FY 2011 year-end calendar by jizhen1947

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									YEAREND CALENDAR FY2010
Line #   Date                       #                                                                                                                     Date Changed Budget Campus   OUC PBS PSC UIS UPI
     1   Friday, April 29, 2011         Last day to submit PO and SPO Reqs requiring Formal Bids                                                                                X              X
     2   Monday, May 02, 2011           Begin Payroll Suspense review and cleanup                                                                                               X          X
     3                                  Initial Fiscal Cert population                                                                                                          X      X           X
     4                                  Check that 9 pay 12 accruals are posted correctly                                                                                       X          X
     5                                  Expand HR message to remind how to prevent funding distribution suspense                                                                X      X   X
     6                                  Payroll to provide updated rates to OUC for the Comp absence report                                                                            X   X
     7   Tuesday, May 03, 2011          Send Fiscal Cert population to the Campus Controllers for review                                                                        X      X           X
     8   Monday, May 09, 2011           FYEAREND data base created after nightly processing                                                                                            X           X
     9   Tuesday, May 10, 2011          Test Receipt Accrual Process (Run Preliminary Accrual Report)                                                                                  X
   10    Friday, May 13, 2011           Last day to submit PO & SPO Req requiring Documented Quotes                                                                             X
   11    Tuesday, May 17, 2011          Check COFRS SUSF table and correct any feed errors                                                                                             X
   12                                   Fiscal Cert population due to OUC from the Campus Controllers                                                                           X      X           X
   13    Thursday, May 19, 2011         Distribute campus checklists and templates                                                                                              X      X
   14                                   UBIT estimates for entire fiscal year ending 6/30/2011 due to Tax Manager                                                               X      X
   15    Friday, May 20, 2011           Begin testing YE batch flow process (Build FYEAREND Database)                                                                                  X           X
   16    Thursday, May 26, 2011     1   Need to test roll forward, begin check Y/N value for projects rolls correctly in FIN                                                    X      X
   17                               2   Refresh of Mirror database                                                                                                                     X           X
   18                                   ePERS will be loaded in for the Spring 2011 semester (Do not run GLSCU777)                                                                     X           X
   19                                   Run Exhibit K for May and correct attributes for final report-test run                                                                  X      X
   20    Friday, May 27, 2011           Last day to submit all Other PO/SPO Req using FY2011 Fund                                                                               X              X
   21                                   ePERS burst reports for PI's will be created and sent to the portals in one day                                         18-Apr-12              X           X
   22    Monday, May 30, 2011           HOLIDAY                                                                                                                             X   X      X   X   X   X   X
   23    Tuesday, May 31, 2011          Start running GLSCU777 - Generate ePERS emails to be sent to PI's                                                                              X           X
   24                                   Moratorium on expense purpose code changes begins                                                                       24-May-11       X      X
   25                                   Moratorium on new account code requests and new June allocation group requests (permanent) FY2011                                       X      X
   26                                   UCB & UCCS Athletics to begin survey staff for Gift In Kind process                                                                     X
   27    Wednesday, June 01, 2011       ePERS emails will be sent out for individuals receiving ePERS for the Spring Semester 2011                                                     X           X
   28                                   Final Fiscal Cert Population created and send to OUC (Frances Chapman)                                                                  X      X           X
   29                                   Moratorium on Expenditure Control Attribute Changes for 06/01/2011 (OUC to run report and verify)                                       X      X           X
   30                                   Moratorium on ORG tree changes [create\inactivate] begins                                                               06-Jun-11       X      X
   31                                   Review trees, all values must be on trees                                                                                                      X
   32    Thursday, June 02, 2011        Final Fiscal Cert Population sent out to Campus Controllers for update                                                                  X      X           X
   33    Monday, June 06, 2011          Turn off inactive allocation steps and notify UIS                                                                                              X           X
   34                                   Final Updated Fiscal Cert Population due from Campus Controllers to Frances Chapman in OUC                                              X      X           X
   35    Thursday, June 09, 2011        Fiscal Certification – send email to CU Officers to set up due dates                                                                    X      X           X
   36    Tuesday, June 14, 2011         Testing complete for all FYEAREND processes (Estimated)                                                                                 X      X           X
   37    Wednesday, June 15, 2011       UPI to provide estimate to UCD                                                                                                          X                      X
   38    Thursday, June 16, 2011        Noon - CUF deadline for gift transfer requests >= $500,000 for 6/30 wire                                                                X      X           X
   39                                   Ensure HR calendar for FY2012 for FIN is updated (HR YEAREND and HR FIN CALENDAR) PET                                                   X          X       X
   40    Friday, June 17, 2011          Processing MON PPE 6/30                                                                                                                 X          X       X
   41                                   Deadline for having FY2011-2012 Long Bill recorded, approved and reconciled (in COFRS)                                  17-Jun-11              X
   42                                   Turn off GL680CU - automatic approval of payroll journals                                                                                      X           X
   43    Saturday, June 18, 2011        Processing MON PPE 6/30                                                                                                                 X          X       X
   44    Sunday, June 19, 2011          Processing MON PPE 6/30                                                                                                                 X          X       X



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YEAREND CALENDAR FY2010
Line #   Date                       #                                                                                                                                                                                                    Date Changed Budget Campus    OUC PBS PSC UIS UPI
   45    Monday, June 20, 2011          Send reminder to IRM not to load the P/R detail into CIW until the journal entry has posted in the FIN System                                                                                                                  X       X   X
   46                                   Processing MON PPE 6/30, HR Production closed, HR Reporting available                                                                                                                                                      X       X       X
   47    Tuesday, June 21, 2011         Set open period for AA 7/1- 7/7 for AP accruals                                                                                                                                                                                X       X   X
   48                                   Turn OFF Payroll Encumbrance Flow Journal (monthly and semi-weekly)                                                                                                                                                            X       X   X
   49                                   Update PO close days to 0 days so that the paid POs do not roll                                                                                                                                                                X       X   X
   50                                   FY2012 Detail Calendars need to be built including 10, ADB, HR8                                                                                                                                                                X
   51                                   Depts begin marking June business on vouchers                                                                                                                                                                              X   X       X   X
   52                                   Create copies of all GASB Tables, rename as FY2012 version (Tables 2012(Reporting) and 3012(Accounting Group))-Inform IRM to exclude the 30xx versions from the CIW                                                            X           X
   53                                   Processing MON PPE 6/30, HR Production closed, HR Reporting available                                                                                                                                                      X       X       X
   54    Wednesday, June 22, 2011       HR EOY Monthly Testing                                                                                                                                                                                                             X       X
   55                                   Last day to notify OUC if continuing budgets are ready for roll forward                                                                                                                                                X   X   X
   56                                   Create Pay Date Shift journals- journals will require approval AM                                                                                                                                                              X   X       X
   57                                   Turn on GL680CU PM after paydate shift journal is approved                                                                                                                                                                     X           X
   58                                   Run Payroll Register Report - MON PPE 6/30 (Pay Day 7/1)                                                                                                                                                                   X       X
   59    Thursday, June 23, 2011        Last day for PSC to receive paper non-employee reimbursement vouchers to ensure payment in FY2011                                                                                                                          X   X       X
   60                                   Last day for PSC to receive Payment Voucher forms to ensure payment in FY2011                                                                                                                                              X   X       X
   61                                   Run PAY013CU-Y on cycle checks and PAY013CU-N off cycle checks in nightly processing thru 1st close (See Thursday July 7)should start running on the day the first nightly is run after MON payroll        18-Apr-11           X           X
   62    Friday, June 24, 2011          HR system upload of Salary Increases, HR Prod down, HR Report available                                                                                                                                                X   X       X       X
   63                                   LOC estimates available for pay day shift                                                                                                                                                                                  X               X
   64    Saturday, June 25, 2011        Check help desk voice mail (303-837-2161) for emergent issues                                                                                                                                                          X   X   X   X   X   X
   65                                   BW Pay Period 6/12 - 6/25 Pay Period End (PPE) 6/25                                                                                                                                                        18-Apr-11 X     X       X       X
   66    Sunday, June 26, 2011          Check help desk voice mail (303-837-2161) for emergent issues                                                                                                                                                          X   X   X   X   X   X
   67    Monday, June 27, 2011          Bursars Batch Warrant Cancellations by 4:30 PM                                                                                                                                                                                             X
   68                                   Last day for PSC to receive approved employee reimbursement for payment in FY2011 - 5pm (Expense System)                                                                                                                   X               X
   69                                   Last day to provide PSC with Vendor information to set up new vendors                                                                                                                                                      X           X
   70    Tuesday, June 28, 2011         Noon deadline for any handdrawn payroll checks to be recorded in FY2011                                                                                                                                    18-Apr-11       X   X   X       X
   71                                   Bursars batch refunds year-end cutoff to be managed by each campus Bursars office                                                                                                                                          X               X
   72    Wednesday, June 29, 2011       Funding changes to impact Payroll encumbrances for FY2011 can be processed until 6:00 pm                                                                                                                                   X       X       X
   73                                   Last update of all procurement cards expenses and event card expenses (rest will have to be accrued) - need to be entered and approved by 5PM                                                                              X               X
   74                                   Update run controls for GLS648CU_NEWYR, GLS668CU_NEWYR, GLS669CU_NEWYR                                                                                                                                                         X       X   X
   75    Thursday, June 30, 2011    0   Run June Payroll Encumbrance for LDOM after cold backup (12:30AM) automatic scheduled                                                                                                                                      X   X   X       X
   74                               1   Bursars demand warrant cutoff 4:30pm - Including demand warrant cancellations                                                                                                                                              X               X
   75                               1   Execute nightly beginning July 1st until 1st close GLS648CU_NEWYR, Standard Budgets to KK Budgets, nightly as well as GLS668CU_NEWYR, GLS669CU_NEWYR                                                                           X       X   X
   76                               1   Bursars cash office will close at 5:00 PM (4:30 for UCB)                                                                                                                                                                   X               X
   77                               1   WEB turned off at 5:00 p.m. for credit card/ACH processing                                                                                                                                                                 X               X
   78                               2   Bursars closed for business by 6PM.                                                                                                                                                                                        X               X
   79                               3   Last day to update Y/N (default is Y) attribute for projects to roll forward - DEADLINE 6PM                                                                                                                                X
   80                               4   After nightly processing make AP/PO and EC setup changes and run Roll Forward Processes detailed in the FYE SQL, Setup and Processing document.                                                                                X       X   X
   81                               5   Open all periods for the new fiscal year for the Actuals ledger in the Finance System                                                                                                                                      X   X       X   X
   82                                   Fiscal Certification – Deadline for CU Officers to set up due dates                                                                                                                                                        X   X           X
   83                                   Physical inventory of consumable goods must be completed on or before this date                                                                                                                                            X
   84                                   UCB/UCCS Athletics - last day to complete survey for Gift In Kind                                                                                                                                                          X
   85                                   Turn on AP/PO back dated receiving functionality (Available until AP close 7/07); Navigation = Set Up Financials/Supply Chain > Business Unit Related > Purchasing > Purchasing Definition OUC online during the day           X       X   X
   86                                   Petty cash and change funds must be counted by this date                                                                                                                                                                   X



                                                                                                                                                                                                                                                                                   7/20/2011
                                                                                                                                              Page 2 of 9
YEAREND CALENDAR FY2010
Line #   Date                      #                                                                                                                                                              Date Changed Budget Campus   OUC PBS PSC UIS UPI
    87                                 Noon Deadline for PSC to receive requests to cancel AP checks for June 30                                                                                                      X                X
    88                                 MON JUNE Pay Day moved to July 1st                                                                                                                                             X            X       X
    89                                 Last day to run batch Warrant/ACH for FY2011 one at 11AM(Regular cycle) and then one after pay cycle                                                                           X                X   X
    90                                 Last day to close PO's so that they don't roll forward into the new year                                                                                                                        X   X
    91                                 Final LOC estimates for pay day shift (Need to do draws)                                                                                                                       X
    92                                 Default PET date to 6/30 until July 14th                                                                                                                                       X        X   X       X
    93                                 Contracts must be effective for all continuation of expiring capital const project (COFRS 461 process)                                                                         X
    94                                 COFRS year end reports begin to run on the revised schedule for year end close                                                                                                 X        X
    95                                 Check general fund HR encumbrances - no encumbrances for the general fund                                                                                                      X        X   X       X
    96                                 Add ORG Tree FY2012                                                                                                                                                            X        X           X
    97                                 Approval deadline @ 5pm Position Data, Funding, and Job Data Approved - BW PPE 6/25                                                                                            X            X
    98                                 UCB Blackbox feed cutoff 6:00PM                                                                                                                                                X                    X
    99                                 All goods and services must be physically received by this date in order to be accounted for in FY2011                                                                         X
   100                                 First Day ALL BATCH PROCESSING JOBS are Call Jobs                                                                                                                                                   X
   101   Friday, July 01, 2011     0   Activate before nightly processing PO0038CU (Prior Period SPO Bal Program) and APY044CU (FYE Auto Pay Accounting Date Update)                                                           X       X   X
   102                             1   All cashier reports from Bursar's offices to OUC for June 30 submitted by 8:30am                                                                                               X
   103                             1   Run July Payroll Encumbrance for FDOM                                                                                                                                          X            X       X
   104                             2   Separate (formerly CORE) batch dated 6/30/2011 for FIN SYS deposits deadline Noon (Campus will close at 11am for input into FIN) UCB only                                      X                    X
   105                             3   FIN - Roll forward project budgets and expenses for letter of credit processing in July OUC online during the day                                                              X        X
   106                             4   LOC - and Revenue Recognition - runs in both old and new years, after project budgets have rolled forward, until after 3rd close                                               X        X
   107                             5   Post final off cycle payroll as June business                                                                                                                                  X            X       X
   108                                 PSC checking June business vouchers applications                                                                                                                               X                X
   109                                 Time Collection Close @ 12 pm BW PPE 6/25                                                                                                                                      X            X
   110                                 Start reminders for Inter/Intra Receivables/Payables                                                                                                                           X        X
   111                                 SPO pages now display current year FY2012 and future year FY2013                                                                                                               X        X       X
   112                                 SCO - diagnostic reports available on Financial Data Warehouse daily from 7/1 - 8/5                                                                                            X        X
   113                                 Review of cash and lockbox entries                                                                                                                                             X
   114                                 Processing FY2011 Payroll @2pm HR Production closed, HR Reporting available                                                                                                    X            X       X
   115                                 Change Annual Expenditure Control Attribute to 06/01/2012                                                                                                                      X        X           X
   116                                 Record JE to release 6/30 paychecks against cash                                                                                                                               X            X       X
   117                                 Bursars: Review journal feed to ensure that all related journals are posted                                                                                                    X                    X
   118                                 COFRS - Period 1 open for FY2011-2012                                                                                                                                          X        X
   119                                 Departments begin back-dating receiving as applicable                                                                                                                          X                X
   120                                 Departments begin marking June business on SPO voucher approvals as applicable; ungray field during "Accrual Period" by UIS; the field is FYE_ACCRUAL_CU                       X                X
   121                                 Fiscal Certification - send email to targeted population to remind them of fiscal certification process underway                                                               X        X           X
   122                                 HR EOY MON Flow (After Nightly processing) - needs to be verified and approved                                                                                                 X            X       X
   123                                 Mon June Pay Day, PPE 6/30                                                                                                                                                     X            X
   124                                 AP accrual checkbox available until AP close 7/07 (seven days this year)                                                                                                                X       X   X
   125   Saturday, July 02, 2011       Check help desk voice mail (303-837-2161) for emergent issues                                                                                                            X     X        X   X   X   X   X
   126   Sunday, July 03, 2011         Check help desk voice mail (303-837-2161) for emergent issues                                                                                                            X     X        X   X   X   X   X
   127   Monday, July 04, 2011         Holiday                                                                                                                                                                  X     X        X   X   X   X   X
   128                                 Check help desk voice mail (303-837-2161) for emergent issues                                                                                                            X     X        X   X   X   X   X
   129   Tuesday, July 05, 2011        Begin daily SNA and SRECNA reports generated, placed on the Web and notify Campus Controllers                                                                                  X        X
   130                                 Begin daily run of SNA and SRECNA and placed in Dilbert                                                                                                                                 X           X



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                                                                                                                                                Page 3 of 9
YEAREND CALENDAR FY2010
Line #   Date                       #                                                                                                                                         Date Changed Budget Campus   OUC PBS PSC UIS UPI
   131                                  Processing BW PPE 6/25                                                                                                                                      X          X
   132                                  Payroll to supply OUC with Early Retirement incentive plan payout details                                                                                   X          X
   133                                  OPEB Actuarial report due to OUC                                                                                                                            X          X
   134   Wednesday, July 06, 2011       Deadline for PSC to receive SPO invoices for FY2011 business                                                                                                X              X
   135                                  Payroll Register Available for BW PPE 6/25, Pay Day 7/8                                                                                                     X          X
   136                                  PBS to provide OUC with PBS overpayment log                                                                                                                 X      X   X
   137                                  To ensure FY2011 accrual, reimbursement vouchers (paper) must be in the PSC by 5:00 pm                                                                      X              X
   138                                  Turn off PAY013CU-Y on cycle checks and PAY013CU-N off cycle checks in nightly processing                                                                          X           X
   139                                  OUC to book the payroll accrual and reversal for BW PPE 6/25                                                                                18-Apr-11              X
   140                                  Distribute detail FIN Extract Report to campuses                                                                                                                   X
   141   Thursday, July 07, 2011    1   Turn off AP accrual checkbox at 6pm; Gray field by UIS FYE_ACCRUAL_CU                                                                                              X       X   X
   142                              2   Run and post AP receipt accruals in nightly close (AP_RCPT_ACCRL in UC4)                                                                                           X       X   X
   143                              2   Turn off AP/PO back dated receiving functionality at 6pm                                                                                                           X       X   X
   144                              3   Run AP non-receipt accrual process in nightly process (AP_NONRCPT_ACCRL in UC4)                                                                                    X       X   X
   145                              4   Post AP receipt and non-receipt accrual entries using REC_ACCRUAL Journal Generator                                                                         X      X       X   X
   146                                  1st Preliminary close for campus input - All journals must be posted by 6PM                                                                             X   X              X   X
   147                                  FIN/HRMS for payroll to require approvals (per Linda the 680 won't pick up prior FY journals at this point)                                                 X          X       X
   148                                  PSC to provide procurement card CU to CU transaction report to campuses                                                                                     X              X
   149                                  AP Final Close at 6PM                                                                                                                                       X              X
   150                                  Last day to do Receiving as of June 30 - DEADLINE 6 pm                                                                                                      X              X
   151                                  Update Journal Generator template to use current date afterly nightly processing                                                                                   X           X
   152                                  OUC forward applicable PBS overpayment receivable to campuses for recognition                                                               18-Apr-11       X      X
   153   Friday, July 08, 2011      0   USER ALERT : No journals should be approved or manually posted (New fiscal year exemption)                                                                  X      X
   154                              1   Run 1st close allocations in FIN for year-end                                                                                                                      X           X
   155                              2   Run Monthly PIE and revenue recognition                                                                                                                            X           X
   156                              3   Do not run QTR PIE, or revenues reclassifications                                                                                                                  X           X
   157                              4   Run Back up ledger and payroll detail 641 in FIN after allocations run and before nightly processing (GLS641CU) Update run controls                                X           X
   158                              5   Check to ensure correct accounting period is open after allocations                                                                                                X           X
   159                              6   Run Detail FIN Extract & JV20 file after FY2011 processing for 3rd June COFRS feed                                                                                 X           X
   160                              7   Do Not run FAM EOM                                                                                                                                                 X           X
   161                                  OUC will provide compensated absence information to campuses to record in FIN-before second close                                                           X      X
   162                                  F&A for FY2011 only will be run on FIN Production every night (Turn off FY2012 period 1 F&A in nightly)                                                            X
   163                                  Transmit JV20 file for 3rd June feed to COFRS upon approval by OUC                                                                                                 X           X
   164                                  BW Pay Day PPE 6/25                                                                                                                                                    X
   165                                  Inactivate before nightly processing PO0038CU and APY044CU                                                                                                         X           X
   166   Saturday, July 09, 2011        1st Close Reports available on demand in the reporting system after 8:00 am                                                                 18-Apr-11       X      X       X   X
   167                                  Begin generating monthly portal reports for 6/30 1st Close                                                                                                         X           X
   168                                  Check help desk voice mail (303-837-2161) for emergent issues                                                                                           X   X      X   X   X   X   X
   169                                  *Note: Do not open the period until after the nightly process                                                                                                      X
   170   Sunday, July 10, 2011          Weekend Special Processing will occur including refresh at 6pm                                                                              02-May-11              X           X
   171                                  Check help desk voice mail (303-837-2161) for emergent issues                                                                                           X   X      X   X   X   X   X
   172   Monday, July 11, 2011          COFRS Extracts A, B, and C reports available for first close                                                                                                X      X
   173                                  F&A and LOC for FY2011 will be run on FIN production every night as normal as well as OLDYEAR_RRCG_ALL                                                      X      X
   174                                  June 1st Close Period 12 month end reports available in Portal after 12:00 Noon                                                                             X      X           X



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                                                                                                                                                Page 4 of 9
YEAREND CALENDAR FY2010
Line #   Date                       #                                                                                                                                                                           Date Changed Budget Campus   OUC PBS PSC UIS UPI
   175                                  Run COFRS Extracts A, C (COFRS_AC_EXTRACT) - 7:30 am Period 12 FY2011                                                                                                                                X           X
   176   Tuesday, July 12, 2011         OUC will provide OPEB information to campuses to record in FIN                                                                                                                                X      X
   177                                  ITs with higher education must be approved on COFRS, includes direct bill IT                                                                                                                  X
   178                                  Create expense system accrual entries                                                                                                                                                         X      X       X   X
   179   Thursday, July 14, 2011    1   2nd Preliminary close for campus input - All journals must be posted by 6pm                                                                                                               X   X              X   X
   180                              2   Run AP receipt accrual process in nightly process (AP_RCPT_ACCRL in UC4)                                                                                                                             X       X   X
   181                              3   Post AP receipt entries using REC_ACCRUAL Journal Generator                                                                                                                                   X      X       X   X
   182                                  Change HR calendar so PET can no longer be dated as FY2011 business 6pm                                                                                                                       X          X       X
   183                                  COFRS - CR documents completed and approved by the State Treasurer for FY2011 (Fund 461)                                                                                                      X
   184                                  Remove default PET date of 6/30 at 5pm so it will go back to being the current date                                                                                                                              X
   185                                  Remove AP/PO receipt accrual job from FIN nightly processing                                                                                                                                         X           X
   186                                  Last day to create & approve PET FY2011 business                                                                                                                                              X          X
   187                                  Refresh FYEAREND from Backup after nightly process                                                                                                                                                   X           X
   188   Friday, July 15, 2011      0   USER ALERT : No journals should be approved or manually posted                                                                                                                                X      X
   189                              1   Create Incremental ledger from 7/3 backup ledger after nightly processing-(Run EOY_GLS633CUand GLS686CU) after the restore of FYEAREND and before start of 2nd close)                                X           X
   190                              2   Run Detail FIN Extract & JV20 file after FY2011 processing for 4th June COFRS feed                                                                                                                   X           X
   191                              3   Run 2nd close incremental allocations in FYEAREND (No PIE, No FAM run, yes revenue reclass)                                                                                                          X           X
   192                              4   Transmit JV20 file for 4th June feed to COFRS by 6:00 pm upon OUC approval                                                                                                                           X           X
   193                                  Revenue Recognition and Revenue Reclass should run as part of second close                                                                                                                           X           X
   194                                  *Note: Do not open the period until after the nightly process                                                                                                                             X          X       X
   195                                  DO NOT RUN Fix Amount Allocations in incremental ledger                                                                                                                                              X           X
   196                                  Run Back up ledger in FIN after allocations run and before nightly processing (GLS641CU) update run controls                                                                                         X           X
   197                                  Run FYE_MSGS_2FIN(GLS642CU & GLS643CU) after allocations and before nightly, runs after 2nd and 3rd close                                                                                 X          X       X   X
   198                                  Ensure fixed allocations are turned off in FYEAREND (after UC4 GLS633CU Email)                                                                                                                       X           X
   199   Saturday, July 16, 2011        Begin generating monthly portal reports for 6/30 2nd close                                                                                                                                           X           X
   200                                  Check help desk voice mail (303-837-2161) for emergent issues                                                                                                                             X   X      X   X   X   X   X
   201                                  Open the Period after replicate                                                                                                                                                                      X           X
   202                                  2nd Close Reports available on demand in the reporting system after 8:00 am                                                                                                   18-Apr-11       X      X       X   X
   203   Sunday, July 17, 2011          Weekend Special Processing will occur including refresh at 6pm                                                                                                                18-Apr-11              X           X
   204                                  Check help desk voice mail (303-837-2161) for emergent issues                                                                                                                             X   X      X   X   X   X   X
   205   Monday, July 18, 2011          Run COFRS Extracts A, C (COFRS_AC_EXTRACT) - 7:30 am                                                                                                                                                 X           X
   206                                  The review of extracts to balance due to/from and transfers                                                                                                                                          X
   207                                  June 2nd Close Period 12 month end reports available in Portal after 12:00 Noon                                                                                                               X      X           X
   208                                  COFRS Extracts Reports A, B & C available                                                                                                                                                     X      X
   209                                  Gift Fund-UC4: Gift_JRNL_FYE post accrual for deficit from link acct automated accrual and reversal (send JE info to Foundation)                                                                     X           X
   210                                  UPI to inquire against CIW for final Fund 80 FOPPS                                                                                                                                            X                      X
   211                                  Distribute detail FIN Extract Report to campuses                                                                                                                                                     X
   212   Tuesday, July 19, 2011         Begin response to intra-interfund receivable payable confirmations 7/19 - 7/22 (OUC does for all campuses fax to David Pierce)                                                                       X
   213                                  Bank confirmations due for completion of risk classification on Exhibit M                                                                                                                            X
   214   Wednesday, July 20, 2011       List of AP significant items provided to campus controllers for recognition                                                                                                                   X      X       X   X
   215   Thursday, July 21, 2011        6:00 PM FINAL CAMPUS CLOSE - Fiscal Year 2011 ledger will be closed                                                                                                                       X   X          X   X   X
   216                                  State F/A Template due to OUC                                                                                                                                                                 X      X
   217                                  Refresh FYEAREND from Backup after nightly process                                                                                                                                                   X           X
   218                                  Last day to run FY2011 LOC as part of close                                                                                                                                                          X           X



                                                                                                                                                                                                                                                         7/20/2011
                                                                                                                                             Page 5 of 9
YEAREND CALENDAR FY2010
Line #   Date                      #                                                                                                                                                Date Changed Budget Campus   OUC PBS PSC UIS UPI
   219                                 Last dday to post manual accruals for all significant items 6pm                                                                                                    X
   220                                 CCHE report of expenditures due to CCHE (copies to Kristine in the OUC)                                                                                            X      X
   221                                 Inter/Intra reconciliation of campuses AR/AP for elimination entry                                                                                                 X
   222   Friday, July 22, 2011     0   USER ALERT : No journals should be approved or manually posted                                                                                                     X      X
   223                             1   Create incremental ledger from 7/10 back-up ledger- (Run EOY_GLS633CU) after nightly process-first thing in the morning                                            X      X           X
   224                             2   COFRS FY2011 Period 12 close. Last day for PV, IT, CR, ENCUMBRANCE transactions                                                                                    X      X
   225                             2   Run 3rd close incremental allocations in FYEAREND/FIN                                                                                                                     X           X
   226                             3   FAM extract in nightly process after replicating CIW and FIN reporting                                                                                                    X           X
   227                             3   Run Quarterly PIE - Do not run monthly PIE                                                                                                                                X           X
   228                             4   Run Detail FIN Extract & JV20 file after all FIN processing for 5th June feed to COFRS                                                                                    X           X
   229                             5   Deadline to have Appropriation codes activated in COFRS by an AP Document                                                                                                 X
   230                             5   Transmit JV20 file for 5th June feed to COFRS by 6:00 pm upon OUC approval                                                                                         X      X
   231                                 Known errors file update to OUC                                                                                                                                    X
   232                                 Final day to confirm inter/intrafund rec/payables                                                                                                                  X      X
   233                                 Run FYE_MSGS_2FIN(GLS642CU & GLS643CU) after allocations and before nightly, runs after 2nd and 3rd close                                                      X          X       X   X
   234                                 Run EOM_COGNOS3_RPTS                                                                                                                                                              X   X
   235                                 Final FY2011 F&A and LOC calculations & revenue recognition and revenue reclass                                                                                    X      X           X
   236                                 Close period 12 for final in FIN                                                                                                                                          X           X
   237                                 All FY2012 Supplemental Bills and FY2012 Special Bills recorded in COFRS                                                                                           X      X
   238                                 Risk Management to provide actuary report to OUC                                                                                                                          X
   239   Saturday, July 23, 2011       3rd Close Burst Reports available in the reporting system after 8:00 am                                                                                            X      X       X   X
   240                                 Begin generating monthly portal reports for 6/30 3rd Close                                                                                                                X           X
   241   Monday, July 25, 2011         Reverse Period 12 accrual journals by OUC                                                                                                          18-Apr-11       X      X
   242                                 Run JRec and send to Campus Controllers                                                                                                                            X      X
   243                                 Run queries to verify roll forward of actuals                                                                                                                             X           X
   244                                 Run roll forwards - Notify UIS/CIW; GLS931CU (Actuals) and GLS933CU (Budgets)                                                                                      X      X           X
   245                                 Open period 998 : Send user alert RE P998 open and required OUC approval - to campus controllers                                                                   X      X
   246                                 UIS to change run controls from period 12 to 998 for SNA_ALLCU_SPF (@TXT), SNA_SUP_ALLCU_SPF (@TXT), SRECNA_ALLCU_SPF (@TXT)                                       X      X           X
   247                                 UCD campus PIE manual upload for New Year                                                                                                                          X
   248                                 CCCAS form for reversions submitted to SCO                                                                                                         18-Apr-11       X
   249                                 Open COFRS Period 13 - Verify COFRS/Extracts to period 13 GLSCU950, GLSCU938,GLSCU942(COFRS Feed - JV20 file) GLSCU943 (COFRS Extract A/C)                         X      X
   250                                 Run COFRS Extracts A, C (COFRS_AC_EXTRACT) - 7:30 am                                                                                                                      X           X
   251                                 FIN Extract as part of FIN Nightly thru 8/2                                                                                                                               X           X
   252                                 OUC will provide pledged revenue information to campuses to record in FIN                                                                                          X      X
   253                                 Moratorium on ORG tree changes [create\inactivate] ends (Effective FY2012 ONLY)                                                                                    X      X
   254                                 Moratorium on new account requests lifted (Effective FY2012 only)                                                                                  06-Jun-11       X      X
   255                                 June 3rd Close Period 12 month end reports available in Portal after 12:00 Noon                                                                    18-Apr-11       X      X           X
   256                                 Deadline for recording adjustments to investments                                                                                                                  X      X
   257                                 Reminder that 998 entries should be adjusted for effect of allocations entries                                                                                     X      X
   258                                 COFRS Extracts A, B & C Reports available                                                                                                                          X      X
   259                                 Beginning F&A in nightly process for July (roll forward rate updates are required)                                                                                        X           X
   260                                 First day to change existing or request new allocations for July (FY2012)                                                                          18-Apr-11       X      X
   261                                 Distribute detail FIN Extract Report to campuses                                                                                                                          X
   262                                 USER ALERT : All unposted FY2011 journals need to be reviewed by the campus controllers                                                            18-Apr-11       X      X



                                                                                                                                                                                                                             7/20/2011
                                                                                                                                          Page 6 of 9
YEAREND CALENDAR FY2010
Line #   Date                         #                                                                                                                      Date Changed Budget Campus   OUC PBS PSC UIS UPI
   263                                    Turn off execution of GLS648CU_OLDYR,GLS668CU_OLDYR and GLS669CU_OLDYR                                                                          X       X   X
   264   Wednesday, July 27, 2011         SCO - diagnostic reports available in Document Direct each day thru 8/5                                                                  X      X
   265   Friday, July 29, 2011        1   FINAL REVIEW BY CONTROLLERS - Journals posted by OUC to period 998 (Noon) and 998 Close                                                  X
   266                                2   AT 3:00 PM - Run Detail FIN Extract & JV20 file after all 998 journals are approved, for FINAL COFRS FY2011 feed                                X           X
   267                                    Run Detail FIN Extracts                                                                                                                         X           X
   268                                    Final review (last day) of extracts to balance due to/from and transfers                                                                        X
   269                                    Last day to submit new allocations group requests for July (FY2012)                                                                      X
   270                                    First day final Exhibit K is available for production on FIN SYS                                                                         X      X
   271                                    Known errors file update to OUC                                                                                                          X
   272                                    Create and roll forward the campus PIE tables                                                                                            X      X           X
   273   Monday, August 01, 2011          Distribute detail FIN Extract Report to campuses                                                                                                X
   274                                    Transmit JV20 file for 6th June COFRS feed by 5:00pm upon OUC approval(period 998/13)                                                           X           X
   275                                    Re-run actuals roll forward. Notify UIS/CIW Period 0                                                                                            X           X
   276                                    COFRS Extracts Reports A, B & C available                                                                                                X      X
   277                                    Roll forward manual pre-encumbrances and encumbrances, including Telecom, to FY2012 by OUC                               18-Apr-11       X      X           X
   278                                    Run COFRS Extract A, C (COFRS_AC_EXTRACT) at 7:30am(998/13)                                                                                     X           X
   279   Tuesday, August 02, 2011         Distribute detail Fin Extract Report to campuses if needed                                                                                      X
   280                                    COFRS Extracts Reports A, B & C available                                                                                                X      X
   281                                    Last day - for COFRS JV entries                                                                                                          X      X
   282                                    Last day for 998 entries with OUC approval                                                                                               X      X
   283                                    Re-run actuals roll forward. Notify UIS/CIW Period 0                                                                                            X           X
   284                                    Run COFRS Extract A, C (COFRS_AC_EXTRACT) at 7:30am                                                                                             X           X
   285   Wednesday, August 03, 2011       COFRS Extracts Reports A, B & C available                                                                                                X      X
   286                                    All 998 entries need corresponding COFRS JA with SCO approval                                                                            X      X
   287   Thursday, August 04, 2011        Intra/Interfund Receivable/Payable confirmation forms due to SCO                                                                         X      X
   288                                    Do not create JV20 for FY2011                                                                                                                   X           X
   289                                    COFRS Extracts A, B & C Report available                                                                                                 X      X
   290                                    COFRS - FY2010-2011 FINAL close                                                                                                          X      X
   291                                    COFRS FY2011 Period 13 closes for agency input [Last day for JA's]                                                       02-May-11       X      X
   292                                    ALLCO (ALLCO_COFRS_EXTRACT) and COFRS A, C extracts (Run COFRS_AC_EXTRACT) at 7:30 am                                                           X           X
   293   Friday, August 05, 2011          COFRS Extracts A, B & C Report available                                                                                                 X      X
   294                                    SCO distributes various informational reports and variance analysis requests to campuses                                                 X
   295                                    Reverse 998 accruals                                                                                                                            X
   296                                    Last SCO Diagnostic Report FY2011                                                                                                        X      X
   297                                    Last daily run of SNA and SRECNA and placed in Dilbert                                                                                          X           X
   298                                    Known errors file update to OUC                                                                                                          X
   299                                    Exhibit J sent to campuses by OUC                                                                                                        X      X
   300                                    HR system upload of Faculty Contracts HR Production Down, HR Reporting Available                                                     X   X          X       X
   301                                    Check to see if another roll forward is needed                                                                                                  X           X
   302                                    Last daily run of SNA & SRECNA for distribution to campuses                                                                              X      X
   303   Tuesday, August 09, 2011         Variance analysis is due from Campus to OUC                                                                              18-Apr-11       X      X
   304   Thursday, August 11, 2011        All applicable campus exhibits (except J and K) due to OUC                                                                               X      X
   305                                    SCO - Variance analysis response due from OUC to SCO                                                                                            X
   306                                    Exhibit E will be done by OUC                                                                                                                   X



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YEAREND CALENDAR FY2010
Line #   Date                            #                                                                                                                    Date Changed Budget Campus   OUC PBS PSC UIS UPI
   307                                       Exhibit L is due to OUC from Legal Counsel                                                                                                    X
   308                                       Exhibit M is done by David in the OUC                                                                                                  X      X
   309                                       Exhibits D, G, N1-N3 are due to OUC from Treasurer's Office                                                                                   X
   310   Friday, August 12, 2011             Controller checklist Part A due to OUC                                                                                                 X      X
   311                                       Known errors file update to OUC                                                                                                        X
   312   Monday, August 15, 2011             Request GGCC to refresh CU COFRS files - before first feed                                                                                    X           X
   313   Tuesday, August 16, 2011            Controller checklist Parts B2, C & D due to OUC                                                                                        X      X
   314                                       Exhibit J due to OUC for review                                                                                                        X      X
   315   Wednesday, August 17, 2011          Agency exhibit listing and completed exhibits submitted to SCO exclude UPI, I, J and K                                                        X               X
   316                                       COFRS Roll ending FY2010-2011 bal sheet to FY2011-2012 beg balance                                                                            X
   317   Thursday, August 18, 2011           Materials Deadline for RAC meeting (Q4)                                                                                06-Jun-11              X
   318                                       FS Report Template due from Campus to OUC                                                                                              X      X
   319                                       Report Template due from Treasury to OUC                                                                                                      X
   320                                       Report Template due from Payroll to OUC                                                                                                       X       X
   321   Friday, August 19, 2011             Known errors file update to OUC                                                                                                        X
   322                                       Risk Management to provide RIMF actuarial report to OUC
   323                                       Book all continuing capital const budgets and special bills in COFRS                                                               X   X      X
   324                                       CCCAS forms to reestablish capital construction continuing appropriation spending authority due to SCO                                 X
   325   Friday, August 26, 2011             ePERS will be created for the Summer 2011 semester                                                                                            X           X
   326                                       Known errors file update to OUC                                                                                                        X
   327                                       Controller checklist Part B-12 due to OUC                                                                                              X      X
   328                                       ePERS burst reports for PIs will be created and sent to the portals in one day                                                                X           X
   329                                       Request extension from FAST for F/S including MD&A                                                                                            X
   330   Tuesday, August 30, 2011            UPI to provide UCD with final numbers & footnotes for recording in FIN                                                                 X                      X
   331   Wednesday, August 31, 2011          Last day to approve UPI journal to SCO                                                                                                 X      X               X
   332   Thursday, September 01, 2011        Officer Disclosure Information provided to Controller                                                                                  X      X
   333   Friday, September 02, 2011          ePERS emails will be sent out for individuals receiving ePERS for the Summer Semester 2011                                                    X           X
   334                                       ULEHI to provide draft 2011 financial statements                                                                                       X      X
   335                                       Coleman Foundation to provide draft 2011 financial statements                                                                                 X
   336                                       CUREF to provide draft 2011 financial statements                                                                                              X
   337   Monday, September 05, 2011          HOLIDAY                                                                                                                            X   X      X   X   X   X   X
   338   Tuesday, September 06, 2011         Exhibit I, J and Financial statements from all state agencies due to SCO                                                                      X
   339   Wednesday, September 07, 2011       Foundation to provide draft 2011 financial statements                                                                  24-May-11              X
   340                                       Fund 398 Exhibit H due to SCO                                                                                                                 X
   341   Friday, September 09, 2011          UCD to provide UPI's audited financial statements to OUC                                                                               X      X
   342                                       Exhibit K due to OUC for compilation                                                                                                   X      X
   343                                       Known errors file update to OUC                                                                                                        X
   344                                       OSA Report Template due from campus to OUC                                                                                             X      X
   345                                       UPI to provide UCD with audited financial statements                                                                                   X                      X
   346   Monday, September 12, 2011          UPI Exhibits to OUC (C, D2, F1, F2, H, M, N1,N2,N3,T,W2)                                                                                      X               X
   347   Tuesday, September 13, 2011         Final Exhibit K due to Kristine from OUC Staff                                                                                                X
   348                                       Deadline for booking FY2012 Special Bills with FY2012 spending authorization                                                       X   X                  X
   349   Wednesday, September 14, 2011       UPI Exhibits due to SCO                                                                                                                       X               X
   350   Thursday, September 15, 2011        Fiscal Certifications have been completed by all officers                                                                              X      X           X



                                                                                                                                                                                                       7/20/2011
                                                                                                                                                Page 8 of 9
YEAREND CALENDAR FY2010
Line #   Date                            #                                                                                                 Date Changed Budget Campus   OUC PBS PSC UIS UPI
   351   Friday, September 16, 2011          Exhibit K due to SCO                                                                                                       X
   352                                       1st draft statements including MD&A and excluding DPCU to Publishing                                06-Jun-11              X
   353                                       MD&A due to SCO for Higher Education Governing Boards                                                                      X
   354                                       State - Issue FY2011 General Purpose fin statements (limited distribution)                                                 X
   355                                       UBIT estimates for 1st quarter ending 9/30/2011 due to Tax Manager                                                X
   356   Monday, September 19, 2011          Finalize State-funded student financial aid schedules and disclosures                               24-May-11              X
   357   Wednesday, September 21, 2011       1st draft copy edits from Publishing                                                                06-Jun-11              X
   358   Friday, September 23, 2011          UBIT final actuals for entire fiscal year ending 6/30/2011 due to Tax Manager                                     X
   359   Thursday, September 29, 2011        COFRS - Accounts payable relating to FY2010-2011 should be cleared (Fund 461)                                     X        X
   360   Friday, September 30, 2011          Draft F/S minus DPCU to Auditors                                                                    06-Jun-11              X




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                                                                                                                             Page 9 of 9

								
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