State Accounting Office 2021 Updates: Modernization Project Details
Discover the latest updates from the State Accounting Office, including the NextGen Enterprise Resource Planning (ERP) modernization project, leadership introductions, system upgrades, and more. Stay informed about the ongoing efforts to automate processes, enhance usability, and streamline data reporting.
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State Accounting Office 2021 Updates September 20, 2021
SAO Leadership State Accounting Officer, Ms. Gerlda B. Hines Ms. Barbara Rosenke-Sweeney TeamWorks Ms. Kris W. Martins Statewide Reporting Ms. Kelly C. Dudley Shared Services
TeamWorks: NextGen ERP What is NextGen? The next generation of our TeamWorks system; an Enterprise Resource Planning (ERP) modernization project. What is an ERP? It s the software that organizations use to manage day-to- day business activities. GA will include: Financials, Human Resources, Asset Management, Procurement, Grants & Contracts, Reporting and more. What is the State s Goal? To modernize our existing system, automate processes, improve & enhance usability, reduce disparate systems, and streamline data reporting.
TeamWorks: NextGen ERP When should we expect to have a new system? This is a multi-year project, which will involve many resources from various agencies. Where are we now? RFI was issued on 09/07/2021 to explore which vendors provide a cloud- based SaaS software system. We will be reviewing products and the degree of configuration, customization, etc. required to meet business needs. Currently gathering recommendations on software implementation approaches; 250 state employees had the opportunity to give input into use cases. Some of the next steps in the RFI are to evaluate vendor responses, review vendor demos, and test drive the system in a lab environment. Ready to be on the SME Team?
TeamWorks & Other Systems Did your agencies forget? 3rd Party Systems Memo 05/17/18
TeamWorks Highlights PeopleSoft Upgrade Manager (PUM) Upgrade Project TeamWorks system upgrade that allows for a cumulative set of updates periodically, so instead of doing a major upgrade every so many years, there are more frequent, but less robust, changes done via PUMs. o Good news! More pages will be available on phones and tablets (fluid) upon completion of the PUMs for HCM. o Users should not be significantly impacted. Time and Labor 50 agencies currently using the system! Integrates with TeamWorks Payroll Automates & Streamlines the time sheeting process Included in your current TeamWorks billings Interested? Contact Feloy.Gibbs@sao.ga.gov
TeamWorks CSC: #1 Question What is the #1 question that comes into the Customer Service Center? 47.2% 47.2% Password Resets Password Resets 40,882 CSC Calls in FY2021 40,882 CSC Calls in FY2021 19,303 Password Resets 19,303 Password Resets Resetting Your Own Password Save time no call to CSC Increase data security for the user and for the State How Can You Help? Ask staff to set-up their security questions in BOTH FSCM and HCM (and remember the answers!) Locked out? Reset password using security questions. Instructions: https://sao.georgia.gov/security-resources/security-self- service
TeamWorks Project Requests SPRC https://sao.georgia.gov/teamworks/customer-service-center/teamworks-service-level-objective
Shared Services Travel Updated Travel Policy New enterprise monitoring software Role of the agency liaisons Vendor Management Vendor Form within TeamWorks for efficiency and data security De-Activation of Vendors is a recurring system task IRS behind on new TIN/EIN numbers Beware of fraud! Payroll Shared Services 26 agencies and over 14,000 employees paid by PYSS 3 more expected to onboard in FY22 Accounting Shared Services 4 organizations Targeting small agencies losing accounting staff through attrition Miscellaneous: Final Wages and Beneficiaries, Out-of-State Employees
StateWide Accounting and Reporting What is the ACFR? It s the CAFR s New Name Annual Comprehensive Financial Report Agency move reminders BCR reminders Year-end Forms any feedback on the Direct Entry method used for the Appropriations Receivable form? SWCAP DHHS Approved Plan Status: FY 2018 SWCAP (based on actual expenditures for the fiscal year ended June 30, 2016) Unfortunately we do not have any way to speed up the DHHS approvals
StateWide Accounting and Reporting GFOA Certificate Likely not going to receive our 9th Certificate of Achievement for Excellence in Financial Reporting award from the Government Finance Officers Association (GFOA) for the FY2021 ACFR Disclaimer of opinion due as DOAA was unable to obtain sufficient appropriate audit evidence to provide a basis for an audit opinion on the Unemployment Compensation Fund and on Business-Type Activities Key to this is YOUR DATA MATTERS! Administrative Keep your agency finance contact info up-to-date with SAO: https://sao.georgia.gov/statewide-reporting GAAP Update by Trey Scott of Mauldin and Jenkins GASB 96: SBITA - Will require significant agency input
