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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
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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
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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)
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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
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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.
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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
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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.
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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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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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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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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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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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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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Question/
Comment
Interface/Design
Interface/Design
Interface/Design
Interface/Design
Deferred-Process
Issue-CAS
Models
Models
Issue-CAS
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Models
Models
Models
Models
Interface/Design
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Models
Models
Issue - FMS
Issue- FMS
Interface/Design
Issue - Process
Issues - FMS
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Issues-Process
Models
Models
Issues- FMS
Issue -FMS
Issue-Process
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Models
Models
Issue - Process
Models
Issue-CAS
Issue -FMS
Issues - FMS
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Issues - FMS
Deferred
Models
Models
Models
Issue -FMS
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Issue -FMS
Issue -FMS
Models
Models
Issue-CAS
Issue
Issue -FMS
Deferred
Interface/Design
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Models
Models
Models
Models
Models
Models
Issue -FMS
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Models
Issue
Interface/Design
Issues-FMS
Models
Models
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Interface/Design
Models
Models
Models
Models
Issue-CAS
Issue-FMS
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Models
Models
Models
Issue-CAS
Issue-CAS
Models
Interface/Design
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Deferred
Issue-CAS
Deferred
Models
Issue-FMS
Models
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Models
Interface/Design
Issue-CAS
Models
Models
Models
Issue-CAS
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Issues-CAS
Models
Models
Models
Models
Models
Issue-CAS
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Models
Issues-FMS
Models
Issues-CAS
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Interface/Design
Models
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
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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.
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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.
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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.
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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.
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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?
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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.
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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?
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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
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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?
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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.
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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
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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?
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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?
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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.
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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.
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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?
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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?
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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?
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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?
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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
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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
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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
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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
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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.
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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.
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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
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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.
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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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