Date:



Date: June 15, 2017

To: Financial Managers Council Members

From: Sharrie Hauge (Elections), Co-Chairperson

Jim Behrend (SCO), Co-Chairperson

RE: June 13, 2017 FMC Meeting

The next Financial Managers Council meeting is scheduled for 8:00 AM in room 751 at 1. W. Wilson St.

The agenda is as follows:

I. Approval of minutes from the May 9, 2017 meeting.

There were no comments and the minutes were approved.

II. Announcements: State Controller’s Office

Jeff Anderson, State Controller

A. Fiscal Year-end

Updates have been made to the FY 2017 Year-End Closing and Reconciliation Task List, which can be found on the FY 2017 Closing website.

- The first Agency task, complete review of Expense Reports, is due 6/29/17.

Question: Will there be changes to Section 18 of the Wisconsin Accounting Manual regarding year-end close?

Answer: Refer to information on FY 2017 Closing website. Parts of Section 18 are no longer relevant.

Year-end Webinars:

- Reconciling the Expense Liability Accounts – Wednesday, June 21st, from 9:00 am – 10:00 am in room 112 of the Administration Building.

- Certifying Form 78’s – Wednesday, June 28th, from 10:30 am – 12:00 pm in room 112 of the Administration Building.

AP & Expense Modules will close on Friday, July 21st. Period 12 will also close on this date. Period 996 will open on Saturday, July 22nd for final entries.

Question: Will Period 996 transactions hit projects? This was a problem last year.

Answer: No, Period 996 transactions will not hit projects. Contact Jeff Anderson if you have questions on this, or if your agency needs to keep Period 12 open longer to do corrections.

The agendas, minutes and PowerPoint information for FMC meetings is available on the Financial Managers Council website. This information will be moving to SharePoint.

Question: Will labs be offered for FY2017 close?

Answer: Yes. They will be offered starting mid-July. Also refer to Subject Matter Experts for assistance.

B. FY2017 CAFR Updates – Cindy Simon (see Financial Managers Council website for the PowerPoint presentation)

• New GASB Standards

i. See CAFR FY 2017 FMC June 2017 PowerPoint for more information.

• Capital Assets in STAR AM

i. Agencies should enter/update:

1. Adds for FY17

2. Retirements for FY17

3. Adjustments for FY17

• Reconciliation of Transfers

i. Unreconciled transfers for July 2016 through March 2017 should have already been reconciled by GAAP accountants

ii. April & May will be sent out in June 2017

• CAFR Timeline

i. Normal CAFR timeline for FY 2017

ii. Goal is to release CAFR in mid-December

1. Actuals ledger will close Friday, August 18th

2. AP Module will close Friday, July 21st

3. Capital Accounting Construction in Progress Report emailed to GAAP accountants by Friday, August 11th

4. AM Module will close in 2 Tiers:

a. Tier 1 due Friday, July 28th

b. Tier 2 due Friday, August 18th

c. Agencies can request to close AM Module earlier if work is complete

5. Many GAAP submissions will be due in September and October

iii. As individual business units are closed SCO-FRS will run the Final Deprecation Job for FY17. Once this is run Period 12 cannot be reopened.

iv. Period 1 of FY18 will not be opened until Period 12 of FY17 is closed.

1. Agencies can request to have Period 1 opened before Period 12 is closed. Contact Cindy Simon to discuss.

v. CAFR Detailed Reports for AR and AP are being developed

III. STAR Enterprise Security - Changes – Gordy Klindt

Security Roles for New Hires & Transfers

Process for New Hires and Transfers currently uses both SharePoint and PeopleSoft. Goal is to handle all setup through PeopleSoft and remove SharePoint starting in July.

Transfers: Agencies will be able to find employee information in PeopleSoft before the employee’s start date. This will allow agencies to set up Finance security roles so that transferring employees have access to their new agency on the first day.

Terminations: Employees leave agencies and their Finance roles are still active. New process will allow agencies to lock terminated employees’ accounts and remove all their roles. Termed employees will no longer appear as an option in PeopleSoft. On reports Termed employees will appear with “Term” or “Transfer” after their name to let agencies know these employees are no longer active.

A webinar at the end of June will walk through the new security functions.

Question: What do you do if a terminated employee has private queries other employees need access to?

Answer: Open a JIRA ticket to have private queries transferred to other employees.

Question: When a new State Employee is hired when do they receive their Employee Number? Is this needed for setting up Finance roles?

Answer: HR needs to create Employee Number, but the new hire’s Finance roles can be set up without the Employee Number, only IAM is needed.

Question: Does the Finance module rely on effective date?

Answer: No, Finance doesn’t use effective date, only HCM does

New policy: employees must get a new IAM and e-mail when transferring between agencies

Security Role information available in PeopleSoft:

Main Menu > State of Wisconsin (STAR) > Enterprise Security > Role/Page Lookup

Can search by Role Name or Role Description.

Role Catalogue will be sent out to FMC members.

Other Business

None

IV. ERP

A. STAR Updates

a. Expenses Lab Results

i. Recommendation: make no changes to the configuration for meals

ii. A subcommittee has been created and will begin meeting in September. The group will try to align the Comp Plan with software capabilities.

b. Finance BI Dashboards

i. Agencies are unhappy with YTD comparison, would like comparison by Accounting Period

ii. FAC recommended to add a note that the prior FY is YTD

c. Budget BI Dashboards

i. Delivered dashboards are based on Commitment Control Tables

ii. Dashboards will have drilldown capabilities

iii. A Dashboard that combines budget with actuals has been requested. This will be a custom report. Delivered Dashboards will be looked at first.

iv. Budget BI Focus Group will begin meeting this week.

d. Budget Reversion

i. A new query and analysis template are available to identify budget authority that should be reverted.

1. Query: WI_PO_REVERSION_DETAIL

2. Template: YE PO Revert Template. Found on SharePoint under Year End Processing > Reconciliation Templates

e. Benefits Realization - Maximize Supplier Discount

i. Avoid Prompt Payment penalties

ii. Avoid paying too early

iii. Move suppliers to terms of 2/10 Net 30 whenever possible

iv. SCO/STAR working on system configuration. System will capture and record discounts and possible discounts lost.

v. SCO developing accounting policy

vi. State Bureau of Procurement will be working with Suppliers

Question: How will the system calculate discounts?

Answer: Not providing this information right now. Scott will look into this.

f. Benchmarking

i. Process improvements identified in Hackett Benchmarking study will be discussed at User Groups

ii. Metrics will be collected to assess progress going forward

iii. Areas of Focus:

1. Reduce errors and improve cycle time

2. Reduce number of days to close

3. Reliance on spreadsheets for reporting

Question: Is there an update on Collected Revenue for lockboxes?

Answer: Treasury Journals are causing the issue. Oracle won’t provide a solution for this so STAR is working on it. A query will be available soon to determine what adjusting entries are needed. Agencies can contact the Controller’s Office to create entries.

V. Future Meeting Dates (all meetings scheduled for 8:00 AM).

July 11, 2017- 1 W. Wilson RM 751

August 8, 2017 - 1 W. Wilson RM 751

Sept. 12, 2017- 1 W. Wilson RM 751

October 10, 2017 - 1 W. Wilson RM 751

November 14, 2017 - 1 W. Wilson RM 751

December 12, 2017 - 1 W. Wilson RM 751

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