From bleflore at osrhe.edu Tue Sep 2 10:19:12 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Tue, 2 Sep 2003 10:19:12 -0500 Subject: [Cobo] FW: EDT Poll Message-ID: <4499418E013CC64FB4B568929828500422E5F9@ms.osrhe.edu> -----Original Message----- From: Julie.Dvorak at osf.state.ok.us [mailto:Julie.Dvorak at osf.state.ok.us] Sent: Tuesday, September 02, 2003 7:57 AM To: mspears at odva.state.ok.us; cgray at drs.state.ok.us; nfiltz at okcareertech.org; garciaa at ohca.state.ok.us; phil.motley at okdhs.org; tom.james at doc.state.ok.us; dennisj at health.state.ok.us; s_slater at ocmeokc.state.ok.us; mpatterson at odot.org; ron_s at compsourceok.com; rgarner at odmhsas.org; jburton at dps.state.ok.us; Stan_VanOstran at dcs.state.ok.us; bob.zapffe at doc.state.ok.us; cateb at odawan.net; Kent_Tippen at sde.state.ok.us; msturgess at odwc.state.ok.us; rayh at health.state.ok.us; d_leftwich at ocmeokc.state.ok.us; blawrence at odot.org; jhazeldine at odot.org; dave_b at compsourceok.com; lfortelney at odmhsas.org; bkoehn at otrd.state.ok.us; lmorton at dps.state.ok.us; sdiffee at odva.state.ok.us; rhulin at oktax.state.ok.us; pkland at drs.state.ok.us; jmurphy at drs.state.ok.us; jaulg at okcareertech.org; evansc at ohca.state.ok.us; karen.cochran at okdhs.org; susan.loftin at deq.state.ok.us; marria.bratcher at treas.state.ok.us; LeFlore, Bobby Cc: Jerry.Stillwell at osf.state.ok.us Subject: EDT Poll I know that each agency has been diligently working to modify their in-house systems in preparation for the implementation of the CORE system. The EDT layout specifies the processing requirements that have been identified in PeopleSoft. The two major issues dealt with (1) providing the vendor id/vendor location codes in order to find the correct vendor for processing and (2) providing the purchase order line/sched information in order to reduce the order appropriately. Most agencies have expressed a desire to provide this information in the interface files to ensure proper processing of their claims. We would like for each agency to answer the following questions: 1. will your agency be submitting vendor id/vendor location on the edt claim file? 2. will your agency be submitting po line/schedule numbers on the edt claim file (for encumbered claims)? 3. will your agency be submitting receiving information electronically? Please respond to Lisa McKeithan at the e-mail address listed below by noon on Thursday, Sept. 4th. See you this Friday! Lisa McKeithan Office of State Finance Program Development - 405.521.3772 lisa.mckeithan at osf.state.ok.us From bleflore at osrhe.edu Tue Sep 2 14:22:16 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Tue, 2 Sep 2003 14:22:16 -0500 Subject: [Cobo] FW: Meeting on Friday Message-ID: <4499418E013CC64FB4B568929828500422E5FB@ms.osrhe.edu> Please note Lisa McKeithan's request that all Higher Education agencies remain after the general EDT meeting on Friday to review the vendor interface procedures. Thanks. Bob LeFlore -----Original Message----- From: Lisa.McKeithan at osf.state.ok.us [mailto:Lisa.McKeithan at osf.state.ok.us] Sent: Tuesday, September 02, 2003 12:37 PM To: LeFlore, Bobby Cc: Brenda.Bolander at osf.state.ok.us Subject: Meeting on Friday We are meeting with the EDT agencies on Friday to review the procedures for submitting claims through PeopleSoft. This meeting is scheduled for two hours, but I don't think it will take that long. After that meeting, I would like to take a short break and then Brenda and I would like to meet with the higher ed agencies to review the vendor interface procedures. Would you please send out a notice to the higher ed agencies and ask them to stay for the second meeting? Thanks. Lisa McKeithan Office of State Finance Program Development - 405.521.3772 From smauck at osrhe.edu Wed Sep 3 11:10:12 2003 From: smauck at osrhe.edu (Mauck, Sheri) Date: Wed, 3 Sep 2003 11:10:12 -0500 Subject: [Cobo] Tentative Agenda for tomorrow's meeting Message-ID: <4499418E013CC64FB4B56892982850042FDBA0@ms.osrhe.edu> Please find the tentative agenda for the 10:00 am, September 4th meeting of CBO. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: AGE0903.doc Type: application/msword Size: 24064 bytes Desc: AGE0903.doc URL: From bleflore at osrhe.edu Wed Sep 10 08:36:16 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Wed, 10 Sep 2003 08:36:16 -0500 Subject: [Cobo] FW: EDT Testing Message-ID: <4499418E013CC64FB4B568929828500422E616@ms.osrhe.edu> Please forward to your accounting and IT personnel. This is additional information related to the EDT testing that begins today. Thanks Bob LeFlore -----Original Message----- From: Lisa.McKeithan at osf.state.ok.us [mailto:Lisa.McKeithan at osf.state.ok.us] Sent: Tuesday, September 09, 2003 7:36 PM To: LeFlore, Bobby Subject: EDT Testing Please forward to the institutions. I don't have contact names yet for everyone. Lisa McKeithan Office of State Finance Program Development - 405.521.3772 ----- Forwarded by Lisa McKeithan/OSF/US on 09/09/2003 07:35 PM ----- |---------+----------------------------> | | Lisa McKeithan | | | | | | 09/09/2003 07:34 | | | PM | | | | |---------+----------------------------> >-----------------------------------------------------------------------------------------------------------------------------| | | | To: bkoehn at otrd.state.ok.us, blawrence at odot.org, bleflore at osrhe.edu, bob.zapffe at doc.state.ok.us, | | cateb at odawan.net, cgray at drs.state.ok.us, dave_b at compsourceok.com, dennisj at health.state.ok.us, | | d_leftwich at ocmeokc.state.ok.us, evansc at ohca.state.ok.us, garciaa at ohca.state.ok.us, jaulg at okcareertech.org, | | jburton at dps.state.ok.us, jhazeldine at odot.org, jmurphy at drs.state.ok.us, karen.cochran at okdhs.org, | | Kent_Tippen at sde.state.ok.us, lfortelney at odmhsas.org, lmorton at dps.state.ok.us, marria.bratcher at treas.state.ok.us, | | mpatterson at odot.org, mspears at odva.state.ok.us, msturgess at odwc.state.ok.us, nfiltz at okcareertech.org, | | phil.motley at okdhs.org, pkland at drs.state.ok.us, rayh at health.state.ok.us, rgarner at odmhsas.org, rhulin at oktax.state.ok.us,| | ron_s at compsourceok.com, sdiffee at odva.state.ok.us, Stan Van Ostran/DCS at DCS, susan.loftin at deq.state.ok.us, | | s_slater at ocmeokc.state.ok.us, tom.james at doc.state.ok.us | | cc: charlyn_neal at sde.state.ok.us, paul.chen at doc.state.ok.us, jbrow at okcareertech.org, lwilliams at usao.edu, | | randy.busby at okdhs.org, mfisher at oklaosf.state.ok.us, johnnyb at health.state.ok.us, byron.cate at dac.state.ok.us, | | eddie.feng at deq.state.ok.us, jpearsall at zeus.okccc.edu, tsilvers at ucok.edu, bfeighr at mailclerk.ecok.edu, | | lwilson at neoam.edu, cherryc at cameron.edu, bleflore at osrhe.edu, dmoore at sosu.edu, rmcdaniel at ou.edu | | Subject: EDT Testing(Document link: Lisa McKeithan) | >-----------------------------------------------------------------------------------------------------------------------------| I have updated the EDT testing document (see attached). I have added some screen prints to help clarify how to run the processes. I have also added email addresses for Judi and Theresa so you may contact them with questions. Julie Dvorak will update the website with the latest document. If you do not receive your userid/password on Wednesday (mid) morning, then send me an e-mail. I received testing and contact information from most agencies, but not from everyone. Purchase Orders: The purchasing team is in the process of ensuring that the converted PO's have been budget checked, approved and dispatched - (ready for claims processing). The We would encourage agencies to begin setting up some purchase orders to be used for testing. When purchase orders are entered, they are defaulted to 'receiving required'. You may want to turn off this flag - it is on the po line. You may need someone in your agency who has been through training to help with the PO set-up. Claims: The procedures are in the attached document. I have added some screen prints to help clarify the process. We would encourage each agency to use the 'Edit' option until you're confident that any formatting issues have been resolved. If you are processing against encumbered claims, then you may want to use small amounts so that you don't deplete the entire purchase order during testing. It would be helpful to try less complicated claims first (non-encumbered) and then work up to the more complex scenarios. Again, you may want to use small amounts so that you don't deplete your budgets. We will plan on running the nightly posting processes and interface extracts beginning on Thursday afternoon. Again, if you have questions during test your EDT claims, please contact judi.mott at osf.state.ok.us theresa.walters at osf.state.ok.us Lisa McKeithan Office of State Finance Program Development - 405.521.3772 (See attached file: EDT Testing 030902.doc) -------------- next part -------------- A non-text attachment was scrubbed... Name: EDT Testing 030902.doc Type: application/msword Size: 487424 bytes Desc: EDT Testing 030902.doc URL: From bleflore at osrhe.edu Wed Sep 10 08:37:53 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Wed, 10 Sep 2003 08:37:53 -0500 Subject: [Cobo] FW: CORE: Vendor Data Message-ID: <4499418E013CC64FB4B568929828500422E617@ms.osrhe.edu> Please forward to your accounting and IT personnel. This is also additional information they will need for the EDT testing. Thanks. Bob LeFlore -----Original Message----- From: Lisa.McKeithan at osf.state.ok.us [mailto:Lisa.McKeithan at osf.state.ok.us] Sent: Tuesday, September 09, 2003 7:54 PM To: jpearsall at zeus.okccc.edu; tsilvers at ucok.edu; bfeighr at mailclerk.ecok.edu; lwilson at neoam.edu; cherryc at cameron.edu; LeFlore, Bobby; dmoore at sosu.edu; rmcdaniel at ou.edu Cc: LeFlore, Bobby; Rita.Bowman at osf.state.ok.us; Brenda.Bolander at osf.state.ok.us; Mike.Jorski at osf.state.ok.us Subject: CORE: Vendor Data Bob, please forward to your listserv.....thanks. I am attaching a copy of the vendor layout we discussed in Friday's meeting. It has the appropriate naming conventions for placing your files on the IBM. They were working to get the automated process on the screen for Wednesday. It should follow the same path as the EDT claims: CORE Interfaces Inbound Nightly Vendor Interface If the menu option is not there, then copy your file to the designated filename and then email rita.bowman at osf.state.ok.us. She will need to know your agency number so she can run your file. We will work to ensure that the files are loaded into the testing database. The next step will be to create an extract file so you can verify the vendor information that has been loaded by all higher ed institutions. The extract file will be named: CORE.VENDOR.FILE.HECLM Once your vendors are loaded, you may begin submitting claims. Lisa McKeithan Office of State Finance Program Development - 405.521.3772 (See attached file: OCP_0243_PO Vendor Load - Higher Ed - Int Doc.doc) -------------- next part -------------- A non-text attachment was scrubbed... Name: OCP_0243_PO Vendor Load - Higher Ed - Int Doc.doc Type: application/msword Size: 164864 bytes Desc: OCP_0243_PO Vendor Load - Higher Ed - Int Doc.doc URL: From bleflore at osrhe.edu Fri Sep 12 09:01:38 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Fri, 12 Sep 2003 09:01:38 -0500 Subject: [Cobo] FW: Go-Live Announcement Message-ID: <4499418E013CC64FB4B56892982850044038DC@ms.osrhe.edu> This is the OSF announcement with the CORE go-live schedule and cutoff dates. The October 26th reference to the legacy systems cutoff is incorrect. The correct date is September 26th. I will forward the email correcting this date also. Please distribute this information to the appropriate accounting and information technology staff at your institution. Bob LeFlore -----Original Message----- From: Jeanie.Robards at core.state.ok.us [mailto:Jeanie.Robards at core.state.ok.us] Sent: Thursday, September 11, 2003 4:36 PM To: core-general at youroklahoma.com Subject: Go-Live Announcement CORE APPLICATION SYSTEM GO-LIVE EFFECTIVE OCTOBER 1, 2003 The CORE Application System will go live effective October 1, 2003 with the PeopleSoft Integrated General Ledger, Accounts Payable, and Purchasing modules. The legacy systems of ICS and ADPICS will shut down as of Friday, October 26th at 5:00 PM. The first day the new system will accept transaction activity for processing will be Monday, October 6, 2004. This nine (9) day window will be used to accomplish the conversions, loads and database validation on the new system. Schedules will be furnished to all agencies announcing time allotments to start transaction input and activity on the new system prior to the October 6, 2003 date. As a reminder, following is the CORE Help Desk Information: Days: Monday ? Friday Hours: 7:00 AM ? 5:00 PM Number: 405.521.2444 Toll Free Number: 1.866.521.2444 E-mail: helpdesk at core.state.ok.us Financial & Purchasing Module Cut Off Schedule Cut Off Date Process Sept. 19, 2003 - 5:00 PM Budget Revisions (Correct any 700 Fund Budgets) Sept. 25, 2003 - Noon Payroll Fund Transfers Sept. 25, 2003 - Noon Process Payroll Sept. 25, 2003 - 5:00 PM Warrant Reissue Requests Sept. 25, 2003 - 5:00 PM Technical runs Non Budgeted PO's file for balances. Sept. 25, 2003 - 5:00 PM Account Code Updates (Object and Receipt) Sept. 26, 2003 - 5:00 PM Purchase Orders Posted Sept. 26, 2003 - 5:00 PM Purchase Order Changes and Contracts approved and completed Sept. 26, 2003 - 5:00 PM Claims and related transactions including 700 Fund Issue Records (Claims not received by cut-off will be returned) Sept. 26, 2003 - 5:00 PM Change Orders Posted Sept. 26, 2003 - 5:00 PM Payroll Withholding Claims (Secure warrants in the agency until due date) Sept. 26, 2003 - 5:00 PM 1020 Transactions Sept. 26, 2003 - 5:00 PM Requisitions completed and posted Sept. 26, 2003 - 5:00 PM No Invitation to Bids will be converted Sept. 30, 2003 - Noon Last Day for PFT and Payroll Processes Oct. 1, 2003 Effective Go-Live for Financials and Purchasing Oct. 2, 2003 - 5:00 PM Deposit Transfers (Continue ACES Deposits thru 10-03-03 with State Treasure) Oct. 3, 2003 - 10:00 AM Remote Deposits to Office of State Treasurer 1:00 PM OST Window (OST Procedures will be available on the CORE website) Oct. 6. 2003 Processing Begins for all agencies based on the Time Allotment Schedule The Cut Off Schedule is also located on the CORE Website and the link is provided: http://www.youroklahoma.com/coreoklahoma/ 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 Fri Sep 12 09:03:11 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Fri, 12 Sep 2003 09:03:11 -0500 Subject: [Cobo] FW: Cut Off Schedule Correction Message-ID: <4499418E013CC64FB4B56892982850044038DD@ms.osrhe.edu> This is the email correcting the cutoff date. -----Original Message----- From: Jeanie.Robards at core.state.ok.us [mailto:Jeanie.Robards at core.state.ok.us] Sent: Thursday, September 11, 2003 5:07 PM To: core-general at youroklahoma.com Subject: Cut Off Schedule Correction NOTE THE CORRECTION The legacy systems of ICS and ADPICS will shut down as of Friday, September 26th at 5:00 PM. The first day the new system will accept transaction activity for processing will be Monday, October 6, 2003. CORE APPLICATION SYSTEM GO-LIVE EFFECTIVE OCTOBER 1, 2003 The CORE Application System will go live effective October 1, 2003 with the PeopleSoft Integrated General Ledger, Accounts Payable, and Purchasing modules. The legacy systems of ICS and ADPICS will shut down as of Friday, September 26th at 5:00 PM. The first day the new system will accept transaction activity for processing will be Monday, October 6, 2003. This nine (9) day window will be used to accomplish the conversions, loads and database validation on the new system. 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 Sep 16 12:34:41 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Tue, 16 Sep 2003 12:34:41 -0500 Subject: [Cobo] FW: Update Message-ID: <4499418E013CC64FB4B56892982850044038E0@ms.osrhe.edu> Please note the revised implementation date for the CORE project. -----Original Message----- From: Julie.Dvorak at osf.state.ok.us [mailto:Julie.Dvorak at osf.state.ok.us] Sent: Tuesday, September 16, 2003 12:14 PM To: CORE-General at youroklahoma.com Subject: Update The implementation date for the Financials/Purchasing application has been changed to November 1, 2003. Please be aware that all training activities are continuing as scheduled. We hope to have an updated cut-off schedule very soon. Julie Dvorak OSF CORE 962-2420 From dsiragusa at osrhe.edu Thu Sep 18 15:42:37 2003 From: dsiragusa at osrhe.edu (Siragusa, Debbie) Date: Thu, 18 Sep 2003 15:42:37 -0500 Subject: [Cobo] Retirement Benefits Study Message-ID: <4499418E013CC64FB4B5689298285004215AEC@ms.osrhe.edu> Hello everyone: As Maryanne discussed in the COBO meeting earlier this month, there has been much interest shown in updating the Employee Benefits study that was coordinated through our office in FY 2000. The last study actually addressed all benefits including health insurance, retirement, life insurance, leave etc. At this time, we plan to concentrate on the retirement portion of benefits. Later in the fall, we will address the remaining pieces. Rather than sending out a survey form this time, we wanted to start by asking each institution to send a copy of their retirement benefits information package. This may be the information given to employees, used internally or part of your employee handbook. Please just send the most detailed, descriptive information you have available. I have found some information on your web-sites and if that is the best source for the data, please just let me know and I will pull it up. Some major components of data that need to be addressed in the information you send is the type of retirement benefit (OTRS, Defined Contribution Plans and Defined Benefits Plans), eligibility requirements, vesting, amount paid by institution and employee, etc. If you could please, email, fax or mail the retirement information to me by Wednesday the 24th. After reviewing this initial information, I may need to contact you to get more detailed data. We will be discussing the design and desired outcome of the study in future meetings. Thanks so much. Debbie Debbie Siragusa Assistant Vice Chancellor for Budget & Finance 655 Research Parkway, Suite 200 Oklahoma City, OK 73104 Tele: 405-225-9206 Fax: 405-225-9230 From bleflore at osrhe.edu Thu Sep 18 17:03:37 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Thu, 18 Sep 2003 17:03:37 -0500 Subject: [Cobo] FW: Message-ID: <4499418E013CC64FB4B56892982850044038F4@ms.osrhe.edu> -----Original Message----- From: Lisa.McKeithan at osf.state.ok.us [mailto:Lisa.McKeithan at osf.state.ok.us] Sent: Thursday, September 18, 2003 2:38 PM Subject: I'm sure you have all heard that we have delayed the implementation for the CORE system until Monday, November 3rd. One of the main considerations in the delay was to ensure that agencies have sufficient time for testing. In an effort to streamline your tesitng efforts, we have assigned a testing coordinator to each agency. The OSF testing coordinator will be contacting the testing individual designated by your agency either today or tomorrow to see when you will be ready to begin your testing. If you are not ready to test, you should be prepared to give us a date of when you will be ready. It is our intention to have the testing completed by Friday, October 10th. There are a couple of things that the early testers have found that may help streamline your testing: PeopleSoft requires an invoice number. If you do not have an invoice number (found on the funding record), then move your claim number to the invoice number field. Also, if you are defaulting the invoice number to your claim number, use the current date as the invoice date. Remember, the invoice information will now be printed on the check stub. Funding record: the product field (formerly the object code agency use field) and the chartfield1 (formerly the cfda number) should be spaces (not zeroes) it not used. When submitting the EDT job, the instructions say to change the server name to "PSNT". However, the correct selection is "PSUNX". Please call or e-mail me if you have any questions. Lisa McKeithan Office of State Finance Program Development - 405.521.3772 From bleflore at osrhe.edu Mon Sep 22 09:07:44 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Mon, 22 Sep 2003 09:07:44 -0500 Subject: [Cobo] CORE Training-Additional P118 Class Message-ID: <4499418E013CC64FB4B568929828500404F099@ms.osrhe.edu> Two additional P118-Voucher/Warrant Inquiry classes have been scheduled for September 30th at the DHS training facility in Norman. The class times are as follows: 9:00 am to 12:00 pm and 1:00 pm to 4:00 pm. Each class is limited to 16 people therefore, please do not enroll more than two people from your institution. The following institutions have staff scheduled in the P113 classes on September 29th which have been converted to P118: Southwestern, Cameron, University of Oklahoma, Tulsa Community College, Carl Albert, Oklahoma State University, Panhandle, Northwestern, and Rose State. Therefore we are requesting that you not enroll anyone in the P118 class on September 30th. OPM is attempting to set up one more training day for P118. Please respond to this email with the names and desired time you wish to schedule. I will schedule as I receive the emails. The directions to the DHS training facility are: Department of Human Services(DHS) Training Facility 617 Rock Creek Road Norman, Ok. Directions: From bleflore at osrhe.edu Mon Sep 22 09:45:21 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Mon, 22 Sep 2003 09:45:21 -0500 Subject: [Cobo] FW: Revised Cut-Over Schedule Message-ID: <4499418E013CC64FB4B5689298285004403904@ms.osrhe.edu> For your information. -----Original Message----- From: Julie.Dvorak at osf.state.ok.us [mailto:Julie.Dvorak at osf.state.ok.us] Sent: Monday, September 22, 2003 9:22 AM To: CORE-General at youroklahoma.com Subject: Revised Cut-Over Schedule The revised cut-over schedule was posted this morning at 9:00. Also please note revised deposit instructions from the Office of State Treasurer and OSF. The revised form and instructions are only for agencies who bring their deposits to OST windows. The link is: http://www.youroklahoma.com/coreoklahoma/areas.html Julie Dvorak OSF CORE 962-2420 From bleflore at osrhe.edu Tue Sep 23 08:33:37 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Tue, 23 Sep 2003 08:33:37 -0500 Subject: [Cobo] FW: Technical Maintenance Schedule Message-ID: <4499418E013CC64FB4B5689298285004403914@ms.osrhe.edu> -----Original Message----- From: Jeanie.Robards at core.state.ok.us [mailto:Jeanie.Robards at core.state.ok.us] Sent: Monday, September 22, 2003 4:58 PM To: core-general at youroklahoma.com Subject: Technical Maintenance Schedule Communication Liaisons: Following is the CORE Operational and Maintenance Schedule for after go-live. Please forward to your end users as well as you IT divisions. CORE Operational Schedule System Availability Days: Monday ? Friday Hours: 7:00 AM ? 5:00 PM The first two (2) months will have a smaller window of operations so that extra time can be reserved for operational needs. Once the technical team determines that the application is running at optimum level, the hours will be extended. CORE Maintenance Schedule ? Every Tuesday at 5:00 PM the system will be unavailable so we may perform regular maintenance and application updates. ? The system will also be unavailable for maintenance on the following schedule: 2nd Saturday of each month 2nd Weekend of each quarter 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 Sep 25 08:43:49 2003 From: bleflore at osrhe.edu (LeFlore, Bobby) Date: Thu, 25 Sep 2003 08:43:49 -0500 Subject: [Cobo] FW: CORE Training-Additional P118 Class Message-ID: <4499418E013CC64FB4B5689298285004403927@ms.osrhe.edu> If you have staff who need to attend this class please forward the information as soon as possible. The classes are scheduled for next Tuesday and so far only one institution has responded. Thanks. Bob LeFlore > -----Original Message----- > From: LeFlore, Bobby > Sent: Monday, September 22, 2003 9:08 AM > To: Council of Business Officers > Cc: 'carrie.rohr at opm.state.ok.us' > Subject: CORE Training-Additional P118 Class > > Two additional P118-Voucher/Warrant Inquiry classes have been scheduled for September 30th at the DHS training facility in Norman. The class times are as follows: > 9:00 am to 12:00 pm and 1:00 pm to 4:00 pm. Each class is limited to 16 people therefore, please do not enroll more than two people from your institution. > > The following institutions have staff scheduled in the P113 classes on September 29th which have been converted to P118: Southwestern, Cameron, University of Oklahoma, Tulsa Community College, Carl Albert, Oklahoma State University, Panhandle, Northwestern, and Rose State. Therefore we are requesting that you not enroll anyone in the P118 class on September 30th. > > OPM is attempting to set up one more training day for P118. > > Please respond to this email with the names and desired time you wish to schedule. I will schedule as I receive the emails. > > The directions to the DHS training facility are: > > Department of Human Services(DHS) Training Facility > 617 Rock Creek Road > Norman, Ok. > > Directions: > From Oklahoma City drive south on I-35. Take the left exit to Norman, US 77. Turn left on Rock Creek Road the second light after the exit) Cross the railroad tracks and drive about a half mile. The Training Center is on the left side of the road. Enter the East door, (the door facing the large parking lot). The class name and room number will be posted on the bulletin board as you enter the building. There is also a receptionist by the door who can assist participants. If you are driving north on I-35, exit on Robinson, turn Right (East) and drive about four miles to Stubbeman street (just across the railroad tracks). Turn Left (North) and drive one mile to Rock Creek Road. The DHS Training Center will be on the left. > > Please let me know if you have any questions. > > Bob LeFlore > 405-225-9417 From jpearsall at zeus.okccc.edu Fri Sep 26 14:49:51 2003 From: jpearsall at zeus.okccc.edu (Janice Pearsall) Date: Fri, 26 Sep 2003 14:49:51 -0500 Subject: [Cobo] vendor file and claims file questions Message-ID: <3F74985F.6080905@zeus.okccc.edu> I wanted to post these questions regarding the Vendor File and Claims file, to see if anyone could answer them: 1. When you go-live, what would cause a vendor to be removed from your Vendor file? (I.e., do you delete them, if they haven't been used within a certain time frame?) 2. Wanting to verify that both test Vendor Files and test EDT claims can be submitted and processed in the PeopleSoft Test system, during the scheduled down time, currently 10/25 - 11/2. 3. In the following error message, after running the nightly vendor interface process, field 28 is being populated with your Vendor ID, but field 29 is not being populated with your Vendor Location. After we verify that this is an actual duplicate, we will need to update our system with the Vendor ID and Vendor LOCATION. 'PS Vendor ID/old Vendor ID "0000027177/NNNNNNNNN" and name "Vendor Name " is a duplicate.' We need both Vendor ID (Field 28) and Vendor Loc (Field 29) to be populated by the interface job. 4. When you go live, we are expecting that we would send you Add/Update/Change vendor records on a nightly basis. What is the "cut-off" time to have our vendor file submitted, so that they will be processed that night? 5. When you go live, will the Vendor and EDT files need to be FTP'd to the same location (IBM 'CORE.'), as they were during test? 6. What date can we expect to receive our userid/password for the live system? Will we be informed of what security roles were assigned to a specific userid? 7. How will the vendor file interface be different in the live system? Currently, we can run the process, in the daytime, and receive our 'Bunnnnn.VNDR.DAT' file back in the daytime. I have heard that the agencies will not be 'running the process' in live. How will you know we have a file that needs processed? 8. Will the test system be available to the agencies, after you go live? 9. Will the vendor file naming convention ('CORE.BUnnnnn.VNDR.RECEIVD' and 'CORE.BUnnnnn.VNDR.DAT') be different in the live system, so that we might have more than one 'DAT' file on the IBM, at a time? (Currently, this is true for claims, with the edt#, and payroll, with the claim#). 10. FYI... I was able to get a list of possible "Vendor File Error messages" in the nightly interface from Paul Phillips (paul.phillips at core.state.ok.us) 11. When we get the error message "Legacy Vendor ID "736017987"--is a State FEI; add manually.", what process should we follow to add the vendor, and obtain the Vendor ID and Vendor Location? 12. I was told that a 1099 claim will be rejected, if the vendor has not been set up with the 1099 flag set to 'Y'. What will happen if we cannot add the vendor, because it is a duplicate, and the agency that added the vendor, did not set them up as a 1099 vendor? Thanks, Janice Pearsall Oklahoma City Community College