements under Streamlined Banking.

The system will automatically create a new payment record with information for the new state main disbursement account at Wachovia.

Save the voucher.

2. Accounts Receivable
Description Allocation Process Did Not Pick Up Pre-Go-Live Dated Deposit
Deposits recorded after go-live with a pre-go-live deposit date will not be picked up by the allocation process.

Solution Manually re-class the amounts to 101005 when the physical transfer of cash is performed.

Error Message Received When Trying to Save a Streamlined to Streamlined When entering a Streamlined to Streamlined interagency receivable:

Interagency Receivable

Use a distribution code that contains account 141001

Specific procedures must be followed when entering a Streamlined to Streamlined interagency receivable.

Need Ability to Track Movement of Cash on AR408 Cash Receipts Journal Report
Direct Journals will be used to record the movement of cash from the agency's old bank accounts to the new main deposit account at BOA.

In order for transactions to show on the AR408 Cash Receipts Journal Report direct journals should only use a cash account on one side of the transaction. When recording the movement of funds from one cash account to another, two direct journals should be created and the agency's clearing account used.

Example: $100 cash moved from old local account to BOA new main deposit account Direct Journal #1: DR 196XXX $100 CR 101060 $100

Direct Journal #2: DR 102400 $100 CR 196XXX $100
For more information on the Tips & Troubleshooting Guide, visit the Streamlined Banking website @ http://sao.georgia.gov/00/channel_createdate/0,2095,39779022_59931115.00.html

Page 6
Take a

Streamlined Banking Newsletter
peek at attendees of Transition Session # 8

W. Daniel Ebersole, Director of the Office of Treasury & Fiscal Services (front row left) expresses his gratitude to the six pilot agencies for their participation in the first phased rollout of SLB.
Lynn Vellinga, State Accounting Officer, addresses the group in the last Transition Session for the first phase of the SLB rollout.

Streamlined Banking Newsletter
Streamlined Banking Help Desk Options

Page 7

404-657-3956 or 888-896-7771 Monday Friday 8am 5pm
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
This Help Desk option should be used for Streamlined Banking functions and processes that have been centralized at the SAO Cash Management Group.

Stabilization Sessions for Streamlined Banking Go-Live!

SAO will be conducting Stabilization sessions during the first eight weeks of Streamlined Banking. Users may call in to the toll free number listed to join in the conversation. After dialing the toll free number you will be instructed to dial a room #. Be sure to include the * before and after the room number.

Dates
Week 7: 6/6

Logistics
11am 12pm

Week 8: 6/13

Meeting in 1004 West Tower

Call In: 1-866-899-5399 Room #: *7293148* (must enter * before and after room number)

Page 8
Take a

Streamlined Banking Newsletter
peek at the Cutover Team! Weekend of May 5, 2007

The SLB Cutover team worked digentely the weekend of May 5, 2007 Pictured (Front Row): Sue Ferguson (SAO), Fran King (SAO), Shirley Criscillis (Anteo Group),
Kristi Rayford (SAO), Donna Harold (Accenture), Donna Bowman (OTFS), Traci West (SAO). Back Row: Jie Chang (SAO), Monica Bradshaw (SAO), Tiffani Nevels (Accenture), William Turner
(GTA), Kim Schneider (Accenture), Joyce Smith (SAO), Grant Bernardy (Accenture)

Streamlined Banking Newsletter
Welcome New Members of the Streamlined Banking Team!

Page 9

Freda Barfield is a Georgia native and graduated from Shorter College remote campus in Riverdale Georgia. She worked at Georgia Technology Authority for 5 years in Accounts Payable as an Accountant Paraprofessional 2 before coming to the State Accounting Office.
In her free time she likes exercising, home improvement projects, gardening, doing research on herbal remedies, and spending time with her 1 year old nephew.

Bobbie Davis has been employed with the State Accounting Office since April 2007. She serves as a Deployment Analyst on the Streamlined Banking project.
Bobbie has over 15 years of Accounting and Banking experience. Prior to joining SAO, she worked five years as a Budget Analyst for a local school district. Bobbie also has private industry background which includes valuable cash management experience from Bank of America, the Federal Reserve and Pillsbury.
In her free time, Bobbie enjoys working with young people and helping them to challenge themselves and to maintain focus. She strives to maintain focus by reminding herself to not allow those things that are seen become a distraction for the unseen.

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Streamlined Banking Newsletter

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!

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