Cardinal Project Page 1 of 10

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1 Cardinal Project Page 1 of 10 Functional Design CATEGORY Inbound Interface ITSM INCIDENT# N/A APPLICATION OVERVIEW In Cardinal, expense reports are used to track expenses for reimbursement to employees. Expense processing involves processing travel authorizations, cash advances, and expense reports within Cardinal. The Expense Reports sub-process includes the creation, approval, and posting of expense reports as well as the deletion and closing. This design details the creation of an Expense Report Upload interface that allows the system to interface expense reports created from agency systems into Cardinal. Interfacing agencies can create expense reports within their agency systems, the agency can subsequently create an Expense Report Upload file that contains expense report data to interface into Cardinal. An Expense Report Upload interface will be created to load expense reports from the Expense Report Upload file into a Component Interface. A basic validation of the required fields is done by the interface program prior to loading the expense report staging tables. If any of the required fields are missing or if any of the populated values are invalid, those records will not be inserted to the expense report staging tables. For expense reports that have been successfully loaded into the expense report staging tables, the interface will load those records into a Component Interface that will create and submit the expense reports in Cardinal. If Pre-Audit approvals are required, the expense reports will be submitted to Expense workflow; otherwise the expense reports will be submitted as Approved. The interface program will generate the Expense Report Error Report (Design X-Ref AP989: Expense Report Error Report), which displays all of the exceptions and also provides a summary of the records inserted into the expense report tables. The error report will also have a section that displays expense reports that could not be submitted in Cardinal through the Component Interface. Supported Business Processes Expense Processing Description This interface uploads non-payroll and non-cash advance payment requests for your agency s employees. Purpose / Use This interface will be used by interfacing agencies. This interface will be used to load expense report data sent to Cardinal by the agencies. Processing Overview Create a new run control page, Application Engine and Component Interface which will perform the following activities. 1. The user generates an Expense Report Upload file nightly through the agency system. Last Saved: 12/3/2014 Page 1 of 10

2 Cardinal Project Page 2 of The file is moved to the correct location using the FTP architecture for processing by the interface program. 3. The new application engine interface program will process the file. 4. The run control page for the interface program will have the following run control option: o Submitting GL Business Unit: The Application Engine will be run for each of the GL Business Units entered on the run control page. The list of Business Units (agencies) represents the agencies from which the interface will look to process a file from. 5. The file contains control information, header information, detail information and accounting distributions for each interfacing agency expense report. 6. Agencies will send an agency specific identifier as the Cardinal Expense Report ID in the interface file. The Expense Report ID sent in the interface file must be unique. The Expense Report ID will consist of a 3 digit agency code plus the 7 digit agency system value (e.g. VIT ). 7. The following values are defaulted by the Application Engine o Expense Report Header Field SHEET_STATUS SHEET_TYPE BUSINESS_PURPOSE ACCOUNTING_DT OPRID_ENTERED_BY Value PND R (Other) Defaulted based on system configuration Defaulted to Placeholder Operator ID which will be defined during Security Build o Expense Report Line Field Value EXPENSE_TYPE INTC TXN_CURRENCY_CD USD EXPEND_MTHD CHK BILL_CODE_EX BIL DESCR254 Interfaced Expense Report o Expense Report Distribution Field Value TXN_CURRENCY_CD USD 8. The Expense Report Upload program is run in batch to process the file. 9. A basic validation/pre-edit of the required expense report fields is done by the interface program. If any of the required fields are missing or if any field values are invalid, those records will not be inserted to the staging tables. Combination Edits will also be checked at this time for the accounting distribution line(s). Transactions with invalid combinations will be rejected. 10. They will be reported to the exception report. The fields that are validated include GL Business Unit, EmplID, Expense Type, Payment Type and distribution line Chartfields. If the GL Business unit on the distribution line does not match the Employee s Agency GL Business Unit, then the Expense Report will be rejected. The rows that fail the validations will be populated in a custom table (V_EXPN_ERR_TBL) and will then be reported in the exception report. The V_EXPN_ERR_TBL table will identify which field(s) had an error for a given expense report and a description of the error. The interface will also populate the Total Expense Report Count in a custom table (V_EXPN_CNT_TBL) so that the agency can use the exception report to cross reference between how many expense reports were checked by the interface and how many did not pass validation. Last Saved: 12/3/2014 Page 2 of 10

3 Cardinal Project Page 3 of In addition to required fields, the upload process will also compare the sheet ID from the file against the approval history table (EX_APRVL_HIST). This is the only table that retains an entry even after an Expense Report is deleted. If a match is found, then that expense report will be rejected. 12. The interface program loads the expense reports from the Expense Report Upload file into the custom expense report staging tables based on the GL Business Unit(s) defined on the run control page. o PS_V_EX_HD_STG o PS_V_EX_LN_STG o PS_V_EX_DS_STG 13. Expense reports which pass the pre-edits are loaded into the Component Interface. 14. Upon loading the expense reports, the Component Interface will create, save and submit the expense reports in Cardinal. o o o If there is an error from the business validations of the expense report that was not caught by the interface program, the expense report will be saved and left in Pending status for the agency to correct the expense report. These expense reports will be listed on the Expense Report Error Report. The Component Interface will post the error into the V_EXPN_ERR_TBL table with the error description if the Component Interface attempts to submit the expense report and is not routed to the Save Confirmation page. After the error is populated in the error table, the Component Interface will save the expense report. If there are no errors from the business validations of the expense report and if Pre-Audit approvals are required, the expense report will be submitted to Expense workflow. If there are no errors from the business validations of the expense report and if Pre-Audit approvals are not required, the expense report will be submitted as Approved status. 15. The interface will assign a placeholder operator ID for the user who entered the expense report. This operator ID will be defined during security build. 16. Once the interface program runs, the Expense Report Error Report is created (Design X- Ref AP989: Expense Report Error Report). The exception report will have the standard COVA heading. It will report all the records rejected during the load into the staging tables with the reason for exception. The report will display errors regarding invalid field values and missing required fields, such as GL Business Unit, EmplID, Expense Type, Payment Type and distribution line Chartfields. The control totals for the number of records inserted into the staging tables and rejected will be present at the end of the same exception report. The error report will also have a section that displays expense reports that could not be submitted through the Component Interface. 17. The user will correct the exceptions found on the exception report. If the exception involves an expense report that was rejecting during the load into the staging tables, the user will generate a new Expense Report Upload file through the agency system for the rejected expense reports. If the exception involves an expense report that could not be submitted through the Component Interface, the user or the assigned proxy will log into Cardinal to correct or delete the expense reports that were saved in Pending status. 18. Submitted expenses reports are budget checked either ad-hoc or during the nightly batch Budget Check process (EX_BCHK_ALL). The Budget Check process will automatically run if an expense report is denied or returned to the employee for corrections or revisions. If an expense report is denied or returned to the employee, the employee s assigned proxy will be responsible for correcting the expense report. Last Saved: 12/3/2014 Page 3 of 10

4 Cardinal Project Page 4 of Once an expense report is successfully budget checked and approved, the expense report accounting entries are posted and expense data is staged for AP Pay Cycle to select for payment through the nightly Expense Transaction Processing Application Engine process (EX_TRAN_PRCS). IMPACTED OBJECT INVENTORY AND DESCRIPTION IMPACTED OBJECTS Please refer to the Impacted Objects section of the technical design below for a full list of impacted objects related to this work unit RELATED LEGACY OBJECTS In CARS, 37 agencies send batch type 2s in the CARS Interface Transactions (ACT185D) Load. This will be replaced by the Expense Report Upload interface in Cardinal. However, we will verify which agencies will use the interface based on the selections in Agency Task 12. The following agencies use batch type 2s in CARS today: Parent Agency Parent Agency Name Number SUPREME COURT 111 VIRGINIA STATE BAR 117 DEPARTMENT OF EMERGENCY MANAGEMENT 127 AUDITOR OF PUBLIC ACCOUNTS 133 VIRGINIA INFORMATION TECHNOLOGIES AGENCY 136 DEPARTMENT OF MOTOR VEHICLES 154 DEPARTMENT OF STATE POLICE 156 VIRGINIA RETIREMENT SYSTEM 158 DEPT OF HOUSING & COMMUNITY DEVELOPMENT 165 STATE CORPORATION COMMISSION 171 STATE LOTTERY DEPARTMENT 172 VIRGINIA COLLEGE SAVINGS PLAN 174 DEPARTMENT OF LABOR AND INDUSTRY 181 VIRGINIA EMPLOYMENT COMMISSION 182 DEPARTMENT OF GENERAL SERVICES 194 DEPT OF CONSERVATION AND RECREATION 199 DEPT OF EDUC-CENTRAL OFFICE OPERATIONS 201 VIRGINIA MILITARY INSTITUTE 211 VIRGINIA STATE UNIVERSITY 212 NORFOLK STATE UNIVERSITY 213 LONGWOOD UNIVERSITY 214 CHRISTOPHER NEWPORT UNIVERSITY 242 VIRGINIA COMMUNITY COLLEGE SYSTEM 260 DEPARTMENT OF AGING AND REHABILITATIVE SERVICES 262 DEPT OF AGRICULTURE & CONSUMER SERVICES 301 Last Saved: 12/3/2014 Page 4 of 10

5 Cardinal Project Page 5 of 10 DEPARTMENT OF GAME AND INLAND FISHERIES 403 DEPT OF MINES, MINERALS AND ENERGY 409 JAMESTOWN-YORKTOWN FOUNDATION 425 DEPARTMENT OF ENVIRONMENTAL QUALITY 440 DEPT OF RAIL AND PUBLIC TRANSPORTATION 505 DEPARTMENT OF HEALTH 601 DEPT OF MEDICAL ASSISTANCE SERVICES 602 DEPT OF BEHAVIORAL HEALTH & DEVELOPMENTAL SERVICES 720 DEPARTMENT OF SOCIAL SERVICES 765 DEPT OF CORRECTIONS-CENTRAL ACTVITIES 799 DEPARTMENT OF VETERANS SERVICES 912 DEPT OF ALCOHOLIC BEVERAGE CONTROL 999 ASSUMPTIONS The design for this interface may need to be modified when additional PeopleSoft modules or additional business processes are implemented statewide in the future. Expense Reports created for interfacing agencies will not be associated with a Cardinal Travel Authorization request. Interfacing agencies do not store details on their expense transactions other than the appropriate distributions. There will only be one expense header and one expense line per transaction. All interfacing agency expense reports will be created with an Expense Type of INTC. A file may contain transactions for more than one GL Business Unit. The interfacing agencies will have the ability enter expense reports online directly within Cardinal instead of through the interface program. This may occur due to emergency expense processing needs. Expense reports loaded via this interface will have all necessary agency-level approvals prior to being sent to Cardinal. Cash advance reconciliation will be done the same way it is done for cash advances entered online. Last Saved: 12/3/2014 Page 5 of 10

6 Cardinal Project Page 6 of 10 APPLICATION FLOW DIAGRAM Create Expense Report file for Cardinal Inbound File Agency System C C Yes Yes V_AP968_I NT (N) Errors? No A B Errors? No D V_EX_HD_STG (N) V_EX_LN_STG (N) V_EX_DS_STG (N) EX_SHEET_HDR (V) EX_SHEET_LINE (V) EX_SHEET_DIST (V) EX_SHEET_ADV (V) A Staging Tables V_AP968_C I (N) Expense Tables B V_EX_ERROR_LN (N) V_EX_TOTAL_COUNT (N) C Error Tables Expense Report Error Report (N) D Budget Check (V) Errors Yes Agency User Corrects Online No Type M - Modify N - New V - Vanilla EX_TRAN_P RCS (V) CARDINAL Last Saved: 12/3/2014 Page 6 of 10

7 Cardinal Project Page 7 of 10 FILE PROCESSING The file processing details can be found in the file processing section of the technical design. RTM CROSS-REFERENCE This modification satisfies the following requirements: AP.968 The System shall provide the ability to receive Expense Report transaction from agencies CONVERSION IMPACT This modification has the following conversion impacts: Employees will need to be converted from agency systems into Cardinal before this upload can run. (Design X-Ref AP984 - Employee Conversion). Employees being converted through the Employee Conversion will have a proxy assigned to them through the program. CONFIGURATION IMPACT This modification has the following configuration impacts: Create an Expense Type of INTC for interfacing agency expense reports (Design X-Ref CAP042 Expense Type). This Expense Type will leverage the configuration of the Other Employee Reimbursements (OTHREMP) Expense Type. CHANGE MANAGEMENT IMPACT This modification has the following change management impacts: Users from interfacing agencies will need to be trained to resend any expense reports that were rejected by the interface. Users from interfacing agencies will need to be trained to correct errors on expense reports that were saved with Pending status in Cardinal and enter Expense Reports online in emergency situations. Interfacing agencies will need to assign proxies for employee profiles that are created online. When interfacing agencies enter expense reports online, they will be trained to enter Other Employee Reimbursements (OTHREMP) if they need to enter an expense report without entering these details. These expense reports will be routed for agency approval through workflow. To assist in the reconciliation effort, it is recommended agencies follow a batch numbering scheme for batches entered directly to CARS once they have moved to Cardinal. The Cardinal CARS interface uses batch numbers Batches entered directly to CARS by agencies should use batch numbers to prevent duplicate batch number issues and to assist in identifying transactions entered directly to CARS. Interfacing Agencies will have to be notified that the Sheet ID sent in the interface file should be unique and should not belong to a deleted Expense Report SECURITY / SENSITIVE DATA IMPACT This modification has the following security / sensitive data impacts: Security needs to be defined for batch users to be able to run the program. Users from interfacing agencies will have the Expenses Employee role in Cardinal. Proxies for employees will need to be configured in order to capture the user responsible for expense report corrections and modifications. The proxy determines who has access to the transaction online. Last Saved: 12/3/2014 Page 7 of 10

8 Cardinal Project Page 8 of 10 Proxies will have to be maintained by the interfacing agencies. No sensitive data should be transmitted in this interface Interfaced expense reports will use a placeholder operator ID for the user who created the expense report. This user ID will be defined during security build. TECHNICAL IMPACT This modification has the following technical impacts: Since using a Component Interface to create expense reports will impact performance, the Application Engine will re-instantiate the Component Interface after several iterations of creating expense reports in order to clear the cache and improve performance. BATCH IMPACT This modification has the following batch impacts: Expense Report Upload job (New) Add interfacing agency GL Business Units to the run control, list of agencies TBD o This should be a Daily batch job o Each interfacing agency will have its own Run Control ID and will each process one file, which allows Cardinal to process multiple expense report files simultaneously. RELATED WORK UNITS This modification is related to the following work units: Design X-Ref AP970 Expense Report Extract. The Expense Report Extract will extract expense reports created as a result of the Expense Report Upload and transmit that data to the corresponding agency systems. Design X-Ref AP989 Expense Report Error Report. The Expense Report Error Report will be created as an output of the Expense Report Upload interface process. It will display errors regarding missing required fields, such as GL Business Unit, EmplID, Expense Type, Payment Type and distribution line Chartfields. The error report will also have a section that displays expense reports that could not be submitted after being successfully loaded into Cardinal. TESTING SCENARIOS # Description Run the interface with a file that does not have any missing or invalid values and will 1 also pass business validations (e.g., valid ChartField combinations). Verify that those rows create submitted expense reports in Cardinal. Run the interface with a file that has rows with missing or invalid values. Verify that 2 those rows are not loaded into the appropriate staging tables. Run the interface with a file that does not have any missing or invalid values, but has 4 rows with invalid ChartField combinations. Verify that those rows are loaded into the expense report tables but are set to Pending status due to failing the combination edits. Run the interface with an empty file. The interface should abend giving a message that 5 no data exists in the file. Run the interface with an expense report that requires approvals and one that does not. The expense report that requires approvals should go through Expense workflow after 6 being successfully submitted in Cardinal while the expense report that does not require approval has an Approved status after being successfully submitted in Cardinal. Last Saved: 12/3/2014 Page 8 of 10

9 Cardinal Project Page 9 of # Description Run the interface for an expense report whose distribution GL Business Unit does not match the employee s Agency GL Business Unit. Verify that the Expense Report is rejected. Run the interface for an expense report that was previously deleted. Verify that the expense report is rejected. Last Saved: 12/3/2014 Page 9 of 10

10 Cardinal Project Page 10 of 10 AP Expense Report Upload - DRAFT FD_AP968 OPEN ISSUES # Phase Issue Owner Response 1 FD Expense BU Limitations (Issue #30) Margaret Hunter/Donna Brown Survey that contains questions which will provide information on this has been distributed to the agencies. 2 FD Expense reports that are submitted with Expense Type INTC will not go through Expense Workflow. What measures can be taken to prevent users from creating expense reports online with this Expense Type? (Issue #67) Margaret Hunter/Donna Brown Online agencies will use the expense workflow setup under the STATE SetID which will not include a refinement template to bypass approval when INTC is used. The refinement template will only apply to the TREAS setup used by interfacing agencies. Assumption was made during design that approval of interface agency transactions will be received in the agency's source system. Interfacing agencies will receive an extract for data reconciliation. 3 FD Will interfacing agencies provide the proxy value in the file or will the Expense Report Upload determine the proxy based on the EmplID? 4 FD An agency can submit expense reports on behalf of other agencies and so there is a need to group expense report extracts by the parent agency that submitted the report rather than the agency for which it was submitted 5 TD 10/24/13: During the Build phase, this design needs to be updated in order to use the new BU security roll-up tree. Margaret Hunter/Donna Brown Application Leads Mike Thompson The interface will assign the proxy (EX_EE_AUTH_TBL.AUTHORIZED_OP RID) with the maximum SYNCID (EX_EE_AUTH_TBL.SYNCID) as the user who entered the expense report (EX_SHEET_HDR.OPRID_ENTERED_ BY). The option of a Business Unit roll up tree is being considered whereby the run control will be altered to pass the tree node so it can run for all business units in that node. Each node will have a parent node reflecting the parent agency. Added BU security tree at build time. Note: The Open Issues section should be used by the technical designer to track open issues. This can also be used to track items that come up in peer review. Prior to going to inspection review all items should be addressed and grayed out. Last Saved: 12/3/2014 Page 10 of 10