Please complete your AGENCY Information in this section:
Department/Agency Name: Contact Name:
Agency Number(s): Contact Email Address:
(agency or personnel area) Contact Phone Number:
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Instructions for completing LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
The third column lists
the various job titles, This is the area your agency must
areas or functions your complete.
agency's employees are
currently performing. Enter the number of employees that
The second column outlines the various business processes related require training into the column of the
to the business area in the first column. You may have slightly city closest to them.
The first column describes
different job titles in
the particular business area.
If an employee performs ANY of these functions, they must be your agency that The numbers in each city will assist
counted in your agency's training estimates. perform the business LaGov in planning for the number of
funtions listed in the classes.
second column.
We will make every effort to minimize
Include those students your employees' travel.
in the training counts.
EXAMPLE of completed training estimates
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
• Create purchase orders for Goods/Services: Contract Officer
Purchase Order Processing • From a shopping cart Contract Manager
• From a RFx response Procurement Positions
• Direct Entry Purchasing Directors and
50 30 4 2 6 2
(Includes both Commodity • Change purchase orders Assistant Directors
and As-Is CFMS Contracts) • Assign additional (Adhoc) approvers to purchase orders
• Inquire on reports and displays necessary for business processes
If you have any questions regarding this request for information, please email: LaGov-ERP-Support@la.gov
Someone will contact you shortly in reply to your request.
10/22/2011 11:05 PM
page 2 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Purchasing & Contracts - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Requisitioning • Create shopping carts for goods and/or services
• Assign suppliers to shopping carts
Admin Coordinators
• Assign additional (Adhoc) approvers to shopping carts
(Requisitioners will not Clerical Personnel
• Inquire on reports and displays necessary for business processes
create RFx's, Contracts, or
Purchase Orders)
• Create RFx for:
• Contracts (agency terminology)
Contract Officers
RFx's (where x= ) • From a shopping cart for Goods/Services
Contract
• Direct Entry (Not associated with a Shopping Cart)
Managers
Request for Proposal • Change RFx
Procurement Positions
Request for Quotation • Evaluate Bid Responses
OFP&C Real
Request for Bid • Award RFx
Estate Officers
• Inquire on reports and displays necessary for business processes
• Create purchase orders for Goods/Services: Contract Officer
Purchase Order Processing • From a shopping cart Contract Manager
• From a RFx response Procurement Positions
• Direct Entry Purchasing Directors and
(Includes both Commodity • Change purchase orders Assistant Directors
and CFMS Contracts) • Assign additional (Adhoc) approvers to purchase orders
• Inquire on reports and displays necessary for business processes
• Create Goods Receipts and Service Entry Sheet
Goods Receipts /
• Inquire on reports and displays necessary for business processes Admin Coordinators
Service Entry Sheets
Clerical Personnel
Contracts (CFMS) Contract Officer
• Create / Change Contracts (Agency Term)
Contract Manager
• Inquire on reports and displays necessary for business processes
Procurement Positions
• LaGov training for grant agreements / contracts currently in CFMS
(Agency Contracts) Purchasing Directors and
Assistant Directors
Does not include Real Estate Contracts
(Grant Agreements /
Contracts)
10/22/2011 11:05 PM
page 3 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Purchasing & Contracts - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
• Approve or reject shopping carts, purchase orders and RFx Managers
• Add additional (adhoc) approvers Supervisors
Approvals
• Inquire on reports and displays necessary for business processes Individuals Determined by
• Approve / reject grant agreements Agency
• Create RFx for:
Contracts (Statewide & Agency Term)
From a shopping cart for Goods/Services
Direct Entry
• Change RFx State Purchasing Officers
Procurement • Create purchase orders: State Purchasing
From a shopping cart Managers
Restricted to Office of From a RFx response State Purchasing Assist.
State Purchasing Direct Entry Directors
• Change purchase orders State Purchasing Director
• Create Contracts (Statewide & Agency Term): Clerical / Administrative
From accepted RFx response staff who support
Direct Entry procurement functions
• Catalog Management
• Assign additional (Adhoc) approvers to purchase orders and RFx.
• Inquire on reports and displays
necessary for business processes
10/22/2011 11:05 PM
page 4 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Materials / Inventory & Warehouse - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Material Master - Global
• Create, extend and update Material Master Records Global information
for the State of Louisiana. Clerical
Restricted to DOA -
• Understanding of Material Master Records - including Plant and State Purchasing Officers
Centralized Work Group -
Warehouse Specific Information.
Office of State Purchasing
Inventory Requestor
• Inquire on Material Master records
Functionality restricted to • Inquire on inventory availability (Stock Overview)
Admin Coordinators
these pilot agencies: • Create Inventory Request via Requisitions
Clerical Personnel
• DOTD • Track requisitions via approval process
• DPS • Change requisitions prior to approval
• OSB Inventory Personnel
• Create and update Plant specific information required on the Material
Master Record
• Inquire on inventory status, stock overviews
• Create, change, process and monitor Inventory Goods Movements such
Inventory Operations as receipts, issues, stock transfers and transfer postings
• Create, change, display material batches
Stock Clerks
Functionality restricted to • Display, change, cancel material documents
Inventory
these pilot agencies: • Display reservations
Supervisors/Managers
• DOTD • Create, Enter, Process and Change Physical Inventory Documents
Warehouse Managers
• DPS • Reconcile Physical Inventory Counts
• OSB Inventory Personnel • Create, change, process and monitor MRP (Materials Replenishment
Planning) activities
• Execute, Display and Change Material Forecasting
• Create, Change, Process and Monitor Inventory to inventory transfers
(stock transports)
• Inquire on reports and displays necessary for Inventory Management
10/22/2011 11:05 PM
page 5 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Materials / Inventory & Warehouse - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
• Create and update Warehouse specific information required on the
Material Master Record
• Create, change and monitor Warehouse Storage Bin structure
Warehouse Management • Create, change, process and monitor Warehouse Goods Movements
documents such as outbound deliveries, transfer requirements, transfer
Functionality restricted to orders, pick lists, returns, bin to bin transfers Stock Clerks
these pilot agencies: • Inquire on inventory statuses, overview at bin level Warehouse Managers
• DOTD Warehouse • Create, change, process and monitor Warehouse Putaway and Picking
• DPS Warehouse strategies and bin replenishment strategies
• Create, enter, process and change Warehouse Physical Inventory
Documents
• Reconcile WM Physical Counts to Inventory Management Module
• Inquire on reports and displays necessary for Warehouse Management
10/22/2011 11:05 PM
page 6 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Plant & Fleet Maintenance - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Admin Coordinators
Maintenance/Pool Requests • Request building maintenance or vehicle repairs
• Request a Pooled Vehicle
Estimates below are from existing
legacy systems, and total estimates
include read-only access employees.
Please confirm estimates.
• Create and maintain Property Control Records for inventoried moveable Property Managers Fleet - 384
assets (includes Mobile) Fleet Managers Property - 420
Controlled Asset Tracking • Request personal assignment / home storage for State owned vehicles Total - 898
• Schedule and Approve Pooled Vehicle Requests
Property & Fleet Managers • Enter fleet and equipment usage data for tracking and reporting DOTD - 94
Maintenance Managers 50
Work Order Processing
Maintenance Superintends
Restricted to:
• Work order process for planning and scheduling maintenance Maintenance Supervisors DOTD - 50
• DOTD
operations from conception to financial settlement. Facility Managers
• DPS
Shop Foremen
• OSB
Admin Program Managers 30
• Editing and maintaining master data elements for equipment, functional Admin Coordinators
PM Master Data Admin Assistants DOTD - 120
locations, task lists, maintenance plans, bill of materials, and permits.
Elevator Inspectors 12
Elevator Compliance • External Elevator Inspection Contractor enters elevator inspection
(External)
Restricted to: deficiencies for state owned buildings
ORM Admin Coordinator
• ORM • Provides ORM and OSB the process for monitoring and ensuring
OSB Admin Coordinator
• OSB elevator compliance.
10/22/2011 11:05 PM
page 7 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Accounts Payable - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
• create, display, change, update, block and unblock vendor master
records
• mark vendor master records for deletion
• perform mass maintenance on vendor master records
Accounts Payable • modify, renumber, reprint and void vendor checks
• delete and reverse vendor check payments(s) and payment run(s)
OSRAP • createa check extractions
• delete cashing and extraction data
• generate payment program reports
• generate cash edit check failure reports
• generate available disvursement by MOF reports
• modify purchase order related invoices
• clear vendor
Accounts Payable -
• cancel invoice documents
Part 1: Overview
•
release blocked invoices
• reject park document
• enter, park, and post incoming invoices
• enter, park, and post incoming credit memos
• request, enter, post, and clear vendor down payment
• monitor and clear GR/IR (Goods Receipt/Invoice Receipt) account
****New accounting function****
Accounts Payable -
Part 2: Process Details
• display check information, payment document checks, check register,
and cashed checks report
• display and generate due date anaysis, open vendor items, changes to
vendor, and open down payments (advances) reports
10/22/2011 11:05 PM
page 8 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Accounts Receivable - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Accounts Receivable -
Part 1: Overview Online
Online course that provides overview of Accounts Receivable:
• create, change, delete invoices
Functionality piloted by:
• receive partial and full payments
• DOTD
• issue credit memos
• DPS
• approve invoices
• DOC
• generate reports and displays information for Accounts Receivable
• WLF
• Board of Ethics
NOTE: AR functionality integrates with grants and real estate
and any agency that works
processes
with Grants and Real Estate
processes
Accounts Receivable -
Part 2: Detailed Processes
• request new customers and/or changes to existing customer master data
Functionality piloted by:
• approve invoices
• DOTD
• manage debt through dunning
• DPS
• reclassifying debt
• DOC
• block customers from future receivables
• WLF
• Board of Ethics NOTE: AR functionality integrates with grants and real estate
and any agency that works processes
with Grants and Real Estate
processes
10/22/2011 11:05 PM
page 9 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Asset Accounting - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
• Create and maintain Asset Master Records and AMR sub numbers for
Capital Assets
• Lock an asset shell to prevent future acquisition postings
• View Equipment Master Records associated with the Asset Master
Record (AMR)
• View Real Estate Objects associated with the Asset Master Record
(AMR)
• Review General Ledger account balances relevant to capital assets for
depreciation areas 01 and 02
Accounting Capital Asset Agency finance staff
• Request worklist creation and mass changes (e.g. cost center and /or
Master Data, Transactions,
business area changes across multiple assets)
and Reports
Perform financial transactions against an asset (current and prior year
acquisitions, capital leases, transfers, sales, disposals)
• Transfer movable property assets to State Surplus
• Monitor debits, credits, and depreciation postings related to Capital
Asset general ledger accounts
• Monitor unposted assets
• Analyze revenue from retired assets
• Run reports on asset transactions and balances
• Request creation of sort variants for reports
OSRAP Systems
• Request and review Periodic Asset Postings Maintenance Estimated at about 20 employees,
• Request and review Depreciation Postings and including the systems maintenance area
• Analyze posted depreciation and run depreciation simulations Financial Reporting Staff of OSRAP (due to possible future role in
• Request a recalculation of depreciation values & Management AA functions).
• Initiate year end processing and fiscal year change for capital assets
• Review & monitor unposted assets
Capital Asset Processing
• Perform unplanned depreciation transactions for taking all remaining
(OSRAP only)
depreciation prior to retirement of depreciable assets
• Perform write up transactions for impairment losses
• Assign AMRs to appropriate Real Estate records
• Request and/or approve worklist creation and mass changes (e.g. cost
center and /or business area changes across multiple assets)
10/22/2011 11:05 PM
page 10 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Accounts Code Structure - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Finance Account Code Structure focusing on following elements:
• General Ledger
Financial Staff
Account Code Structure • Cost Centers & Internal Orders
Fiscal Staff
Web-based Overview • Funds, Funds Centers, Functional Areas, & Commitment Items
Procurement Staff
• Grants & WBS Elements
Finance Account Code Structure focusing on following elements:
Account Code Structure • General Ledger
• Cost Centers & Internal Orders
(more detailed info on these • Funds, Funds Centers, Functional Areas, & Commitment Items
processes) • Grants & WBS Elements
Restricted to those Same as above with these additional process-related concepts:
agencies requiring this • Fund Accounting
additional functionality • Bond Security & Redemption Fund
• Accounting for Escrow
10/22/2011 11:05 PM
page 11 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Controlling & Cost Allocation - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
• Controlling & Cost Allocation Master Data:
Cost Allocation • Cost Centers
• Statistical Internal Orders
Restricted to: • Statistical Key Figures
• DHH • Cost Elements
• DSS • Specific Controlling & Cost Allocation Transactions: Cost Allocation Accountant
• Display all master data
• LWC (DOL)
• Enter / Update Statistical Key Figures
• Display Cost Allocation cycles
• Any agency working with
• Education on entire cost allocation process
GRANT accounting
• Cost Allocation Closing schedule
processes
• Cost Allocation and general Controlling reporting
Statistical Internal Order • Creating and maintaining Statistical Internal Orders
Agency Accountants
Maintenance (online course) (i.e., Reporting Categories)
Creating and maintaining the following master data:
• Controlling:
• Cost Centers
• Statistical Internal Orders
• Cost Elements
• Funds Management:
Master Data Maintenance • Fund Centers OSRAP Master Data
• Funds Processors
Restricted to OSRAP • Commitment Items
• Functional Area
• Funded Program
• General Ledger
• General Ledger Accounts
• Business Areas
• Business Area attributes
10/22/2011 11:05 PM
page 12 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
General Ledger & Cash Mgmt - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Creating and processing G/L documents to record journal vouchers, IATs,
cash interfund loans, and revenue classification:
• Specific G/L transactions
• enter, park, change, display and post GL documents
• create and park G/L documents using a template
• enter, change, display, post and delete recurring G/L documents
General Accounting Accountants
• reverse G/L documents
• clear G/L accounts and reset cleared items
• enter and reverse accrual/deferral documents
• G/L Periods closing schedule
• G/L reports
• Cash Journal
• save/display/post/print
• Invoice
Imprest Account
• park/post Accountants
Management
• Generate Checks
• Reconciliation
• Month and Year End Closes
• G/L Reporting
General Ledger • For month and year end closes
• For CAFR preparation
Restricted to OSRAP • Census Bureau Files
• Vendor Payment Balancing
• Cash General Ledger Accounts
CM Master Data and Bank
• Bank Master Records
Reconciliation Processes
• House Bank and Account ID
• Electronic Bank Statement (IBS)
Restricted to STO
• Bank Reconciliation
10/22/2011 11:05 PM
page 13 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
General Ledger & Cash Mgmt - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Creating and processing G/L documents to record journal vouchers, IATs,
cash interfund loans, and revenue classification:
• Specific G/L transactions
• enter, park, change, display and post GL documents
• create and park G/L documents using a template
• enter, change, display, post and delete recurring G/L documents
General Accounting Accountants
• reverse G/L documents
• clear G/L accounts and reset cleared items
• enter and reverse accrual/deferral documents
• G/L Periods closing schedule
• G/L reports
• Cash Journal
• save/display/post/print
• Invoice
Imprest Account
• park/post Accountants
Management
• Generate Checks
• Reconciliation
• Month and Year End Closes
• G/L Reporting
General Ledger • For month and year end closes
• For CAFR preparation
Restricted to OSRAP • Census Bureau Files
• Vendor Payment Balancing
Investments, Debt, and • Generation of Cash Position and Liquidity Forecast reports
Interest Calculation • Processing of the custom transaction QED file
• Processing of the custom transaction MUN-EASE file
Restricted to STO • Maintenance of interest earning funds custom table
10/22/2011 11:05 PM
page 14 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Real Estate - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
• Create / Edit Business Entities (sites) All positions which
• Create / Edit Land records currently maintain
• Create / Edit Building records SLABS data.
• Create / Edit non-financial business partners
• Assign Business Partners to Real Estate Objects - DOTD real estate
• Define total occupiable space with buildings personnel who maintain
Real Estate Master Data • Assign building space to agencies data regarding Right-Of-
• Maintain insurance-relevant information on Real Estate objects Way land or non-SLABS
buildings.
- Agency Personnel with
statutory authority to
create land acquisition
contracts.
• Define the space occupied by state employees and / or moveable
property
• Create and Edit Real Estate Contracts (e.g., Acquisitions, Sales,
Demolition, Leases, Mineral and Timber sales,Conveyance Documents -
estimated at
SLO)
2 per agency, plus
Real Estate Resource • Terms and conditions
9 FPC
Management • Cash Flow
2 SLO
• Finanacial posting
4 ORM
• Contract amendments
• Invoicing
• Incoming Payment processing
• Vendor Payment processing
10/22/2011 11:05 PM
page 15 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Grants Management - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Sponsor/Business Partner
Agency personnel
Master Data
perfoming funcitons of
Online course that • Creating and maintaining master data related to Sponsor and Business
Departmental Grants
overviews this new Partner relationships
Administrator
functionality
Overview and specific knowledge of Grant Lifecycle
• Grant Master Data - which includes the Sponsor, Grant, Grant-
Sponsored Programs and Classes, WBS Elements, Funded Programs
and any other master data relevant to processing grants
• Maintains the grant lifecycle
• Processes Cost Sharing and Indirect costs
• automatic indirect cost calculation tool
• Resource Related Billing (Automatic Billing) and Manual Billing
• manually create customer invoices Grant Accountants
• process automatic biling program which automatically creates
Grants Management
customer invoices Grant Managers
• Grant Budgeting
Siginficant new funtionality
• spread the grant budget to the detail level Grant Program Managers
for all agencies
• mid-year budget processes such as Return, Supplement and
Transfers of grant budget Budget Managers
Users will also need to learn processes related to:
• clearing customer invoices (Accounts Receivable)
• setting up automatic cost sharing tool
10/22/2011 11:05 PM
page 16 of 16
BTR = Baton Rouge
NO = New Orleans AGENCIES:
SHV = Shreveport Complete these columns with
Grantor - LaGov Training Estimates MO = Monroe the Number of Employees per
ALX = Alexandria Location Preference for Classes
LC = Lake Charles
LaGov LaGov
Who may need training? BTR NO SHV MO ALX LC
Business Area Business Processes
Grantor Life-Cycle Create and maintain
Management • Business Partners (Applicants and Contact Persons) All agency personnel
• Grantor Program involved in administering
Limited to "pilot" agencies: • Applications Grantor Programs and
• DOTD • Agreements handling Agreement and
• DOE (non-eGMS) • Claims Claim financial
• LBOR, and transactions.
• OCD (LGAP & CWEF). • Processing Vendor and Employee data
OFSS performs all • Communicating Agency Grantor Program Org / Program Office
accounting functions for information to DOA / OIS.
LBOR and OCD - therefore,
their personnel will have to
be trained as well.
10/22/2011 11:05 PM