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					                                                                                Questions from Index Cards
   Session            Last Name       First Name                 Agency                                     Question Type                                                    Answer

Orientation    Clarke             Lawrence           Office of Children and Family     Relationships (accounting) exist between state ‗agencies‘   Interface issues will be discussed by the CAS
                                                     Services                          such as Research Foundation of SUNY and CUNY which          Stakeholders Workgroup. Agencies will be provided as
                                                                                       are not part of state ―OSC‖ family but are funded in part   much notification and information as possible. See the
                                                                                       by State agency funds. How will their accounting            FOCAS Project Timeline
                                                                                       systems interface with state systems?

Orientation    Clarke             Lawrence           Office of Children and Family     Are there certain pieces of info that every agency‘s        Interface issues will be discussed by the CAS
                                                     Services                          ―automated accounting system must have?? What are           Stakeholders Workgroup. Agencies will be provided as
                                                                                       they?? Will each state agency have to have the same         much notification and information as possible. See the
                                                                                       technological operations? Will some agencies have to        FOCAS Project Timeline
                                                                                       change their accounting system technologies??

Orientation    Anonymous          Anonymous          Unknown                           Given how today the Federal Government accepts CAS          This questions will be discussed at the FOCAS
                                                                                       data for Single Audit and CMA purposes, how will            Stakeholders Workgroup meetings.
                                                                                       FOCAS affect those standard operation procedures and
                                                                                       is anyone looking to identifying possible improvements or
                                                                                       possible disclosures?
Orientation    Anonymous          Anonymous          Unknown                           Given NYS Budget process – when will CAS                    Interface issues will be discussed by the FOCAS
                                                                                       specifications be made available to agencies? How           Stakeholders Workgroup. Agencies will be provided as
                                                                                       much time between this notification and cut over to         much notification and information as possible. See the
                                                                                       mandatory interface will you allow?                         FOCAS Project Timeline
Session 1-     Aini               Cheryl             Banking Department                Following up on recommendation that appropriation           This comment will be discussed at the FOCAS
Spending                                                                               automatically be entered for segregation. The following     Stakeholders Workgroup meetings.
Authority                                                                              features could be used: • DOB could enter a limit that
                                                                                       they approve • Agencies could have an opportunity to
                                                                                       distribute segregation then finalize
Session 1-     Bell               Marilyn            Office of Mental Health           Better notification of when funds are interchanged          Better notification in all areas is a goal of the new CAS.
Spending                                                                               between agencies
Authority
Session 1-     Burns              Chris              Department of Labor               Sub allocations – matching both agencies‘ certs - @         Requirements will be added to link multiple agencies to
Spending                                                                               OSC – both parts don‘t get matched and process gets         sub-allocations.
Authority                                                                              bogged down. Automatic link?
Session 1-     Cantore            Ann                Office of the State Comptroller   Simplify interchange process.                               We have considered this suggestion as we did our BPA
Spending                                                                                                                                           and will develop requirements to reflect the improvement
Authority                                                                                                                                          opportunities identified.
Session 1-     Cantore            Ann                Office of the State Comptroller   Need historical tracking of appropriations bill and         Better access to information in all areas is a goal of the
Spending                                                                               segregations.                                               new CAS.
Authority
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                                                                               Questions from Index Cards
Session 1-     Clarke             Laurence           Office of Children and Family   BUD049 Contains appropriations w/no segregations              We have considered this suggestion as we did our BPA
Spending                                             Services                        which are established by OSC upon budget enactment.           and will develop requirements to reflect the improvement
Authority                                                                            Is any follow up w/these to make sure that agency does        opportunities identified.
                                                                                     not duplicate them or never sets up segregation?
                                                                                     Appropriations (w/o segregations) are transmitted
                                                                                     electronically to agency by OSC (w/ref to budget bill so
                                                                                     can id it) Then OSC monitors this documentation going
                                                                                     forward until appropriations lapses.

Session 1-     Clarke             Laurence           Office of Children and Family   ―System‖ sums the individual segregations equal to the        We included Federal Grant information in our process
Spending                                             Services                        appropriations total so that can see in real time what you    reveiws as we did our BPA and will develop requirements
Authority                                                                            have and what is left. Done for Stat and appropriations       to reflect the opportunities identified and modeled.
                                                                                     and segregations pointing to individual federal grants.
                                                                                     (Now only know what (Segregation point to Fed) ads up
                                                                                     to Federal grants when get ASC 220 report which is
                                                                                     monthly). Then know what segregations are currently to
                                                                                     Federal grants w/o having to wait till get monthly report)
                                                                                     can know this if keep track by self but don‘t know if
                                                                                     additional segregations have been posted till end of
                                                                                     month.
Session 1-     DiVirgilio         Mike               State Education Department      Fed court document # and or CFDA are not used to              We included Federal Grant information in our process
Spending                                                                             control Fed grants. Thus one can over segregate Fed           reveiws as we did our BPA and will develop requirements
Authority                                                                            grants and you can‘t do an inquiry on a Fed grant in total.   to reflect the opportunities identified and modeled.

Session 1-     Hyde               Mary               Department of Labor             Budget Bill and Internal Numbers • When OSC puts              The models allow for identification of appropriations and
Spending                                                                             money from bills into CAS, could they tell us where           segregations by agency and requirements will be added
Authority                                                                            exactly they have put it? All funds don‘t have their internal to link many agencies to sub-allocations.
                                                                                     #‘s rolled over in March and we have to hunt for our
                                                                                     programs on the CAS • Also, we may have new
                                                                                     programs, for which the internal # wasn‘t rolled over.

Session 1-     Hyde               Mary               Department of Labor             We input JV‘s through an OSC terminal when we can‘t           Interface issues will be discussed by the FOCAS
Spending                                                                             ‗bulk load‘ to OSC through our FMS (ex. 2 agency JV‘s,        Stakeholders Workgroup. Agencies will be provided as
Authority                                                                            JV‘s effecting Rev and Exp) How will be handled in            much notification and information as possible. See the
                                                                                     FOCAS?                                                        FOCAS Project Timeline




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                                                    11/14/2010 12:18 PM
                                                                               Questions from Index Cards
Session 1-     Hyde               Mary               Department of Labor           Sub allocations are a real problem. Different agencies        Requirements will be added to link multiple agencies to
Spending                                                                           do certs different. There should be ONE standard and          sub-allocations.
Authority                                                                          training on the standard. Sub allocations also get lost at
                                                                                   OSC. Both certs (agency giving sub allocation and
                                                                                   agency receiving sub allocation) need to be together at
                                                                                   OSC and often are not and cert doesn‘t get processed.
                                                                                   Automated link?
Session 1-     Johnston           Tom                Department of Correctional    Prior year allotment is legislated and is not controlled w/in Noted
Spending                                             Services                      existing spending authority controls
Authority
Session 1-     Kriss              Al                 Office of Temporary and       There appears to be a lot of dissatisfaction with the       We have reviewed the Certificate process as we did our
Spending                                             Disability Assistance         current certificate entry process. It is unforgiving and    BPA and will develop requirements to reflect the
Authority                                                                          complicated by undisclosed field format requirements. If    opportunities identified and modeled. Further discussions
                                                                                   any system is to succeed, users need to feel more           will be held by the FOCAS Stakeholders Workgroup.
                                                                                   comfortable with what we have now. As a show of good        Current CAS manuals are available on OSC's internet
                                                                                   faith, can OSC provide the agencies with a manual for       site.
                                                                                   the current system and assure users that any system
                                                                                   developed will consider both user comfort and the need
                                                                                   to plan for the aging state work force and succession
                                                                                   planning? New hires need to be brought up to speed
                                                                                   quickly. With the numerous agencies and funding
                                                                                   sources and requirements, can a new system
                                                                                   incorporate fields for agency use? A search/sort
                                                                                   capability would also be useful.

Session 1-     LaWare             Peg                Office of Mental Health       Need a better way to deal with certificates. When you       We have reviewed the Certificate process as we did our
Spending                                                                           receive an emergency bill appropriations and the finally    BPA and will develop requirements to reflect the
Authority                                                                          get the legislation. We shouldn‘t have to JV those          opportunities identified and modeled. Further discussion
                                                                                   expenses at the agency level before we can spend the        will be held by the FOCAS Stakeholders Workgroup.
                                                                                   final leg appropriations.
Session 1-     Lowe               Tom                OMRDD                         Accts Pay – eliminate certification* for agencies using   Interface issues will be discussed by the FOCAS
Spending                                                                           electronic approval (* of quick pay vouchers) Purchasing  Stakeholders Workgroup. Agencies will be provided as
Authority                                                                          – allow electronic approval of PO‘s                       much notification and information as possible. See the
                                                                                                                                             FOCAS Project Timeline
Session 1-     Quivy              Patricia           OASAS                         Spending Controls – Rather than using the Certificate to This is a process issue that will be addressed by the
Spending                                                                           control cash – what happened to the cash ceiling function FOCAS Stakeholders Workgroup.
Authority                                                                          that used to be built into the CAS?
Session 1-     Spierre            Jennifer           OPR&HP                        Agencies input thru FMS rather than CAS? If direct entry This is an issue that will be addressed by OSC and
Spending                                                                           now – who develops agency FMS?                            DOB/OFT/OCIO.
Authority
       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                                                 11/14/2010 12:18 PM
                                                                              Questions from Index Cards
Session 1-     Spierre            Jennifer           OPR&HP                           DOB controls funds for 007 fund – DOB could be                 This is a process issue that will be addressed by the
Spending                                                                              responsible for segregating and assigning cost centers         FOCAS Stakeholders Workgroup.
Authority                                                                             rather than the Agency.
Session 1-     Spierre            Jennifer           OPR&HP                           Currently roll-overs are done by fund – not subfund – and      We have reviewed the Roll-over process as we did our
Spending                                                                              it would be much more useful to have rollovers by              BPA and will develop requirements to reflect the
Authority                                                                             subfund – less work/duplication/fixing/etc. • Duplication of   improvement opportunities identified and modeled.
                                                                                      entries for segregation and cost centers on internal FMS
                                                                                      and CAS •
Session 1-     Spierre            Jennifer           OPR&HP                           The CAS does have a role in capital projects as they are       We have reviewed Capital Projects as we did our BPA
Spending                                                                              in the budget – Have appropriations/segregations/cc‘s          and will develop requirements to reflect the improvement
Authority                                                                             etc and contract/payments that are included in                 opportunities identified and modeled.
                                                                                      disbursement numbers by fund and by/for the agency.
                                                                                      The CAS should be able to include tracking capabilities
                                                                                      for capital projects if expenditures/status is being
                                                                                      reported.

Session 1-     Szady              Kim                Department of Criminal Justice   Make sure you implement on-line certs; DOB must have We have considered the on-line Certificate process as
Spending                                             Services                         joint system for their approvals                          we did our BPA and will develop requirements for the
Authority                                                                                                                                       CAS to reflect the opportunities identified and modeled.
                                                                                                                                                OSC will work with DOB and the FOCAS Stakeholders
                                                                                                                                                Workgroup regarding the interface to all of electronic
                                                                                                                                                approvals.
Session 1-     Szady              Kim                Department of Criminal Justice   Any change you make to the chart of accounts (data        We will be hosting many work group sessions with
Spending                                             Services                         coding for transactions) can have a HUGE impact for       Agencies in the future to determine the best solution to
Authority                                                                             agencies                                                  the Accounting Structure issues.
Session 1-     Szady              Kim                Department of Criminal Justice   Flexibility for Agencies: Let CAS make available $X for   This is a process issue that will be addressed by the
Spending                                             Services                         NPS (approved by DOB or whatever) And let agencies        FOCAS Stakeholders Workgroup and DOB/OFT/OCIO .
Authority                                                                             create segregation lines that can‘t exceed the authorized
                                                                                      total without going through DOB; i.e. cert approval for
                                                                                      $1m non-personal services agency free to create
                                                                                      segregation line 1 for $100,000 segregation line 2 for
                                                                                      $250,000 etc. (not to exceed $1mil)




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                                                      11/14/2010 12:18 PM
                                                                               Questions from Index Cards
Session 1-     Walters            Melissa            State Education Department        My concern regarding spending authority: #4 Notification     We have reviewed the Certificate process as we did our
Spending                                                                               of Segregation Established • Need a more efficient and       BPA and will develop requirements to reflect the
Authority                                                                              timely notification of segregation establishment on OSC.     improvement opportunities identified and modeled.
                                                                                       Currently; if we have a priority payment that needs to be    Better access to information in all areas is a goal of the
                                                                                       made, staff checks the CAS several times a day. It‘s         new CAS.
                                                                                       very time consuming if the internal # is not available and
                                                                                       the segregation key info needs to be entered. • Have a
Session 1-     Anonymous          Anonymous          Unknown                           list on OSC segregations and status available by Agency
                                                                                       Re: Segregation of sub allocation from one agency to         Requirements will be added to link multiple agencies to
Spending                                                                               another.                                                     sub-allocations. Also, better notification in all areas is a
Authority                                                                              Agency #1 completes ―Master Cert‖, submits in CAS,           goal of the new CAS.
                                                                                       paper to DOB, paper approved and then released in
                                                                                       CAS. Agency #1 receives paper approval or can see on
                                                                                       CAS approved segregation.
                                                                                       Agency #2 receiver of segregation has no knowledge of
                                                                                       approval without verbal notification from Agency #1
Session 1-     Anonymous          Anonymous          Unknown                           Eliminate the cert process and have agency budget            This is a process issue that will be addressed by OSC
Spending                                                                               requests input directly into the CAS on the front end. •     and DOB/OFT/OCIO.
Authority                                                                              DOB could then modify agency budget upon enactment.

Session 1-     Anonymous          Anonymous          Unknown                           • More easily track                                          We have reviewed the Appropriation, Segregation and
Spending                                                                               1. Master certs which have related sub-certs.                Certificate processes as we did our BPA and will develop
Authority                                                                              2. sub-allocations (so we can get back to the original       requirements to reflect the opportunities identified and
                                                                                       appropriations                                               modeled.
                                                                                       • What about the emergency bill process?
Session 1-     Anonymous          Anonymous          Unknown                           Spending Authority                                           Better notification in all areas is a goal of the new CAS.
Spending                                                                               Have a notification to agency (automatic) (- email?) when
Authority                                                                              OSC has approved. (Final approval)
Session 2 -    Wells              Beth               Office for Technology             We rely heavily on cost centers. It would be a major         We will be hosting many work group sessions with
Accounting                                                                             disaster if we didn‘t have this information                  Agencies in the future to determine the best solution to
Structure                                                                                                                                           the Accounting Structure issues.
Session 2 -    Spierre            Jennifer           Office of Parks, Recreation and   Cost Centers (not segregations) represent projects that      Further Discussion required.
Accounting                                           Historic Preservation             management cares about (i.e. legislature or executive
Structure                                                                              stuff) Would the new system require a separate
                                                                                       segregation for each project? -for reporting/etc -
                                                                                       Segregation level - Lapse field added.      To lapse
                                                                                       segregations individually as part of the appropriation




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                                                        11/14/2010 12:18 PM
                                                                                Questions from Index Cards
Session 2 -    [not given]          [not given]      Division of Budget               Shouldn‘t we be working toward a process where only            We have considered the on-line Certificate process as
Accounting                                                                            approved certificate information goes into OSC? Why:           we did our BPA and will develop requirements for the
Structure                                                                             Agency to OSC and DOB to OSC? Why not: Agency to               CAS to reflect the improvement opportunities identified
                                                                                      DOB to OSC?                                                    and modeled. OSC will work with DOB and the
                                                                                                                                                     FOCAS Stakeholders workgroup regarding the interface
                                                                                                                                                     to all of electronic approvals.
Session 2 -    Graham               Jennifer         Department of Civil Service      I thought a major point of the new CAS was to create one This is a process issue that will be addressed by the
Accounting                                                                            consistent system that would enable agencies to get the Partnership.
Structure                                                                             information they need to track in an easier way. It
                                                                                      sounds like the new CAS still ―doesn‘t care‖ about this
                                                                                      and is encouraging each agency to set up their own FMS
                                                                                      that fits their own need – and that‘s what we already
                                                                                      have!
Session 2 -    Gold                 Bonnie           Office of Court Administration   How will non-appropriated elements be defined? Will We have reviewed the information needs for
Accounting                                                                            they carry the same requirements as a normal Appropriated and Non Appropriated funds as we did our
Structure                                                                             appropriation? Are there other requirements?                   BPA and will develop requirements to reflect the
                                                                                                                                                     opportunities identified and modeled.
Session 2 -    Szelest              Margo            Department of Labor              We need flexibility in use of object codes. Although We have reviewed the Appropriation, Segregation and
Accounting                                                                            Budget bill does not line out specific amounts for PS, PB, Certificate processes as we did our BPA and will develop
Structure                                                                             NPS, and Grants, OSC requires this on certificate requirements to reflect the opportunities identified and
                                                                                      segregations. Agencies should be able to segregate w/o modeled.
                                                                                      having to identify to object as long as on budget bill
                                                                                      provides such flexibility. Current OSC practice requires
                                                                                      numerous cert changes.
Session 2 -    Szelest              Margo            Department of Labor              DOL federal grants can run on a federal fiscal year (Oct We included Federal Grant information in our process
Accounting                                                                            – Sept) or on a program fiscal year (July – June). These reveiws as we did our BPA and will develop requirements
Structure                                                                             grants are certificated and tracked based on these fiscal to reflect the opportunities identified and modeled.
                                                                                      year periods – not on the state fiscal year (April - March).
                                                                                      In addition these federal certificates for a particular fiscal
                                                                                      year can be active(do not lapse) for several years (funds
                                                                                      are re-appropriated each SFY)

Session 2 -    [no name or agency                                                     Consider the possibility that not using cost center would   We will be hosting many work group sessions with
Accounting     given]                                                                 increase the number of segregations                         Agencies in the future to determine the best solution to
Structure                                                                                                                                         the Accounting Structure issues.




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                                                   11/14/2010 12:18 PM
                                                                                   Questions from Index Cards
Session 2 -    Cantore            Anne               Office of State Comptroller       If cost center, or something to take its place, is not        We will be hosting many work group sessions with
Accounting                                                                             validated in the new CAS, then agency FMS‘s will need         Agencies in the future to determine the best solution to
Structure                                                                              to do this. Program staff query, in that case, will have to   the Accounting Structure issues.
                                                                                       be available from the Agency FMS, not the new CAS
                                                                                       where invalid cost centers (or their replacement or
                                                                                       changed codes) are not validated.
Session 2 -    Cantore            Anne               Office of State Comptroller       We at OSC Finance do need some way to track by              We will be hosting many work group sessions with
Accounting                                                                             organizational unit and/or project. We need to keep this    Agencies in the future to determine the best solution to
Structure                                                                              data somewhere for query purposes.                          the Accounting Structure issues.
Session 2 -    Cantore            Anne               Office of State Comptroller       Is the team aware of the E Cert system that DOB is          We have considered the on-line Certificate process as
Accounting                                                                             currently piloting?                                         we did our BPA and will develop requirements for the
Structure                                                                                                                                          CAS to reflect the opportunities identified and modeled.
                                                                                                                                                   OSC will work with DOB regarding the interface to all of
                                                                                                                                                   electronic approvals.
Session 2 -    Cantore            Anne               Office of State Comptroller       Sometime a C contract may have a revenue piece?             We have considered this as we did our BPA and will
Accounting                                                                                                                                         develop requirements for the CAS to reflect the
Structure                                                                                                                                          opportunities identified and modeled.
Session 2 -    Cantore            Anne               Office of State Comptroller       How will the new CAS impact the NYS Payroll System? We will be hosting many work group sessions with
Accounting                                                                             Program staff want their employees changed to their cost PayServ to determine the extent of cost center usage to
Structure                                                                              centers.                                                    their system.
Session 2 -    Cantore            Anne               Office of State Comptroller       Impact of new CAS is potentially big, even huge,            This will be discussed and a determination made as the
Accounting                                                                             depending on new design, logic and coding structure.        project moves forward.
Structure                                                                              However, use of broker software for integration might
                                                                                       enable the transformation of data in an efficient way
                                                                                       between multiple systems.
Session 2 -    Cantore            Anne               Office of State Comptroller       Any change in Account Structure will require major          We will be hosting many work group sessions with
Accounting                                                                             reanalysis and probable modification of our FMS.            Agencies in the future to determine the best solution to
Structure                                                                                                                                          the Accounting Structure issues.
Session 2 -    Cantore            Anne               Office of State Comptroller       The ‗no direct entry‘ into CAS part of the design will have This is a process issue that will be addressed by the
Accounting                                                                             a great impact on agencies. Will this mean that functions Partnership.
Structure                                                                              (transactions) that may occur infrequently will need to be
                                                                                       automated in Agency FMS‘s? This could be very costly
                                                                                       to Agency‘s FMS‘s.
Session 2 -    Moisides           Jordan             Office of State Comptroller       I suggest recommend using certain alphabetic letters in The interface and design issues will be determined at a
Accounting                                                                             alphanumeric fields. These four could easily be             later time in the project.
Structure                                                                              mistaken for a numeric digit: IiOS




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                                                      11/14/2010 12:18 PM
                                                                                   Questions from Index Cards
Session 2 -    Breeyear           Charlotte          Office of State Comptroller       Object Model Says - a legislative appropriation             We will review the model and discuss with appropriate
Accounting                                                                             ―allocates money to‖ an internal org. Problem: all          staff and make adjustments as deemed necessary.
Structure                                                                              appropriations don‘t have money. There is such a thing
                                                                                       as a ―dry appropriation‖ that is spending authority but has
                                                                                       no real cash behind it (allows university to spend future
                                                                                       donations for example). Perhaps the model shouldn‘t
                                                                                       say ―allocates money‖ perhaps it should say spending
                                                                                       authority (I would discuss this with Accounting Ops staff
                                                                                       before making any decisions on this) P.S. - I‘ve only
                                                                                       seen one of these. Maybe they are rarities.

Session 2 -    Nopper             Brian              Department of Law                 Rollover of appropriations involving sub-allocation from      We have reviewed the Roll-over and sub-allocation
Accounting                                                                             other agencies – when delayed often result in a failure to    process as we did our BPA and will develop
Structure                                                                              rollover accounts and require significant follow up to get    requirements to reflect the opportunities identified and
                                                                                       back in new SFY – can this be streamlined?                    modeled.

Session 2 -    Nopper             Brian              Department of Law                 Interchanges – Budget Cert - Will system allow input          We have reviewed the Budget Certificate process as we
Accounting                                                                             which automatically calculates interchange allowable          did our BPA and will develop requirements to reflect the
Structure                                                                              based upon formulas 5-4-3 and shows prior interchanges        opportunities identified and modeled.
                                                                                       impacting/limiting current transactions?
Session 3 -    Crescenzo          Mario              City University of New York       Minority and Women-Owned Business Enterprises                 We have reviewed and identified the need for Vendor
Agreements                                                                             reporting outside of a new CAS system would be                Type fields in the new Vendor Repository as we did our
                                                                                       incredibly redundant. It would make sense to coordinate       BPA. We will develop requirements to reflect the
                                                                                       efforts with Economic Development to allow for a transfer     opportunities identified and modeled. OSC plans to work
                                                                                       of Data from CAS to DED. No one wants to spend the            with Empire State Development to share information.
                                                                                       next 20 years duplicating data readily available in CAS       However, the CAS will not capture MWBE requirements
                                                                                       for Department of Economic Development/ Minority and          at the level required by Empire State Development.
                                                                                       Women-Owned Business Enterprises reporting.

Session 3 -    Crescenzo          Mario              City University of New York       Will the Vendor Repository allow for overrides in order to    The Business Object Model allows for multiple addresses
Agreements                                                                             enter various ―remit to‖ addresses for large vendors? (i.e.   and contacts for each Legal Entity". We will develop
                                                                                       IBM, Dell, etc.). Will we be able to add an optional ―care    requirements to reflect the opportunities identified and
                                                                                       of‖ (c/o)?                                                    modeled.
Session 3 -    Crescenzo          Mario              City University of New York       The City University often encumbers large Purchase            We have considered this as we did our BPA and will
Agreements                                                                             Orders and Contracts with as many as 19 or more line          develop requirements for the CAS to reflect the
                                                                                       numbers. The line numbers aid in the processing of            opportunities identified and modeled.
                                                                                       these large orders.
Session 3 -    Crescenzo          Mario              City University of New York       Cost Center and Optional fields are critical fields for the   We will be hosting many work group sessions with
Agreements                                                                             City University of NY.                                        Agencies in the future to determine the best solution to
                                                                                                                                                     the Cost Center issues.

       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                                                       11/14/2010 12:18 PM
                                                                                Questions from Index Cards
Session 3 -   DeWitt             Keith              Higher Education Services       Will the CAS be able to track payment information when We have considered this as we did our BPA and will
Agreements                                          Corporation                     an agency receives a grant from a Non-Governmental        develop requirements for the CAS to reflect the
                                                                                    Organization (e.g., the Robert Wood Johnson               opportunities identified and modeled.
                                                                                    Foundation)? In particular, will the CAS be able to track
                                                                                    when a partial payment is received upfront and the
                                                                                    remainder is received at the end of the grant?

Session 3 -   Hyde               Mary               Department of Labor             We think OSC has reports now on contracts that              Since this relates to the current system we will defer this
Agreements                                                                          agencies don‘t get to view. Can we see everything that is   to the appropriate Bureaus within OSC.
                                                                                    out there now and compare it to what we now get? Then
                                                                                    we can fill in any gaps. Going over the detailed flow
                                                                                    charts seems ineffective. What is the ―Agency-Bid‖ field
                                                                                    for?
Session 3 -   Hyde               Mary               Department of Labor             In regards to Contract Details going into the archives –    The interface and design issues will be determined at a
Agreements                                                                          has there been any thought as to document scanning?         later time in the project.

Session 3 -   Hyde               Mary               Department of Labor             OGS, via Z warrants, encumbers and pays against our         This is a workflow issue between OGS and DOL FMS
Agreements                                                                          books, but in the process makes errors to our coding,       systems.
                                                                                    etc. We would like the ability to approve their entries
                                                                                    before they are actually entered into the system. We
                                                                                    currently have to correct them after the fact.

Session 3 -   Hyde               Mary               Department of Labor             We need to know if Purchase Orders have been                We have considered this as we did our BPA and will
Agreements                                                                          approved. Right now the only way we know is if the          develop requirements for the CAS to reflect the
                                                                                    paper work comes back. We do have an OSC screen             opportunities identified and modeled.
                                                                                    showing approval of AC340‘s, but currently do not have
                                                                                    one for Purchase Orders. We want to be able to search
                                                                                    on Purchase orders similar to the search we can now do
                                                                                    on AC340‘s. We want to see payment data for Purchase
                                                                                    Orders, in the same way we can see data for AC340‘s.
                                                                                    Can we run a report online that will show encumbrance
                                                                                    errors?
Session 3 -   Hyde               Mary               Department of Labor             Object Codes should be called Object Codes, not             As was mentioned at each sesion, these models are
Agreements                                                                          Purposes. Check out any governmental accounting             logical models, not system designs and the names of
                                                                                    book. Object Codes for Contracts – at our agency we         items have been changed to clarify the information
                                                                                    call them Contracts, period. OSC has from time to time      needs. No final decision has been made as to what field
                                                                                    asked us to use a specific Object Code which matters to     names will be in the new system.
                                                                                    them and not to us.



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                                                                               Questions from Index Cards
Session 3 -   Nopper             Brian              Department of Law                A paperless world would be the ideal, but what kind of           The interface and design issues will be determined at a
Agreements                                                                           backups would be in place should electronic sabotage be          later time in the project and these issues will certainly be
                                                                                     effective? For example, what happens if the web is               addressed.
                                                                                     brought down by terrorists, or there is a system overload
                                                                                     or failure?
Session 3 -   Nopper             Brian              Department of Law                Is there any flexibility in the start/end date fields to allow   We have considered this as we did our BPA and will
Agreements                                                                           for recognition that delays in approval may change the           develop requirements for the CAS to reflect the
                                                                                     window?                                                          opportunities identified and modeled.
                                                                                     For example: A computer lease agreement runs 4/1/04
                                                                                     to 4/1/07 but OSC approval is not secured until 5/15/04.
                                                                                     This clearly throws off the contract start/end date. The
                                                                                     equipment can‘t be placed in service retroactively.

Session 3 -   Patton             Denise             Department of Correctional       Currently the CAS accepts a Contract number with the            We have considered this as we did our BPA and will
Agreements                                          Services                         last digit being a letter [alpha]. Will this still be possible? develop requirements for the CAS to reflect the
                                                                                     For example; Contract number C16081A or C16081B                 opportunities identified and modeled.
                                                                                     reflects that both of these are tied to contract number
                                                                                     C160810. What mechanism will there be within the new
                                                                                     system to tie the original contract with stem contracts if
                                                                                     FOCAS assigns its own contract numbers?

Session 3 -   Patton             Denise             Department of Correctional       Currently – if an agency has multiple contracts with a           We have considered this as we did our BPA and will
Agreements                                          Services                         single vendor and the vendor reports a name change, an           develop requirements for the CAS to reflect the
                                                                                     AC340 needs to be processed for EACH contract.                   opportunities identified and modeled.
                                                                                     New – It would be nice to process one document for a
                                                                                     name change and have all active contracts with the
                                                                                     same vendor id updated automatically. A search
                                                                                     mechanism by vendor name to find vendor identifiers
                                                                                     and other contracts would be nice.
Session 3 -   Gold               Bonnie             Office of Court Administration   If a vendor has some type of hold that occurs after a            We have considered this as we did our BPA and will
Agreements                                                                           contract is in place, will the agency be notified?               develop requirements for the CAS to reflect the
                                                                                                                                                      opportunities identified and modeled.
Session 3 -   Gold               Bonnie             Office of Court Administration   Suggestion - Provide a dictionary for new terms:                 Better access to information in all areas is a goal of the
Agreements                                                                           agreement value, amount, cash and non-cash indicator,            new CAS.
                                                                                     etc.
Session 3 -   Gold               Bonnie             Office of Court Administration    Will the system be able to handle scheduled payment?            This functionality should reside an agency FMS and
Agreements                                                                           Where does that component get set?                               won't be a function of the CAS.




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                                                                                Questions from Index Cards
Session 3 -    Gold               Bonnie             Office of Court Administration    Encumbrance needs to be added to Informal Expenditure         We will review the model and discuss with appropriate
Agreements                                                                             Agreement. When this was asked about during the               staff and make adjustments as deemed necessary.
                                                                                       session we were told that this would be an option. If it is
                                                                                       an option then it should be included.
Session 3 -    Handley            Tammy              Office of the State Comptroller   In the new CAS, when moving an encumbrance from one           We have considered this as we did our BPA and will
Agreements                                                                             charge account to another, we would like to see the           develop requirements for the CAS to reflect the
                                                                                       ability to process a negative transaction against an          opportunities identified and modeled.
                                                                                       encumbrance before a positive transaction. This is
                                                                                       currently a problem when a segregation is running out of
                                                                                       money and we need to move an encumbrance from one
                                                                                       account to another within that segregation. We currently
                                                                                       are required to encumber the positive transaction first,
                                                                                       before we can disencumber the original line.

Session 4 -    Anonymous          Anonymous          Unknown                           Payee – who decides what type of vendor it is (vendor,        Vendor types will primarily be determined by the type of
Vendor                                                                                 managed non-vendor, or non-managed payee)?                    agreement or payment request submitted. Other
Repository                                                                                                                                           information such as liens will define a vendor as well.
Session 4 -    Itzo               Cindy              Office of the Attorney General    Is OSC going to refer information about not-for-profits       We are considering this and other information sourcing
Vendor                                                                                 that don‘t have a ―charitable registration number‖ to the     issues and will be work with agencies to develop
Repository                                                                             Office of the Attorney General‘s Charities Bureau?            information sharing relationships.




Session 4 -    Itzo               Cindy              Office of the Attorney General    How much/what kind of historical data will we be able to      The amount of historical information that will be stored is
Vendor                                                                                 get out of the vendor repository? Any payment history?        a policy issue that will be determined at a future time.
Repository
Session 4 -    Itzo               Cindy              Office of the Attorney General    Will we be able to charge purchases from state               We have considered this as we did our BPA and will
Vendor                                                                                 contracts?                                                   develop requirements for the CAS to reflect the
Repository                                                                                                                                          opportunities identified and modeled.
Session 4 -    DiLello            Tina               New York State Assembly           If transmitting daily voucher request file and ―payee‖ isn‘t This question relates to current system technology. The
Vendor                                                                                 in the Central Accounting System Vendor file will you get technology, interface and design issues for the new CAS
Repository                                                                             BCL errors or will we have to have the new unique            will be determined at a later time in the project and
                                                                                       identifier on the record before it goes over?                agencies will be provided as much notification and
                                                                                                                                                    information as possible as soon as we have made any
                                                                                                                                                    technical determinations.




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                                                                                Questions from Index Cards
Session 4 -    Ashmore            Michelle           Division of State Police       General Question:                                         This is a process issue that will be addressed by the
Vendor                                                                              What role, if any, does the Office for Technology play in Partnership.
Repository                                                                          the development of the new Central Accounting System?
                                                                                    Why aren‘t they taking the lead regarding Agency
                                                                                    Financial Management Systems? It seems like an
                                                                                    unbelievable waste of money and effort, to have each
                                                                                    agency develop their own system, rather than having one
                                                                                    statewide Financial Management System.

Session 4 -    Anonymous          Anonymous          Unknown                        Travel Reimbursements can fall into two categories:        In the new system, it is expected that payments to
Vendor                                                                              1. Managed non-vendor: Agency traveler or Board            employees will be paid through the PayServ system and
Repository                                                                          member                                                     not through the CAS/Vendor Repository.
                                                                                    2. Non-Managed Payee: One time travel (i.e. to appear in
                                                                                    a court case)
                                                                                    How will this be handled?
                                                                                    Will traveler information be linked to Payer (like now)?
Session 4 -    Anonymous          Anonymous          Unknown                        Could/would an OSC/Office of General Services              This is a process issue that will be addressed by the
Vendor                                                                              statewide ―P‖ Contract assist agencies in ―easily‖         Partnership.
Repository                                                                          obtaining consultant and/or programming services for
                                                                                    their Financial Management System conversion to meet
                                                                                    new Central Accounting System requirements?

Session 4 -    Anonymous          Anonymous          Unknown                        How do you plan to deal with individuals (that aren‘t      The Business Object Model allows for multiple addresses
Vendor                                                                              organizations) with multiple addresses? Could the          and contacts for each Legal Entity". We will develop
Repository                                                                          repository be used for other purposes?                     requirements to reflect the opportunities identified and
                                                                                                                                               modeled.
Session 4 -    Lynch              Jack               Office for the Aging           Regarding data entry into the Vendor file – some grant     Agencies will have the ability to enter vendor information.
Vendor                                                                              recipients do not have internet access. Therefore,         Interenet access is also available at libraries and other
Repository                                                                          someone else will need to enter the Vendor information.    public locations.

Session 4 -    Anonymous          Anonymous          Unknown                        Does the repository concept include the non-vendors?       Currently, the Vendor Repository will only contain
Vendor                                                                              That is, will they be ‗updateable‖ online by those folks   vendors doing business with the state or emminent
Repository                                                                          (they are often John Q. Public)? On Scenario #2 (Carter    vendors (who won a bid and are in the contract process).
                                                                                    Equipment) vs. Scenario #1 (DeCosta Furniture: Why         The type of agreement and payment request will
                                                                                    aren‘t "bubbles‖ 3.0/4.0 on scenario #1 but on #2?         determine the "need to update vendor information".
                                                                                    Wouldn‘t we need to update ―vendor information‖ on #1
                                                                                    too?




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                                                                                  Questions from Index Cards
Session 4 -    Anonymous          Anonymous          Unknown                          Non-managed payee:                                          Non-managed payee is a person we do not expect to be
Vendor                                                                                Why is this defined as having no reason to have/store       sending regular payments to. The process will not
Repository                                                                            information on this person?                                 preclude a person from initially being a non-managed
                                                                                      HEAP, Welfare, etc. would have reasonable expectations      vendor and being changed to a managed vendor after
                                                                                      of getting regular payments. Could there be a bulk load     some time.
                                                                                      to begin the vendor repository from a ‗commercial
                                                                                      source‖ – something that validates postal addresses or
                                                                                      industry classification, etc.?

Session 4 -    Anonymous          Anonymous          Unknown                          Could there be a bulk load to begin the vendor repository The interface and design issues will be determined at a
Vendor                                                                                from a ‗commercial source‖ – something that validates        later time in the project. We will be working with
Repository                                                                            postal addresses or industry classification, etc.?           agencies who currently have vendor files as well as
                                                                                                                                                   commercial sources to cleanse existing data.
Session 4 -    Anonymous          Anonymous          Unknown                          What about employees as ―managed‖ payees? Storing In the new system, it is expected that payments to
Vendor                                                                                name, home address, SSN is a very sensitive concern. employees will be paid through the PayServ system and
Repository                                                                            SSN/home address should not be visible to any system not through the CAS/Vendor Repository.
                                                                                      user.
Session 4 -                                                                           What about tracking a restriction such as ―Deadbeat          We have considered this as we did our BPA and will
Vendor                                                                                Dads‖—you can‘t get money if you are one?                    develop requirements for the CAS to reflect the
Repository                                                                                                                                         opportunities identified and modeled.
Session 4 -    Greene             Don                Office of General Services       I think it is important to tie resellers under a particular  We have considered this as we did our BPA and will
Vendor                                                                                agreement to the Agreement and not necessarily in the develop requirements for the CAS to reflect the
Repository                                                                            organization (BOM relationship that Organization ‗is part opportunities identified and modeled.
                                                                                      of‘ Organization). Resellers need to be shown that they
                                                                                      are not a part of the company – but separate entities. I
                                                                                      do not know all relationships in the database– so this
                                                                                      may be a moot point.
Session 4 -    Mullen             Emma               Office of General Services       A central insurance file on each vendor which would          These suggestions may be evaluated for a future phase
Vendor                                                                                have insurance information (policy#, carrier, time period) of expansion of the Vendor Repository.
Repository                                                                            for general liability, umbrella, auto, workers comp,
                                                                                      disability, builders risk, owners and contractors liability,
                                                                                      asbestos/lead pollution coverage.
Session 4 -    Mullen             Emma               Office of General Services       Report capabilities of captured information? Such as:        Better access to information in all areas is a goal of the
Vendor                                                                                number of outstanding liens against a particular             new CAS.
Repository                                                                            contractor/vendor – state wide all agencies doing
                                                                                      business with them. Would impact awarding a contract
                                                                                      to them.




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                                                                                  Questions from Index Cards
Session 4 -    Anonymous          Anonymous          Unknown                           Website for vendor information: why can‘t the vendor be        These are policy issues that will be addressed as the
Vendor                                                                                 required to update at least annually? If bankruptcy or lien    OSC Vendor Management Unit and the detailed
Repository                                                                             OSC should be required to update the vendor site/vendor        business rules for the Vendor Repository are developed.
                                                                                       information immediately. Shouldn‘t OSC be responsible
                                                                                       for getting up whatever ―remit to‖ information they have
                                                                                       immediately?
Session 4 -    Handley            Tammy              Office of the State Comptroller   Payments are often made to individuals using social            We have considered this as we did our BPA and will
Vendor                                                                                 security numbers instead of federal identification             develop requirements for the CAS to reflect the
Repository                                                                             numbers. There must be a way to keep these numbers             opportunities identified and modeled.
                                                                                       ‗hidden‘ or confidential, so that agencies can‘t view this
                                                                                       information.
Session 4 -    Handley            Tammy              Office of the State Comptroller   How long between submission of vendor data and                 These are process questions that can not be answered
Vendor                                                                                 acceptance/inclusion of vendor in repository? How long         at this time. The goal of is to have information available
Repository                                                                             for updates to vendor information to be verified/included?     as quickly and efficiently as possible.
                                                                                       Often it is important for this to be immediate so agency
                                                                                       purchasing and payment functions are not slowed and
                                                                                       not complicated.
Session 4 -    Wilkes             Monica             Office of General Services        Why is ―% ownership‖ information needed in the vendor          As state in the session, certain information fields in the
Vendor                                                                                 database? Most bidders would not have this information         Vendor Repository will initially be optional fields.
Repository                                                                             for their company when submitting bids. This information
                                                                                       also changes frequently.
Session 4 -    Wilkes             Monica             Office of General Services        Add fax number in contact information. We also prefer          We will review the model and discuss with appropriate
Vendor                                                                                 to list and require toll free numbers!                         staff and make adjustments as deemed necessary.
Repository
Session 4 -    Wilkes             Monica             Office of General Services        What about vendor specific credit cards? For example,          Vendor specific credit cards would be tracked similar to
Vendor                                                                                 Staples allows the use of their credit card to go into their   any other vendor payment request. OSC encourages the
Repository                                                                             stores and receive contract price. Will those be tracked       use of a procurement card to reduce the number of
                                                                                       similar to procurement card or linked to the company?          individual payments to vendors that the State makes.

Session 4 -    Wilkes             Monica             Office of General Services        Are you going to use UNSPC classification (for industry        We will be hosting many work group sessions with OGS
Vendor                                                                                 classification) code that Office of General                    and others in the future to determine the best solution to
Repository                                                                             Services/Purchasing Services Group uses on vendor              use for the industry classification.
                                                                                       registration and on all contract awards?




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                                                                                Questions from Index Cards
Session 5 -    Breeyer            Charlotte          Office of the State Comptroller   Re: Submit Payment for Vendor/Agreement with Claim              We will review the model and discuss with appropriate
Payments                                                                               Model                                                           staff and make adjustments as deemed necessary.
                                                                                       On the Lien example it appears that the payment splits
                                                                                       into two before the payment and claim is audited.
                                                                                       Shouldn‘t the audit take place before the original
                                                                                       payment request is reduced and a second payment
                                                                                       request to claimant is made? The lien may not apply to
                                                                                       that payment.

Session 5 -    Anonymous          Anonymous          Unknown                           Office of General Services/Purchasing Services Group            The new CAS will allow for payment based on dates to
Payments                                                                               contractors, while limited in number, may offer additional      allow agencies to take advantage of discounts.
                                                                                       discounts for users paying with the procurement card. It        However, management of specific discount information is
                                                                                       is probably fair to assume that procurement card users          an FMS function. We will discuss in further detail the
                                                                                       are not knowledgeable about these discounts, even               procurement card discount issue to determine if this is an
                                                                                       though they are identified on contract awards.                  FMS issue or if a reflection of this is needed in the
                                                                                       Will there be some way for OSC to capture these                 models.
                                                                                       additional procurement card discounts?
                                                                                       I do understand that the new system will capture cash
                                                                                       discount opportunities – correct?

Session 5 -    Gold               Bonnie             Office of Court Administration    Legalities might prohibit the ―sharing‖ of juror information.   These would be in the non-managed non-vendor
Payments                                                                               Will you be taking care of address cleansing?                   category which are basically pass through payments,
                                                                                       Will you allow payments to simply be allowed to process         with enough information maintained to track the payment
                                                                                       without regard to your vendor file? Juror payments do           but not personal information. Rules can be established
                                                                                       not need to be re-verified or stored on the vendor file.        upon design to verify to PayServ.
                                                                                       Can you verify that a juror payment is not being made to
                                                                                       a state employee by verification against PayServ?


Session 5 -    Anonymous          Anonymous          Unknown                           Re: Vendor Management Unit and Vendor                           We will be hosting many work group sessions with OGS
Payments                                                                               communication/meetings, etc.                                    and others in the future to determine the best solution for
                                                                                       Because Office of General Services/Purchasing Services          issues relating to the operation of the Vendor
                                                                                       Group has contracts with thousands of vendors, issues           Management Unit and use of the Vendor Repository
                                                                                       relating to these vendors need to be openly                     data.
                                                                                       communicated with the Purchasing Services Group and
                                                                                       perhaps at times the Purchasing Services Group needs
                                                                                       to be involved in certain decisions made for these
                                                                                       vendors as they relate to our contracts and not jut the
                                                                                       authorized user agreements.


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                                                                                Questions from Index Cards
Session 5 -      Cantore          Ann                Office of the State Comptroller   Overall Comment – Although the logical business models The interface and design issues will be determined at a
Payments                                                                               appear functional and efficient, this will only be so if    later time in the project.
                                                                                       agencies or their FMS‘s have immediate interaction with
                                                                                       the new CAS or copies of current tables from the new
                                                                                       FMS. I recommend the goal be immediate event or
                                                                                       transaction or validation interface/interaction between the
                                                                                       Agency and new CAS.
                                                                                       Wouldn‘t it be more efficient when processing payments
                                                                                       under formal agreements, to perform all edits, validations
                                                                                       and audits (Even to verify that encumbrance is in place)
                                                                                       and ensure that the payment will not be rejected, before
                                                                                       actually releasing the encumbrance and charging it as an
                                                                                       expenditure?


Session 5 -      Cantore          Ann                Office of the State Comptroller   When establishing method of encumbrance process in              We have considered this as we did our BPA and will
Payments                                                                               the new CAS, consider eliminating CAS Line Number               develop requirements for the CAS to reflect the
                                                                                       which is ‗artificial‘ and will provide no useful benefit in the opportunities identified and modeled.
                                                                                       new CAS.

Session 5 -      Cantore          Ann                Office of the State Comptroller   If CAS voucher and RS are found to require correction,      The interface and design issues will be determined at a
Payments                                                                               how will such a correction be made without resubmitting     later time in the project.
                                                                                       corrected data from the Agency FMS? Will there be
                                                                                       direct on-line correction access to the new CAS by the
                                                                                       Agency?
Session 5 -      Cantore          Ann                Office of the State Comptroller   Will we be paying appraised invoices and, except for a      The interface and design issues will be determined at a
Payments                                                                               voucher Number eliminating the need for a voucher?          later time in the project.
Session 5 -      Cantore          Ann                Office of the State Comptroller   When required, can supporting documentation be              The interface and design issues will be determined at a
Payments                                                                               provided electronically?                                    later time in the project.
Session 6 -      Gorko            Ginny              Division of Criminal Justice      DCJS receives funds in advance before service is            We have considered this as we did our BPA and will
Revenue, Fin.                                        Services                          performed. Is there any type of provision for escrow        develop requirements for the CAS to reflect the
Reptg., Fringe                                                                         situations?                                                 opportunities identified and modeled.
Benefits                                                                               Fingerprints are sent in electronically and payments must
                                                                                       be there in advance. Unearned income is reported
                                                                                       quarterly for financial reporting.




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                                                                           Questions from Index Cards
Session 6 -      Hyde             Mary               Department of Labor       Using banks to record revenue data – I think that some The goal of the proposed Revenue process is to
Revenue, Fin.                                                                  agencies might correct the accounting data in their Sole streamline and make the recording of revenue more
Reptg., Fringe                                                                 Custody account per the bank reconciliation and then do accurate from the initial entry.
Benefits                                                                       the AC 909 only once. Now they will have to do it wrong
                                                                               and then correct it if there are deposit discrepancies.

Session 6 -      Hyde             Mary               Department of Labor       Fringe Billing -                                           We have considered this as we did our BPA and will
Revenue, Fin.                                                                  STREAMLINE!                                                develop requirements for the CAS to reflect the
Reptg., Fringe                                                                 1. More consistent rates                                   opportunities identified and modeled.
Benefits                                                                       2. No waiver for general funds out of miscellaneous. All
                                                                               states appropriations put in agencies appropriations
                                                                               3. Charge agencies based on PR transactions – not just
                                                                               everything going to 41100 (JV‘s)




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                                                                           Questions from Index Cards
     Question/
     Comment
Interface/Design




Interface/Design




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Deferred-Process




Issue-CAS


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Issue-CAS



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Issue - FMS




Issue- FMS




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                                                                           Questions from Index Cards
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Models




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                                                                           Questions from Index Cards
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Deferred




Models



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Models




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Interface/Design




Interface/Design

Interface/Design

Models




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Issue-FMS




Models




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Session      Last Name First Name Agency
General      Martino   Debbie     Division of the
                                  Lottery

Session 1-   Szady      Kim         Department of
Spending                            Criminal Justice
Authority                           Services




Session 1-   Szady      Kim         Department of
Spending                            Criminal Justice
Authority                           Services




Session 1-   Szady      Kim         Department of
Spending                            Criminal Justice
Authority                           Services



Session 1-   Szady      Kim         Department of
Spending                            Criminal Justice
Authority                           Services




Session 1-   Szady      Kim         Department of
Spending                            Criminal Justice
Authority                           Services

Session 1-   Saxe       Dan         OGS
Spending
Authority


Session 1-   Saxe       Dan         OGS
Spending
Authority
Session 1-   Szady   Kim   Department of
Spending                   Criminal Justice
Authority                  Services




Session 1-   Szady   Kim   Department of
Spending                   Criminal Justice
Authority                  Services




Session 1-   Szady   Kim   Department of
Spending                   Criminal Justice
Authority                  Services




Session 1-   Szady   Kim   Department of
Spending                   Criminal Justice
Authority                  Services

Session 1-   Szady   Kim   Department of
Spending                   Criminal Justice
Authority                  Services




Session 1-   Szady   Kim   Department of
Spending                   Criminal Justice
Authority                  Services
Session 1-   Wells   Beth   OFT
Spending
Authority




Session 1-   Saxe    Dan    OGS
Spending
Authority




Session 1-   Saxe    Dan    OGS
Spending
Authority




Session 1-   Szady   Kim    Department of
Spending                    Criminal Justice
Authority                   Services




Session 1-   Szady   Kim    Department of
Spending                    Criminal Justice
Authority                   Services
Session 4 -   Szady   Kim    Department of
Vendor                       Criminal Justice
Repository                   Services




Session 4 -   Brown   Jere   OMR
Vendor
Repository



Session 4 -   Szady   Kim    Department of
Vendor                       Criminal Justice
Repository                   Services


Session 4 -   Szady   Kim    Department of
Vendor                       Criminal Justice
Repository                   Services

Session 4 -   Szady   Kim    Department of
Vendor                       Criminal Justice
Repository                   Services



Session 4 -   Szady   Kim    Department of
Vendor                       Criminal Justice
Repository                   Services
Session 4 -    Brown   Jere       OMR
Vendor
Repository



Session 4 -    Brown   Jere       OMR
Vendor
Repository



Session 6 -    Rossi   Mary Ann   OSC
Revenue,
Fin. Reptg.,
Fringe
Benefits
Session 6 -    Rossi   Mary Ann   OSC
Revenue,
Fin. Reptg.,
Fringe
Benefits




Session 6 -    Rossi   Mary Ann   OSC
Revenue,
Fin. Reptg.,
Fringe
Benefits
Question/Comment                                                   Status
Will the software developer of the CAS system make the software Deferred
available so that it may be used as an FMS system at agency level?

Object Code - please be aware that any change in the name of              Interface /
object code to purpose comes at a price. Agencies with FMS                Design
systems will need to revamp their accounting structures,
programming code and all pertinent reports to adjust to this new
terminology.

Please try to limit the number of characters in any new data        Interface /
element field. Agencies such as ours with an FMS system may         Design
have an easier time adapting to the new structure if we can recycle
any of the old data fields that will no longer be used.


Cost center information currently contained in OSC reports and       Issue -FMS
electronic files should continue to be available to agencies. Please
be sure that reports (i.e. Bud-60, ASC280, ASC330) will have the
cost center (or some Lower level tracking unit)on them and will be
available to agencies when the system goes live
Reconciliation between the CAS and FMS systems is and will            Issue -FMS
continue to be essential. While agencies attempt to confirm
reconciliation at the rolled-up levels such as the segregation level
(using the Bud-49 or comparable reports), you need to realize that it
is essential we are able to access data at the transactional and cost
center level. You may not be aware that agencies have to drill
down to the detail transactional level when identifying and resolving
discrepancies between CAS and FMS systems. This is the only
way I know of to keep our records in sync (transactional and rolled-
up levels) and be able to maintain an FMS system with the
associated backup to be able to withstand an audit.
Ideally agencies would have access to more than one lower level           Issue -FMS
tracking unit - this will provide agencies the ability to use one field
for cost center and other field(s) for agency specific use.

Cost centers are used extensively throughout our FMS system for Issue -FMS
tracking of costs that occur in specific buildings as well as for
specific purposes. The proposed work around of providing one
field (Lower-Level Tracking Unit) for agencies may work if added
fields are given to accommodate the variable and year.
If cost centers are eliminated, how will agencies obtain Personal   Issue -FMS
Service breakdowns by location or purpose, data that comes from
the PAYSRV System? OGS requires this cost center data in order
to properly and efficiently manage and report on its PS resources.
If cost centers are going away, OSC will need to provide an
alternative solution to obtaining a breakdown of PS charges, one in
which an agency can match up its PS and NPS charges to a
specific cost center based on location and/or a cost center based
on a specific purpose.
Ideally the future CAS would provide agencies the ability to query     Models
and report by account analysis (using the pertinent accounting
codes such as OSC program code, etc.) For example, FMS
systems provide users the ability to identify any combination of the
accounting segments and run reports accordingly. Comparable
ability within the central accounting system would simplify
reconciliation activities and be beneficial in many other ways as
well.

Currently, CAS uses authority=44 for all revenue accounting.           Models
Agencies are responsible to ensure the amount of cash drawn
against a federal grant is equal to the amount of expenditures at
that grant (by the end of the grant). The CAS does not currently
help address that need. The use of authority code 44 complicates
this issue because agencies do not have records about which
Federal Fiscal Year each cash draw pertains to.

Agencies are expected to manage to multiple Cash Ceilings. We        Models
are currently able to use the Bud-155 report to address some of our
informational needs, but we only receive that at the end of each
month. End of month reports alone are not sufficient to address
this need. During the month of March agencies spend significant
amounts of time managing to cash ceilings and the CAS does not
provide informational tools to facilitate this exercise. Ideally
agencies would be able to inquire and receive reports (upon
demand) pertaining to YTD cash disbursements by fund and
agency code. We also need to know how much money, and which
transactions are "expended but not disbursed" for each
combination of fund and agency code. Drilldown capability from
rolled up numbers to detail levels would be ideal (not only for cash
management purposes, but for general purposes as well).
At the meeting it was stated that Interchanges maintain the same       Models
lapsing attributes as the donor appropriation. Iis this correct?


When dealing with multiple lapse dates, there are gaps in time        Models
when certain transactions are not appropriate. The CAS does not
have internal controls to prevent transactions during these times,
therefore agencies need to manage to federal lapsing dates on
their own. Ideally, agencies would be able to identify a grant period
(within the life of the appropriation of course) and the CAS would
have sufficient internal controls to prevent transactions beyond the
pertinent dates. Also, please be aware that agencies frequently
receive extensions, so the grant period dates must be able to be
modified.

Jurisdiction - Agencies are frequently asked to present information    Models
to the Senate, Assembly, DOB or perhaps others by jurisdiction
(area represented by each legislative representative). Is there any
thought to building this into CAS somehow?
It would be nice if the new system would automatically send an e- Deferred /
mail to an agency contact when a segregation is changed             Partnership
(certificate or certificate interchange has been processed). We are
waiting for a certificate interchange now so we can begin
processing payments. They only way we can find out if it has hit
the OSC system is by doing inquiries every few minutes or wait a
couple days and check the journal. By have an e-mail address
assigned to an agency code, an e-mail could be sent automatically
every time a segregation is added or changed. This way we won‘t
be wasting our time and tying up the OSC system with inquiries.


OGS currently has the ability to manage its Allocations at the        Models
program level within the DOB and the CAS system for certain
Funds according to Legislated Budgets. Specifically, OGS has
several ―Sub-programs‖ that fall within a program and OGS may
interchange monies, via cert, between these sub-programs without
having to deal with the interchange restrictions. We want to be
sure that FOCAS is flexible enough to handle this and any other
allocation scenario that is currently included in the Legislative OGS
and host agency Budgets.

It would help to have the reportable JV dollar amount not be the       Issue -FMS
gross absolute value amount, but the actual amount charged
against each cost center. Having the absolute gross value
amount makes it very difficult to obtain accurate reporting on JV‘s.




Is there a way for the CAS to provide agencies with any rollup of a Models
single grant award? Several factors complicate this for agencies.
For example, a single grant can be spread over multiple
certificates, authority years and internal numbers. They can have
local assistance and state operations purposes. The subfunds can
contain multiple grant awards.
Transactional Coding - I am still unclear as to exactly what fields   Models
would need to be coded on a transaction such as a voucher and
sent to CAS for processing. This info will be pertinent to agencies.
I believe there was a suggestion at the meeting to provide a
document with this info. If not, please consider this as a request to
provide a chart or document. This alone will provide a substantial
amount of information agencies need to participate in a meaningful
way to this project.
You should be aware that agencies are responsible to file Prompt Models
Contracting and MWBE reports on a routine basis. To the extent
the CAS can house data and assist in those reports, that would be
ideal. You should be aware that data for these reports could need
to be stored at either the vendor file level or the transactional level.
I understand that these reports may be agency requirements rather
than OSC requirements, but I hope the intention for FOCAS is to
serve both groups to the extent possible. I also understand that
agencies are responsible to review the MWBE report information
and certify to it, but I hope this fact wouldn't preclude FOCAS from
addressing this report. Wouldn't it be possible for agencies or OSC
to print the MWBE report and then agencies can review, mark up
any changes and certify at that point? You may not be aware, but
these are very laborious reports that are difficult for agencies to
produce. A centralized solution would address this across the
board need for all agencies, and be much more efficient than
having agencies reinvent the wheel over and over. Please
reconsider including data to address these reporting needs.
Organization Association appears to only be during the formal         Models
agreement level. It might be good to have this at the informal level,
as well. The relationship between NYS employees and vendors,
LLCs and Corporations, is of concern considering the cumulative
effect of informal's statewide.
We would appreciate it if the new system has a way for end users       Models
to view the status of Contract Reporter exemption requests.



When we reviewed the Vendor file I noticed that the Interest Eligible Models
flag wasn't carried at that level. Is it appropriate at that level, or at
the transactional level?

Please confirm whether the new CAS will allow for contact info at      Models
each location. Through this process I am trying to determine if the
new CAS will be able to address our most challenging scenario,
multiple grants with the same grantee. Will the vendor file as
currently proposed will be able to address this scenario.

We would like to confirm that certain vendor file info will be optional, Models
meaning that if optional data is missing our transactions will still be
able to be processed. Our worst case scenario is that we can't
process a transaction simply because we don't have an
organizational chart for a vendor. My understanding is that there
will be optional fields, although a listing of required and a listing of
optional fields has not yet been developed. We would appreciate a
listing of those fields, and an opportunity for agency input, once
they are developed.
The listing/identification of MWBE. Will this only involve NYS   Issue-FMS
Certified MWBEs? (Many companies are MWBEs, but not NYS
certified.) Will the system interface with Economic Development
and remove MWBEs, when appropriate? (Currently a listing is sent
to the Agencies) Same with SBs.

In the perfect new world, would it be possible to have a "vendor     Models
satisfaction" rating or comment screen? Some vendors are
extremely poor with regard to billing, delivery dates, problem
resolution and accurate product delivery. This may help Agencies
choose the best performers.

What about NSF checks and immediate cash availability? ACH             Models
must be good funds/same day to support voucher payments if a
subfund is to be credited at this point. Has this been included in the
new system?

The consultant briefly mentioned ‗errors‘ to go into a ‗temporary‘ Interface /
account, which raises concerns related to difficulty to manage if  Design
accounts are commingled with multiple agencies on how to timely
resolve such errors. This is an area that needs to be looked at
further since we need to make sure there are not large
unmanageable reconciliations resulting from the consolidation of
sole custody accounts into regional accounts. (Agencies have clear
responsibility now for timely reconciliation and follow up NSF
checks, etc.)
Some agencies mentioned they would like to have fringe benefits   Issue-CAS
automatically charged to their accounts and at least one other
agency agreed. While not all agencies were supportive, having the
option be permissible for agencies in any future system would be
great.
Answer
This issue will be addressed by the
partnership.

The interface and design issues will be
determined at a later time in the project
and agencies will be provided as much
notification and information as possible
as soon as we have made any technical
determinations.
The interface and design issues will be
determined at a later time in the project
and agencies will be provided as much
notification and information as possible
as soon as we have made any technical
determinations.
We will be hosting many work group
sessions with Agencies in the future to
determine the best solution to the
Accounting Structure issues.

We will be hosting many work group
sessions with Agencies in the future to
determine the best solution to the
Accounting Structure issues.




We will be hosting many work group
sessions with Agencies in the future to
determine the best solution to the
Accounting Structure issues.
We will be hosting many work group
sessions with Agencies in the future to
determine the best solution to the
Accounting Structure issues.

We will be hosting many work group
sessions with Agencies in the future to
determine the best solution to the
Accounting Structure issues.
We have reviewed processes as we did
our BPA and will develop requirements to
reflect the opportunities identified and
modeled. The ability to query the system
and generate reports will also be
included in the requirements.




We included Federal Grant information in
our process reveiws as we did our BPA
and will develop requirements to reflect
the opportunities identified and modeled.




We have reviewed processes as we did
our BPA and will develop requirements to
reflect the opportunities identified and
modeled. The ability to query the system
and generate reports will also be
included in the requirements.




We will review our models and consult
with the appropriate OSC personnel to
make sure this issue has been taken into
account.
We included Federal Grant information in
our process reveiws as we did our BPA
and will develop requirements to reflect
the opportunities identified and modeled.




We will review our models and consult
with the appropriate OSC personnel to
make sure this issue has been taken into
account.
While better notification and workflow are
a goal of the new CAS, this is and issue
that will need to be addressed by the
partnership.




We will review our models and consult
with the appropriate OSC personnel to
make sure this issue has been taken into
account.




OSC doesn't need information traceked
at the cost cneter level. We will be
hosting many work group sessions with
Agencies in the future to determine the
best solution to the Accounting Structure
issues like cost center. This question will
be reviewed then.
We will review our models and consult
with the appropriate OSC personnel to
make sure this issue has been taken into
account.



The models provide the basis for the
fields that will be needed in the new
system. When we are in the design
phase of this project, the specific fileds
need for each transaction will be further
fleshed out and presented to the
agencies.
We have reviewed and identified the
need for Vendor Type fields in the new
Vendor Repository as we did our BPA.
We will develop requirements to reflect
the opportunities identified and modeled.
OSC plans to work with Empire State
Development to share information.
However, the CAS will not capture
MWBE requirements at the level required
by Empire State Development.




The type of payment request and the
amount of the agreement will drive the
amount of information that is being
captured.

We envision the 2 systems to be linked.
We will review our models and consult
with the appropriate OSC personnel to
make sure this issue has been taken into
account.
We will review our models and consult
with the appropriate OSC personnel to
make sure this field has been taken into
account.
Yes, the vendor file will contain
information at the location level.




There will be certain information that is
mandatory but other information will, at
this time, be optional. When we are in
the design phase of this project, the
specifics for each filed will be fleshed out
and presented to the agencies.
OSC plans to work with Empire State
Development to share information.
However, the CAS will not capture
MWBE requirements at the level required
by Empire State Development.

At the present time, this information will
not be part of the vendor repository.




Yes, this has been included in the
models and will be in our RFP
requirements.



The interface and design issues will be
determined at a later time in the project
and agencies will be provided as much
notification and information as possible
as soon as we have made any technical
determinations.




This issue will require further discussion
by the partnership and the Payroll
system.
                                                                           General Questions and Comments
Session         Last Name        First Name      Agency                                Question/Comment
Orientation     Hecht            Franklin        Office of General Services            You mention the interface to state agency systems,
                                                                                       given the state budget process – how much time are
                                                                                       you allowing for when we have to implement and are
                                                                                       the agencies going to get funding?




Orientation     Aronowitz        Leon            Office of Mental Health               Given the ebbs and flows of the economy, which
                                                                                       affects the State‘s budget, how will this effect the
                                                                                       funding of this project and potentially limit it?




Orientation     Johnston         Tom             Department of Correctional Services   Few if any of the agencies‘ FMSs enter all
                                                                                       transactions directly into the CAS system– how will
                                                                                       this be affected?

Session 1-      Bell             Marilyn         Office of Mental Health               Capital projects are bondable ones – under CAS but
Spending                                                                               we still need project authority
Authority
Session 1-      Mann             Connie          Department of Correctional Services   Not all bondable projects are part of CAS
Spending
Authority
Session 1-      Mann             Connie          Department of Correctional Services   Electronic transfer to DOB so they don‘t loose it; it
Spending                                                                               goes faster, too many copies, we can batch our info
Authority                                                                              and it sits in the Comp. It would be a better trail as it
                                                                                       moves through to system. We would like
                                                                                       confirmation as transactions move into the system

Session 1-      Mann             Connie          Department of Correctional Services   Approved by DOB elect
Spending
Authority



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                                                                          General Questions and Comments
Session 1-      Saxe             Dan             Office of General Services                  Enter into system once and have it go to all places it
Spending                                                                                     needs to. OSC needs to be coordinated with its
Authority                                                                                    partners


Session 1-      Saxe             Dan             Office of General Services                  CAS is very unforgiving – if you make one error.
Spending                                                                                     Ex. Forgot to put 000 before agency code on one
Authority                                                                                    screen and then have to go to an "invisible part of
                                                                                             the screen‖ to correct.

Session 1-      Itzo             Cindy           Office of the Attorney General              If you make an error it is hard to even figure out what
Spending                                                                                     the error is, more or less figure out how to correct it.
Authority
Session 1-      Casey            Dennis          Division of Parole                          I would like the agency to be left out of the process –
Spending                                                                                     make the appropriation a segregation immediately;
Authority                                                                                    manage by exception, unless the DOB needs to fine
                                                                                             tune it. [LOTS of applause from other participants in
                                                                                             reaction to this comment]

Session 1-      Johnston         Tom             Department of Correctional Services         Automatic segregations wouldn‘t work for
Spending                                                                                     Correctional Services; we have more detail (70
Authority                                                                                    facilities by 4 categories). We get more info on the
                                                                                             details from the second source

Session 1-      Burns            Chris           Department of Labor                         Enter info to CAS and it is accepted by DOB – but
Spending                                                                                     then LATER we get a call saying that there is a
Authority                                                                                    Technical issue. This delays the approval process.
                                                                                             We need to know WHEN it was entered that there
                                                                                             was an issue.
Session 1-      Devine           Sharon          Division of Housing and Community Renewal   Addition to Connie‘s comment about electronic
Spending                                                                                     approval – would help with all the approvals that are
Authority                                                                                    needed instead of having all the hard copies that are
                                                                                             currently used; the system should split <the
                                                                                             information> where it needs to go

Session 1-      Johnston         Tom and Connie Department of Correctional Services          Have a standardized certificate form – depending
Spending                                                                                     upon the fund and the analysis
Authority


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                                                                           General Questions and Comments
Session 1-      Poole            Jim             State University of New York          A standardized form would not work for SUNY
Spending                                                                               Underlying assumption that this is real time – not
Authority                                                                              batch. Keep systems in sync and cut down on
                                                                                       reconciliation

Session 1-      Caulfield        Nancy           Workers' Compensation Board           Standardized cert form would also not work for
Spending                                                                               OTDA
Authority                                                                              It is too complicated to standardized certificate form;
                                                                                       ok with streamlined certs
Session 1-      Rulon            Chris           Insurance Department                  Segregation and Cert Authorization is used as a
Spending                                                                               control mechanism – should divorce the cert
Authority                                                                              authorization from expense control. Have them
                                                                                       separate. You process multiple certs throughout the
                                                                                       year that are meaningless. It is an inefficient way
                                                                                       currently of trying to control spending; 85% are
                                                                                       personal services or capital and cert doesn‘t matter
                                                                                       (Dennis agreed)

Session 1-      Mann             Connie          Department of Correctional Services   DOC has to submit cert on a monthly basis – this is
Spending                                                                               a tedious process and does not allow the dept to
Authority                                                                              control their own spending authority. Short changes
                                                                                       areas such as pharmaceuticals for inmates.
Session 1-      Reed             Jim             Division of the Budget                From our perspectives we need to preserve some
Spending                                                                               control mechanism within the boundaries of the
Authority                                                                              accounting system. Need to manage expenditures,
                                                                                       etc. Certificate process is what there is right now as
                                                                                       the control mechanism.

Session 1-      LaWare           Peg             Office of Mental Health               There is confusion over where federal grant info is
Spending                                                                               posted in order to segregate…different authority,
Authority                                                                              fiscal years, financial cycles, and which part from
                                                                                       which year has been appropriated.

Session 1-      Hughes           Charlie         Office of Court Administration        Just a more logical internal numbering would help
Spending
Authority




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                                                                           General Questions and Comments
Session 1-      Itzo             Cindy           Office of the Attorney General       We can only exchange so much between programs
Spending                                                                              – certs is not the right place to control budgets.
Authority                                                                             Micromanaging through certs.
                                                                                      Why can‘t business rules be built into the system so
                                                                                      the review and approval would be automated?

Session 1-      Casey            Dennis          Division of Parole                   DOB will have to give up the control of the spending
Spending                                                                              to the agency heads.
Authority                                                                             Cert process as it is currently will not work with
                                                                                      where we are going

Session 1-      Aini             Cheryl          Banking Department                   DOB could put in an automated spending limit –
Spending                                                                              need for automation is clear. Set spending levels in
Authority                                                                             the system. After segregation the departments
                                                                                      would do the finalizing and then they distribute.
Session 1-      LaWare           Peg             Office of Mental Health              Legislative 007 fund – master cert sent to agency
Spending                                                                              then segregate the fund – it is confusing as to how it
Authority                                                                             has been posted. If DOB is doing master cert it
                                                                                      shouldn‘t come back to the agency in order to
                                                                                      segregate it…DOB should do that and send it to the
                                                                                      agency already segregated
Session 1-      Sherman          Jim             Division of the Budget               Sets of certs that do go together and that pass
Spending                                                                              through together.
Authority                                                                             The issue is that there are central appropriations.
                                                                                      Two levels/pieces in the processing – but they need
                                                                                      to be handled as a package.
                                                                                      A more generic need is to allow control over the
                                                                                      availability of an appropriation and expenditure of a
                                                                                      disbursement.

Session 1-      Lombardo         Tony            State Education Department           There needs to be a standardized definition of what
Spending                                                                              an appropriation is? And once we got that need we
Authority                                                                             need Chapter, Line, etc.
Session 1-      Quivey           Patricia        OASAS                                Used to have these controls many years ago in CAS.
Spending                                                                              Instead of using certs for control we had something
Authority                                                                             else. Maybe we can look at that?



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                                                                           General Questions and Comments
Session 1-      Reed             Jim             Division of the Budget                To clarify – personal/non-personal can not be
Spending                                                                               treated as optional. They have to be there at the
Authority                                                                              appropriation stage
                                                                                       Legally each one of these lines is on an
                                                                                       appropriation; some of the rest <of the text> are
                                                                                       practices
                                                                                       Info should go in when the appropriation is entered,
                                                                                       including ID of what they are for
Session 1-      Hughes           Charlie         Office of Court Administration        How can the ―yellow paragraphs‖ go over to the CAS
Spending                                                                               system as is? How can it link up with the CAS?
Authority                                                                              Need to know how the dollar amounts link up to the
                                                                                       agency programs.
                                                                                       We end up maintaining separate systems; doing
                                                                                       double entry in order to be able to spend our money.

Session 1-      Hughes           Charlie         Office of Court Administration        Why not let CAS give me the where withal to control
Spending                                                                               the appropriation?
Authority
Session 1-      Johnston         Tom             Department of Correctional Services   Different agencies would do it differently; I‘m looking
Spending                                                                               for a structure that could be set up but managed
Authority                                                                              separately
Session 1-      Lombardo         Tony            State Education Department            There is no standard as to how an appropriation is
Spending                                                                               dealt with
Authority
Session 1-      Murray           Matt            Office of Mental Health               Concern as appropriations trans to CAS it gets an
Spending                                                                               internal number – can it be tied back.
Authority
Session 1-      Anonymous        Anonymous       Unknown                               The internal number starts the whole process and
Spending                                                                               can‘t start the process of certs until I have the
Authority                                                                              internal number. Need them to proceed – work held
                                                                                       up because I don‘t have the internal number

Session 1-      Mahoney          Tom             Office of the State Comptroller       CAS assigns the internal numbers
Spending
Authority




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                                                                           General Questions and Comments
Session 1-      Mann             Connie          Department of Correctional Services         When I get the bill copy and it is approved by
Spending                                                                                     legislature, it has already been assigned an internal
Authority                                                                                    number and when entered into my FMS it will bring
                                                                                             the overall internal number. It is easy to get the
                                                                                             number and find it. It is a useful tool to match things
                                                                                             up. In today‘s world it is happening twice, in the local
                                                                                             system and in CAS. Only when I have to do
                                                                                             segregations.
Session 1-      Saxe             Dan             Office of General Services                  Being able to use the fund and sub-fund numbers for
Spending                                                                                     our internal system – that is important to us.
Authority
Session 1-      Hughes           Charlie         Office of Court Administration              Add organization specific info (regional details) that
Spending                                                                                     would help with internal tracking
Authority
Session 1-      Lombardo         Tony            State Education Department                  Certs get much more complicated than this.
Spending                                                                                     Things such as federal grant number are not readily
Authority                                                                                    available to us – we can‘t see what info is available.
                                                                                             Need easy access to know what amount is there so
                                                                                             we don‘t go over. It is in there but not readily
                                                                                             available when we are doing the cert

Session 1-      Devine           Sharon          Division of Housing and Community Renewal   We add the cost center to the cert which is helpful –
Spending                                                                                     in new world the cost center would also be included
Authority                                                                                    and if the cost center is now, have it created

Session 1-      Bell             Marilyn         Office of Mental Health                     Above comment would not work because there are
Spending                                                                                     multiple cost centers.
Authority                                                                                    Need to know when money is transferred out and
                                                                                             allocation is lowered; would like to automatically
                                                                                             change the bottom line.

Session 1-      O‘Sullivan       Karol           Insurance Department                        There is no communication when transfers happen
Spending                                                                                     (segregation on behalf of another agency) Automatic
Authority                                                                                    notification <to both agencies> would be great.
                                                                                             Would like to have it enter into the new agency line
                                                                                             for the mirror cert.



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                                                                           General Questions and Comments
Session 1-      Ostrander        Sandy           OPR&HP                                  When money is sub-allocated we are responsible for
Spending                                                                                 the re-appropriation of the fund but we have no way
Authority                                                                                of seeing the status of those funds. Need more
                                                                                         visibility
Session 1-      Reed             Jim             Division of the Budget                  We need ability to connect any piece of an
Spending                                                                                 appropriation that goes out and track it over time;
Authority                                                                                miscellaneous appropriations and also sub-
                                                                                         allocation.

Session 1-      Cao              Dexiang         State Education Department              Standardized sub-allocation certification?
Spending                                                                                 Info needs to flow from one year to another. OSC
Authority                                                                                doesn‘t think that way – they only think one year at a
                                                                                         time. We can have certs over 20 pgs long – this
                                                                                         example is too simple

Session 1-      Lombardo         Tony            State Education Department              A lot of the information people want is actually in the
Spending                                                                                 current system but they are not connected and can‘t
Authority                                                                                get at it. E.g. there is a way to get the info for sub-
                                                                                         allocations.
                                                                                         Some things should be standardized more, such as
                                                                                         forms, and definitions.
                                                                                         Info going in is very important and the connection
                                                                                         between information is also very important

Session 1-      Bell             Marilyn         Office of Mental Health                 The new system needs better documentation and
Spending                                                                                 this will help. It would be great if we had better
Authority                                                                                access to the meaning of codes, etc and how to
                                                                                         access the information that is there. This is a
                                                                                         change management issue.

Session 1-      Johnston         Tom             Department of Correctional Services     Impact – any changes will have a severe impact on
Spending                                                                                 local systems. Ex: next session on accounting
Authority                                                                                systems will reveal a lot of this

Session 1-      Masucci          Nick            Department of Public Service            Need to know real time when we can spend as soon
Spending                                                                                 as it has been approved.
Authority
Session 1-      Hamilton         Ed              New York State Science Technology and   When budget and OSC have approved it –we need
Spending                                         Academic Research                       an automatic notification
Authority

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                                                                           General Questions and Comments
Session 1-      Itzo             Cindy           Office of the Attorney General       The screen should look like form – visual
Spending                                                                              consistency
Authority
Session 1-      Saxe             Dan             Office of General Services           Have drop down lists of codes, program numbers,
Spending                                                                              etc but still have the flexibility to make segregations
Authority
Session 1-      Cao              Dexiang         State Education Department           We need the ability to continue to be able to work
Spending                                                                              with the amount still available in the case of an over
Authority                                                                             allocation
Session 1-      Sherman          Jim             Division of the Budget               If things are renamed – do so in relationship to their
Spending                                                                              history and be ones that people can relate to [have it
Authority                                                                             make intuitive sense]
                                                                                      Classifications need to be based on a real solid
                                                                                      understanding as to what the attributes are – it must
                                                                                      be kept in mind that there are different dimensions to
                                                                                      different agencies.
                                                                                      Important to preserve what is good about the info
                                                                                      people are used to using and the different
                                                                                      dimensions they understand it as.
                                                                                      All views of reality need to be taken into account.


Session 1-      Lombardo         Tony            State Education Department           This [FOCAS] may change the shift of who is doing
Spending                                                                              what. When you change all of this someone needs
Authority                                                                             to take a look at who is going to be doing what.
                                                                                      People issues! Resources have to follow where you
                                                                                      put in changes.

Session 1-      Isaacson         Arlene          State University of New York         Follow up on what Jim said – definitions need to be
Spending                                                                              well thought out and good for everyone.
Authority                                                                             Suggestion for future session – have a list of
                                                                                      definitions that are discussed/refined as a group
Session 1-      Bell             Marilyn         Office of Mental Health              Getting info about the session topic distributed
Spending                                                                              ahead of time (in response to process feedback)
Authority
Session 2 -     Itzo             Cindy           Office of the Attorney General       What do we mean by a Repayment Agreement?
Accounting                                                                            What is a Repayment Agreement?
Structure



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                                                                           General Questions and Comments
Session 2 -     Lombardo         Tony            State Education Department                 It is strictly a tie between the expenditure and the
Accounting                                                                                  revenue. Are we talking strictly about a revenue
Structure                                                                                   contract?
Session 2 -     Lynch            Tom             Department of Transportation               Typically you have a contract (F Contract) when you
Accounting                                                                                  make the expenditure it generates a receivable and
Structure                                                                                   it is hard to match. This is what they are looking at I
                                                                                            think.
Session 2 -     Lombardo         Tony            State Education Department                 I‘m trying to clarify exactly what we are talking about.
Accounting                                                                                  Legislation says there is an assessment, e.g.,
Structure                                                                                   someone owes overtime – are we talking about
                                                                                            keeping track of something like that as well? (i.e.
                                                                                            assessment over a quarterly basis) We do not have
                                                                                            a way to keep track of that right now.
Session 2 -     Szady            Kimberly        Division of Criminal Justice Services      We need to ensure that this first one refers to
Accounting                                                                                  federal funds that have different lapse dates
Structure
Session 2 -     Masucci          Nick            Department of Public Service               How is this an enhancement?
Accounting
Structure
Session 2 -     Lombardo         Tony            State Education Department                 Once something lapses, we have to put it back on
Accounting                                                                                  the books. All the information that was there at the
Structure                                                                                   time of the lapse is not automatically put back on.
                                                                                            It would be beneficial to have a link to enable the
                                                                                            restoration of everything that went with it (the
                                                                                            appropriation), including the segregation.
Session 2 -     Foster           Ann             Division of the Budget                     Was Tony referencing re-appropriations?
Accounting
Structure

Session 2 -     Moehringer       Ken             Department of Environmental Conservation   A similar example is parallel local assistance funds
Accounting                                                                                  that may have lapsed and then later needed to be
Structure                                                                                   reactivated
Session 2 -     Foster           Ann             Division of the Budget                     How are you dealing with interchanges?
Accounting
Structure



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                                                                           General Questions and Comments
Session 2 -     Ostrander        Sandy           OPR&HP                               I would like to ensure that the original appropriation –
Accounting                                                                            ties with the sub-allocation to another agency. If an
Structure                                                                             appropriation is lapsing, we need to ensure there is
                                                                                      a tie between the appropriation and the sub-
Session 2 -     Lombardo         Tony            State Education Department           allocation
                                                                                      Is the intention of the Department of Budget to allow
Accounting                                                                            only the amount in parentheses to be used or the
Structure                                                                             whole amount?




Session 2 -     Foster           Ann             Division of the Budget               In response to Tony – the current accounting system
Accounting                                                                            does say that the original amount is what is re-
Structure                                                                             appropriated; this is not what is in parentheses.


Session 2 -     Holtzman         Tricia          Division of the Budget               If the appropriation is repealed, then we need a
Accounting                                                                            mechanism to track back to the original, enacted
Structure                                                                             appropriation, as well as the amount backed out.

Session 2 -     Poole            Jim             State University of New York         It sounds like the activity in lapsing is about archiving
Accounting                                                                            and history. If your business rules are built into the
Structure                                                                             system you should always be able to get back to that
                                                                                      history.

Session 2 -     LaWare           Peg             Office of Mental Health              I would like to see an easier way to keep track of
Accounting                                                                            getting an emergency appropriation. Then when you
Structure                                                                             get the actual appropriation, I would like to be able to
                                                                                      go from one to the other – to convert the emergency
                                                                                      into the actual.

Session 2 -     Lynch            Tom             Department of Transportation         I am concerned that the optional coding is
Accounting                                                                            maintained. We use an array of numbers that aren‘t
Structure                                                                             specifically tagged on the system; but we need it and
                                                                                      need to be able to have that kind of data




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                            11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 2 -     Vaughn           Geraldine       Office for the Aging                  Data disappears off the system after 3/31 – we need
Accounting                                                                             to be able to access the data after that date.
Structure
Session 2 -     Masucci          Nick            Department of Public Service          How long do you anticipate warehousing?
Accounting
Session 2 -     Hughes           Charlie         Office of Court Administration        Can someone give me an example of a non-
Accounting                                                                             appropriated fund?
Structure -
Session 2       Holtzman         Tricia          Division of the Budget                What about a sub-fund? If you have an appropriation
Accounting                                                                             for a specific account (sub-fund) – it doesn‘t get
Structure                                                                              assigned until it is segregated.

Session 2 -     Lombardo         Tony            State Education Department            At the appropriation level there can be a sub fund
Accounting                                                                             specified – 007
Structure
Session 2 -     Lombardo         Tony            State Education Department            It is possible for the sub-allocation to lapse and the
Accounting                                                                             legislative appropriation be still in effect
Structure
Session 2 -     Isaacson         Arlene          State University of New York          Programs can have a lot of projects associated with
Accounting                                                                             them?
Structure
Session 2 -     Itzo             Cindy           Office of the Attorney General        Not all Expenditures are encumbered, but the model
Accounting                                                                             looks like you have to have an Encumbrance.
Structure
Session 2 -     Rainville        Phyllis         Department of Correctional Services   The appropriation number could only carry one
Accounting                                                                             program code according to your model.
Structure
Session 2 -     Saxe             Daniel          Office of General Services            I need to see the information elements side by side
Accounting                                                                             where we are and where we are going. It would
Structure                                                                              help.
                                                                                       I am unclear about ‗purpose‘ and sub-object code. If
                                                                                       I could see side these by side it would help a lot.
Session 2 -     Foster           Ann             Division of the Budget                The Liability Day concept that is on every voucher.
Accounting
Structure
Session 2 -     Johnston         Tom             Department of Correctional Services   Is the state-wide accumulator used by the
Accounting                                                                             Comptroller?
Structure




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                                                                           General Questions and Comments
Session 2 -     Lombardo         Tony            State Education Department                 How would ‗intelligence‘ be built into the system?
Accounting
Structure
Session 2 -     Szady            Kimberly        Division of Criminal Justice Services      Is the system going to be flexible enough to break
Accounting                                                                                  down a specific segregation to a lower level and
Structure                                                                                   track it by cost center, variable, and year?
Session 2 -     Harding          Jane            Department of Health                       We break down to multiple levels starting from the
Accounting                                                                                  cost center level. We have a separate system with a
Structure                                                                                   lot of attributes tied to the cost center.


Session 2 -     Saxe             Daniel          Office of General Services                 How would it work for payroll? Employees are set
Accounting                                                                                  up in pools that are tied into cost center.
Structure


Session 2 -     Ostrander        Sandy           OPR&HP                                     Are we to conclude that cost center is not going to
Accounting                                                                                  be used?
Structure                                                                                   The other field that I am not seeing is Project
                                                                                            attribute?

Session 2 -     Szady            Kimberly        Division of Criminal Justice Services      Our FMS talks to CAS, and the CAS talks back –
Accounting                                                                                  (that process) relies on the Cost Center.
Structure                                                                                   Some sort of translation at a detail level is needed.
Session 2 -     LaWare           Peg             Office of Mental Health                    I don‘t need the cost center. Maybe keep the Project
Accounting                                                                                  attribute and have it mean whatever the agency
Structure                                                                                   needs it to.
Session 2 -     Poole            Jim             State University of New York               I think we may all benefit by a table with the new
Accounting                                                                                  terms and how they relate to the old terms. Help
Structure                                                                                   them understand where the information is coming
                                                                                            from.
Session 2 -     Donnelly         Emily           Department of Labor                        Our FMS generates the cost center. If you do away
Accounting                                                                                  with Cost Center we would totally have to do away
Structure                                                                                   with our current system
Session 2 -     Moehringer       Ken             Department of Environmental Conservation   We are okay as long as the system accepts the Cost
Accounting                                                                                  Center in some way – there is a need for translation
Structure


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                                                                          General Questions and Comments
Session 2 -     Masucci          Nick            Department of Public Service          You say OSC doesn‘t care about the cost center –
Accounting                                                                             how will you get the information to hit the right
Structure                                                                              place?
Session 2 -     Casey            Dennis          Division of Parole                    Has it been decided that the new central accounting
Accounting                                                                             system will not contain an agency financial
Structure                                                                              management system within it?
Session 2 -     Casey            Dennis          Division of Parole                    What about a state-wide system?
Accounting
Session 2 -     Johnston         Tom             Department of Correctional Services   We need to do a study on Cost Center use.
Accounting                                                                             Does Division of Budget do any cost center based
Structure                                                                              work?
Session 2 -     Lombardo         Tony            State Education Department            Many management reports were available when they
Accounting                                                                             launched the current CAS. There were all kind of
Structure                                                                              ways the current information could be massaged,
                                                                                       but nobody ever did anything with it.


Session 2 -     Johnston         Tom             Department of Correctional Services   Cost center is a much more complex relationship
Accounting                                                                             than you have it represented.
Structure -
Session 2       Knapp            Susan           Division of the Budget                I think there is a change for the process model – we
Accounting                                                                             need to track where the budget certificate approval
Structure                                                                              is. A whole loop is missing.
                                                                                       The budget certificate also authorizes sub-
                                                                                       allocations, spending, interchanges, and
                                                                                       appropriations and a process is needed.

Session 2 -     Knapp            Susan           Division of the Budget                Can you track that? Do you have that transaction in
Accounting                                                                             the model…to give it out to various agencies?
Structure
Session 3 -     Poole            Jim             State University of New York          Other agencies are involved in the approval process
Agreements                                                                             (specifically referring to the area above the red line
                                                                                       in the process model). For example the Attorney
                                                                                       General‘s office may be involved. We would like to
                                                                                       see a system that can track all phases of the
                                                                                       agreement approval process (including approval
                                                                                       from other agencies), before it goes to OSC.



       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                          11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 3 -     Johnston         Tom             Department of Correctional Services     Question is about the newly envisioned Vendor File.
Agreements                                                                               Since the FMS systems have their own vendor
                                                                                         components will there be an effort to synchronize the
                                                                                         OSC‘s new system with the Agency FMS? Unless
                                                                                         the two are reconciled there may be a vast gap.



Session 3 -     Novakowski       Mike            Division of the Budget                  Does the agreement description allow for the types
Agreements                                                                               of components for reporting on types of contracts?
                                                                                         (e.g. equipment).




Session 3 -     DeWitt           Keith           Higher Education Services Corporation   In the model is there any accountability for Minority
Agreements                                                                               and Women-Owned Enterprises tracking?


Session 3 -     DeWitt           Keith           Higher Education Services Corporation   Will there be a mechanism to get Contract Reporter
Agreements                                                                               input?



Session 3 -     DeWitt           Keith           Higher Education Services Corporation   And will you (OSC) generate the Minority and
Agreements                                                                               Women-Owned Business Enterprises reports?
Session 3 -     Praisner         Dave            Office for Technology                   Can the Vendor Repository be used to know if the
Agreements                                                                               agreement is interest eligible? Would prefer that to
                                                                                         be automatic.

Session 3 -     Poole            Jim             State University of New York            Agency assigned agreement numbers – is OSC
Agreements                                                                               retaining the existing designation (i.e. D=
                                                                                         construction)?
Session 3 -     Poole            Jim             State University of New York            Will it be unique by agency? By state? Right now
Agreements                                                                               everything is unique by agency.




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                           11/14/2010 12:18 PM
                                                                           General Questions and Comments
Session 3 -     Poole            Jim             State University of New York            How will you track for multi-agency?
Agreements
Session 3 -     Hefner           MaryBeth        Department of Health                    Of all these different attributes, which will be
Agreements                                                                               mandatory? I‘m specifically concerned about
                                                                                         Encumbrance.




Session 3 -     Hefner           MaryBeth        Department of Health                    What about a million dollar agreement that has no
Agreements                                                                               segregation?
Session 3 -     DeWitt           Keith           Higher Education Services Corporation   Regarding CM contracts – Will there be a
Agreements                                                                               mechanism to find out if other agencies have
                                                                                         encumbered against the contract?
Session 3 -     Rainville        Phyllis         Department of Correctional Services     ―1099 reportable‖ has to do with the ‗IRS
Agreements                                                                               reportable‖?
Session 3 -     Szady            Kimberly        Division of Criminal Justice Services   CAS should have everything needed to do Minority
Agreements                                                                               and Women-Owned Business Enterprises reporting.
                                                                                         We work very hard on this.
Session 3 -     Hyde             Mary            Department of Labor                     Candidate solution: Use a query tool that will allow
Agreements                                                                               agencies to directly get the information they desire.
                                                                                         Similar to PayServ today (OSC Payroll). This will
                                                                                         reduce the need for canned reports.
Session 3 -     Apholz           Sharon          OPR&HP                                  If the Minority and Women-Owned Business
Agreements                                                                               Enterprises data is there, and every agency is
                                                                                         required to have it, why can‘t OSC do this [generate
                                                                                         reports]? We‘re just taking the same data and it‘s
                                                                                         double effort.




Session 3 -     Juron            Don             State Education Department              We are required to do reporting for not-for profit. We
Agreements                                                                               have 3 year contracts and we have to report on
                                                                                         renewal dates. This information is not currently
                                                                                         accessible from OSC.


       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                            11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 3 -     Hefner           MaryBeth        Department of Health                Object and Cost center is an important accounting
Agreements                                                                           thing. To ask us now to not give that information
                                                                                     would be detrimental.
Session 3 -     Hoghe            Gary            Department of Motor Vehicles        We need to tie encumbrance back to segregation.
Agreements                                                                           Currently that is done with cost center and object.
                                                                                     Will that continue?
Session 3 -     Lynch            Tom             Department of Transportation        Within segregation you can have multiple object
Agreements                                                                           types. You need to know this. If you look at the
                                                                                     segregation you may only have four or five…if you
                                                                                     loose the object/purpose of the expense you loose,
                                                                                     from an accounting perspective a lot of very
                                                                                     important information. We often encumber the
                                                                                     money at a lower level.




Session 3 -     Poole            Jim             State University of New York        These instances [Informal Agreements] will require
Agreements                                                                           the majority of 1099 reporting. This is where you
                                                                                     might get the majority of the 1099 reportables. Is
                                                                                     that in the system?




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                                                                          General Questions and Comments
Session 3 -     Quivey           Patricia        OASAS                               How are you anticipating this information flowing into
Agreements                                                                           the system?
                                                                                     Today, we enter a voucher. Do we have to add an
                                                                                     informal agreement and a voucher?




Session 3 -     Apholz           Sharon          OPR&HP                              This is getting clearer. We need to know what will
Agreements                                                                           change in our world.
                                                                                     If there is a one time invoice, how does it work?

Session 3 -     Hogan-Barhold    Marie           Division of Parole                  What is the mechanism to set up an agreement up
Agreements                                                                           front but not make a payment (e.g., setting up paying
                                                                                     the light bill for the entire year)?
Session 3 -     Poole            Jim             State University of New York        The Bureau of State Expenditure sometimes audits
Agreements                                                                           Informal Agreements and finds them actually to be
                                                                                     Formal. You need to ensure you can catch Informal
                                                                                     Agreements when they cross a threshold and
                                                                                     become Formal. We need a mechanism to transfer
                                                                                     this information to a Formal Agreement.




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                        11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 3 -     Rider            Bill            Department of Motor Vehicles          The difference is a dollar threshold for a vendor? My
Agreements                                                                             understanding is that this is per commodity. What is
                                                                                       the threshold? What is the difference between
                                                                                       formal and informal?




Session 3 -     Poole            Jim             State University of New York          Bill brings up a good point.
Agreements                                                                             Is there the intention of capturing commodity
                                                                                       information? This is important and would be good if
                                                                                       you do.


Session 3 -     Johnston         Tom             Department of Correctional Services   Don‘t you need some of this for audit?
Agreements
Session 3 -     Praisner         David           Office for Technology                 You are asking for an agreement value for a State-
Agreements                                                                             wide Agreement. What is definition of agreement
                                                                                       value?
Session 3 -     Praisner         David           Office for Technology                 What about Sylvia‘s Contracts?
Agreements
Session 3 -     Johnston         Tom             Department of Correctional Services   What authorizations will be required, for formal or
Agreements                                                                             informal agreements?

Session 3 -     Poole            Jim             State University of New York          What about purchase authorizations? (PA).
Agreements
Session 3 -     Poole            Jim             State University of New York          Would the home agency be estimating the value?
Agreements
Session 3 -     Hefner           MaryBeth        Department of Health                  On the competitive side - you compete by program,
Agreements                                                                             not by individual grants (e.g. 100 at a time). There
                                                                                       are types of grants over the threshold that do not
                                                                                       require a competitive bid and may not belong to a
                                                                                       program.




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                                                                           General Questions and Comments
Session 3 -     Hefner           MaryBeth        Department of Health                       How do you plan on handling written directives?
Agreements




Session 3 -     Pinchbeck        Donna           Department of Environmental Conservation   What about the Issue of awards with multi-
Agreements                                                                                  municipalities?



Session 3 -     Bell             Marilyn         Office of Mental Health                    We prepay for services to be rendered with a State
Agreements                                                                                  Aid Grant. After the contract is finished, we take
                                                                                            back funds from that vendor for services not
                                                                                            provided.
                                                                                            Can the receipt go back to that segregation?
Session 3 -     Hefner           MaryBeth        Department of Health                       Will you be tracking advances on payments against
Agreements                                                                                  grants in the future, or the net expenditure? We
                                                                                            track net expenditures in our FMS now. It would be
                                                                                            easier to communicate with OSC if you knew these
                                                                                            were advances; OSC is not aware that advances
                                                                                            were recovered.
Session 3 -     Szady            Kimberly        Division of Criminal Justice Services      Regarding grants operating within a specific detail
Agreements                                                                                  budget: there is a lower level of tracking for grants.
                                                                                            The grantee lives under a different level of
                                                                                            budgeting. OSC will still not worry about that level of
                                                                                            detail, right?
Session 3 -     Hefner           MaryBeth        Department of Health                       Want to encumber to the grant program level, not
Agreements                                                                                  the grant detail level. Grantees don‘t all spend at the
                                                                                            same level. We don‘t need to track at the detail level‘
                                                                                            could reduce 100‘s of transactions.
                                                                                             It really reduces the amount of encumbering and un-
                                                                                            encumbering we have to do.

Session 3 -     DeWitt           Keith           Higher Education Services Corporation      If you are on the receiving end of a grant, receive
Agreements                                                                                  dollars for services, then spend more, how do you
                                                                                            handle recovering the additional amount?


       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                11/14/2010 12:18 PM
                                                                           General Questions and Comments
Session 3 -     Rainville        Phyllis         Department of Correctional Services     There are some situations where there would be a
Agreements                                                                               need to encumber money on a revenue contract.


Session 3 -     Lynch            Tom             Department of Transportation            Today, a repayment agreement is set up with a
Agreements                                                                               receivable in the segregation – funds have to go
                                                                                         against the segregation, right?
Session 3 -     Hefner           MaryBeth        Department of Health                    Want to be able to modify the encumbrance on
Agreements                                                                               many agreements in one transaction, e.g. a process
                                                                                         that is table driven. Make the change once to the
                                                                                         encumbrance and have it show up on all the
                                                                                         appropriate agreements.
Session 3 -     Poole            Jim             State University of New York            We need to change encumbrance on informal
Agreements                                                                               agreements as well, so you need to have an
Session 3 -     Lombardo         Tony            State Education Department              identifier. adjustments to payments, e.g. a
                                                                                         What about
Agreements                                                                               rejected voucher? Today this is a separate change
                                                                                         to fix the encumbrance.
Session 3 -                     Gerry
                Minot-Scheuermann                Division of the Budget                  How will the new CAS hold the information and
Agreements                                                                               history from the old CAS?



Session 3 -     Hefner           MaryBeth        Department of Health                    When we will have enough information to be able to
Agreements                                                                               hire our own contractors to work with our data to
                                                                                         begin the process of getting our data ready?




Session 3 -     Szady            Kimberly        Division of Criminal Justice Services   We would like improved notifications to the
Agreements                                                                               agencies. Currently when a contract is approved, the
                                                                                         agency can see this online, and we get a transaction
                                                                                         to load to our Financial Management System. But for
                                                                                         Purchase Orders, we have to wait for paper, and for
                                                                                         exemptions to the Contract Reporter.



       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                          11/14/2010 12:18 PM
                                                                           General Questions and Comments
Session 3 -     Szady            Kimberly        Division of Criminal Justice Services   Can we see who the auditors are that have been
Agreements                                                                               assigned to a contract?


Session 3 -     Johnston         Tom             Department of Correctional Services     In regards to the workflow of the approval process
Agreements                                                                               for multi-agency and statewide agreements (e.g.
                                                                                         OGS, AG) – are we still going to be mailing all the
                                                                                         documentation? How does the supporting
                                                                                         documentation get to the agencies that need to see
                                                                                         it?

Session 3 -     Rainville        Phyllis         Department of Correctional Services     If you have an RFP for a specific type of
Agreements                                                                               goods/services can we, in the future, since things
                                                                                         will be stored electronically, work off of what other
                                                                                         agencies have done? Currently every agency has to
                                                                                         start from scratch.

Session 3 -     DeWitt           Keith           Higher Education Services Corporation   If we contract for a second time with a vendor do we
Agreements                                                                               have to resubmit all the same data (i.e. Executive
                                                                                         Order 127 data) Specifically things such as the
                                                                                         officers of the organization and structure.

Session 4 -     Hefner           MaryBeth        Department of Health                    What about a not-for-profit grantee? It would be
Vendor                                                                                   nice to see some sensitivity to that. [Concern that it
Repository                                                                               is a Grant]

Session 4 -     Lynch            Jack            Office for the Aging                    We have grant agreements mostly with
Vendor                                                                                   municipalities, and we also have legislative member
Repository                                                                               items. Can we assume that whenever there is a
                                                                                         grant payment, even one time, it is a vendor?

Session 4 -     Burton           Stu             Office of Court Administration          What does ‗doing business with‘ mean?
Vendor                                                                                   What about a juror?
Repository                                                                               What about those who fall into all three categories?




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                            11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 4 -     Johnston         Tom             Department of Correctional Services           The Vendor Repository should differentiate between
Vendor                                                                                         vendors where there is a one time (e.g. eminent
Repository                                                                                     domain) vs. multiple payments. Those files would be
                                                                                               enormous.
Session 4 -     Hoghe            Gary            Department of Motor Vehicles                  What about a contract where no money passes back
Vendor                                                                                         and forth?
Repository
Session 4 -     Johnston         Tom             Department of Correctional Services           This will dictate what agencies will have to change in
Vendor                                                                                         order to give OSC what vendor information they
Repository                                                                                     need. You will have to validate the information you
                                                                                               get.
Session 4 -     Poole            Jim             State University of New York                  It is implied this would have to be a real-time data
Vendor                                                                                         application. If we are to access the information and
Repository                                                                                     send it to the Comptroller and have it to be accurate
                                                                                               it needs to be real-time.
Session 4 -     March            Dawn            Department of Labor                           Are you making provisions for large companies with
Vendor                                                                                         many addresses?
Repository
Session 4 -     Masucci          Nick            Department of Public Service                  What happens to payment in transit and someone
Vendor                                                                                         goes in and changes the address? There is the
Repository                                                                                     need for real time information


Session 4 -     Fraser           Lori            Department of Civil Service                   What about electronic Payments? Will there be a
Vendor                                                                                         flag?
Repository
Session 4 -     Wilkes           Monica          Office of General Services                    One of the big advantages for agencies will be
Vendor                                                                                         negotiating additional discounts. Resellers can do
Repository                                                                                     business within a contract. We need to be able to
                                                                                               see all business under a contract number.
Session 4 -     Ford             Kenneth         Division of Housing and Community Renewal     Who will be driving these changes? The Vendor,
Vendor                                                                                         OSC, Financial Management Systems?
Repository
Session 4 -     Poltrino         Art             Office of Temporary and Disability Assistance OSC provides reports and files on payments. Will we
Vendor                                                                                         be seeing things like this out of the new system?
Repository




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                                  11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 4 -     Johnston         Tom             Department of Correctional Services   Based on experience, who will update the
Vendor                                                                                 information can be a potential big issue. There need
Repository                                                                             to be controls.
                                                                                       We should leverage the issues we discovered in
                                                                                       check combining.

Session 4 -     Johnston         Tom             Department of Correctional Services   Will Minority and Women-Owned Business
Vendor                                                                                 Enterprises status be an interface with Department
Repository                                                                             of Economic Development? They have different
                                                                                       commodity codes and means of classification.

Session 4 -     Poole            Jim             State University of New York          Another added benefit would be a link to the Office
Vendor                                                                                 of General Services contract file. We could see all
Repository                                                                             state contracts associated with a vendor

Session 4 -     Wilkes           Monica          Office of General Services            Regarding appropriate licenses: We need a link to
Vendor                                                                                 control agencies. Will an expired license affect
Repository                                                                             payments and agencies doing businesses with that
                                                                                       vendor?
Session 4 -     Greene           Don             Office of General Services            There is an issue of lapse of information from other
Vendor                                                                                 agencies i.e. The Division of Motor Vehicles can be
Repository                                                                             3 months behind in reporting license information.
                                                                                       Tom Johnston – Same with nurses and physicians
                                                                                       and getting updates from the Department of
                                                                                       Education.

Session 4 -     Wilkes           Monica          Office of General Services            Will you handle additional cash discounts for prompt
Vendor                                                                                 payments?
Repository
Session 4 -     Johnston         Tom             Department of Correctional Services   What is the difference between the tax identification
Vendor                                                                                 number and unique vendor identifier? What would
Repository                                                                             you do if there are different types of payments? How
                                                                                       would all this be combined? How do you combine
                                                                                       the big contract information with occasional
                                                                                       purchases?
                                                                                       Will you end up having many unique identifiers all
                                                                                       assigned to the same unique tax identification
                                                                                       number?



       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                         11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 4 -     Hefner           MaryBeth        Department of Health                     Why not use the tax identification number?
Vendor
Repository


Session 4 -     Poole            Jim             State University of New York             I‘m glad that there is going to be verification with the
Vendor                                                                                    Internal Revenue Service. Are you allowing for
Repository                                                                                search capabilities to look this up?

Session 4 -     Wilkes           Monica          Office of General Services               Many of our vendors use their ―doing business as‖
Vendor                                                                                    name. Will we have those connected?
Repository
Session 4 -     March            Dawn            Department of Labor                      Will this eliminate our myriad of problems with
Vendor                                                                                    municipalities‘ codes?
Repository
Session 4 -     Spoor            Jim             Office of Children and Family Services   Based on experience, who will update the
Vendor                                                                                    information can be a potential big issue. There need
Repository                                                                                to be controls.
                                                                                          We should leverage the issues we discovered in
                                                                                          check combining.
Session 4 -     Grignon          Anita           Higher Education Services Corporation    Searching without the federal tax identification
Vendor                                                                                    number looks like a big window for adding duplicate
Repository                                                                                records.

Session 4 -     DiLello          Tina            New York State Assembly                  We do business with Canadian businesses that
Vendor                                                                                    have no tax identification number.
Repository

Session 4 -     Poole            Jim             State University of New York             Some state agencies have offices outside of the US.
Vendor
Repository
Session 4 -     Greene           Don             Office of General Services               Tax identification number – will these be more than
Vendor                                                                                    9 digits? Today, large organizations may have an A
Repository                                                                                or B added to the end.




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                               11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 4 -     Hefner           MaryBeth        Department of Health                  In regards to a Vendor being prohibited—we need
Vendor                                                                                 flexibility – we may have to make a ‗deal with the
Repository                                                                             devil‘ – people running a soup kitchen may not be
                                                                                       the most desirable. We need the ability to override.
                                                                                       Sometimes this needs to be an Agency decision and
                                                                                       OSC just needs to trust us.
                                                                                       We also want the ability to have confidential
                                                                                       vendors. We wouldn‘t want there to be a Freedom
                                                                                       of Information Law record for undercover drug
                                                                                       dealers (for example).

Session 4 -     Johnston         Tom             Department of Correctional Services   We need enhanced applications to provide this
Vendor                                                                                 information. This is a new conversation, but there is
Repository                                                                             no direct input. We will have to change systems to
                                                                                       set up this conversation.

Session 4 -     Poole            Jim             State University of New York          The vendor file drives the procurement process.
Vendor                                                                                 There should not be duplicate information anywhere
Repository                                                                             and if we are entering it into OSC‘s system then we
                                                                                       should be able to access it!
Session 4 -     Greene           Don             Office of General Services            One caution: garbage in, garbage out. Self service is
Vendor                                                                                 great for vendor notification; but if the wrong person
Repository                                                                             in the company changes the information, payments
                                                                                       could go to the wrong place.

Session 4 -     Masucci          Nick            Department of Public Service          Will there be a way to notify agencies when the
Vendor                                                                                 vendor record is changed?
Repository
Session 4 -     March            Dawn            Department of Labor                   Who is going to be monitoring these changes and
Vendor                                                                                 handling conflicting information?
Repository
Session 4 -     Hogan-Barhold    Marie           Division of Parole                    What about not for profit organizations – will you tie
Vendor                                                                                 the vendor identifier to the charity registration
Repository                                                                             number?

Session 4 -     Wilkes           Monica          Office of General Services            What about small business?
Vendor




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                          11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 4 -     Caulfield        Nancy           Workers' Compensation Board             We need to know that a vendor has worker‘s
Vendor                                                                                   compensation and disability insurance. We need to
Repository                                                                               flag that they are either self insured or carry a policy.

Session 4 -     Hefner           MaryBeth        Department of Health                    It would be helpful if this database would tell us if the
Vendor                                                                                   vendor‘s worker‘s compensation and disability
Repository                                                                               insurance is current.

Session 4 -     Johnston         Tom             Department of Correctional Services     There are Health Insurance Portability and
Vendor                                                                                   Accountability Act (HIPAA) regulations. We get a
Repository                                                                               monthly feed for employees – it may not be
                                                                                         accurate, but we use it as a tool to do follow up.

Session 4 -     Wilkes           Monica          Office of General Services              Monica Wilkes OGS – We have multi year contracts
Vendor                                                                                   – we determine licensing up front. Upon annual
Repository                                                                               renewal we would like to check with control
                                                                                         agencies, but today this information often lags. This
                                                                                         is problematic.
Session 4 -     Grignon          Anita           Higher Education Services Corporation   We want an edit at payment time, but you need a
Vendor                                                                                   current feed of this information.
Repository
Session 4 -     Hefner           MaryBeth        Department of Health                    You show adding this information at the point of
Vendor                                                                                   entry, i.e., when putting into the database. If the
Repository                                                                               license expires the next day, will we still make
                                                                                         payments? If you are not going to make payment,
Session 4 -     Hogan-Barhold    Marie           Division of Parole                      Warning. You notified.
                                                                                         we want to be would need a regular feed of
Vendor                                                                                   information for licenses.
Repository
Session 4 -     Hefner           MaryBeth        Department of Health                    We are restricted in doing business within the
Vendor                                                                                   vendor as it relates to a classification.
Repository

Session 4 -     Masucci          Nick            Department of Public Service            There are start and end dates for licenses. We could
Vendor                                                                                   do business while the license is valid, but make
Repository                                                                               payment after it expires. Will we have to override all
                                                                                         the time?




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                               11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 4 -     Greene           Don             Office of General Services            Will there be further discussion with the agencies
Vendor                                                                                 about those types of restrictions and those that are
Repository                                                                             needed, and those that you have identified but may
                                                                                       not really be needed? Getting a specific list.

Session 4 -     Hefner           MaryBeth        Department of Health                  Is this all going to be required information for every
Vendor                                                                                 vendor over $15,000?
Repository
                                                                                       I want to make sure that if I am missing an email
                                                                                       address, my $20,000 purchase order will go through
                                                                                       and the process won‘t be slowed up.


                                                                                       Will there be an association between an organization
                                                                                       and its previously known entity, and if an agreement
                                                                                       is transferred from one entity to another? (e.g.,
                                                                                       KPMG is now Bearingpoint.) What if the business is
                                                                                       transferred between entities that are not related?

Session 4 -     Greene           Don             Office of General Services            I am very interested in an image of this for every
Vendor                                                                                 reseller under an agreement. There is a layered
Repository                                                                             database on legal entity. We are very interested in
                                                                                       another image of this for payees under a contract,
                                                                                       e.g. IBM resellers. Are these tied at the agreement
                                                                                       level?
Session 4 -     Greene           Don             Office of General Services            How will we gather information about company
Vendor                                                                                 ownership, and keep track of this over the life of the
Repository                                                                             contract?

Session 4 -     Masucci          Nick            Department of Public Service          Will there be an identifier indicating when last
Vendor                                                                                 updated and by whom?
Repository
Session 4 -     Poole            Jim             State University of New York          What about asking for Website address?
Vendor                                                                                 That would helps us to look at products
Repository
Session 4 -     Johnston         Tom             Department of Correctional Services   What about procurement cards and tracking vendor
Vendor                                                                                 information?
Repository                                                                             What about tracking that to an Office of General
                                                                                       Services P-Contract?


       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                          11/14/2010 12:18 PM
                                                                           General Questions and Comments
Session 4 -     Poole            Jim             State University of New York             This will help a lot with auditing. But what about
Vendor                                                                                    informal agreements that get audited afterwards
Repository                                                                                when they go over the limit?

Session 4 -     Poole            Jim             State University of New York             Internal organizations are legal entities. All of our
Vendor                                                                                    organizations are part of the State of New York.
Repository
Session 4 -     Itzo             Cindy           Office of the Attorney General           How much history will be maintained in the system
Vendor                                                                                    e.g., name changes etc.? It seems like we are just
Repository                                                                                talking about a snapshot right now

Session 5 -     Townley          Gerry           Office of Children and Family Services   Will there be a built in provision for multiple
Payments                                                                                  addresses for the same tax identification number?

Session 5 -     Johnston         Tom             Department of Correctional Services      Today there is a limited amount of vendor
Payments                                                                                  information to make a payment. To make a
                                                                                          payment will there be additional information on the
                                                                                          vendor needed?
Session 5 -     Masucci          Nick            Department of Public Service             What about mismatches – if we send information
Payments                                                                                  that is different from your vendor file?

Session 5 -     Gorko            Ginny           Division of Criminal Justice Services    If you have a file transfer and the information we
Payments                                                                                  provide doesn‘t agree how will we know? This type
                                                                                          of file transfer happens overnight.

                                                                                          If an agency has its own FMS, we are not going to
                                                                                          be on-line with OSC to see if it doesn‘t match up.
                                                                                          There won‘t be an instant verification.

Session 5 -     Johnston         Tom             Department of Correctional Services      In the vendor session we discussed the need to
Payments                                                                                  synchronize vendor information from the agencies
                                                                                          with OSC. That should help with this potential
                                                                                          problem.




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                            11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 5 -     Lombardo         Tony            State Education Department               Somewhere further down the line the payment can
Payments                                                                                  be rejected and the encumbrance is already gone.
                                                                                          Where this is checked has a potential bearing.
                                                                                          Today, you can update the encumbrance, but reject
                                                                                          the payment later. There is a need for a closer link to
                                                                                          the agreement, to follow through and make sure it
                                                                                          gets paid and the encumbrance hasn‘t been
                                                                                          ‗drained‘ else where in the meantime.


Session 5 -     Masucci          Nick            Department of Public Service             Will this apply for formal agreements only?
Payments




Session 5 -     Lombardo         Tony            State Education Department               Is this how you envision revenue refunds being
Payments                                                                                  processed [as a non-managed payee]? Will we
                                                                                          know if a refund was already paid?


Session 5 -     Cappuccitti      Gloria          Department of Civil Service              Will there be any notification about a claim to the
Payments                                                                                  agency? Will you notify the vendor, or is that up to
                                                                                          us?



Session 5 -     Masucci          Nick            Department of Public Service             Will you notify us about the amount of the claim as
Payments                                                                                  well?

Session 5 -     Townley          Gerry           Office of Children and Family Services   There needs to be some mechanism where the
Payments                                                                                  agency will also be notified along with the vendor.
                                                                                          That way we can answer their questions when they
                                                                                          call a year later asking for their money and we don‘t
                                                                                          have the documentation.




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                              11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 5 -     Wilkes           Monica          Office of General Services            I want to reiterate this point. The Procurement
Payments                                                                               Services Group is the contracting agency but not the
                                                                                       ordering agency. We need to be notified of claims
                                                                                       as well. It is critical that specifically Office of General
                                                                                       Services-Procurement Services be notified, not just
                                                                                       Office of General Services-Finance, who normally is.

Session 5 -     Masucci          Nick            Department of Public Service          We are in the bulk transfer world – if there is a
Payments                                                                               problem, you won‘t hold the batch, will you?

Session 5 -     Johnston         Tom             Department of Correctional Services   With no direct entry, but with automatic turnaround –
Payments                                                                               will there be real time transactions, e.g. web
                                                                                       services? We keep hearing about automatic
                                                                                       notification - how will that happen without direct
                                                                                       entry?
                                                                                       I am trying to assess the impact on Agencies that do
                                                                                       not have that technology.
Session 5 -     Rivers           Brian           Department of Health                  One of our biggest reconciliation problems are
Payments                                                                               changes OSC makes to our vouchers without us
                                                                                       knowing. Will there be a better way to track those
                                                                                       changes? We also are not told about claims and
                                                                                       how much has been withheld.
                                                                                       Do you foresee giving us a more detailed
                                                                                       explanation of why a voucher is rejected?

Session 5 -     Rivers           Brian           Department of Health                  Today, Interest charges are taken from the first state
Payments                                                                               cost center. We have no tracking of interest
                                                                                       payments - is that part of your planning?

Session 5 -     Masucci          Nick            Department of Public Service          Today, with Quick Pay, we have a second look at
Payments                                                                               transactions after it has been submitted. Will that be
                                                                                       true for payment requests?




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                               11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 5 -     Lozier           Cheryl          Department of Correctional Services   Question about rejections – this sounds like it will be
Payments                                                                               different. Maybe they will just be put on hold, and we
                                                                                       won‘t have to re-key. This will help not to have a flat-
                                                                                       out rejection.

Session 5 -     Burton           Stu             Office of Court Administration        In regards to Invoice Information - is the complete
Payments                                                                               list of Dates given on the model? We need Service
                                                                                       completed date.
                                                                                       In regards to the Vendor Repository - can you make
                                                                                       certain vendor are agency specific?

Session 5 -     Bagley           Jeff            Department of Transportation          Will you have electronic signature?
Payments

Session 5 -     Bagley           Jeff            Department of Transportation          With the new vendor file – will this help with 1099
Payments                                                                               and IRS code?
Session 5 -     Johnston         Tom             Department of Correctional Services   Point of clarification in regards to combining invoices
Payments                                                                               – this happens in the FMS‘s, and this should stay
                                                                                       there. Do you mean combining payments?


Session 5 -     Johnston         Tom             Department of Correctional Services   Where is the control point in determining vendor
Payments                                                                               information, especially payment instructions? I see
                                                                                       potential problems in controlling a single vendor file
                                                                                       and keeping it clean. This is a bottle neck point
                                                                                       today because it could keep the payment from going
                                                                                       out correctly.



Session 5 -     Kidera           Dave            Division of the Budget                Regarding managed non-vendors and payment
Payments                                                                               instructions: Can we accelerate payments for state
                                                                                       aid, to pay sooner that mandated?


                                                                                       Regarding re-direction of claim payment. If we have
                                                                                       to intercept an aid payment for a bond will we have
                                                                                       the ability to do that and track it?



       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                            11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 5 -     Lozier           Cheryl          Department of Correctional Services      Will there be provisions for public officer laws, such
Payments                                                                                  as doing business with state employees and public
                                                                                          bid?

Session 5 -     Lozier           Cheryl          Department of Correctional Services      Are you making provisions for possibility of
Payments                                                                                  electronic invoices? If OSC needs an invoice are
                                                                                          you making provisions that OSC can get the
                                                                                          electronic invoice?

Session 5 -     Lozier           Cheryl          Department of Correctional Services      Minority and Women-Owned Business Enterprises –
Payments                                                                                  will that information be connected to DED or to
                                                                                          Vendor repository?



Session 5 -     Townley          Gerry           Office of Children and Family Services   Vendor file and ACH file – will you share this
Payments                                                                                  information with agencies?

Session 5 -     Townley          Gerry           Office of Children and Family Services   Regarding Combined Checks – sometimes, there
Payments                                                                                  are not just invoices from one agency but from
                                                                                          multiple agencies. We may batch multiple invoices;
                                                                                          and OSC batches across agencies. A vendor can
                                                                                          send a check back to the Treasury saying it was too
                                                                                          little. Then the vendor will come back to the other
                                                                                          agency saying they have overdue payments but the
                                                                                          agency thinks it is paid. Can agencies be notified
                                                                                          when that happens?
Session 5 -     Johnston         Tom             Department of Correctional Services      Concern about auditing – what we currently send is
Payments                                                                                  very limited. Are you talking about lowering the bar
                                                                                          for what is needed?




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                             11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 5 -     Elfeldt          Kathy           Department of Labor                   I am concerned with the detail provided in the CAS.
Payments                                                                               In my system, I can see information on a contractor,
                                                                                       and all checks paid. Will there be something
                                                                                       available for agencies to see more detailed
                                                                                       information around the audit process? Information
                                                                                       needed, individual auditing it, specific questions,
                                                                                       etc? Again, with regard to auditing – will there be
                                                                                       something available to agencies to know what OSC
                                                                                       is waiting for, or what I need to provide?

Session 5 -     Almindo          Lorraine        New York State Assembly               Two questions with regard to the combined check
Payments                                                                               issue – if one agency puts a stop payment, we are
                                                                                       not notified if our payment has been included in that.
                                                                                       Do you really mean we are no longer sending
                                                                                       paper?
                                                                                       Can I send in a $20k request without paper?
Session 5 -     Lozier           Cheryl          Department of Correctional Services   What about reoccurring payments that are not
Payments                                                                               schedule contract payment – is that possible?

Session 5 -     Lozier           Cheryl          Department of Correctional Services   Combined checks – we want more information about
Payments                                                                               exactly where the payment went, and if it was
                                                                                       changed – current problems include
                                                                                       communications with Treasury. Will there be better
                                                                                       sharing of information? Especially with Treasury?

Session 5 -     Burton           Stu             Office of Court Administration        Regarding Treasury: Can we get paid check dates
Payments                                                                               back from the bank or treasury?

Session 5 -     Masucci          Nick            Department of Public Service          Why not have all status information available from
Payments                                                                               Treasury?

Session 5 -     Semanek          Janice          Insurance Department                  Will the criteria be based by agency for what
Payments                                                                               documentation is needed – audited or not?




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                          11/14/2010 12:18 PM
                                                                          General Questions and Comments
Session 5 -      Johnston        Tom             Department of Correctional Services   We (my agency) need to deal with the lowest
Payments                                                                               common denominator. If we collect that at the
                                                                                       agreement point, to know what information is
                                                                                       needed – I‘m just making the point, highlighting it.
                                                                                       Will you be adding controls for disbursement level
                                                                                       cash amounts at certain points, with hold vouchers,
                                                                                       etc.
Session 5 -      Almindo         Lorraine        New York State Assembly               Are there any plans to change scheduled contract
Payments                                                                               payments?

Session 5 -      Lozier          Cheryl          Department of Correctional Services   About journal transfers – do you plan to be involved
Payments                                                                               if there are transfers between internal cost centers?

Session 5 -      Hefner          MaryBeth        Department of Health                  The day this system becomes operational, our FMS
Payments                                                                               becomes inoperable. We need about a three year
                                                                                       lead time. Our FMS is huge. Our FMS rewrite has
                                                                                       been on hold for 6 years.

Session 5 -      Rivers          Brian           Department of Health                  Will you provide agencies with the specifics of the
Payments                                                                               system in advance, so we have time to respond?


Session 6 -      Harrington      Deborah         Department of Transportation          We have a lot of funds that are split 90-5-5 Federal
Revenue, Fin.                                                                          and State. So every deposit would have that split?
Reptg., Fringe
Benefits
Session 6 -      Lombardo        Tony            State Education Department            At what level do you envision the information going
Revenue, Fin.                                                                          to the bank? Fund, sub-fund?
Reptg., Fringe
Session 6 -      Hughes          Charlie         Office of Court Administration        Classification would have to be done at the point of
Revenue, Fin.                                                                          sale. This would have to be built into something
Reptg., Fringe                                                                         local, that the agency provides for itself.
Benefits 6 -
Session          Hyde            Mary            Department of Labor                   I am concerned if the process becomes more
Revenue, Fin.                                                                          complicated with the bank. We have a lot of RFP‘s
Reptg., Fringe                                                                         with banks – we don‘t have the expertise to set
Benefits                                                                               these up. This is extra processing at the bank that is
                                                                                       a lot more complicated. Could it be centralized at
                                                                                       OSC?

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                                                                         General Questions and Comments
Session 6 -      McConville      Terry           Department of Motor Vehicles       We have local county clerks in the process. If we
Revenue, Fin.                                                                       impose classification up front, it will be a mixed bag.
Reptg., Fringe
Benefits                                                                            Deborah Harrington (Department of Transportation)
                                                                                    – This is the same for us.

Session 6 -      Felice          Linda           OPR&HP                             Will OSC be looking at not expecting certain
Revenue, Fin.                                                                       information any more? Such as contract information.
Reptg., Fringe                                                                      I can see some of this working, but I can‘t see the
Benefits                                                                            level of detail.
Session 6 -      Bergeron        Kathy           OASAS                              We have a lot of deposits from DASNY – by wire
Revenue, Fin.                                                                       once a month. How would this be handled?
Reptg., Fringe
Benefits

Session 6 -      Hyde            Mary            Department of Labor                We have trouble with wire transfers, We don‘t know
Revenue, Fin.                                                                       they‘re coming, and there‘s very little information
Reptg., Fringe                                                                      attached to them.
Benefits         Lombardo        Tony            State Education Department         Currently, the deposit is one thing, and the
Session 6 -
Revenue, Fin.                                                                       accounting is another. If the amount of the deposit is
Reptg., Fringe                                                                      wrong then we have to correct it. Today, the sweeps
Benefits                                                                            are immaterial. But now you will be combining the
                                                                                    information – what if there is an error? Will the entire
                                                                                    deposit be set aside until it is corrected




       C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                                         11/14/2010 12:18 PM
                                                                           General Questions and Comments
Session 6 -      Harrington      Deborah         Department of Transportation            If the coding or deposit total is incorrect, we work
Revenue, Fin.                                                                            with the bank. How do you correct the information
Reptg., Fringe                                                                           going to OSC?
Benefits                                                                                 You would need to correct it twice (at the bank and
                                                                                         OSC)




Session 6 -      Harrington      Deborah         Department of Transportation            We have a contractor‘s bid account where we hold
Revenue, Fin.                                                                            guaranteed deposit. We don‘t do JRT‘s, but the
Reptg., Fringe                                                                           account is swept. We do not care about what the
Benefits                                                                                 amount is in there. We do not have coding.

Session 6 -      Masucci         Nick            Department of Public Service            Regardless of accounting information, the bank
Revenue, Fin.                                                                            doesn‘t care. We can fix it after the fact like today.
Reptg., Fringe                                                                           The banks won‘t reject the deposit.
Benefits
Session 6 -      Gorko           Virginia        Division of Criminal Justice Services   What about wire transfers do not have deposit slips.
Revenue, Fin.
Reptg., Fringe
Benefits




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                                                                          General Questions and Comments
Session 6 -      Pacowski        Frank           Department of Environmental Conservation      Wires will be a problem. We have 260 grants, 13
Revenue, Fin.                                                                                  agencies, 5 payment systems. Wires are identified
Reptg., Fringe                                                                                 as HHS; this is just the payer. We have to go into
Benefits                                                                                       alternate federal systems to identify what agency
                                                                                               and what it‘s for, These go into 8 sub-funds. It takes
                                                                                               a couple of days to identify these.
Session 6 -      Wilsey          Linda           Department of Taxation & Finance - Treasury   What about agencies that put treasury deposits
Revenue, Fin.                                                                                  directly into the State checking account?
Reptg., Fringe
Session 6 -      Hyde            Mary            Department of Labor                           We tell you where it should be. Federal funds come
Revenue, Fin.                                                                                  in to the state general checking account. Get the
Reptg., Fringe                                                                                 Feds to give you the information.
Benefits




Session 6 -      Wilsey          Linda           Department of Taxation & Finance - Treasury    If there is room for this to be included up front when
Revenue, Fin.                                                                                  they wire it that would eliminate massive headaches.
Reptg., Fringe                                                                                 You can put this information in up front to get the
Benefits                                                                                       information on the wire – this makes a big difference
                                                                                               – very helpful.
Session 6 -      Lombardo        Tony            State Education Department                    In regards to Fringe Benefits, can this be automatic?
Revenue, Fin.                                                                                  Payroll is payroll. Would support direct charge to
Reptg., Fringe                                                                                 accounts.
Benefits 6 -
Session          Bergeron        Kathy           OASAS                                         Fringe Benefits is a lot of paperwork for something
Revenue, Fin.                                                                                  that is going to happen anyway. It resolves a lot of
Reptg., Fringe                                                                                 our problems. If done with flexibility.
Benefits 6 -
Session          Hyde            Mary            Department of Labor                           It winds up that fringe benefits should just be on
Revenue, Fin.                                                                                  payroll transaction and not having to make all these
Reptg., Fringe                                                                                 adjustments. We have problems due to internal
Benefits                                                                                       JV‘s for personal services. It would be better to
                                                                                               calculate amounts based on payroll transactions.
Session 6 -      Hughes          Charlie         Office of Court Administration                Currently the cost center is used as a revenue
Revenue, Fin.                                                                                  center and that will need to be carried forward in the
Reptg., Fringe                                                                                 future.

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                                                                          General Questions and Comments
Session 6 -      Hyde            Mary            Department of Labor                 Trying to clarify the relation between sub-fund and
Revenue, Fin.                                                                        bank account. What about many sub-funds going
Reptg., Fringe                                                                       into a bank account?
Benefits
Session 6 -      Kardas          Theresa         Department of Health                That is not true for our Health Income fund.
Revenue, Fin.                                                                        Money comes in from a variety of different banks
Reptg., Fringe                                                                       accounts (39101).
Benefits
Session 6 -      Hughes          Charlie         Office of Court Administration      Would it be possible or realistic to treat items such
Revenue, Fin.                                                                        as a traffic ticket payment and other judgments as
Reptg., Fringe                                                                       agreements‘ in order to keep track of these things as
Benefits                                                                             receivables? There are hundreds of thousands of
                                                                                     these. It would be better for me to get a hold of
                                                                                     these things early on and be able to track them.




Session 6 -      Harrington      Deborah         Department of Transportation        Our receivables are not as complex as the courts;
Revenue, Fin.                                                                        but our systems are a hodgepodge; we are limping
Reptg., Fringe                                                                       along with homegrown systems, since there is no
Benefits                                                                             receivable system at OSC. We are not able to bill
                                                                                     as we should and collect as we. Given the revenue
                                                                                     crunch for the state this should be a higher priority
Session 6 -      Masucci         Nick            Department of Public Service        Are revenue agreements tied back to the vendor
Revenue, Fin.                                                                        repository and can you use information about
Reptg., Fringe                                                                       defaults to disqualify a vendor?
Benefits




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                                                                          General Questions and Comments
Session 6 -      Lombardo        Tony            State Education Department          Many receivables are in statute; we assess schools
Revenue, Fin.                                                                        by the statute. You could approach tracking that
Reptg., Fringe                                                                       way. You may want to keep track of those from that
Benefits                                                                             point of view.




Session 6 -      Hughes          Charlie         Office of Court Administration      <Still talking about receivables> What if I take off the
Revenue, Fin.                                                                        ones that are for immediate payments, but put
Reptg., Fringe                                                                       through only the bigger long-term ones? If the
Benefits                                                                             volume of transactions are reduced would that male
                                                                                     it possible. Having a system that can handle
                                                                                     receivables is an important opportunity.
                                                                                     What I'm trying to see if I can use this to improve
                                                                                     operationally by utilizing this as a repository


Session 6 -      Lombardo        Tony            State Education Department          Regarding State-wide accumulator - We track
Revenue, Fin.                                                                        money coming into the state from various counties,
Reptg., Fringe                                                                       so we put the coding on the 909.
Benefits
Session 6 -      Hughes          Charlie         Office of Court Administration      Regarding State-wide accumulator - We have many
Revenue, Fin.                                                                        different categories for collection fees. You need to
Reptg., Fringe                                                                       give me some way to categorize those. We need a
Benefits                                                                             way to do a better job of revenue object.




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                                                                          General Questions and Comments
Session 6 -      Traylor         John            Division of the Budget                Regarding State-wide accumulator - These are very
Revenue, Fin.                                                                          important for us. We need to be able to categorize
Reptg., Fringe                                                                         our fines, i.e. for WTC spending we used state-wide
Benefits                                                                               accumulators to track that. We need some state-
                                                                                       wide tracking. We report on a statewide basis on
                                                                                       fine/fees collected.

                                                                                       Our problem is that we need to also track thing
                                                                                       consistently with some other agencies. You need to
                                                                                       give that capability as well as allowing agencies to
                                                                                       use it for internal categorizing.
                                                                                       Statewide basis – needs are consistent across the
                                                                                       state – others are agency specific



Session 6 -      Hughes          Charlie         Office of Court Administration        I need both. I need to break it down by type of fine
Revenue, Fin.                                                                          and location…track revenue cost centers as well as
Reptg., Fringe                                                                         reporting item For each revenue center, there are a
Benefits                                                                               hundred ways to split up – e.g. index fines, etc. even
                                                                                       though the control agencies don‘t care. Need to
                                                                                       have both.
Session 6 -      Johnston        Tom             Department of Correctional Services   The need to keep the state-wide accumulator is not
Revenue, Fin.                                                                          only specific to revenue but also shows up on
Reptg., Fringe                                                                         expenditure. We also need this on expenditure
Benefits                                                                               transactions – WTC is an example. Need on all
                                                                                       types of transactions
Session 6 -      Hughes          Charlie         Office of Court Administration        You can classify one transaction more than one way
Revenue, Fin.                                                                          with the way you have this designed and this is a
Reptg., Fringe                                                                         plus. This is better, to have multiple classifications.
Benefits
Session 6 -      Harrington      Deborah         Department of Transportation          Optional agency data is used and needed. For
Revenue, Fin.                                                                          Federal funding, we use pin numbers, organization
Reptg., Fringe                                                                         codes, and function performed. We provide this
Benefits                                                                               information to the Federal Government.




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                                                                          General Questions and Comments
Session 6 -      Traylor         John            Division of the Budget              Regarding reporting - still not clear how bank
Revenue, Fin.                                                                        information that goes into OSC will get translated
Reptg., Fringe                                                                       into transaction information that agencies can see.
Benefits                                                                             Agencies don‘t get bank account information for
                                                                                     OSC accounts. They will have to get that information
                                                                                     from OSC, not the bank. How will that flow through
                                                                                     in a real time basis? Otherwise agencies will not
                                                                                     know when a deposit has been made.
Session 6 -      Traylor         John            Division of the Budget              Will they see the daily bank record?
Revenue, Fin.                                                                        Tom Johnston (Department of Corrections): Still get
Reptg., Fringe                                                                       the equivalent of the Journal 10.
Benefits




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                                                                                 General Questions and Comments
Answer                                                                                      TYPE
 We are projecting an April 2007 implementation date. We are including time for             Answer Provided
feedback from stakeholders, developing requirements, creating a solution, the
procurement cycle for software and consultants and then design and construction by
integrator/developer. Agency representatives will be involved in every step of the project,
including the selection of the software. We are estimating that actual installation and
integration will take at least another 18 months after the initial procurement year. You
will have plenty of time to make adjustments to your systems. OSC will take into
consideration all of your needs and explore alternatives for interface issues.

OSC have built into our base budget what is needed to manage our key systems and             Answer Provided
fund the FOCAS project. Funding the needs of the Agencies for their FMS system(s) is
a bigger issue that the partnership is discussing. It will be very deliberately thought out.
Susan Knapp (DOB) – It is very complex. DOB is very involved. We really have to
understand what we are accomplishing and what our choices are so we can get the best
system we can at the most reasonable cost. We know everyone‘s budgets are under
pressure. We know everyone is anxious over the budget question but lets focus on the
process question. With the partnership we have we are trying to send the message that
this is very important.
We are looking to understand the scope of the interfaces and the needs that exist at the To be determined
agencies. With this information we can then make informed decisions on how to
address these concerns.

                                                                                          Issue


                                                                                          Issue

                                                                                          Design Consideration/
                                                                                          Referral to DOB




                                                                                          Design Consideration/
                                                                                          Referral to DOB




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                                                                                 General Questions and Comments
                                                                                        Design Consideration/
                                                                                        To be addressed by the
                                                                                        partnership


We have incorporated the need for clearly defined, user-friendly error prevention and   Answer Provided
detection in our requirements specifications for the new system.



We have incorporated the need for clearly defined, user-friendly error prevention and   Answer Provided
detection in our requirements specifications for the new system.

                                                                                        Design Consideration/
                                                                                        Referral to DOB




                                                                                        Design Consideration/
                                                                                        To be addressed by the
                                                                                        partnership


                                                                                        Design Consideration/
                                                                                        To be addressed by the
                                                                                        partnership



                                                                                        Design Consideration/
                                                                                        Referral to DOB




                                                                                        Design Consideration/
                                                                                        To be addressed by the
                                                                                        partnership


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                                                                  General Questions and Comments
                                                                      Design Consideration/
                                                                      To be addressed by the
                                                                      partnership


                                                                      Design Consideration/
                                                                      To be addressed by the
                                                                      partnership

                                                                      Design Consideration/
                                                                      To be addressed by the
                                                                      partnership




                                                                      Design Consideration/
                                                                      Referral to DOB



                                                                      noted




                                                                      Design Consideration/
                                                                      To be addressed by the
                                                                      partnership


                                                                      noted




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                                                                            General Questions and Comments
                                                                                  Design Consideration/
                                                                                  Referral to DOB




                                                                                  Design Consideration/
                                                                                  Referral to DOB



                                                                                  Design Consideration/
                                                                                  Referral to DOB



                                                                                  Design Consideration/
                                                                                  Referral to DOB




                                                                                  Design Consideration/
                                                                                  To be addressed by the
                                                                                  partnership




We have reviewed the appropriation processes as we did our BPA and will develop   Answer Provided
requirements to reflect the opportunities identified and modeled.


                                                                                  To be determined




        C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                      11/14/2010 12:18 PM
                                                                                 General Questions and Comments
                                                                                          noted




                                                                                          Design Consideration/
                                                                                          To be addressed by the
                                                                                          partnership




                                                                                          Design Consideration/
                                                                                          Referral to DOB

                                                                                          Design Consideration/
                                                                                          Referral to DOB

                                                                                          Design Consideration/
                                                                                          Referral to DOB
We have reviewed the appropriation processes as we did our BPA and will develop             Answer Provided
requirements to reflect the opportunities identified and modeled including the relationship
you've questioned.
                                                                                            Design Consideration/
                                                                                            To be addressed by the
                                                                                            partnership


                                                                                          noted




        C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                              11/14/2010 12:18 PM
                                                                                  General Questions and Comments
                                                                                           Design Consideration/
                                                                                           To be addressed by the
                                                                                           partnership




We have reviewed the appropriation processes as we did our BPA and will develop            Answer Provided
requirements to reflect the opportunities identified and modeled including the capturing
of fund/sub-fund information.
                                                                                           Design Consideration/
                                                                                           To be addressed by the
                                                                                           partnership
One of the goals of the new CAS is to provide better access to the data. This is also     Design Consideration
somehting that will be further discussed as we move into the design phase of the project.




The use of Cost Center is an issue that is being analyzed and will be discussed further    Issue
as we move into the design phase.



                                                                                           Design Consideration/
                                                                                           Referral to DOB




                                                                                           Design Consideration




        C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                             11/14/2010 12:18 PM
                                                                                  General Questions and Comments
One of the goals of the new CAS is to provide better access to the data and the status of Answer Provided
transactions. This is also somehting that will be further discussed as we move into the
design phase of the project.

We have reviewed the appropriation processes as we did our BPA and will develop            Answer Provided
requirements to reflect the opportunities identified and modeled including the capturing
of fund/sub-fund information.


                                                                                           Design Consideration/
                                                                                           To be addressed by the
                                                                                           partnership



One of the goals of the new CAS is to provide better access to the data. This is also     Answer Provided
somehting that will be further discussed as we move into the design phase of the project.




One of the RFP requirements is for system documentation including the use of the query Answer Provided
tool. Also, as part of the change management portion of this project, the agencies will be
kept apprised of field changes, format changes, etc.



We understand how closely related our systems are and plan to hold numerous work           Answer Provided
group sessions to make sure changes are well communicated and that as much lead
time as possible is given to the agencies to react to the changes.

One of the goals of the new CAS is to provide better access to the data and the status of Answer Provided
transactions. This is also somehting that will be further discussed as we move into the
design phase of the project and begin looking at workflow.
One of the goals of the new CAS is to provide better access to the data and the status of Answer Provided
transactions. This is also somehting that will be further discussed as we move into the
design phase of the project and begin looking at workflow.

        C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                             11/14/2010 12:18 PM
                                                                                 General Questions and Comments
Our requirements include the need for the screens to be user friendly and interactive.     Answer Provided
This will help guide the data to be enetered as well as provide for user edits.
Our requirements include the need to create user defined drop down lists of acceptable     Answer Provided
values and their descriptions as needed.

                                                                                           Design Consideration/
                                                                                           To be addressed by the
                                                                                           partnership
Our requirements include the need for the screens to be user friendly and interactive.     Answer Provided
This will help guide the data to be enetered as well as provide for user edits. Also, we
understand how closely related our systems are and plan to hold numerous work group
sessions to make sure changes are well communicated and that as much lead time as
possible is given to the agencies to react to the changes.




We understand that this change will affect resources. We plan to keep agencies             Answer Provided
informed of the capabilities of the new system so that resources planning may happen
accordingly.



Additional work group sessions will be held to discuss data definitions and useage when Answer Provided
we get into the design phase.



This suggestion was implemented for the work group sessions and will be kept in mind       Answer Provided
for future work group sessions.

Sharon Devine/Division of Housing and Community Renewal: An example would be a             Answer Provided
revenue contract




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                                                                                   General Questions and Comments
This process was discussed in the BPA sessions and all of this is included.              Answer Provided



This process was discussed in the BPA sessions and all of this is included.              Answer Provided




OSC: Is this another requirement?                                                        Design Consideration/
Tony Lombardo: There are receivable that agencies have based on legislation, e.g.        To be addressed by the
assessment for schools due quarterly, of which receivables have to be accounted for.     partnership
There is nothing within the system that accounts and tracks this now and reflects when
the cash is used.


                                                                                         Design Consideration/
                                                                                         To be addressed by the
                                                                                         partnership
This will allow all of us to automate more. We would like it to be an agency field.      Answer Provided


The intention is that for a re-appropriation you would not have to reenter everything    Answer Provided




Response [Tony Lombardo]: I was thinking more of federal funds                            Answer Provided
Conclusion: If an appropriation has lapsed and gone off the books and then they get the
re-appropriation they want to get all the details back and not have to reenter it, and to
have this done automatically.
The intention is that for a re-appropriation you would not have to reenter everything     Answer Provided


While interchanges were discussed in the BPA sessions, specific details of how they will Answer Provided
be handled will be made available during the design phase of the project.




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                                                                                   General Questions and Comments
We have reviewed the appropriation processes as we did our BPA and will develop            Answer Provided
requirements to reflect the opportunities identified and modeled including the capturing
of fund/sub-fund information.

We are not making decisions like that. We are just providing the flexibility. How much     Answer Provided
money is available to be spent is a policy question.




                                                                                           noted




We have considered this as we did our BPA and will develop requirements for the CAS        Answer Provided
to reflect the opportunities identified and modeled.


The amount and archiving of historical information that will be stored is a policy issue   Answer Provided
that will be determined at a future time.



We have considered this as we did our BPA and will develop requirements for the CAS        Answer Provided
to reflect the opportunities identified and modeled.




As an agency, you may keep whatever data you need within your FMS system.                  Answer Provided
Interfaces between the CAS and your FMS system will focus mainly on data needed by
the CAS.




        C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                             11/14/2010 12:18 PM
                                                                                   General Questions and Comments
The amount and archiving of historical information that will be stored is a policy issue   Answer Provided
that will be determined at a future time.

We are not at that place yet to make those kinds of decisions                              Answer Provided

Jim Poole, SUNY: One example is the direct lending program from the Federal                Answer Provided
Government
The models will be review and revised if needed.                                           Models



The models will be review and revised if needed.                                           Models


The models will be review and revised if needed.                                           Models


The relationship of Programs and projects requires further discussion. Agency have         Issue
indicated that programs can have many projects, and projects can cross many
programs.
The models will be review and revised if needed.                                           Models


We need to study the entity sub-program and its implications. The models will be review Models
and revised if needed.

This information may be part of the change management process as we move into the          To be determined
design phase of the project.



Recognition is liability.                                                                  Answer Provided


This is one of the areas we are looking at.                                                To be determined




         C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                            11/14/2010 12:18 PM
                                                                                       General Questions and Comments
The relationship is what is used instead of a numbering system.                            Answer Provided


During the BPA sessions, the need to capture the year was clearly stated and is included Issue
in our requirements. The variable and cost center fields are being discussed but may be
user defined fields.
OSC: Is there anybody in OSC using cost center on a state-wide reporting basis? If not, Issue
we would suggest that it should not be included in the model, unless there is something
you need to get back.
Agency:We need to maintain all our separate attributes at the cost center level.
OSC: It would have to be maintained separately.
We are working very closely with the PCAER system. They have heavily modified               Issue
PeopleSoft Payroll to accommodate OSC. We will talk with them about a better way to
allocate against the different pools, so we can better utilize the abilities of PeopleSoft.
Once we figure it out internally, we will then bring it out to the agencies.

OSC has no use for the Cost Center attribute, but will leave it if it is truly important   Issue
Project has not been decided upon.



While the CAS doesn't need cost center to process transactions, we recognize the need Issue
at the agency level for this field. Furhter analysis is eing done on the best way to handle
the cost center issues.
                                                                                           noted



This information may be part of the change management process as we move into the          To be determined
design phase of the project.


While the CAS doesn't need cost center to process transactions, we recognize the need Issue
at the agency level for this field. Furhter analysis is eing done on the best way to handle
the cost center issues.
While the CAS doesn't need cost center to process transactions, we recognize the need Issue
at the agency level for this field. Furhter analysis is eing done on the best way to handle
the cost center issues.


         C:\Docstoc\Working\pdf\f170febd-e9cc-4d0a-882a-6bcc5b6d02ed.xls                                                11/14/2010 12:18 PM
                                                                                   General Questions and Comments
The CAS doesn't process transaction at the cost center level. It only needs to get to the Issue
segregation/appropriation levels. Thereforre, Segregation Number would be used which
will tie to the appropriation.
Yes                                                                                      Design
                                                                                         Consideration/DOB &
                                                                                         OFT
Our partnership is trying to determine this.                                             Design
                                                                                         Consideration/DOB &
Response - Tricia Holtzman from Division of Budget: Not really.                          OFT
                                                                                         Issue
Response - Susan Knapp from Division of Budget: If not Cost Center than what do we
use instead, is the question we have to answer.
Response – Susan Knapp from Division of Budget: The agency Financial Management          Answer Provided
Systems have grown up to meet those needs.
(About 20% of the representatives raised their hands in agreement)
A couple of agency reps commented quite strongly that they had to ‗grow-up‘ out of
necessity!

                                                                                         Issue


We specifically defined appropriation as the legislative authority to spend, and         Answer Provided
Segregation as DOB‘s authority to spend.
A sub-allocation DOES require a budget cert




We need to fix the model to add Division of Budget authorization on Sub-allocation.      noted


                                                                                         Design Consideration/
                                                                                         To be addressed by the
                                                                                         partnership




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                                                                                  General Questions and Comments
OSC:This is an appropriate question for next week. We have not gotten into conversion Answer Provided
issues yet. Remember that the project is still in the analysis phase.
Tom: Agencies still need their own vendor records; not just to be able to lookup. We
have additional information needs.
OSC: The thought process is that there will be one vendor file for all the agencies and
they will all have access to it.
Tom: Our information needs are different from other agencies.

 In Bureau of Contracts, we currently assign a category code that agencies only see in      Answer Provided
some reporting situations but we also found information about grants there, as well as
and whether this is a quick agreement. We are splitting this into separate attributes - and
in the future we are thinking of putting that out there so agencies get the benefit. Today,
Bureau of Contracts assigns category codes. In the future, you could assign the codes
and do the reporting based on them.

Yes, there are separate attributes, which are now associated with the vendor rather than Answer Provided
the agreement: Contractor Type/Preferred Vendor. In future you will have ability to multi-
pick. This will be included in the Vendor Session.
Yes we do envision we will link all these systems. All this information will come in so you Answer Provided
won‘t have to photocopy and submit. Part of the improvement we see is that you won‘t
have to mark this as Minority and Women-Owned Business Enterprises and part of
vendor processing will be that this is verified for you in advance.
Not the reports Department of Economic Development is responsible for.                      Answer Provided

There is some concern that this information could be different depending on the             To be determined
agreement, so this is still to be determined.



Those identifiers are being pulled out into their own attribute. The number will not have   Answer Provided
any attribute except to be unique.

The requirement is that the number be unique. How ‗unique‘ is to be determined closer Answer Provided
to implementation. We are looking at an agency identifier as well as an OSC identifier.
There is a unique agency identifier within your agency. We don‘t see you drawing from a
statewide pool. There will also be a number assigned within CAS that is unique
statewide.



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                                                                                   General Questions and Comments
We don‘t know yet how that will be implemented but the issue was noted. We will be       To be determined
showing a scenario for a multi-agency agreement later in the session.
Currently we are not requiring encumbrances for under a certain threshold and are not     Answer Provided
planning on changing this. A lot of these fields are mandatory, e.g., start/end date,
category, or method of award. Encumbrance requirement is a policy decision, not a
system requirement.
In general, whether information elements are required or not is determined by policy; the
model shows what is possible.
That would be a policy decision.                                                         Answer Provided

Yes – an example is coming up.                                                           Answer Provided



Yes, but this is part of the Payment, not the Agreement.                                 Answer Provided
Vendor contains Minority and Women-Owned Business Enterprises information, and           Answer Provided
agreement contains discretionary/nondiscretionary indicator. The data will be there. The
physical reporting is not yet defined.
One of the RFP requirements is for a query tool which will allow agencies to get         Answer Provided
information from the CAS as they need it.



 OSC: We do not have all that information for the large contracts, such as the goals. This Answer Provided
is an agency responsibility; you have to attest. You could lose this by doing the reports
from the Central Accounting Systems. There are policy issues here, at a higher level with
different branches.
Agency: It would be nice if we had more information available so all the information
needed to do Minority and Women-Owned Business Enterprises reporting could be
readily generated found in one place.
OSC: Again, this is a policy issue but the Comptroller is very interested in Minority and
Women-Owned Business Enterprises reporting and accuracy.

One of the RFP requirements is for a query tool which will allow agencies to get         Answer Provided
information from the CAS as they need it.




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                                                                                 General Questions and Comments
We don‘t know yet how that will be implemented but the issue is noted.                    Issue



What we really need to know is the segregation.                                           Issue



OSC: We need to show that the Encumbrance occurs at a lower level than the                   Answer Provided
Segregation, and that Agreement can happen at even a lower level.
Object is related to Encumbrance and Segregation rather than the Agreement. We‘re
calling this Purpose to get away from code structures. Is there a need to do this at the
agreement level?
Response – Patricia Quivey: Many contracts cross many segregations. And those
segregations can cross many purposes.
We may have a contract with one vendor providing multiple services within one general
service, funding from multiple segregations. For us, treatment and prevention are
funded out of different segregations and funds, but these are all covered under one
contract with both federal and state funding…all under one contract.
There is only one category code for a contract, which we use right now based on how the
majority of the money is being spent. We (an agency) need to be able to report
categories at the detail level.
OSC: You have agreement category type, sub-type…we have tried to provide a lot of
fields to try to address these issues. The information about the agreements will be with
the agreement; the expenditure information will be with the expenditure information, and
they will be linked. So you will be able to get the whole picture. The idea is that you only
have to enter the information once. Look at what the funds are encumbered for. A
Segregation is for a Purpose; the Encumbrance is for a lower level of Purpose. It is more
accurate to say ―An Agreement is for these Purposes‖.
Agency: There is a category code for the agreement. The problem with the current
system isinformation isoneline items code, so we have to use the primary one. We need Answer Provided
Yes, this there is only on category in vendor payments.




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                                                                                 General Questions and Comments
 From your payment request voucher the information that is about a light bill is the same Answer Provided
information you have about your agreement. That information will simply be stored
separately. You can, or not, encumber the amount for a year‘s worth of light bills, set it
up as an informal agreement. So each time you just notify of the payment against the
agreement. You just let us know if you want to pay it monthly or for the whole year.
Trying to make it easier and give you flexibility. Agency decides how and when they
want to pay and encumber for these services. OSC is taking a step back to give you the
flexibility. You can set the agreement up at the start of the year or each month with a
payment request.
You do have to set up the agreement, but you are not really doing anything different that
what you are doing now. The information is just handled differently.
Comment - Phyllis: For clarification this is taking information from the invoice and
entering it into an agreement.
OSC: Enter the vendor information and store it; Enter the goods and services; enter the Answer Provided
amount – all in one transaction. It‘s like a quick pay voucher.
Agency: Thank you; just ensuring that there is no extra work.
You could use an Optional Encumbrance. You don‘t have to, but if it fits the agency‘s    Answer Provided
needs you can pay it all up front. Otherwise you can submit it each month. We are
adding capabilities for you to use if it fits your need as an agency
Right now it is just the 15K threshold. We are building tools to help the agencies identify Answer Provided
the potential for that line to be crossed before it is. We are trying to make this easier. We
want to use this information to make your jobs easier.
It will be possible to set up an agreement across agencies or facilities to obtain
discounts. (i.e. DOCS and their facilities).
When an agreement becomes formal, it is a type change, but it‘s still the same
agreement.
Agency: Agencies have our own different thresholds – this must be incorporated.




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                                                                                 General Questions and Comments
OSC: If it needs pre-approval from Bureau of Contracts, it is formal.                  Answer Provided
Agency: We have had issues in the past for crossing a commodity threshold. But it was
under a dollar threshold?
OSC: The business rules are based on the legislation. The decision can depend on
vendor, commodity, dollar amount, or agency. We have to follow what the law says. We
understand that there are emergency situations and you may not have planned for that
year to have spent so much on something. But if you are buying $10,000 worth of
widgets each month and you know that in advance then you need to consider a formal
agreement. Example: $10,000 agreement could be amended to $20,000 and would
become a formal agreement. A separate 10k agreement would not go over the
threshold. The difference may occur if an unexpected need occurs. This is an audit
question, not a system question.
We see this as a Central Accounting and FMS system working together. You don‘t need Answer Provided
to tell us how many pencils you bought now and later. We don‘t need redundant data in
two systems. We are trying to avoid duplicate information and for the CAS to not be
recording information that is kept best at the agency level.
Agency: Current system does not capture commodity information – this is a shortcoming.

We are looking for the best way to get the information that is needed for audit. We have   Answer Provided
to be able to make those links.

It is the estimated value of the negotiated agreement for the year.                        Answer Provided


That requires a mini-bid so there is no agreement value estimate required in that case.    Answer Provided

It will depends on each agreement and the business rules that are establishes (i.e. dollar Answer Provided
threshold).

If we know the value, it should be entered.                                                Answer Provided
Yes.                                                                                       Answer Provided
Every grant within a program will have the same method of award.                           Answer Provided




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                                                                                 General Questions and Comments
They will be handled as an amendment to an agreement. We want to have an                Answer Provided
agreement type for reporting purposes and we still want to give every single contract a
method of award for every contract, but we want to enable you to somehow just note that
it is the same for every one and not have to fill it in.
Agency: We write written directives for contracts that don‘t exist (yet).
OSC: There may be 2 agreements – informal and formal. Again, you might convert from
informal to formal.

OSC: We plan on being able to handle those issues.                                       Answer Provided
Agency: When we get to vendor, there will be a big issue. We work with multiple
municipalities and addresses. We are having problems getting payments to the right
place.
OSC: This is a topic for next week. We understand those problems and they will be
Yes, this is a grant agreement with amount. This spills over to payments and receipts.   Answer Provided
We can go back to the same segregation.



You will be able to track any payment to an agreement without additional rules. All dollars Answer Provided
going out and in will be related.
Sometimes, it‘s not a grant – we need to get a refund on work not completed. We need
to be able to reduce the contract master amount by the amount of the agreement.



Yes, OSC does not need this detail.                                                      Answer Provided




We need to look into that at both the policy and system perspective. This may not work   Models
within current policy.




This will be shown on revenue agreements.                                                Answer Provided




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                                                                                General Questions and Comments
This could have been a repayment agreement or barter agreement. We also have seen Answer Provided
a hybrid situation of both expenditure and revenue. There will be no need to appropriate
and segregate money for a revenue contract.

Yes.                                                                                     Answer Provided



We will consider this and make adjustments to the models and requirements as needed. Models




We have considered this as we did our BPA and will develop requirements for the CAS      Answer Provided
to reflect the opportunities identified and modeled.
This will be handled in the Payments session.                                            Answer Provided



Conversion issues are currently being looked into now. We will discuss in later sessions Design Issue
the details of what we need to bring forward and when (i.e. end of fiscal year). Contracts
is a big area for discussion. We know there are agreements that have been in effect for
many years.
We will give you as much notice as possible. Our plan is to work with agencies and we       Answer Provided
understand this will have an impact on the agencies and want this to work for all of us.
We don‘t have a strong timeline at this point. We will be firming this up. The project will
take several years. We will plan time for your changes (at least 2 years).
Agecny: Even a change such as on the AC340 will greatly impact our subsystems.
OSC: We understand and plan to have many more discussions in the future. Right now
though we are still looking at what would be a our perfect world and as we progress, we
will decide what changes we can really make.
Purchase Orders will be treated just like contracts (i.e., electronic).                  Answer Provided




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                                                                                    General Questions and Comments
Yes, you will have access to this information.                                              Answer Provided



We desire to be paperless, but we will still take paper if it is a large binder or if the   Answer Provided
vendor is not capable of submitting it to us in a paperless manner.
Agency: We would like the AG to be able to provide online approval and hopefully, we
will be able to see the AG‘s and other approvals noted on the system.
OSC: For design, we need to study the workflow for agreements that involve multiple
agencies.

You can do that now. We can provide you with a non-electronic copy and/or the agency Answer Provided
can provide it electronically.




This is a Vendor question and will be discussing that more next week, but yes, we want      Answer Provided
vendor information to exist outside specific agreements.
Each of the elements of vendor would be separate from the agreement information.


If there is any kind of contractual relationship then it is vendor. There will be an attribute Answer Provided
that will let you know what kind of vendor it is (i.e. involved in a grant relationship). Even
though currently you may not think of grantees as ‗vendors‘, we had to come up with one
name for this file.
If there is a contract, even one time, this is a vendor.                                    Answer Provided




If there is any agreement informal or formal they are a vendor. There are three different Answer Provided
categories. Vendors, managed non-vendors and non-managed payee. And each would
require certain pieces of information. A Juror would potentially be in the non-managed
payee category. But it could happen that there are people that would be in all three
categories at some time.




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                                                                                  General Questions and Comments
There will be business rules to determine how much information is needed based on the Answer Provided
type of vendor/agreement it is.



They arevendors and there is still an agreement. This was one of the problems we've        Answer Provided
been having with the terminology. Vendors aren‘t always payees.
                                                                                           Noted



We have not gotten that far yet. The technology decisions will be made in the design       Design Consideration
process.



Yes, the Object Model accomodates many addresses and contacts for each                     Answer Provided
organization.
Policy issues relating to the rules of the Vendor Management Unit and technology           Design Consideration
decisions will be addresed in future phases of the project.



The models include processes and attributes for electronic payments and OSC is             Answer Provided
encouraging the use of more electronic payments by agencies.

Yes, we have recognized the need for provisions for those kinds of links in a relational   Answer Provided
database– this will be a big advantage.



All three can drive the change; it is a combination. As mentioned even vendors will have Answer Provided
self service input and query availability. There will be verification at OSC.
Yes, the information will be provided. The format may not be exactly the same and          Answer Provided
hopefully easier.




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                                                                                  General Questions and Comments
Policy issues relating to the rules of the Vendor Management Unit and technology           Design Consideration
decisions will be addresed in future phases of the project.




The models include attributes to capture MWBE and we will be doing additional analysis Design Consideration
of data sources to determine interfacing options.



We will look into the possibility of adding this as we work with agencies to analyze and   Design Consideration
determine viable data soucing options.


The goal is that an expired license will cause a payment to be rejected and a notification Answer Provided
will be sent to audit and the agency to make a decision. We will note that OGS should
be added and make adjustments as needed.

We will consider this as we work with agencies to analyze and determine viable data        Design Consideration
soucing options.




Yes, likely in the agreement file.                                                         Answer Provided


This won‘t happen because the vision is to have a unique record. You can still do a        Answer Provided
lookup on tax identification number. With any given tax identification number, there is
only one record for a tax identification number.




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                                                                                 General Questions and Comments
We need to make payments when we don‘t have the legal ability to request tax              Answer Provided
identification number. We can cross reference with the Internal Revenue Service, using
name and tax identification number. This also resolves some privacy issues with using
the tax identification number as an identifier.

Absolutely. We are expecting that you will be able to look-up by name, tax identification Answer Provided
number, or their OSC unique identifier.


Yes, as the Object Model will show, you will be able to cross reference.                  Answer Provided


Muncipality codes will be included, we hope it will make things better.                   Design Consideration


We will keep in mind when we look at things in the future phases.                         Design Consideration




You do need the tax identification number to create a vendor. But you can do a look-up    Answer Provided
on name to find an existing vendor. No new vendors will get into the system without a
valid tax identification number.

We know that situation exists. The Federal government is working on identifiers for      Answer Provided
foreign companies who can legally do business in the US. Those entities will be required
to have a federal identifier and we will use that.

Yes, for example we currently make payments to people in Japan. The models and            Answer Provided
requirements will incorporate this need.

We haven‘t addressed field sizes yet, that will be in the design phase. This will be noted. Design Consideration




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                                                                               General Questions and Comments
OSC is establishing a vendor management unit. The policies and business rules for         Answer Provided
various situations will be reviewed as well as overrides for emergency needs. OSC is
not looking to make these decisions; we are looking at situations where legally we are
being instructed. For example, when there is a federal prohibition against doing business
with terrorists. OSC is not making that decision. Also, there may be a plea bargain that
establishes a prohibition from doing business with NYS. We will consider your points in
the requirements and policy and business rule discussions.




We are looking into the future. This policy is not yet defined. Vendors may do direct     Design Consideration
entry – or agencies may do direct entry. We may design it so that if you select a vendor,
you can direct the vendor to go to a secure web site to provide information.


OSC intends to make the Vendor File information available to agencies.                   It will be a software
                                                                                         requirement./Design
                                                                                         Consideration


Vendors will have self service, however OSC will not post updates until an independent   Answer Provided
confirmation is completed.



It will be in the requirements.                                                          Design Consideration


OSC will resolve conflicts and maintain the integrity of the information.                Answer Provided


We are considering this as we work with agencies to analyze and determine viable data    Design Consideration
soucing options.


This is a preferred vendor type.                                                         Answer Provided




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                                                                                     General Questions and Comments
Monica Wilkes: Office of General Services does not store this information. We may have Answer Provided
some of this, but it should be with the Worker‘s Compensation Board; it is required in the
contract.

We should notify agencies when the date is about to expire.                                    Design Consideration



The vision is that we would not be checking every month for example that a license is          Design Consideration
good. May check periodically. We will review this further as we consider our data
sourcing needs and work with the appropriate agencies.


Noted - We will review this further as we consider our data sourcing needs and work with Design Consideration
the appropriate agencies.



Noted - We will review this further as we proceed with the interface and design phases of Design Consideration
the project.

You can check at the time of agreement, and when payments are made for an                      Design Consideration
agreement. Policy decisions on the business rules for validating informaiton will be
considered as we determine our data sourcing needs and identify availability of agency
information.
We know now you can get a monthly feed for example from Education. However, we will Answer Provided
be doing much more in this area.

It depends. If a physician loses his license, we will not do business with him as a            Answer Provided
physician. But if an organization is a terrorist organization, the state will do no business
with that organization.

The system should have enough intelligence to make these decisions. Specific ties with Answer Provided
payment type and date. We all know that there are emergency situations and if there are
no legal restrictions outright things will get done.




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                                                                                     General Questions and Comments
We are not talking about audit issues here. All we know right now are plea-bargain            Answer Provided
agreements, debarment, terrorist and licenses for types of work.



If the State of New York is only doing business with one location, we would not go in and Answer Provided
enter all possible information for IBM. We are not looking at saying ALL this information
is needed. For contracts, there will be a minimal amount of information needed. The
model does allow for relationships between entities when organizations are assigned.
That will be done through an amendment.




Last week we looked at statewide contracts, e.g. Advanced Auto Parts. There are 7 legal Answer Provided
entities with the same name. The statewide contract is with the consortium of vendors.
The Purchase Order is for a specific Advanced Auto Parts set up a legal entity in the
system. Each one has a tax identification number.


Ask for it routinely in your bids. The one who first does work with a vendor will need to     Answer Provided
get this information. If the vendor is in the system you won‘t have to get all that
information again, just ensure that it is current.

Yes                                                                                           Answer Provided


We need to add this.                                                                          Models


There is a lot of information available from the credit card company. One of the              Answer Provided
business decisions is when do we start to care about this and track it? The potential
exists to track every charge, and roll it up to a vendor, even different points of service.
(i.e. food vs. room at a hotel).


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                                                                                   General Questions and Comments
The audit rules will be the same as the business rules. We are looking to level the         Answer Provided
playing field


There will be a unique internal organization number.                                        Design Consideration


This has not been determined yet. That will be part of the nalysis of source information Design Consideration
and design


Yes. You can have multiple payment instructions on file. You can establish a default and Answer Provided
then choose.

This has not been completely defined. But generally, for informal agreements, there will    Design Consideration
not be much more. But there will be more for formal agreements.


The goal is that you can confirm vendor information up front before submitting the          Answer Provided
payment request. OSC will reject the transaction back out for correction if that does
occur.
These are design issues and we haven‘t specified if information will be transferred         Design Consideration
overnight or be available onp-line. We assume this information is available right away
and that you'll be able to see the vendor information up front and see if it matches.




 It will be like a Quick Pay transaction that is stopped and turned around so you can re-   Answer Provided
submit it the next day. This is the type of thing we envision. We would tell you what
needs to be corrected. There is an error notification that goes back to the agency.




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                                                                                   General Questions and Comments
We anticipate reinstating the encumbrance and making this process simplier.                  Answer Provided




This will apply to all payments. Audit and verification will be almost simultaneous – you    Answer Provided
won‘t have to worry about later rejection. 99% of transactions will be ‗quick pay‘ and you
won‘t have to submit paper. You only have to submit documents if there is an audit
question. Payment request will stand on its own. Things will move through quickly, you
won‘t have to submit all this paper.

There will always be history of the transactions but we are not going to keep bank           Answer Provided
account information for example.
We will always have history of payments made in the past. We just wouldn‘t be
accessing it when another payment comes in for that particular individual

There are three points you can be notified about a claim. When you set up the vendor; Answer Provided
when you enter the agreement; when the claim is submitted. There will be, as there is
now – a letter sent explaining; however, this may go to the company owner if the claim is
specifically against that person, and not to their accounts receivable office.

Yes                                                                                          Answer Provided


The agency will be notified of all communications with the vendor.                           Answer Provided




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                                                                                  General Questions and Comments
We need to add this to the process models.                                                 Models




Only the particular transaction is held. We envision ‗batches‘ going away and it would be Answer Provided
an individual transaction that would be held.

Could be, or it could be like today‘s Quick Pay, but this is design which will be addressed Design Consideration
later. With newer technology we can have real time transactions and an immediate
response, but not direct entry.       Response - Roseanne Kryjak – We are talking ‗ideal
world‘ and this will be a reality for those agencies that have the newer technologies and
ERP‘s. We will assess this in design – we want to take advantage of new technology,
but still support older technology. We will get into these issues during design – when a
developer is selected.
The has been part of will be on force for to better address next steps.
This summary sessionthe driving May 21stthese changes. We know we can do a better Answer Provided
job in getting you back information. Today, Claims and Liens is a ‗shadow‘ system with
information we can‘t give you with current systems and we know we can do a lot in this
area.




Interest eligible and due date have been moved to the invoice level to specify this. You   Answer Provided
can charge it the way you want. We will fix encumbrance issues. All the encumbering
and un-encumbering, we recognize that we need to do a better job.

You will send only requests that are appropriate to pay – you don‘t need a second look. Answer Provided
You don‘t need to write with red ink on a BCL to expedite payment or make phone calls –
it will be part of the system. Expedite Payment Indicator is there to take advantage of
discounts. You will tell us you want to pay it and you won‘t have to submit paper, make
photocopies, etc. The Quick Pay analogy is that you know when things will be paid. You
won‘t need hardcopies.




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                                                                                      General Questions and Comments
If the agency requires extra certification, this is in the hands of the agency FMS.        Answer Provided




The information elements listed are the ones that OSC needs. The FMS could have         Design Consideration
many other dates depending on your needs. Yes we can make certain vendors agency
specific. We know certain information is not public. Judges for example could be a non-
managed legal entity, and no information is kept on them except a payment made


Yes, we assume there will be electronic signatures – ink on paper will not be required,    Design Consideration
unless there is a legal need.

Yes, you no longer have to write 3 checks to enable separate IRS reporting for interest,   Answer Provided
etc.
We will do a better job of check combining; we won‘t combine payment requests, but Answer Provided
rather combine payments to the same payee. We know you know best how to combine
these. This is something we try to do now but know we can improve. Expect to make
more electronic payments and to be able to refund via debit/credit card

There will be multiple addresses on file and you would select what address you want the Answer Provided
payment sent to. We want to control delivery points. We are also planning on working
with vendors to do vendor self-service. (i.e. so a vendor having to notify every agency of
a name change) This will reduce those types of problems. We want to have a closer
relationship with vendors so we can be more proactive with them about where their
payments are to be sent. We know there are real concerns over reconciliation but we
believe that in the end the gains will be well worth the effort.

 Yes, on any payment request you will have the flexibility to change that scheduled        Answer Provided
payment date to go out the door or appear in their bank account when you want it to.



We have spent a lot of time going through different exception scenarios as we did this
analysis work to ensure they could be handled.




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                                                                                  General Questions and Comments
Yes, the Vendor Repository will eliminate the ‗gotcha‘s‘ by flagging when you enter an      Answer Provided
agreement that the legal entity is a state employee, or has a claim against them. It will
allow an agency to better manage the performance of their work before they even do
business.
We have nothing that would prohibit electronic invoices. We envision it not being           Answer Provided
mandatory but optional. The way that it is best for you. Receipt of invoices is between
the agency and vendor. OSC wants the invoice information – not the document.


Response - Roseanne Kryjak: We want an Minority and Women-Owned Business                    Answer Provided
Enterprises indicator. The Department of Economic Development would be the keeper
of that information but we hope to have a connection of information. Department of
Economic Development is still responsible; we will need to reconcile and keep this
updated.
Yes, this will be available. The agencies will have the information we have and be able     Answer Provided
to use it

If we do an adjustment of a payment it is not to be combined. These adjustments are         Answer Provided
being made at the agency not OSC.




We are becoming more intelligent about how and what we audit. We only what to audit Answer Provided
what needs to be. We are actually raising the bar. All the information we have is to audit
smarter better faster.




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                                                                                General Questions and Comments
Response – Roseanne Kryjak: we know it is difficult to get information out of the CAS.    Answer Provided
Looking into supplying a variety of ways for you to get the information you need. We
know sharing information with you in a matter relevant and helpful to you is a key to the
success. You should be able to know where your contract is, how many checks you sent
to a vendor. You will know the individual who is doing the audit




You could send in a $1m payment request – if the vendor information and agreement are Answer Provided
in place, and agency controls are in place, no paper would be needed. If we have
enough information we could determine that this payment is appropriate to pay.




Yes, it would be an FMS and agency decision. There is nothing in what we have           Answer Provided
designed that would prevent that.

Treasury is our partner in this; we are looking at improving information exchange and   Design Consideration
talking about the processes between us to make it easer to exchange this type of
information between us.




We will work with Treasury about providing access to improved information.              Design Consideration


We will work with Treasury about providing access to improved information.              Design Consideration


It will be by agency and by vendor for how we determine how far we go to be assured we Answer Provided
have all the information we need to make this payment. Is the payment appropriate
given the vendor, the agency, and the information provided?




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                                                                                     General Questions and Comments
While we have mechanisms, remember the Central Accounting System is not a                   Answer Provided
Financial Management System, and we can not manage an agency‘s budget. We are
dealing at a higher level with appropriations and segregations. That type of lower level of
control is an agency‘s responsibility. We are trying to better determine where that line is
in control and management and not to cross the line of the Comptroller‘s responsibility.


Scheduled payments are an Financial Management Sytem funciton that won't be                    Answer Provided
handled in the CAS.

There are accounting transactions and adjustments in the model, but the business rules Deferred
are not fully defined. This will be defined in subsequent sessions.

We know this will take time. We are looking at the possibility of an interface to facilitate   Answer Provided
this process. We want to give you as much time as possible and are looking at many
ideas and options. There are a lot of areas to be discussed. Agencies should be
thinking about what this means to their FMS. This is at least a 3 year project.

Yes. We will send out an integrator/developer RFP. The first thing they do is to look at       Design Consideration
the interface issues, and agencies will be involved. The design will be done and shared
before construction and testing. A lot of this depends on what software is selected.

OSC: Yes                                                                                   Answer Provided
Agency: The current system at the agency does not support a daily split. We do the split
at the end of the month.
OSC: We aren‘t saying that you can‘t do a transfer. But it is preferred to do it up front.
At whatever info level you would eventually record it. You are simply doing it up front        Answer Provided


That is correct                                                                                Answer Provided



We would likely do centralized RFP‘s with a smaller number of banks.                           Issue




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                                                                                     General Questions and Comments
You still have to receive checks, do a deposit slip, compile it and taking it to the bank.     Answer Provided
We could make the deposit a scannable form, with the coding on it; there could be
separate forms for accounts. The bank will scan it and transfer that data which will be
sent through to us. We want to look at creative ways to make this happen. The goal is
to make it easier and more accurate

We haven‘t looked at getting less information. With revenue contracts we have looked           Answer Provided
at different values for real amount collected and the other for anticipated. It will be the
same amount of data.


OSC: This is a problem we have now. We get a wire notification without a 909. We have Issue
to search around for the information; sometime half a day.
Agency: But the agency doesn‘t do this. DASNY has to do this. (DASNY = Dormitory
Authority) Patient receipts are deposited monthly, including OMH and other agencies.
OSC: This will need to be added.
We need to look at this more carefully                                                         Issue



The proposal is to get it right is at the bank from the start. So the bank may notify you if   Answer Provided
things aren‘t right up front. If it gets to OSC and it is not correct you will be notified.




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                                                                                  General Questions and Comments
OSC: Think about what kinds of errors kick out today. Checks don‘t match the total        Answer Provided
deposit. The bank won‘t transmit until it is a good deposit. There will be a process to
make corrections. This is not a double correction. Keep in mind the accounting is not
timely – there is a one month lag.
Agency: <voiced additional concerns>
OSC: I am trying to clarify why this is more work.
Agency: We need to correct agency system; we also need to correct both the coding
and the deposit slip.
OSC: You would have to correct it anyway.
Agency: Yes but this would only be one correction currently for us. This now will be more
work up front. For us, classifying is easy.
OSC: The concept is that the coding is fixed. This will be given to the bank as one unit.
Tom Johnston (Department of Corrections)–The coding is split into two different places.
So you have to correct the splits.
OSC: The banking system is set up where the can tell what happened to the deposit, roll
it back out and correct it.

A deposit slip is created – it would have accounting information and run through the        Answer Provided
same process. When we sweep, we create a 909 to put it into a fund.



OSC: The bank will only verify the amount. So yes if you submitted the accounting info      Answer Provided
wrong up front you would have to correct it.
Agency: So we will still have the option of putting one line of coding for something that
needs multiple and figure it out later.

OSC: Into sole custody account? Yes. This has not been determined, but the bank           Issue
should make an accounting entry for us. Hopefully we will be able to work it out with the
bank and do a wire the same way.
Agency: Some of the money is a pass through to the FBI, and some comes to us.
OSC: We are looking at establishing point of banking. All you have to do is identify what
type of transaction is associated with that check upfront. This will make your job easier
upfront. Each check has the same percentage – we will build the intelligence into the
system.




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                                                                                    General Questions and Comments
OSC: In the current system, you can put in an identifier at the time of the draw. We       Answer Provided
could help you identify the money.
Agency: We do our own draws.
OSC: Yes, because you have access to 3rd party information.



We would look at a banking RFP to get some regional banks to handle this.                  Issue

OSC: Maybe all the federal government has to do is give that one identifier back. You         Answer Provided
could track an identifier through the system. Provide at input, and get it back. If you don‘t
ask for the identifier you won‘t get any information from the federal government back. If
you use it you will get the information back that you initiated.
Agency: We know, and we give you a 909 up front. We don‘t need an identifier. It is not
our account.
OSC: If it‘s unemployment money, you want it to go to a specific fund. If you provide the
information with the draw, you don‘t have to do a 909

This capability exists currently and is also part of the models and requirements.          noted




We would support that. Maybe it being automatic could be optional for agencies             Issue



                                                                                           Issue



That may cause a problem. If a payroll pool has not been transferred properly we would Issue
want to be able to charge properly to the correct Federal fund. This is an issue that we
need to look at more closely.



We will be doing more analysis and conducting more work group sessions on the use of Issue
cost centers as the project progresses.



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                                                                                  General Questions and Comments
What we are concerned with knowing is for this particular sub-fund, what is the bank        Answer Provided
account associated with it. There can be multiple sub-funds associated with a bank
account but that is okay since the sub-fund is associated with a single bank account

That is true it may get money from many different bank accounts but that sub-fund itself    Answer Provided
is only tied to one bank account.


Discussion ensued around the ability of the model to handle this information but if the     Issue
FMS rather than the CAS wa the proper place to be storing this information.

OSC: We did a whole study on receivables. We know agencies have trouble with this.
We looked at Massachusetts system; but due to the complexity, we decided not to
pursue this. We looked at options and believed that the place to deal with this is in the
FMS and not OSC creating a central receivables. We will consider your feedback
Agency: Because there are so many partners in the collections there is a lot of revenue
that goes uncollected. No one has the complete picture.
OSC: Hunting and fishing licenses as well as doctor‘s licenses, are all things not being
well recorded. We will bring this issue back through and give a follow up at the summary
session.
                                                                                            Issue




Yes, they are tied to the vendor. However, OSC may not be in a position to make this      Answer Provided
judgment, but the information would be available. This information would be available. It
would show a formal agreement and if there was a default on a revenue agreement it
would be linked to the vendor.




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                                                                                 General Questions and Comments
OSC: Receivables have been defined as a Legal Entity (OSC) requesting payment from Answer Provided
another Legal Entity (Agency) and expecting money to come in; a good example is fringe
benefits. OSC does not see agency receivables; they are in your system.
Agency: A revenue contract is the same thing – it is just the agency anticipating
payment. It is the same thing as an optional encumbrance.
OSC: The fact that the contract is being met is what is being tracked. From a CAS point
of view there is a revenue agreement that is to be met and these transactions came in
on a different schedule. Showing two different relationships – anticipated revenue vs.
the contract is being met.

You may be preaching to the choir; but the study that was done showed this to be too       Issue
complex.




We understand the use of this field and have added it to our models. It will be included   Answer Provided
in of requirements on the RFP.


We understand the use of this field and have added it to our models. It will be included   Answer Provided
in of requirements on the RFP.




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                                                                                    General Questions and Comments
This does not take the place of many object codes and you still have lower level tracking Answer Provided
codes. Since this is something that you need, we will include it in our models and in our
requirements.




We understand the use of this field and have added it to our models. It will be included      Answer Provided
in of requirements on the RFP.




We will make sure it's in all the necessary palces in our models and will include it in our   Answer Provided
requirements.



                                                                                              noted




OSC: The pin number would be associated with the agreement, not the transaction.              Design Consideration
Agency: But there can be many pins associated with one agreement.
OSC: We need to do more research on this.




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                                                                                  General Questions and Comments
OSC: Agencies will have access to real time data in the CAS. It would be automatically      To be determined
updated. If it is sole-custody bank account the agency will see the statement.
Agency: It is the joint accounts that I am worried about. If OSC is owner of the account.




OSC: We envision a robust banking system. After transmitted to OSC, information is          Design Consideration
available.
Agency: The level of detail makes it hard to distinguish the pieces of the deposit an
agency needs to look at. What about when the agency is not the owner of the account.
The current level of detail is aggregate – can‘t see pieces of the deposit
OSC: It will work the same way it does now…we will give that information back to
agency. In regards to Debbie‘s issue if the deposit doesn‘t match coding – can agree
with the bank to put the difference into an account.
Deborah Harrington (Department of Transportation) - Currently it remains unclassified
for a month and we adjust later.
OSC: Instead of the sweeps, as soon as it matches at the bank it would come to us.
Agency: Need to have the transactions posted immediately.
OSC: To summarize, there are transactions that come into the general checking
account that the agencies need to know about and are agency specific. Agencies need
to be able to view their own transactions and not that of other agencies.




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Description: New York State Heap Application document sample