Statewide Financial System

(1)

(2)

Statewide Financial System 2

Agenda

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Objectives

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Credit Card Administrator (CCA) Roles and Responsibilities

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Credit Card Overview

 Card Data and Employee’s Wallet in the SFS  Reconciliation

 Correcting Errors

 Assigning Proxies / Default Accounting Distribution  Reports

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Support Scripts / Scenarios

 Impacts of data maintenance

 Employee Data relationships and timing concerns  Roles in support process, particularly Tier 1 support

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Agency Coordination / Upcoming Training / Go-Live Planning

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Reference Materials (Appendix A)

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Objectives

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Educate and confirm with the Credit Card Administrator (CCA) their

responsibilities related to the SFS Program.

 Identify coordination needs with other administrative roles.

 Provide CCAs with detailed information about the other administrative roles (Employee Data, Security, and Workflow Administrators are

addressed in separate workshops).  Walk through support scripts/scenarios



Enable agencies to validate their staff assignments for CCA

NOTE: Only Phase 1 Agencies and Future Phase Agencies using

credit card reconciliation in the SFS need to have a CCA

(4)

Credit Card

Administrator

Role in the SFS

(5)

Credit Card Administrator

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Maintain Employee Credit Card Data

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Assign Procurement Card (P-Card) Proxies

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Maintain default distribution for P-cards

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Monitors un-reconciled transactions

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Notify P-card and T-card holders for timely reconciliation

o Run un-reconciled P-card statement reports

(6)

Recommended Processes

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Stays up-to-date on Control Agency Credit Card policies and

procedures

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Agency handles credit card issues between Citibank and card user

Coordination:

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Agency Security Administrator (ASA) informs the CCA when

P-Card proxies should be added / removed

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Tracks if an employee’s transactions have cleared when they are

leaving a P-Card role

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CCA ensures the Card holder has reconciled all existing charges

before EDA reassigns an employee’s supervisor

(7)

Credit Card

Overview

(8)

Credit Card Overview

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The credit card administrator has access to confidential credit card

information for users across the state

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There are no role segregation restrictions on users who have the

Credit Card Administrator role

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Cardholder Profile –

Navigation: Home>Purchasing>Procurement Cards>Definitions>Cardholder Profile  This is the area that CCA will use to associate the card to Employee/proxies

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Corporate Card Information in the SFS

Navigation: Travel and Expense > Manage Employee Information > Update Profile > Search for Employee

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View Employee’s Wallet in the SFS

(15)

Transaction Reconciliation

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T-Card transactions are reconciled when a transaction is selected

from ‘My Wallet’ and associated to an Expense Report.

 Creating Expense Reports using ‘My Wallet’:

o http://www.sfs.ny.gov/jobAids/jobaids/JAA-TE205-005.doc

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P-Card transactions are reconciled through the P-Card reconciliation

pages

(16)

Responsibilities

P-card

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If a Card holder / reconciler / approver’s responsibility in the agency

changes:

 The CCA must ensure the Card holder / approver has reconciled the charges that are currently pending approval

 If the approver / reconciler is changing, then the CCA must ensure that a new approver / reconciler is assigned to the credit card

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There needs to be at least one reconciler and one approver per card

at all times

(17)

P-Card Error file

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The Credit Card administrator will not have access to the Display

Unmasked Card number checkbox

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The Employee ID and Name fields will not be displayed when cards

have not been assigned to employees (This information will not be

sent from Citibank)

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Correcting Errors – Steps involved

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Check if the employee exists

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If yes:

 Go to Card holder’s profile and associate the card to employee

 Once the association is made and saved, the next time the Process - Load Statement process runs, any outstanding transactions that are in the error file for this card will now be automatically processed into the system and be available for reconciliation.

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If no:

 Work with the EDA / ASA to have the employee/security setup  Add the card

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Support Scripts /

Scenarios

(24)

Administrator Coordination

Credit Card Data

Workflow

Security Employee

(25)

Support Scripts/Scenarios and

Admin Coordination

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Each of the following support scripts/scenarios require coordination

with other Agency Administrators. For all scenarios, the ASA is

assumed to be the coordinator of activities:

ASA WFA EDA CCA

New Hire X X X

Internal transfer

(change in supervisor)

X X X X

Transfer from other agency (external BU)

X X X X

Employee Separation X X X X

Employee goes on leave X X

Document in workflow is inaccessible (support)

X X

Card holder / Proxy cannot see transactions to reconcile

(26)

Support Scripts / Scenarios

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#1 – New Hire

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#2 – Internal Transfer (Change in Supervisor)

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#3 – Transfer between BUs

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#4 – Employee Leaves the Agency

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#5 – Card holder / Proxy cannot see

(27)

Employee New Hire

• Employee is hired

• Employee is made aware of

Tier 0 resources from User

Support Liaison / Super User: •User Support Materials

•Role Mapping Handbook

•Business Process Rollout Materials

•Job Aids, if applicable (e.g. AP Voucher Approval

Workflow)

•Training Courses

Tier 0

Agency HR Department

communicates new hire to ASA coordinates with EDA any

additional Employee Data updates

ASA

• Identifies the needed role

assignments and completes the SFS Security Form and submits the form to SFS Security

• Communicates credentials to end user and notifies EDA of assignment.

EDA

• Communicates to CCA if new employee is a card holder

CCA

• Assigns card to user

Tier 1

• SFS Security processes the forms and creates the system access as

requested • SFS Security

communicates to the ASA the id’s and passwords once the forms submitted have been processed.

(28)

New Hire Example

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Janet Doe is hired by the SFS and will now take over as System

Supervisor* for 2 Employees

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Upon her hire the following would occur:

 ASA and EDA would receive notice from their internal Agency HR process

 ASA submits a form to the SFS to create their system access and assign Supervisor roles

 ASA coordinates with the EDA that changes are required to Janet Doe’s assigned employees

 EDA updates the assigned employee’s user information to reflect Janet Doe as their new supervisor

 EDA communicates to the ASA that the requested Employee Data updates have been made

 EDA communicates to the CCA if the new employee is a card holder

 CCA Assigns card to user

(29)

Support Scripts / Scenarios

 #1 – New Hire

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#2 – Internal Transfer (Change in Supervisor)

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#3 – Transfer between BUs

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#4 – Employee Leaves the Agency

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#5 – Card holder / Proxy cannot see

(30)

Internal Transfer (change in Supervisor)

• Employee accepts a change in job position within their current Agency

• Paperwork is submitted to

Support Liaison / Super User:

•User Support Materials

•Job Aids, if applicable (e.g. AP Voucher Approval Workflow)

•Training Courses

Tier 0

• Communicates change to ASA

ASA

• Completes the SFS Security Form noting the change of access and submits the form to

SFS Security

• Performs an analysis to see if other SFS changes are needed due to the change, e.g.

Supervisor or Buyer Manager updates in Employee Data, role change needs for other staff members, etc.

EDA

• Has to work with CCA to find out if any charges have to be approved by the prior

Supervisor

Tier 1

ASA

• Processes the form and contacts the EDA

informing them of the employee’s supervisor change

EDA

• Updates the Employee Profile with changes in Supervisor, Buyer

Manager, Official Station, Chart of Account, and the employees that he / she supervises, if applicable. • Has to work with CCA to

find out if any charges have to be approved by the prior Supervisor

(31)

Support Scripts / Scenarios

 #1 – New Hire

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#2 – Internal Transfer (Change in Supervisor)

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#3 – Transfer between BUs

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#4 – Employee Leaves the Agency

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#5 – Card holder / Proxy cannot see

(32)

Employee changes (Transfer Between BUs)

• Employee accepts a transfer to a new position in a

different agency

• Transfer paperwork is submitted to Agency HR Department

Support Liaison / Super User: •User Support Materials

•Job Aids, if applicable (e.g. AP Voucher Approval

Workflow)

•Training Courses

Tier 0

• Communicates change to ASA

ASA

• Completes the SFS Security Form noting the account to be changed and submits the form to SFS Security

• Does an analysis to see if other SFS changes are needed due to the change, e.g. Supervisor or Buyer Mgr updates in Employee Data, role change needs for other staff members, etc.

EDA

• Has to work with CCA to find out if any charges have to be approved by the prior

Supervisor

Tier 1

• SFS Security processes the forms received for the changes and updates the system access as

requested

• Communicates to the

Agency Security

Administrator once the

forms submitted have been processed.

(33)

Transfer Between BUs Example

 Mary Murphy is an SFS System user Agency 1 and a Supervisor for 4 Employees  Mary Murphy accepts a transfer to Agency 2

 Upon her transfer the following would occur:

 ASA would receive notice from their internal Agency HR process

 Agency A ASA submits a form to SFS to remove Mary’s system access

 Coordinate with Agency Workflow Administrator to ensure Mary’s has acted upon her work list items

 Submits additional forms for Mary’s replacement as needed

 Agency A ASA updates Employee Data Admin for needed Supervisor updates

 Agency B ASA submits a new form for Mary’s SFS System access for Agency 2

 Agency A CCA should update the expiration date on the credit card.

 All charges should be reconciled before the employee’s transferred. CCA must assign a proxy if the employee is traveling up until day of transfer.

 Do not delete card

(34)

Support Scripts / Scenarios

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#1 – New Hire

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#2 – Internal Transfer (Change in Supervisor)

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#3 – Transfer between BUs

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#4 – Employee Leaves the Agency

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#5 – Card holder / Proxy cannot see

(35)

Employee leaves the agency (separation)

• Employee Resigns and submits resignation to Agency HR Department

Tier 0

Agency HR Department • communicates separation to ASA ASA

• Completes the SFS Security Form noting the account to be inactivated and submits the form to SFS Security

• Does analysis to see if other SFS changes are needed due to the offboard, e.g. Supervisor or Buyer Mgr updates in

Employee Data, role change needs for other staff members, etc

EDA

• Works with CCA to find out if any charges have to be approved by the prior Supervisor

Tier 1

• SFS Security processes the forms received for the separation and the

existing employee

changes and creates the system access as

requested

• Communicates to the

ASA the id’s and

passwords once the forms submitted have been processed.

(36)

Separation Example (Supervisor / PO Supervisor)

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Susan Doe is an SFS System Supervisor and Buyer Manager for 5

Employees

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Susan Doe resigns from her Agency position

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Upon her resignation the following would occur:

 ASA would receive notice from their internal Agency HR process

 ASA submits a form to SFS to terminate Susan’s system access

 ASA reviews who else at their agency currently has the roles previously assigned to the separated employee

 ASA submits any necessary role change forms for existing staff to ensure workflow is not impacted moving forward

 ASA communicates to the EDA the 5 employees, which now need to be assigned a new Supervisor and Buyer Manager in their Organizational / Buyer Manager Data

 EDA needs to update employees’ data

 EDA works with CCA to find out if any charges have to be approved by the prior Supervisor

(37)

Support Scripts / Scenarios

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#1 – New Hire

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#2 – Internal Transfer (Change in Supervisor)

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#3 – Transfer between BUs

 #4 – Employee Leaves the Agency

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#5 – Card holder / Proxy cannot see

(38)

Tier 0 Resources:

• SFS Navigation 101 User Productivity Course

• Paying a Credit Card Job Aid

• PCard Lifecycle Job Aid

• TCard Lifecycle Job Aid

Tier 0

CCA

• Validates card has been assigned to user

• If the card was not assigned, add the card to the employee’s profile • If the card was assigned, verify the

assignment of Proxies (P-card) • If the Proxy assignment was

correct then determine when the transaction occurred in the Citibank Portal

• If transaction is not found in Citibank Portal, work with

Citibank to resolve the issue of the missing transaction

• If the transaction is found in the Citibank Portal, the CCA obtains the transaction reference number and posting / statement date • Contacts the SFS Help Desk with

transaction information

Tier 1

• SFS Help Desk will open an incident and provide the incident number to the CCA

• Once resolved, CCA will be notified and should follow-up with the card holder / proxy

Tier 2

Card holder / Proxy cannot see transactions

to reconcile

(39)

Agency

Coordination /

Upcoming

(40)

Agency Coordination



CCA will be notified to monitor transactions of employee transfers so

the Credit Card role can be removed from

their profile upon the last

transaction processed



ASA or WFA will notify the EDA when current employee information

needs to be updated, including Supervisor and Buyer Manager



Receive role assignment inquiries and requests for Role Updates

from the WFA in troubleshooting workflow routing problems

 Timing is key: delays in notifications could cause workflow problems

 Agency Go-Live Planning: know who in your organization fills each

of the Agency liaison roles and the time commitment associated with

supporting this role

(41)

Preparing for Go-Live

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The SFS Program is loading users and user roles into the SFS

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Access to the SFS for the EDA to make updates will be provided

before Go-Live

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The ASA and EDA must coordinate and communicate role updates

(Security Form) and employee changes (Employee Profile in the

SFS) to one another to ensure that workflow is not hindered

(42)

Training Curriculum and Job Aids

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CCA role-specific Training courses will be offered at a later date

 Agency administrators will receive additional information regarding timelines and instructions as they become available

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CCA role-specific Job Aids will be available on the SFS web site

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Travel and Expense Module Job Aids and Online Courses available

on the Training web pages:

 http://www.sfs.ny.gov/training/jobAidsandReferenceMaterials.htm  http://www.sfs.ny.gov/training/trainingCourses.htm



P-Card and T-Card Job Aids are available in the Job Aids database

at: http://www.sfs.ny.gov/jobAids/job_aid.html

(43)

Q & A

Q: What is the difference between the SFS Credit Card Administrator

and the Citibank Program Administrator? Are they the same person?

A: Not necessarily; it is recommended that they are the same person

but that is up to the Agency to determine.

Q: How often will the statement information load from Citibank for

P-card and Travel P-card?

A: Daily statements are not loaded into the SFS. Payment to Citibank

will be processed in the AP module.

(44)

Questions?

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Questions can be e-mailed to [email protected]

(45)

Your participation is invaluable to the success of the SFS!

(46)

Tier 1 Level

Support

(47)

User Support Tiers

Self - Service Tier 0 Basic Support Tier 1 Incident Management More Complex Support Tier 2 Complex Hardware, Software Support; Change Governance Tier 3 Vendor Referral Tier 4 If n o t r es o lv ed, th en If n o t r es o lv ed, th en If n o t r es o lv ed, th en If n o t r es o lv ed, th en

(48)

Agency Security Administrator (ASA)

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Role and responsibilities:

 Submit Security Forms to the SFS Security Team / Help Desk to add, change and remove access roles for Agency SFS users

 Communicate with and support other Agency Administrators as needed, e.g. Employee Data, Workflow and Credit Card Administrators

 Request Role assignment updates based on staff movement within your agency

 Knowledge source for current Agency Role Assignments and Role Definitions due to the Security Forms

 Receive / process inquires on role assignment from Workflow, EDA and Credit Card Administrators

(49)

Agency Workflow Administrator (WFA)

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Roles and Responsibilities:

 View document approval status

 Point of contact for routing workflow requests

 Investigate root causes of recurring re-route requests

 Report to EDAs and ASAs any observed role or organizational data update needs.

Submit Agency workflow re-route requests

 Develop and maintain a communications stream with your Finance Office

 Validate backlogs in Workflow approver queues at the document level  Communicate workflow role change needs to the Agency Security

Administrator

 Coordinate to Supervisor, Buyer Manager, and other employee information to the EDA, so workflow is not hindered

(50)

Agency Report Administrator (ARA)



Role and Responsibilities:

 Selects reports to be utilized by their Agency  Assigns report distribution to Agency personnel  Ability to schedule reports

 Familiar with legacy reports and Agency business processes  Familiar with ad-hoc reporting requirements for the Agency  Familiar with Agency report retention requirements

 Responsible for review of the SFS Report Catalog and selection of PeopleSoft reports that will be scheduled for the Agency

 Responsible for maintenance of the PeopleSoft report distribution  Able to understand the best method to meet Agency requirements via

(51)

Agency Employee Data Administrator (EDA)



Roles and Responsibilities:

 Maintain employee data  Maintain Travel Proxies

 View and Maintain Employee Supervisor Data

 View and Maintain Employee Buyer Manager (Purchasing [PO] Supervisor) Data

 Maintain and update User Default Data

 Maintain and update Employee Travel Proxy Assignments  Maintain and update Requester and Buyer Defaults

 EDA communication is needed in order to update fields related to organizational data such as Department, Supervisor, and Proxy