Statewide Financial System

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2 Agenda Objectives Credit Card Administrator (CCA) Roles and Responsibilities Credit Card Overview Card Data and Employee s Wallet in the SFS Reconciliation Correcting Errors Assigning Proxies / Default Accounting Distribution Reports Support Scripts / Scenarios Impacts of data maintenance Employee Data relationships and timing concerns Roles in support process, particularly Tier 1 support Agency Coordination / Upcoming Training / Go-Live Planning Reference Materials (Appendix A) 2

3 Objectives 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 3

4 Credit Card Administrator Role in the SFS 4

5 Credit Card Administrator Maintain Employee Credit Card Data Assign Procurement Card (P-Card) Proxies Maintain default distribution for P-cards Monitors un-reconciled transactions Notify P-card and T-card holders for timely reconciliation o o Run un-reconciled P-card statement reports Run T-card transaction aging report 5

6 Recommended Processes Stays up-to-date on Control Agency Credit Card policies and procedures Agency handles credit card issues between Citibank and card user Coordination: Agency Security Administrator (ASA) informs the CCA when P- Card proxies should be added / removed Tracks if an employee s transactions have cleared when they are leaving a P-Card role CCA ensures the Card holder has reconciled all existing charges before EDA reassigns an employee s supervisor 6

7 Credit Card Overview 7

8 Credit Card Overview The credit card administrator has access to confidential credit card information for users across the state There are no role segregation restrictions on users who have the Credit Card Administrator role 8

9 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 9

10 Card Data: Credit Limits in the SFS 10

11 Assign Proxies in the SFS 11

12 Default Accounting Distribution in the SFS 12

13 Corporate Card Information in the SFS Navigation: Travel and Expense > Manage Employee Information > Update Profile > Search for Employee 13

14 View Employee s Wallet in the SFS Navigation: Travel and Expenses > Central Entry > Wallet Transactions 14

15 Transaction Reconciliation 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 P-Card transactions are reconciled through the P-Card reconciliation pages 15

16 Responsibilities P-card 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 There needs to be at least one reconciler and one approver per card at all times 16

17 P-Card Error file The Credit Card administrator will not have access to the Display Unmasked Card number checkbox 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) 17

18 P-Card Error file in the SFS 18

19 Correcting Errors Steps involved Check if the employee exists If yes: If no: 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. Work with the EDA / ASA to have the employee/security setup Add the card Add Reconciler / Approver Proxies 19

20 Corporate Card Report in the SFS 20

21 Travel Card Aging Report in the SFS 21

22 T-Card Error File 22

23 Support Scripts / Scenarios 23

24 Administrator Coordination Credit Card Data Employee Data Workflow Security 24

25 Support Scripts/Scenarios and Admin Coordination 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) Transfer from other agency (external BU) X X X X X X X X Employee Separation X X X X Employee goes on leave X X Document in workflow is inaccessible (support) Card holder / Proxy cannot see transactions to reconcile X X 25

26 Support Scripts / Scenarios #1 New Hire #2 Internal Transfer (Change in Supervisor) #3 Transfer between BUs #4 Employee Leaves the Agency #5 Card holder / Proxy cannot see transactions to reconcile 26

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 Tier 1 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 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. Tier 2 27

28 New Hire Example Janet Doe is hired by the SFS and will now take over as System Supervisor* for 2 Employees 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 *System Supervisor may not be HR / Personnel Supervisor 28

30 Internal Transfer (change in Supervisor) Tier 1 Employee accepts a change in job position within their current Agency Paperwork is submitted to Agency HR Department 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 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 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 30

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 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 Tier 1 Agency HR Department 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 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. Tier 2 32

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 Make sure someone is assigned to reconcile the outstanding charges. 33

35 Employee leaves the agency (separation) Employee Resigns and submits resignation to Agency HR Department Tier 0 Tier 1 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 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. Tier 2 35

36 Separation Example (Supervisor / PO Supervisor) Susan Doe is an SFS System Supervisor and Buyer Manager for 5 Employees Susan Doe resigns from her Agency position 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 36

38 Card holder / Proxy cannot see transactions to reconcile 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 Tier 1 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 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 38

39 Agency Coordination / Upcoming Training 39

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 40

41 Preparing for Go-Live The SFS Program is loading users and user roles into the SFS Access to the SFS for the EDA to make updates will be provided before Go-Live 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 41

42 Training Curriculum and Job Aids 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 CCA role-specific Job Aids will be available on the SFS web site Travel and Expense Module Job Aids and Online Courses available on the Training web pages: P-Card and T-Card Job Aids are available in the Job Aids database at: 42

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 card? A: Daily statements are not loaded into the SFS. Payment to Citibank will be processed in the AP module. 43

44 Questions? Questions can be ed to Please include ATTN: CCA Workshop in the subject line 44

45 Your participation is invaluable to the success of the SFS! 45

46 Tier 1 Level Support 46

47 If not resolved, then If not resolved, then If not resolved, then If not resolved, then User Support Tiers Agency Agency SFS SFS SFS/Vendors Self - Service Basic Support Incident Management More Complex Support Complex Hardware, Software Support; Change Governance Vendor Referral Tier 0 Tier 1 Tier 2 Tier 3 Tier 4 47

48 Agency Security Administrator (ASA) 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 48

49 Agency Workflow Administrator (WFA) 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 49

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 available reporting toolsets / inqury 50

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 51