From smauck at osrhe.edu  Wed Nov  5 14:23:39 2003
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Wed, 5 Nov 2003 14:23:39 -0600
Subject: [Cobo] tentative agenda for 11/7
Message-ID: <4499418E013CC64FB4B56892982850042FDE5C@ms.osrhe.edu>

Please find the preliminary agenda for tomorrow's meeting attached.  
 
Also, in preparation for a productive discussion on the investment policy, please be prepared to give the State Treasurer's representatives a clear indication of all the types of funds that are currently being deposited into the 430 fund at your institution. 
 
Thanks.
 
 
 
 
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.onenet.net/pipermail/cobo/attachments/20031105/1440b86a/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: AGE1103.doc
Type: application/msword
Size: 23552 bytes
Desc: AGE1103.doc
URL: <http://lists.onenet.net/pipermail/cobo/attachments/20031105/1440b86a/attachment.doc>

From smauck at osrhe.edu  Fri Nov  7 10:16:51 2003
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Fri, 7 Nov 2003 10:16:51 -0600
Subject: [Cobo] FW: Message Regarding Payroll Processing
Message-ID: <4499418E013CC64FB4B56892982850042FDE6D@ms.osrhe.edu>

-----Original Message-----
From: owner-core-security at youroklahoma.com
[mailto:owner-core-security at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Thursday, November 06, 2003 4:26 PM
To: CORE-General at youroklahoma.com
Cc: CORE-Security at youroklahoma.com
Subject: Message Regarding Payroll Processing






MESSAGE REGARDING PAYROLL PROCESSING

The conversion to the new Core system has been successful.  Payrolls are
being processed and paychecks and direct deposits have been generated each
day this week.  As could be expected, the week-long system shutdown has
created a backlog of payroll transactions and extended the normal
processing time.  OSF staff are working extended hours to ensure that
payrolls are processed as promptly as possible.

Today, November 6, we are processing payroll fund transfers and claims for
which we received the paperwork on November 4.  Main payrolls and regular
supplementals are receiving priority processing.  Please remember that
direct deposits are generally posted by the banks three days after the OSF
processing date.

We expect the three day lag to continue through early next week.  Phone
calls to OSF staff regarding these issues will only increase the time
required for processing payrolls.  Please advise your employees of this
delay.   If there are any changes to this schedule, an announcement will be
made.


Julie Dvorak
OSF CORE
962-2420



From smauck at osrhe.edu  Fri Nov  7 14:42:11 2003
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Fri, 7 Nov 2003 14:42:11 -0600
Subject: [Cobo] FW: message for banks from the Treasurer's Office and OBA
Message-ID: <4499418E013CC64FB4B56892982850042FDE70@ms.osrhe.edu>

You will find attached a memo from the State Treasurer's Office on the payroll delays related to the CORE implementation and actions to take if necessary.

  <<DRAFT statement - banks - 11-03.doc>>  	
-------------- next part --------------
A non-text attachment was scrubbed...
Name: DRAFT statement - banks - 11-03.doc
Type: application/msword
Size: 24064 bytes
Desc: DRAFT statement - banks - 11-03.doc
URL: <http://lists.onenet.net/pipermail/cobo/attachments/20031107/559c62aa/attachment.doc>

From smauck at osrhe.edu  Mon Nov 10 10:26:22 2003
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Mon, 10 Nov 2003 10:26:22 -0600
Subject: [Cobo] clarification
Message-ID: <4499418E013CC64FB4B56892982850042FDE76@ms.osrhe.edu>

To clarify a statement made during last week's CBO meeting, only those institutions that are scheduled for the November 17th House committee meeting may want a representative to attend the session this afternoon (Nov. 10th) at 2:00 pm at the Capital to see the interaction of the institutional representatives scheduled to present at today's meeting.   The idea is that this observation will help your institution prepare for next Monday's meeting.  Thanks.
 
 
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.onenet.net/pipermail/cobo/attachments/20031110/3a75aab0/attachment.html>

From bleflore at osrhe.edu  Mon Nov 10 11:58:03 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Mon, 10 Nov 2003 11:58:03 -0600
Subject: [Cobo] FW: HE payroll interface to CORE
Message-ID: <4499418E013CC64FB4B56892982850044039E5@ms.osrhe.edu>

Please note the following changes to the CORE payroll implementation date and the information related to the Higher Ed payroll interface.  

Bob LeFlore

-----Original Message-----
From: fred.cantrell at osf.state.ok.us
[mailto:fred.cantrell at osf.state.ok.us]
Sent: Monday, November 10, 2003 11:32 AM
To: LeFlore, Bobby
Cc: Jerry.Stillwell at osf.state.ok.us
Subject: HE payroll interface to CORE






Bob,
Please communicate this to all Higher Ed institutions as soon as you can.
Thanks.

"Due to business requirement changes CORE HRMS and payroll require more
work and will not be going live on January 1, 2004.  The adjusted target
date for user testing of the payroll cycle is April 1, 2004.

Also, because of outstanding issues with the HE-to-CORE payroll interface
we are taking a fresh look at what is absolutely required.  We expect this
to have a real impact on both the interface file created by HE and the
processing it needs. So for now please suspend any development activity you
are performing to create the previously published payroll interface
records.  We still have more research to do but wanted to get this to you
as soon as we could so that you do not spend any additional time developing
the interface. We will communicate again as soon as we can.

For those Higher Ed institutions that are responding to a request from CORE
to assist in reviewing the outstanding issues & questions please complete
the review and submit your feedback to Fred Cantrell."

Regards,
Fred Cantrell
962-2416
Fred.Cantrell at osf.state.ok.us



From bleflore at osrhe.edu  Wed Nov 12 11:13:12 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Wed, 12 Nov 2003 11:13:12 -0600
Subject: [Cobo] People Soft Training
Message-ID: <4499418E013CC64FB4B568929828500404F0C5@ms.osrhe.edu>

We want to approach OSF for more training classes for those individuals within your institution who did not get training and cannot get access to components of the People Soft system.  The goal is to have a class that would include just the functions of the System Higher Ed uses related to Accounts Payable, General Ledger, and Reports and a separate class for Deposits, if additional training is needed for deposits.  Please let me know how many individuals you would like to send so that we can determine how many individual classes would be needed.  Please respond in the following format:

Name of Institution

Accounts Payable, GL, Reports		#
Deposits				#


If you do not need to send anyone,  please let me know that also.  It would be helpful if you could respond by next Monday, Nov. 17th.

Thanks

Bob LeFlore
OSRHE
225-9417




From smauck at osrhe.edu  Thu Nov 13 16:42:28 2003
From: smauck at osrhe.edu (Mauck, Sheri)
Date: Thu, 13 Nov 2003 16:42:28 -0600
Subject: [Cobo] December COBO meeting change/confirmation
Message-ID: <4499418E013CC64FB4B56892982850042FDEAA@ms.osrhe.edu>

Please mark your calendars for December 11, 2003, for the Council of Business Officers' meeting. 
 
 We have a Regents' meeting scheduled for the 4th that has moved our monthly meeting to the 11th.  We will still meet at 10:00 am in the Regents' large conference room.  Please note this change on your calendars.  Thanks.
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.onenet.net/pipermail/cobo/attachments/20031113/da8b51e4/attachment.html>

From bleflore at osrhe.edu  Thu Nov 13 17:05:30 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Thu, 13 Nov 2003 17:05:30 -0600
Subject: [Cobo] FW: Notice to Agencies Printing 700 Fund (Class 7XXXX) Checks/Vendor File Tips
Message-ID: <4499418E013CC64FB4B56892982850044039FD@ms.osrhe.edu>


-----Original Message-----
From: owner-core-security at youroklahoma.com
[mailto:owner-core-security at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Thursday, November 13, 2003 4:48 PM
To: CORE-General at youroklahoma.com
Cc: CORE-Security at youroklahoma.com
Subject: Notice to Agencies Printing 700 Fund (Class 7XXXX)
Checks/Vendor File Tips






Notice to Agencies Printing 700 Fund (Class 7XXXX) Checks

ELECTRONIC FILES

Agencies which print 700 funds checks at their facility and then send an
electronic file of issue notices to OSF need to take special care to ensure
that the records will pass the system edits on the day the check is printed
and released.  This issue information is passed on from OSF to OST to match
to the checks that are presented for payment from the banking system.  If
the OST does not have the information to match with then the check is
kicked out as an exception for which agencies are billed.  In addition to
facilitating the reconciliation process, these controls are designed to
assist in identifying unauthorized payments and protect State funds.
Without the controls in place agency funds are at risk for fraud.

Each day two or three more agencies are getting on the no match list.  The
report of exceptions is still published on the OSF IBM mainframe at:
osfics.wrnt.except.report.ost

It appears that most of the trouble is related to vendors.  Before writing
a check to the vendor, agency personnel need to ensure that the vendor
exists in the PeopleSoft vendor file.  If the vendor does not appear
(please see Vendor File Tips sent out this week) then obtain a completed
form VEND and fax it to OSF at 405-521-3383.  Vendors are added within 24
hours of receipt.  After you've confirmed that the vendor has been added,
then you can release the check.  Do NOT release the checks until you know
that the issue information will pass the Core system edits.  The generic
"refund" vendor may be used on the electronic file header record if the
refund account (object) codes are used, but the record 3 must contain the
actual payee name.

As always, the electronic file issue notice information must be posted to
OSF (PeopleSoft) records prior to the 4pm process that creates the file to
the OST.  Checks created after 4pm must be held until the next day when the
issue records will be sent to OST.


MANUAL CHECKS

Agencies which print 700 funds checks at their facility by typing or
handwriting or some other method and previously keyed the issue information
into the OST ACES, then your procedures have changed as outlined in the
flowcharts published in July this year and the instructions on the Core
website for manual checks.  This is a summary:

1.  Determine whether the vendor exists in the PeopleSoft vendor file
(please see Vendor File Tips sent out this week and below).  If not, then
obtain a completed form VEND and fax it to OSF at 405-521-3383.  Vendors
are added within 24 hours of receipt.  When the vendor has been added, then
you can proceed.
2.  Create a direct or PO voucher to the vendor and place it on hold and
save.
3.  Print the voucher form.
4.  Write or type the check with a reference to the voucher number.
5.  Photocopy the check and fax it with the voucher form to OSF
405-521-3383 before 3pm.
6.  Release the check to the vendor.


VENDOR FILE TIPS (originally sent out 11/12)

Vendors were converted if they met specific criteria of (1) a registered
vendor, (2) a vendor having an open PO or (3) a vendor paid without a PO
since July 2003 and the address information was keyed into the ICS claim
address field. Vendors not meeting this criteria were not converted.

When searching the system for vendor names, use the first name and if not
found, search again by last name since the conversion used the format of
the original data entry. Example: For Pitney Bowes type, "PITNEY" or
"PITNEY B", as the vendor name and search. If the vendor you need is not
found, then type in the vendor name of "BOWES" or "BOWES P" and search.

Additionally, state employees were added to the vendor file if identified
as an employee on a travel claim paid in the last 18 months. Addresses for
employees were obtained from OPM files on October 24, 2003. Employee names
were converted with last name and comma then first name. To search for an
employee type "last name comma" for example, "DVORAK," You could also type
"last name comma intial" or "DVORAK,J" if needed.

It appears that some employees may have already been in the file as vendors
and were converted using the vendor format. So, if the employee is not
found with "last name comma" then try the last name only or first name only
as explained above for vendors.

If the vendor you are needing is not in the file, prepare OSF Form VEND and
send or fax it to OSF. Vendors will be added by the close of the business
day following receipt. However, the current backlog has pushed this to two
days at this time.


/jd



From bleflore at osrhe.edu  Thu Nov 13 13:05:53 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Thu, 13 Nov 2003 13:05:53 -0600
Subject: [Cobo] FW: PeopleSoft Reports
Message-ID: <4499418E013CC64FB4B56892982850044039F7@ms.osrhe.edu>


-----Original Message-----
From: owner-core-security at youroklahoma.com
[mailto:owner-core-security at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Thursday, November 13, 2003 12:04 PM
To: CORE-General at youroklahoma.com
Cc: CORE-Security at youroklahoma.com
Subject: PeopleSoft Reports






Many users have called the help desk regarding the processing time for
reports.  We are monitoring the queues and working to speed up the
processing.  One of the changes that you may have noticed this morning is
that all Print Voucher reports are now going to a separate server - PSNT2.
Previously, all Crystal reports were processing on PSNT.  We anticipate
that this will reduce the time it takes to process reports.

We have one other issue that you will be able to help with.  We have
several users who are submitting the same reports with the same parameters
several times over and over (up to 5 or 6 times).  The redundant processing
of the same report requires unnecessary processing and delays everyone's
jobs even further.  If the "Run Status" on your job shows "Queued" then
your job is waiting to run.  Submitting the job again does not speed up
processing for anyone.  We will continue to monitor the report processing
and make changes as we can.  Thanks for your help.


Lisa McKeithan
Office of State Finance
Program Development - 405.521.3772



From bleflore at osrhe.edu  Mon Nov 17 09:48:48 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Mon, 17 Nov 2003 09:48:48 -0600
Subject: [Cobo] FW: Direct Deposit Reminder
Message-ID: <4499418E013CC64FB4B5689298285004403A08@ms.osrhe.edu>


-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Monday, November 17, 2003 9:38 AM
To: CORE-General at youroklahoma.com
Subject: Direct Deposit Reminder






Direct Deposit Reminder

As announced in the July open forums, Direct Deposit of Travel
Reimbursements will be suspended beginning November 1, 2003 until the
implementation of the new Human Resource Management System (HRMS).

Additionally, state personnel filing travel claims will need to be added to
the vendor file to permit a payment to be processed.  In an attempt to
reduce the manual effort involved, personnel that have traveled in the last
18 months were added to the new vendor file by copying employee address
information from OPM files.  Other employees may be added or addresses
changed by following the instructions issued earlier this month which are
available on the Core website.

Employee vendor information can be accessed in two ways.  One, by typing in
the last name and the system will bring up an alphabetical pick-list.
Employees are generally listed last name first, however some may be found
under first name instead.  Please try both inquiries before submitting
lists to be added.  A second method is by typing the vendor ID if known at
the time of claim entry.  Since employees typically record SSN on the
travel claim form, you may consider requesting that employees record the
vendor ID if it is known instead the of SSN.  This will improve the
accuracy of the payments and reduce the claim processing time.

Once the HRMS application is implemented, the "copy" function as covered in
the direct voucher training manuals will be available, and direct deposits
can resume.  We apologize for this temporary inconvenience.

Julie Dvorak
OSF CORE
962-2420



From bleflore at osrhe.edu  Wed Nov 19 16:54:50 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Wed, 19 Nov 2003 16:54:50 -0600
Subject: [Cobo] Higher Ed Vendor file on People Soft
Message-ID: <4499418E013CC64FB4B5689298285004403A22@ms.osrhe.edu>

OSF has been receiving feedback from some state agencies that they are unhappy
that employee SSNs are appearing in the vendor file.  The SSN is in the vendor download file we provide (core.vendor.file.highered) and available online also for those with applicable access.

For non-higher ed agencies, OSF is planning on changing the SSNs in the
vendor file to just show the last four digits of the SSN.  For example, if
your ssn = 123456789, then the vendor file would store it as '000006789'.
There is the possibility of more duplicates.  If you look them up this way,
you would have to narrow it down using the SSN or name.  They would only be
able to make this change for those vendors marked as 'employees'.

Since the higher ed vendor file is separate from the state agency vendor
file, OSF can allow higher ed to remain like they are now, or they can change
the SSNs as mentioned above.  They would appreciate our feedback in the
decision.  

It appears there are many non-employee vendors, including students, in the file with SSN's also. Please let me know whether you would like the Higher Ed file changed to only display the last four digits or leave it as it is.  Personally, I think it needs to be changed.  

Thanks for your input.

Bob LeFlore



From bleflore at osrhe.edu  Wed Nov 19 16:58:00 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Wed, 19 Nov 2003 16:58:00 -0600
Subject: [Cobo] FW: CORE Needs e-mail addresses
Message-ID: <4499418E013CC64FB4B5689298285004403A23@ms.osrhe.edu>


-----Original Message-----
From: owner-core-security at youroklahoma.com
[mailto:owner-core-security at youroklahoma.com]On Behalf Of
jeanie.robards at osf.state.ok.us
Sent: Wednesday, November 19, 2003 4:35 PM
To: core-general at youroklahoma.com
Cc: core-security at youroklahoma.com; Laura.Lovell at core.state.ok.us;
Lisa.Martin at core.state.ok.us
Subject: CORE Needs e-mail addresses






Communication Liaison;

Please have your CORE users enter their e-mail addresses when they are in
the PeopleSoft system.  By having their e-mails on the system, it will
allow the teams to respond more effectively.

How you enter your e-mail in PeopleSoft:
Go into My System Profile (last item on the navigation menu).
Click on edit email address,
Check primary email account,
Use drop down box -select work,
Enter your email address.
Click OK,
Click save.

Change of any sort, requires courage.
Jeanie Robards
CORE Project
3812 North Santa Fe, Suite 100
Oklahoma City, OK 73118
Phone: 405 962-2420
Fax:      405 524-9983
E-Mail: Jeanie.Robards at core.state.ok.us



From bleflore at osrhe.edu  Thu Nov 20 12:35:47 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Thu, 20 Nov 2003 12:35:47 -0600
Subject: [Cobo] FW: Discontinue Use of FY on Issue Record Information
Message-ID: <4499418E013CC64FB4B5689298285004403A2D@ms.osrhe.edu>


-----Original Message-----
From: Julie.Dvorak at osf.state.ok.us [mailto:Julie.Dvorak at osf.state.ok.us]
Sent: Thursday, November 20, 2003 12:17 PM
To: LeFlore, Bobby
Subject: Discontinue Use of FY on Issue Record Information







----- Forwarded by Julie Dvorak/OSF/US on 11/20/2003 12:16 PM -----
                                                                                                                                       
                      Julie Dvorak                                                                                                     
                                               To:       ninettec at cameron.edu, debbieg at cameron.edu, glenw at cameron.edu,                 
                      11/20/2003 12:03          bfeighnr at mailclerk.ecok.edu, kent_tippin at sde.state.ok.us, mmeadors at rsu.edu,            
                      PM                        jmcdaniel at mscok.edu, hudgenss at nsuok.edu, asimpson at north-ok.edu,                        
                                                jlcunningham at nwosu.edu, pjdavis at rose.edu, dtate at rose.edu, blefore at osrhe.edu,           
                                                jjulian at oshre.edu, ridlley_m at ssc.cc.ok.us, fagant at swosu.edu, engelmm at swosu.edu         
                                               cc:                                                                                     
                                               Subject:  Discontinue Use of FY on Issue Record Information                             
                                                                                                                                       



After further investigation into the mismatches between the issue records
sent to OSF and the agency issued checks presented to the State Treasurer's
Office, we need the agencies to stop sending the FY coding in the warrant
number field.  This field should be zero filled and is really now part of
the warrant number field.  This is a change that some agencies did not
receive notice about.

Therefore, when you are ready to begin using the agency number preceeded by
a zero as your warrant numbers, this field will be long enough to
accomodate the 9 digits needed for the new numbering sequence.

Thank you.

Brenda Bolander

/jd



From bleflore at osrhe.edu  Thu Nov 20 14:06:03 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Thu, 20 Nov 2003 14:06:03 -0600
Subject: [Cobo] FW: E-Mail Address Correction
Message-ID: <4499418E013CC64FB4B5689298285004403A32@ms.osrhe.edu>


-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
jeanie.robards at osf.state.ok.us
Sent: Thursday, November 20, 2003 9:06 AM
To: core-general at youroklahoma.com; core-security at youroklahoma.com
Cc: Michael.Lovero at osf.state.ok.us; Margie.Campbell at osf.state.ok.us;
Ron.Rowe at osf.state.ok.us
Subject: E-Mail Address Correction






CORRECTION
The following message is for Purchasing Users only.


For Example:
The correct format for your E-mail address: jeanie.robards at osf.state.ok.us.
Do not use your Notes address: Jeanie Robards/OSF/US


Communication Liaison;

Please have your CORE users enter their e-mail addresses when they are in
the PeopleSoft system.  By having their e-mails on the system, it will
allow the teams to respond more effectively.

How you enter your e-mail in PeopleSoft:
Go into My System Profile (last item on the navigation menu).
Click on edit email address,
Check primary email account,
Use drop down box -select work,
Enter your email address.
Click OK,
Click save.




Jeanie Robards
CORE Project
3812 North Santa Fe, Suite 100
Oklahoma City, OK 73118
Phone: 405 962-2420
Fax:      405 524-9983
E-Mail: Jeanie.Robards at core.state.ok.us



From bleflore at osrhe.edu  Tue Nov 25 10:09:25 2003
From: bleflore at osrhe.edu (LeFlore, Bobby)
Date: Tue, 25 Nov 2003 10:09:25 -0600
Subject: [Cobo] FW: DCS Invoice Payment
Message-ID: <4499418E013CC64FB4B5689298285004403A46@ms.osrhe.edu>


-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
jeanie.robards at osf.state.ok.us
Sent: Tuesday, November 25, 2003 8:38 AM
To: core-general at youroklahoma.com
Subject: DCS Invoice Payment






Communication Liaison:

Please push this message to the Accounts Payable CORE users.

DCS has requested that when agencies pay the 1% fee for State Use Vendors
(SUV) that the vendor invoice number used on the voucher be followed by the
letters "SUV" to facilitate the proper identification of the payments.

Example:  Vendor Invoice Number 123456 paid on the voucher to the vendor,
would appear as 123456SUV as the invoice number on the separate voucher
paid to DCS.




Jeanie Robards
CORE Project
3812 North Santa Fe, Suite 100
Oklahoma City, OK 73118
Phone: 405 962-2420
Fax:      405 524-9983
E-Mail: Jeanie.Robards at core.state.ok.us