From smauck at osrhe.edu Mon May 4 11:20:03 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Mon, 4 May 2015 16:20:03 +0000 Subject: [Cobo] Tentative Agenda - Thursday, May 7, 2015 Message-ID: <9541CC96FE725944881EA71AEBEE19CF4DA7003B@Drake.osrhe.edu> Please find attached the tentative agenda for the Council of Business Officers' meeting. For those that might want to join by video conference, please complete the attached video conference form and return. You may have staff that want to hear the discussion especially on payroll conversion that may want to join by video. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: AGE00515.doc Type: application/msword Size: 42496 bytes Desc: AGE00515.doc URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: VideoConferenceForm.doc Type: application/msword Size: 43520 bytes Desc: VideoConferenceForm.doc URL: From smauck at osrhe.edu Tue May 19 08:58:35 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Tue, 19 May 2015 13:58:35 +0000 Subject: [Cobo] Mike's Retirement Invite - June 2, 2015 Message-ID: <9541CC96FE725944881EA71AEBEE19CF4DA9E115@Drake.osrhe.edu> [cid:image001.jpg at 01D09211.FC548040] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 82564 bytes Desc: image001.jpg URL: From smauck at osrhe.edu Tue May 19 13:57:11 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Tue, 19 May 2015 18:57:11 +0000 Subject: [Cobo] FW: FY16 Budget Agreement In-Reply-To: <794AE9EC20FE884E9B3488FEDA9A39A35FD178E7@Drake.osrhe.edu> References: <04A8951A98F471429444BFBA57D49B2C5EBDBAC9@Drake.osrhe.edu> <794AE9EC20FE884E9B3488FEDA9A39A35FD178E7@Drake.osrhe.edu> Message-ID: <9541CC96FE725944881EA71AEBEE19CF4DA9F479@Drake.osrhe.edu> From: Johnson, Dr. Glen Sent: Tuesday, May 19, 2015 1:37 PM Subject: FY16 Budget Agreement OKLAHOMA STATE REGENTS FOR HIGHER EDUCATION Memo To: State Regents Presidents Legislative Network From: Chancellor Glen D. Johnson Date: Tuesday, May 19, 2015 Subject: FY16 Budget Agreement We have been advised by legislative leadership that the Governor and the Legislature have reached an agreement on the FY'16 total state budget. The total appropriation for the state system of higher education will be $963,412,106, with no higher education revolving funds being accessed. The higher education funding amount consists of the following: 1. Funding our debt service request of an additional $8,592,620. The additional funding represents a 16.2 percent increase in the total debt service allocation. This is the only appropriation item in the higher education budget that did not receive a decrease. 2. Funding decreases of 3.5 percent (a total reduction of $32,703,799) are programmed for all other appropriation items in the higher education budget, including institutions, financial aid programs, State Regents agency operations, etc. 3. Thus, the additional $8.6 million for debt service and the reduction of 3.5 percent for all other allocations in our higher education budget results in a cumulative reduction to the state system of higher education of 2.44 percent or $24,111,179. The final agreement for higher education's FY'16 budget reflects the hard work and perseverance each of you have shown during the 2015 legislative session. More importantly, your effective communication to the Governor and our legislative members during these last three weeks concerning the vital importance of higher education to the State and to your respective communities has made a significant difference in this final budget agreement. Within these last three weeks, our collective efforts in communicating with the budget negotiators reduced our budget cut from 5 percent to 3.5 percent and ensured that our debt service request is fully funded at $8.6 million. I would like to extend my sincere appreciation and thanks to our State Regents, Governing Board Regents, Presidents, members of the Legislative Network, State Regents' staff and members of the higher education community who have worked diligently and cooperatively during this very difficult budget year. Thanks again. Glen Glen D. Johnson Chancellor Oklahoma State Regents for Higher Education 655 Research Parkway, Suite 200 Oklahoma City, Oklahoma 73104 405.225.9122 gjohnson at osrhe.edu [cid:image001.jpg at 01D09238.CF95A8A0] [cid:image002.png at 01D09238.CF95A8A0] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 2706 bytes Desc: image001.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.png Type: image/png Size: 6849 bytes Desc: image002.png URL: From smauck at osrhe.edu Wed May 20 11:18:50 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Wed, 20 May 2015 16:18:50 +0000 Subject: [Cobo] FW: Survey Update, Training Schedule, Budget Work Sessions In-Reply-To: <17450465.325@info.omes.ok.gov> References: <17450465.325@info.omes.ok.gov> Message-ID: <9541CC96FE725944881EA71AEBEE19CF4DAA1472@Drake.osrhe.edu> Reminder of OMES work sessions for both your budget entry and annual capital master plan available to your institutions if you are needing help. From: Office of Management and Enterprise Services [mailto:servicedesk at info.omes.ok.gov] Sent: Tuesday, April 28, 2015 3:20 PM To: Mauck, Sheri Subject: Survey Update, Training Schedule, Budget Work Sessions Having trouble viewing this email? View it as a Web page. | [Bookmark and Share] | Subscribe ENCORE Survey - We have gotten several questions and lots of input since we released the ENCORE survey last week. We will be making some modifications to it and reposting it to the website at a later date. Stay tuned and apologies for the confusion. But, as always, we will try our best to be responsive to suggestions during this process. If you have a contract with OMES Agency Business Services (ABS) for Budget Work Program and/or Budget Request data entry into Hyperion, please coordinate with your ABS technician prior to filling out the ENCORE Survey. Your responses on the survey will directly affect information that they have entered into the system. Hyperion Instructor Led Training will be offered during the month of May according to the following schedule. This training is for new users or users that were not able to participate training last fall. May 5, 8, 11 & 19 9 a.m. - 3 p.m., Covering HCP and Line Items with a Focus on BWP Preparation Will Rogers Building, Room C-06 We would encourage current users who have already been to training to take advantage of the Budget Work Sessions that will be held in May and June. We are hosting several "come and go" budget work sessions during the months of May and June to provide technical assistance to agencies as they enter their information into Hyperion. During May, the sessions will be focused solely on capital outlay requests and the June sessions will be for both capital outlay and operating budget requests. At the sessions, you will be able to enter your FY-2017 capital requests and/or FY-2016 budgets and budget analysts will be available to assist you with any questions. Capital Outlay Only Work Session Schedule When: Wednesday, May 20, 9 a.m.- noon.; 1:30- 4:30 p.m. Thursday, May 21, 9 a.m.- noon; 1:30 - 4:30 p.m. Wednesday, May 27, 9 a.m.- noon; 1:30 - 4:30 p.m. Thursday, May 28, 9 a.m.- noon; 1:30 p.m. - 4:30 p.m. Where: Will Rogers Building, Room C-06. Visitor parking is located in the middle of the west parking lot. Budget Work Program & Capital Outlay Work Session Schedule June 2 - 5; 9 a.m. - 4:30 p.m., Will Rogers Building, Room C-06 June 8, 10 & 11, 9 a.m. - 4:30 p.m., Will Rogers Building, Room C-06 June 15 - 19 - 9 a.m. - 4:30 p.m., Jim Thorpe Computer Lab June 22 - 26, 9 a.m. - 4:30 p.m., Will Rogers Building, Room C-06 June 29 - July 2, 9 a.m. - 4:30 p.m., Will Rogers Building, Room C-06 Registration Protocol: Contact your OMES Budget Analyst to register. Make sure you have an user ID/password for Hyperion- Form 301EPLAN - on this page: Business Application Services (CORE) Security Forms. Make sure to check the "Capital Improvement Plan (CIP) Planner", "Line Item (LI) Planner" and/or "Human Capital (HCP) Planner" boxes, as appropriate to ensure you get proper access to the system. A new statewide program code has been added to the statewide list under the Healthy Citizens & Strong Families goal and Prevention topic. The new program is: A0103 Chronic Disease and refers to the efforts that the State of Oklahoma is making to help reduce the number of Oklahomans whose health is affected by chronic diseases. A complete list of statewide program codes and descriptions can be found at: http://www.ok.gov/OSF/documents/ProgramCodeListWithDescriptions.xlsx ________________________________ 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 May 28 08:06:51 2015 From: smauck at osrhe.edu (Mauck, Sheri) Date: Thu, 28 May 2015 13:06:51 +0000 Subject: [Cobo] FW: Program Code Chartfields In-Reply-To: References: <17470590.1773@info.omes.ok.gov> <9541CC96FE725944881EA71AEBEE19CF4DAAF216@Drake.osrhe.edu> <9541CC96FE725944881EA71AEBEE19CF4DAB056E@Drake.osrhe.edu> Message-ID: <9541CC96FE725944881EA71AEBEE19CF4DAB2CDF@Drake.osrhe.edu> From: Patricia Garcia [mailto:Patricia.Garcia at omes.ok.gov] Sent: Thursday, May 28, 2015 8:02 AM To: Mauck, Sheri Cc: Paliotta, Amanda; Steve Wilson; John Didier; Danny Fitzpatrick; Lisa McKeithan Subject: RE: Program Code Chartfields Sheri, Will you issue this communication on your list serv? Voucher Interface Update During our town hall meeting on March 9, 2015, we informed agencies using the voucher interface that it would be replaced by July 1, 2015 as part of our project to implement the new program code. We also provided the attached proposed layout and stated that OMES was yet to have internal discussions regarding the banking information columns 43 - 45 and that the layout could change. Because of a higher priority development request, the rollout of the new voucher interface will be delayed for most agencies. When OMES realized it would not have the new layout ready for agencies by July 1, we made changes to the existing interface to populate the program code without intervention from the agencies. Higher Ed claims will populate with C0103. OMES is expected to test the new voucher interface internally the first week of June and then expand the testing to five pilot agencies. The final layout will be published shortly thereafter. We can inform you that columns 43 - 45 will be removed, and we are also leaning towards removing column 6, Gross_Amt, and will sum the Monetary_Amount in column 11 for each amount on a claim to compute gross amount. Once testing is completed, we will be working with and providing training for each agency to implement the new interface. We will continue to issue updates as we progress. Thanks, Patricia Garcia, CPA, CGFM Statewide Accounts Payable Manager Office of Management and Enterprise Services patricia.garcia at omes.ok.gov (405)522-6855 Phone (405)521-3383 Fax [cid:image006.png at 01D03EDD.FFC305D0] From: Mauck, Sheri [mailto:smauck at osrhe.edu] Sent: Tuesday, May 26, 2015 5:20 PM To: Patricia Garcia; Lisa McKeithan Cc: Paliotta, Amanda; Steve Wilson; John Didier; Danny Fitzpatrick Subject: RE: Program Code Chartfields Ok, thanks. Keep us in the loop. We can also communicate through our list serv to the institutions. From: Patricia Garcia [mailto:Patricia.Garcia at omes.ok.gov] Sent: Tuesday, May 26, 2015 5:14 PM To: Mauck, Sheri; Lisa McKeithan Cc: Paliotta, Amanda; Steve Wilson; John Didier; Danny Fitzpatrick Subject: RE: Program Code Chartfields Sheri, When we realized we would not have the new layout ready for agencies by July 1, we made changes to the existing interface to populate the program code without intervention from the institutions. Our developer has been tasked with providing revisions to the new layout so that we can begin testing internally on June 1. I have not issued communications because I was not sure of dates and changes to the proposed layout and hoped to have a round of testing before I did issue a statement. I will submit a general communication tomorrow to let agencies know where we are at this time and will provide updates as we go. My plan is to test internally and then use Regents, UCO, EOSC, and NSU as pilots. Hopefully the testing will go well on both sides and we can implement all institutions shortly after the new fiscal year. Thanks, Patricia Garcia, CPA, CGFM Statewide Accounts Payable Manager Office of Management and Enterprise Services patricia.garcia at omes.ok.gov (405)522-6855 Phone (405)521-3383 Fax [cid:image006.png at 01D03EDD.FFC305D0] From: Mauck, Sheri [mailto:smauck at osrhe.edu] Sent: Tuesday, May 26, 2015 4:16 PM To: Patricia Garcia; Lisa McKeithan Cc: Paliotta, Amanda Subject: FW: Program Code Chartfields I realize that the PO information will not apply to Higher Education, however, how does this message reconcile with the information provided last week to Ricky Steele regarding the delay of the file layout for inclusion of the new codes on the expenditure side? Are you planning to release any updates to our institutions on the delayed file? Please let me know if we need to discuss. Thanks. From: Office of Management and Enterprise Services [mailto:servicedesk at info.omes.ok.gov] Sent: Tuesday, May 26, 2015 11:13 AM To: Mauck, Sheri Subject: Program Code Chartfields Having trouble viewing this email? View it as a Web page. | [Bookmark and Share] | Subscribe 26 May 2015 1110 HRS Program Code Under the leadership of Governor Mary Fallin and her Cabinet, the state has charted its strategy by crafting five statewide goals and underlying statewide programs. These programs cut across agency and cabinet areas and generally include the efforts of more than one agency to achieve defined objectives. Oklahoma has defined cross-agency strategic priorities and set high-level performance objectives to measure its success. A statewide program is defined as collaborative efforts by state government which span across cabinets, agencies and departments. Each statewide program contains multiple strategic objectives that include baselines and targets focused on measuring progress and promoting continuous improvement in state government. There are approximately 50 statewide programs that have been created from the state's new strategic framework within the five statewide goals. For more information on the Statewide Goal Initiative please visit http://www.ok.gov/okstatestat/. Effective July 1, 2015, the program code chartfield is required on all PeopleSoft transactions. This additional chartfield will be available on Human Capital Management (HCM) employee position/department budgeting, accounts payable vouchers, requisitions, purchase orders and accounts receivable deposits. Requisitions and purchase orders created in FY16 must include the program code chartfield. Any change orders to FY15 purchase orders will also require the program code to be added to the distribution line after July 1, 2015. However, no program (program code 'NP000') is a valid code available, if necessary. If you have personalized your screen to hide unused chartfields then this field may not appear. You will have to reconfigure your setup to see the new field. The program code is now available so you may begin using the program code for all your FY16 purchases. An example of a purchase order with the additional chartfield is attached. If you have further questions regarding requisitions or purchase orders, contact Central Purchasing, Florian Giza at 405-522-3428. For additional information on program codes or to see a list of program codes and descriptions please visit the Project ENCORE website - http://www.ok.gov/OSF/Project_ENCORE/Training_Materials/Town_Hall_Trainings.html. If you have any questions about program codes used by your agency, please contact your agency budget analyst. See attachments. * sample.docx * ProgramCodeListWithDescriptions.xlsx ________________________________ 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 State of Oklahoma 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: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 15776 bytes Desc: image001.png URL: