[Cobo] FW: Program Code Chartfields

Thu May 28 08:06:51 CDT 2015

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<mailto:patricia.garcia at omes.ok.gov>
(405)522-6855 Phone
(405)521-3383 Fax
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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<mailto: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

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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/<http://links.govdelivery.com:80/track?type=click&enid=ZWFzPTEmbWFpbGluZ2lkPTIwMTUwNTI2LjQ1MjkyNzIxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE1MDUyNi40NTI5MjcyMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3NDcwNTkwJmVtYWlsaWQ9c21hdWNrQG9zcmhlLmVkdSZ1c2VyaWQ9c21hdWNrQG9zcmhlLmVkdSZmbD0mZXh0cmE9TXVsdGl2YXJpYXRlSWQ9JiYm&&&103&&&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<http://links.govdelivery.com:80/track?type=click&enid=ZWFzPTEmbWFpbGluZ2lkPTIwMTUwNTI2LjQ1MjkyNzIxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE1MDUyNi40NTI5MjcyMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3NDcwNTkwJmVtYWlsaWQ9c21hdWNrQG9zcmhlLmVkdSZ1c2VyaWQ9c21hdWNrQG9zcmhlLmVkdSZmbD0mZXh0cmE9TXVsdGl2YXJpYXRlSWQ9JiYm&&&104&&&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<http://links.govdelivery.com:80/track?type=click&enid=ZWFzPTEmbWFpbGluZ2lkPTIwMTUwNTI2LjQ1MjkyNzIxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE1MDUyNi40NTI5MjcyMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3NDcwNTkwJmVtYWlsaWQ9c21hdWNrQG9zcmhlLmVkdSZ1c2VyaWQ9c21hdWNrQG9zcmhlLmVkdSZmbD0mZXh0cmE9TXVsdGl2YXJpYXRlSWQ9JiYm&&&105&&&http://content.govdelivery.com/attachments/OKOMES/2015/05/26/file_attachments/393250/sample.docx>
  *   ProgramCodeListWithDescriptions.xlsx<http://links.govdelivery.com:80/track?type=click&enid=ZWFzPTEmbWFpbGluZ2lkPTIwMTUwNTI2LjQ1MjkyNzIxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE1MDUyNi40NTI5MjcyMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3NDcwNTkwJmVtYWlsaWQ9c21hdWNrQG9zcmhlLmVkdSZ1c2VyaWQ9c21hdWNrQG9zcmhlLmVkdSZmbD0mZXh0cmE9TXVsdGl2YXJpYXRlSWQ9JiYm&&&106&&&http://content.govdelivery.com/attachments/OKOMES/2015/05/26/file_attachments/393251/ProgramCodeListWithDescriptions.xlsx>

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