From smauck at osrhe.edu Mon Feb 2 11:07:17 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Mon, 2 Feb 2015 17:07:17 +0000 Subject: [Cobo] Tentative Agenda, COBO 2/5/2015 Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D99614C@Drake.osrhe.edu> Please find the attached preliminary agenda for this Thursday's Council of Business Officers' meeting. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: AGE0215.doc Type: application/msword Size: 51200 bytes Desc: AGE0215.doc URL: From smauck at osrhe.edu Thu Feb 5 12:40:26 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Thu, 5 Feb 2015 18:40:26 +0000 Subject: [Cobo] Follow-Up to COBO regarding ACA Payroll Transition Project Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D99DA56@Drake.osrhe.edu> Attached is the worksheet that outlines two Options offered by OMES to be consider carefully by your institution in relation to the ACA Payroll Transition Project. As was discussed in this morning's Council of Business Officers' meeting you are asked to respond back by NOON on Friday, February 13, 2015, with the number of your supported "Option" choice and any questions that will be compiled for further discussion. Please send your response to smauck at osrhe.edu. Also, as a reminder if you haven't already filed for or have an FEI Number for payroll reporting purposes, please begin that process for your institution. Thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Scanned from a Xerox Multifunction Device.pdf Type: application/pdf Size: 146962 bytes Desc: Scanned from a Xerox Multifunction Device.pdf URL: From smauck at osrhe.edu Wed Feb 11 09:58:43 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Wed, 11 Feb 2015 15:58:43 +0000 Subject: [Cobo] =?windows-1252?q?FW=3A_Governor_Fallin=27s_Executive_Order?= =?windows-1252?q?_2015-06_=96_Personnel_Freeze?= In-Reply-To: <794AE9EC20FE884E9B3488FEDA9A39A35FC98321@Drake.osrhe.edu> References: <04A8951A98F471429444BFBA57D49B2C5EB4B8B4@Drake.osrhe.edu> <794AE9EC20FE884E9B3488FEDA9A39A35FC98321@Drake.osrhe.edu> Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D9A8628@Drake.osrhe.edu> Please see important information to help your institution with the executive order on hiring freeze. From: Paliotta, Amanda Sent: Wednesday, February 11, 2015 9:51 AM To: Mauck, Sheri Subject: FW: Governor Fallin's Executive Order 2015-06 ? Personnel Freeze Please forward to COBO list serv. From: Johnson, Dr. Glen Sent: Wednesday, February 11, 2015 9:43 AM To: Presidents Subject: Governor Fallin's Executive Order 2015-06 ? Personnel Freeze OKLAHOMA STATE REGENTS FOR HIGHER EDUCATION Memo To: Presidents From: Chancellor Glen D. Johnson Date: Wednesday, February 11, 2015 Subject: Governor Fallin's Executive Order 2015-06 ? Personnel Freeze Several Presidents have made inquiries regarding Governor Fallin?s Executive Order 2015-06, issued on Friday, February 6, which establishes a personnel freeze. The inquiries have centered around the applicability of the Executive Order 2015-06 to institutions within the State System of Higher Education. Attached please find a memo that OSRHE General Counsel Bob Anthony has submitted to me regarding Executive Order 2015-06?s applicability to our public colleges and universities. As mentioned in the memo, please direct any specific questions regarding compliance with Executive Order 2015-06 to your institution?s attorney or, for those institutions that utilize the Attorney General?s Office for legal services, to Assistant Attorney General Matt Stangl at (405) 522- 4411 or matt.stangl at oag.ok.gov. Thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: 2015-02-11 Personnel Freeze Memo.pdf Type: application/pdf Size: 10780 bytes Desc: 2015-02-11 Personnel Freeze Memo.pdf URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: 2015-02-11 Executive Order 2015-06.pdf Type: application/pdf Size: 643100 bytes Desc: 2015-02-11 Executive Order 2015-06.pdf URL: From smauck at osrhe.edu Fri Feb 13 16:50:42 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Fri, 13 Feb 2015 22:50:42 +0000 Subject: [Cobo] =?windows-1252?q?FW=3A_Update_on_Governor=92s_Executive_Or?= =?windows-1252?q?der_2015-06_=96_Personnel_Freeze?= In-Reply-To: <04A8951A98F471429444BFBA57D49B2C5EB4E3FC@Drake.osrhe.edu> References: <04A8951A98F471429444BFBA57D49B2C5EB4E3FC@Drake.osrhe.edu> Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D9AF761@Drake.osrhe.edu> Please find updated information regarding the Governor?s Hiring Freeze below. From: Johnson, Dr. Glen Sent: Friday, February 13, 2015 4:50 PM To: Presidents Cc: Shirley, Natalie; Ann Holloway; Jay Helm; Parker, Joseph; John Massey (jmassey at firstunitedbank.com); Joseph L Parker (jody at anchorstoneco.com); Mike Turpen (mturpen at att.blackberry.net); Regent Marlin (Ike) Glass (5803626225 at netfax.osrhe.edu); White, Ronald; Stricklin, Toney; Toney Stricklin (toney.stricklin at tdrsllc.com) Subject: Update on Governor?s Executive Order 2015-06 ? Personnel Freeze OKLAHOMA STATE REGENTS FOR HIGHER EDUCATION Memo To: Presidents Cc: State Regents Secretary of Education and Workforce Development Natalie Shirley From: Chancellor Glen D. Johnson Date: Friday, February 13, 2015 Subject: Update on Governor?s Executive Order 2015-06 ? Personnel Freeze Following up on discussions that I have had with Secretary of Education and Workforce Development Natalie Shirley regarding the Governor?s Executive Order 2015-06, dated February 6, 2015, please find attached a memo dated today from Secretary Shirley confirming the Governor?s intention that this Executive Order does not apply to the Oklahoma higher education system, including the Oklahoma State Regents for Higher Education, all institutions, all constituent agencies and the higher education centers. Secretary Shirley has been very helpful in this process to clarify that the Governor?s Executive Order does not apply to higher education. Please let me know if you have any questions. Thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: 2015-02-13 Memo from Secretary Shirley - Personnel Freeze.pdf Type: application/pdf Size: 55639 bytes Desc: 2015-02-13 Memo from Secretary Shirley - Personnel Freeze.pdf URL: From smauck at osrhe.edu Tue Feb 17 15:22:06 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Tue, 17 Feb 2015 21:22:06 +0000 Subject: [Cobo] Hyperion Budget Training Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D9B3C0F@Drake.osrhe.edu> Please find the attached instructions provided by OMES to guide your institution through the Hyperion Budget Training portion for Higher Education and the Capital Planning training. Please share with the authorized individuals designated for budget entry at OMES. You will need to test with a passing score of 75% or better before you?ll be given access to the live Hyperion System. You may take as many times as needed to become comfortable with the system. If you have questions please let me know. ***If your institution has not yet designated individuals and send in the security forms, (see attachment above) please do so as quickly as possible. Every institution will need two to three people trained in budget entry.*** Original Emails sent on 12/5/2014 and 12/8/2014: Please mail in the hard copy forms to the address on the form. OMES is requesting the hard copy to be mail to them. Send completed form to: CORE Oklahoma Office 3115 N. Lincoln Boulevard Oklahoma City, OK 73105 Attn: Security From: Mauck, Sheri Sent: Friday, December 05, 2014 3:32 PM To: Council of Business Officers Subject: Hyperion UPK Training access As follow-up to our discussion this morning regarding the access to the Hyperion Budget system, please find the security form attached. Please consider at least two and possibly more people that you want to have access for budget entry training and complete the form for each person and return to OMES to begin the process for access to the on line User Productivity Kit (UPK) training tool. Please return your signed scanned security access forms the following OMES staff by email: Collette Coleman collette.coleman at omes.ok.gov Lia Tepker lia.tepker at omes.ok.gov Robin Trail robin.trail at omes.ok.gov -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Hi Ed UPK training letter.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 16613 bytes Desc: Hi Ed UPK training letter.docx URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: OMESForm301EPLAN.DOC Type: application/msword Size: 97792 bytes Desc: OMESForm301EPLAN.DOC URL: From smauck at osrhe.edu Tue Feb 24 12:02:17 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Tue, 24 Feb 2015 18:02:17 +0000 Subject: [Cobo] ACA Payroll options -- Update Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D9CC977@Drake.osrhe.edu> The results of the survey on the ACA Payroll Conversion Survey were compiled with 22 institutions recommending Option 2, and three (3) stating that Option 1 was their preference. We have received confirmation from OMES, OST and the State Comptroller on the acceptance of the ACA Payroll Conversion Option 2. As we've discussed several times over the last few months, any option will require substantive changes for our institutions, however "Option 2" will be the method that will be pursued with file layouts and processes to begin development immediately. We will work with our tier representatives, initially, on layouts and processes then share with each of our institutions along the way for review, critique and feedback. We will provide regular updates as the process moves forward and timelines are drafted. Below are the initial responses from OMES to questions received from our institutions, while several questions will have to be answered as we move the next steps in development: OMES RESPONSE TO INTIAL QUESTIONS: The questions you received will need to be answered as we work through the process, but here's what I think at this time. These are all details subject to change. 1. Under a new processing change can the time frame of payroll submission be shorten? Unknown but maybe slightly. 2. Would Higher Ed still be required to adhere to the state's payroll calendar? Probably so but we can discuss. 3. Does the process include data warehousing/archiving for prior year "state" records and data? Not sure what this means but appears to be a topic of discussion for detail meetings. 4. Will agencies migrate simultaneously as of 1/1/2016? Yes. 5. File layouts and file upload mechanisms ( secure FTP?) and will testing be in place prior to 1/1/2016? Yes, we must develop all files, transmittal methods, and test before 1/1/16. 6. Does OST participant database allow for employee to have different banking data for each of their employers? Depends on a lot of circumstances. Banking data is driven by the employee ID number. So if the same employee ID number (like SSN) is used by multiple universities, only one bank account can be used. There may be other constraints. 7. Will there be an initial load from OMES to OST of the banking data already in the PeopleSoft HCM system? Most likely yes, but to be determined. 8. Numerous questions were also asked regarding the timeline for establishing procedures, etc., leading up to 2016? An implementation team will be developed from our end and we need specific contact people on the higher education side to work with us and disseminate information to all the institutions. Thank you to each of your for your diligence on this important issue. Expectations are that with the selection of Option 2 representatives of OMES, OST and higher education will work together to implement policy and procedures in time for a smooth transition for the 2016 calendar year. Sent on behalf of Amanda Paliotta. -------------- next part -------------- An HTML attachment was scrubbed... URL: From smauck at osrhe.edu Wed Feb 25 14:02:21 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Wed, 25 Feb 2015 20:02:21 +0000 Subject: [Cobo] FW: Town Hall Meeting March 4 In-Reply-To: <17394774.289@info.omes.ok.gov> References: <17394774.289@info.omes.ok.gov> Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D9D0A48@Drake.osrhe.edu> Please make the necessary arrangements to have a representative present for this Town Hall regarding changes to be implemented in the claims interface with OMES and the Hyperion Budgeting System that will be effective in FY2016. Thank you. From: Office of Management and Enterprise Services [mailto:servicedesk at info.omes.ok.gov] Sent: Wednesday, February 25, 2015 1:37 PM To: Mauck, Sheri Subject: Town Hall Meeting March 4 Having trouble viewing this email? View it as a Web page. | [Bookmark and Share] | Subscribe Thanks to each of you who attended the town hall on Feb. 18. At this town hall we discussed the statewide program codes and the integration into the PeopleSoft Financials and Human Capital Management systems for FY-16. The next town hall meeting will be from 1:30 to 3 p.m. Wednesday, March 4, at the Sequoyah Concourse Theater. The March 4 town hall meeting will focus on the voucher interface. All higher education institutions and state agencies that load miscellaneous and 7xx vouchers into PeopleSoft will want to attend this meeting. There is a standard PeopleSoft voucher load process that we will review at this meeting. This new process will require that vouchers be submitted in a new, streamlined format. We will eventually discontinue the current EDT layout. Both financial and the technical staff responsible for the interface should attend. The Sequoyah Concourse Theater is located in the concourse between the Sequoyah and Will Rogers buildings. These buildings are just north of the State Capitol on Lincoln Boulevard. Enter either the Sequoyah building or the Will Rogers building and go down to the basement and then the Sequoyah Concourse Theater is located in the walkway between the two buildings. There is visitor parking by either building. There is additional parking by the Oklahoma Tax Commission building to the north. As always, please reach out to any of the Project ENCORE team (encore at omes.ok.gov) with questions. Lisa McKeithan Deputy Business Segment Director Office of Management and Enterprise Services 405-521-3772 desk 405-520-8133 mobile ________________________________ Update your subscriptions, modify your password or email address, or stop subscriptions at any time on your Subscriber Preferences Page. You will need to use your email address to log in. If you have questions or problems with the subscription service, please contact subscriberhelp.govdelivery.com. If you have questions or problems related to the IT accessibility of this message, please contact the OMES accessibility compliance representative at accessibility at omes.ok.gov. This service is provided to you at no charge by the Office of Management and Enterprise Services. ________________________________ This email was sent to smauck at osrhe.edu using GovDelivery, on behalf of: Office of Management and Enterprise Services * 2300 N. Lincoln Blvd. Room 122 * Oklahoma City, OK 73105 * (405) 521-2141 [Powered by GovDelivery] -------------- next part -------------- An HTML attachment was scrubbed... URL: From smauck at osrhe.edu Thu Feb 26 13:09:00 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Thu, 26 Feb 2015 19:09:00 +0000 Subject: [Cobo] FW: COBO Email In-Reply-To: <1ece6d7f66c4ee2eba1fec57f366e12b@mail.gmail.com> References: <1ece6d7f66c4ee2eba1fec57f366e12b@mail.gmail.com> Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D9D2E35@Drake.osrhe.edu> Please find a job opening for posting. From: Hurst, James Sent: Thursday, February 26, 2015 1:08 PM To: Mauck, Sheri Subject: COBO Email Sheri, Would you mind distributing this Position Opening to the COBO group? Thank you, James C. Hurst, CGFM Vice President of Business Operations Carl Albert State College 1507 S. McKenna Poteau, OK 74953 918-647-1320 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: V.P.-Bus-Operations-2015_basic.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 141791 bytes Desc: V.P.-Bus-Operations-2015_basic.docx URL: From smauck at osrhe.edu Thu Feb 26 15:06:53 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Thu, 26 Feb 2015 21:06:53 +0000 Subject: [Cobo] FW: March 4, 2014 Town Hall Meeting In-Reply-To: References: Message-ID: <9541CC96FE725944881EA71AEBEE19CF4D9D39E6@Drake.osrhe.edu> Reminder of next week's OMES Town Hall Meeting effecting Higher Education interfaces with OMES. Please have someone from your institution in attendance. From: Randall Maggard [mailto:Randall.Maggard at omes.ok.gov] Sent: Thursday, February 26, 2015 3:04 PM Subject: March 4, 2014 Town Hall Meeting On February 17, 2015, the following Project Encore notice was sent to notify agencies of the upcoming town hall meeting scheduled for March 4, 2015 from 1:30 to 3:30pm at the Concourse Theater in the Capitol complex. March 4th: This town hall meeting will focus on the voucher interface. State agencies that load miscellaneous and 7xx vouchers into PeopleSoft will want to attend this meeting. There is a standard PeopleSoft voucher load process that we will review at this meeting. This new process will require that vouchers be submitted in a new, streamlined format. We will eventually discontinue the current EDT layout. A revised voucher upload will be replacing the current Voucher from Remote Agency (VFRA) layout as part of obtaining the Hyperion statewide program code beginning July 1, 2015. This affects Higher Education institutions and the state agencies that upload vouchers. Since it is imperative that a financial and technical representative from each agency be present at the meeting, we are sending this email to you because your agency will be affected. If you have questions about the meeting, please send an email to patricia.garcia at omes.ok.gov. If you received the Project Encore meeting notice and planned to attend, we apologize for the additional email. If you did not receive the email and were unaware of the town hall meeting, click Sign up link to sign up for this and any other OMES notices that are appropriate for your job duties. Thanks, Patricia Garcia, CPA, CGFM Statewide Accounts Payable Manager Office of Management and Enterprise Services (405)522-6855 Phone (405)522-3383 Fax [cid:image006.png at 01D03EDD.FFC305D0] Sign up to receive email or wireless updates from OMES -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 15776 bytes Desc: image001.png URL: