System Updates and Resolutions

Actions Units Need to Take

Track incomplete transactions (July 5, 2017)

There are incomplete transactions for:

  • Payroll, payables, Banner, Student Accounts Receivable, FAMs, and Pinnacle interface issues
  • Scholarchip and clinical trials revenue
  • Billing and cash receipts on grants
  • SWRJs and CISFs
  • Procurement transactions not yet posted

Steps you can take:

  • Run queries provided to understand costs booked to projects and general ledger
  • Manage projects to budgeted amounts
  • Process SWRJ/CISF in a timely manner

Track inaccurate transactions and balances (July 5, 2017)

There are inaccurate transactions and balances for:

  • Accounting from sub-ledgers to general ledger post-go live
  • Balances in general ledger and Projects from conversion
  • Post-go live transactions / balances from SLA rules
  • Payroll suspense amounts that have not been reconciled
  • Interface suspense amounts

Steps you can take:

  • Monitor suspense accounts for balances

Report duplicate payments made for non-converted, closed purchase orders (July 5, 2017)

If you identify a duplicate payment, send an email titled, “Duplicate Payment” to Accounts Payable at accountspayable@finance.rutgers.edu, and provide the invoice number(s) and explanation.

Test and use reports and queries (July 5, 2017)

Some reports have inaccurate or incomplete data, do not work properly, or are complex queries that require multiple reports. We are taking the following steps to provide reporting tools for you:

  • Short-term (weeks): more details in the existing queries
  • Medium-term (Sept.): build more custom reports
  • Long-term (TBD): Work with Oracle to provide reports and screens with better information for administrators and faculty

Steps you can take:

  • The interim solution for reports to sponsoring agencies, and actual available balances is to run queries, which report only what is in the system
  • Test and use reports and queries, and provide feedback on issues and improvements
  • Follow guidance on how best to use reports and other functions to manage finances
  • The “Commitments” report in the 505 dashboard shows encumbrances. Payroll encumbrances are not live yet, and there have been issues with Accounts Payable invoices relieving the encumbrances – these are not reporting issues. Report these as transaction problems and send specific examples to the project team so they can be addressed.
  • Contact uco@finance.rutgers.edu with feedback

Resources

Support finalizing award set up, with no compliance hold (July 5, 2017)

  • Continue to complete compliance tasks (IRB and IACUC protocol submission, COI, updated budgets)

Correct expense adjustments to correct conversions (July 5, 2017)

  • Central corrections have been completed. Contact your GCA accountant if conversion expenses have not been corrected appropriately.

Budget, revenue and demographics adjustments to correct conversions (July 5, 2017)

Cash applications for grants, contracts and clinical trials (July 5, 2017)

  • Review unapplied cash to identify payments for clinical trials
  • Submit clinical trial invoices submitted by the department to gcainvoice@ored.rutgers.edu

Process awards with multiple PIs (July 5, 2017)

Incorrect default chart of accounts segment values for expense reports (Apr. 18, 2017)

  • Override default values with correct general ledger and Project strings
  • For expense reports that have been submitted, do a regular journal entry or a Project cost transaction (Project-to-Project, general ledger-to-Project, or Project-to-general ledger)

Internal Purchase Order (IPO) credits applied to a default account (Apr. 18, 2017)

  • If you have not received IPO credits, run OTBI query, “IPO Invoices and Payments” report and contact Controller’s office to ensure the IPO process is working credits have been reclassified to your accounts
  • If a credit needs to be recorded to a project, do a general ledger-to-Projects entry. This will need to be done on an ongoing basis.

 

Actions being Taken by Central Administration

Manage incomplete transactions (July 5, 2017)

There are incomplete transactions for:

  • Payroll, payables, Banner, Student Accounts Receivable, FAMs, and Pinnacle interface issues
  • Scholarchip and clinical trials revenue
  • Billing and cash receipts on grants
  • SWRJs and CISFs
  • Procurement transactions not yet posted

Steps we are taking:

  • We have posted nearly all transactions from the source file to the general ledger
  • Ongoing review of all integrations and suspense transactions
  • Reconcile and correct conversion and transactional errors in preparation for financial statement and governmental audits

Manage inaccurate transactions and balances (July 5, 2017)

There are inaccurate transactions and balances for:

  • Accounting from sub-ledgers to general ledger post-go live
  • Balances in general ledger and Projects from conversion
  • Post-go live transactions / balances from SLA rules
  • Payroll suspense amounts that have not been reconciled
  • Interface suspense amounts

Steps we are taking:

  • Hosted Webinars to explain reclassification entries
  • Monthly reclassifications will continue
  • Continue to process and correct transactions in Project sub-ledger and general ledger

Reconcile duplicate payments made through emergency process; made for non-converted, closed purchase orders (July 5, 2017)

  • Resolve remaining invoice issues and reconcile payments

Correct reports and queries (July 5, 2017)

Some reports have inaccurate or incomplete data, do not work properly, or are complex queries that require multiple reports. We are taking the following steps to provide reporting tools for you:

  • Short-term (weeks): more details in the existing queries
  • Medium-term (Sept.): build more custom reports
  • Long-term (TBD): Work with Oracle to provide reports and screens with better information for administrators and faculty

Steps we are taking:

  • Continue to develop, test, and rollout reports and queries
  • Provide guidance on how best to use reports and other functions to manage finances
  • Gather and incorporate feedback from units

Finalize set-up for awards with no compliance hold to < 15 business days (July 5, 2017)

  • Huron is reviewing and collecting the current backlog to allow targeting reviews, and facilitating process improvements to expedite review. eCOI data issue corrected to reduce requests for eCOI actions on continuing awards. The use of Google Docs allows ORSP and GCA to coordinate and track awards as we move through the set up process.
  • The target date for 15 business day turn around is early August.

Budget, revenue and demographic adjustments to correct conversion (July 5, 2017)

  • Grant end date corrections are complete. GCA and Huron have begun the process of “Project Review,” with the goals to: reconcile and make each project “whole”; and allow GCA to move forward using Oracle and its delivered services/functionality. This will take several months to complete. After an award is set-up, units need to complete an approver form.

Cash applied for grants, contracts and clinical trials (July 5, 2017)

  • The target date to complete this effort is Fall 2017.

Discretionary accounts (July 5, 2017)

  • September 30, 2016 conversion corrections for Non-Sponsored Designated or Discretionary project account balances will be complete by FY17 close (July 7 target date).
  • RBHS Discretionary accounts remain in GCA, and as conversion review occurs, these will be cleaned up and moved to the Controller's Office. New funds will be set up in the Controller's Office. After Projects are closed as Sponsored, the balance will be transitioned to a new account under the Controller's Office.

Availability of expense report management mobile app

  • The mobile app is planned for release in 2017.