Search Entire FIN Q & A
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Module
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Question
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Answer
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Date
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ID
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| Budget | Can only Reviewers print reports? | Both Reviewers and Preparers can (and should) print reports. | 10/10/2008 | 185 |
| Budget | The detailed exceutive agency budget request report does not produce a report after it says success/posted. Is this being worked on? | Yes. It was fixed.
| 10/10/2008 | 184 |
| Budget | How are refunds of expenditures treated on the various budget tables that show spending history? Are refunds treated as "negative spending," and if not, how are they addressed? | Refunds of current fiscal year expenditures are treated as a credit to expenditure (negative spending). Refunds for a prior year expenditure are treated as a revenue. | 10/8/2008 | 181 |
| Budget | In the practice environment it doesn't look like I can add a note to a line item as a reviewer, only as a preparer. In production should I be able to create notes in the reviewer role? | Reviewers can add notes, but must first create a working version in their My Preparation Workspace. This requires that all lower-level (preparation) planning centers be submitted to by Preparers to the Reviewer. Notes cannot be added to individual planning centers viewed on the My Review Workspace (or in the Base or Master Version on the My Preparation Workspace for that matter). | 7/14/2008 | 180 |
| Budget | If you submit your budget to OBM before Sept. 15th, can they view it once it's submitted (before Sept 15th)? | OBM will only be able to view budget submissions when OAKS turns their security on. This is planned to be 9/15. If an agency wants the analyst earlier access, that can be arranged. | 6/30/2008 | 177 |
| Budget | Can notes that have been deleted (before submission) still be part of a public record? Or are they gone forever? | Once a note has been deleted, it is gone. | 6/30/2008 | 176 |
| Asset Management | Since the classification code is changing from a 6 digit to an 8 digit to pull the correct profile ID for Asset Management, will the State Purchasing Contract Classification code that automatically pulls when you reference the Contract number also be changed to the 8 digit profile ID and is State purchasing making those changes now so it will work come July 1 | It is the intention of State Purchasing to not do a massive update of items on the current DAS contracts to the 8 digit level.
STS and MAC contracts do not have items and only have the category codes identified to assist the agencies; they are currently at the 6 digit level. At this time we will not plan on updating any of these contracts to the 8 digit level.
As for GDC, LDC and agency specific contracts, we will work with the buyers to have them update the category code identified on the item to an 8 digit code if one is available. Updating the items on the current contract will only happen has the contract is reissued. | 6/25/2008 | 174 |
| Budget | BD 201: Can a reviewer delete an attachment from a Preparer? | No, a Reviewer cannot delete an attachment from a Preparer. | 6/24/2008 | 175 |
| Budget | If you have 10 planning centers and you have only submitted 7 of them, can the reviewer do a mass adjustment or allocation to just the 7 submitted planning centers? | No, the Reviewer can only makes changes after all planning centers from Preparers have been submitted for review. | 6/6/2008 | 172 |
| Budget | As a review, if you want to make a mass ajustment or allocation across planning centers, can you choose what planning centers you want to make adjustments or allocations to, or does will the adjustment be made to all planning centers? | You can choose to make mass adjustments or allocations to only one or two planning centers at a time using the filters with the mass adjustments and allocations functions. | 6/6/2008 | 171 |
| Budget | How are the Budget Periods numbered? Ex: 2010A1, is that equal to quarter 1 and will quarter 2 be 2010A2? Or does the 1 mean July and 2 would be August etc? | In the OAKS BPM, budget periods are numbered by fiscal year (i.e. 2010, 2011) and each fiscal year has one period (2010A1, 2011A1). For example, 2010A1 means fiscal year 2010 (with one period). In the OAKS BPM, agencies budget by fiscal year and biennium, not quarter. | 6/6/2008 | 170 |
| Budget | Can the OBM Analyst see notes before the Sept. 15th date? If so, can they make changes to a note? | If so, can they make changes to a note? No, OBM Analysts will not have access to the OAKS BPM before Sept. 15th. No, OBM Analysts can only view public notes and add new ones. | 6/6/2008 | 169 |
| Budget | Can someone, other than the author of a note, edit or delete a note? | No, only the author of a note can delete the note. Once created, a note can't be edited. You should create a new note and if necessary, delete the old note. | 6/6/2008 | 168 |
| Budget | Does the email feature that is included in the My Planning Workspace work? If so, is there information available on it uses? | Only automated emails created through Budget and Planning workflow (submit and reject) are supported by the OAKS BPM. The email feature on the My Planning Workspace is not tested or supported by OAKS. | 6/4/2008 | 167 |
| Budget | Does BPM support Office 2007 attachments? | Yes, Office 2007 documents are supported in BPM. You can learn more about attaching files in the BPM in FINJA150 - Attaching Files in the OAKS Budget and Planning Module. | 6/2/2008 | 166 |
| Budget | On the transfer activity, do you need to enter negative amounts for transfers out or is that determined by the account code? | No, you should not enter negative amounts for transfers out. The account code determines whether the budget amount becomes a debit or credit (positive or negative) to your budget. | 6/2/2008 | 165 |
| Asset Management | The learner guide for AM-202 refers to a job aid to correct errors in running the integration, but that job aid contains only 1 ppt slide which is the famous illustrative diagram of the AP/PO integration process flow.
Where is it? Thanks. | The job aid is in development. As soon as it is approved, it will be posed on the AM 202 Course Materials page on OAKS Training Online. | 5/27/2008 | 164 |
| Budget | Is it required that all Planning Centers submit both an A and B request even if there are no OAKS Line Items on the B request? | Yes, in order for a reviewer to able to review and submit the Budget all Planning Centers requests A, B, revenues and transfers must be submitted regardless of the number of line items on the B request. | 5/22/2008 | 162 |
| Asset Management | Do you have to enter a custodian for an asset in AM? If so, how do you change a custodian in AM? | DAS/AMS policy requires that you enter a Custodian for an asset, but OAKS will not force you to enter one. To enter or change a Custodian for an asset:
- Navigate to the Basic Add page (Asset Management > Financial Management > Basic Add)
- Find and open the asset for which you wish to add or change the Custodian
- Click on the Manufacturer/License/Custodian tab
- Click the Add a New Row button in the Custodian Information field area and enter the correct effective date for the new Custodian
- Click the EmplID Look Up button to find the Employee ID of the correct Custodian
- Save the page
| 5/20/2008 | 160 |
| Budget | For agencies selecting Model 2, what will be used for Department in the chartfields? | The three-character department ID, i.e. DAS, OBM, JFS, DNR. | 5/19/2008 | 161 |
| Asset Management | When entering an asset using the Express Add method, if the wrong Fund code is entered, will the budget amounts be affected on the AP side? | No, the budget amounts will not be affected on the AP side. However, if the wrong Fund is entered when the asset is entered via ExpressAdd, the user should correct it by performing a Transfer transaction to update the asset with the correct Fund. | 5/19/2008 | 158 |
| Budget | Do other users see a push pin icon when a private note is attached to a line item? | Yes, other users will see a push pin if a private note is attached. However, if the user clicks the push pin to go to the Line Item Notes page, they will not be able to see the private note. | 5/14/2008 | 157 |
| Asset Management | Is it possible to enter a capital lease with 0% interest into OAKS? Will OAKS accept it? | No, OAKS will not allow you to enter a capital lease asset with an interest rate of 0%. | 5/12/2008 | 147 |
| Budget | Does dimension information roll up to OBM? | Yes, OBM will see the Dimension field for Activity B line items. | 5/5/2008 | 155 |
| Budget | Can dimensions be renumbered after the planning center has been submitted to the reviewer? (For prioritizing purposes) | No, the Dimension field cannot be changed by the Reviewer. The Reviewer would have to reject the planning center activity back to the preparer for changes to be made. | 5/5/2008 | 154 |
| Asset Management | Agencies may be divided internally by Departments. Department is a chartfield in OAKS. An Agency Asset Adjustment/Transfer Processor performs an Intraunit Transfer in OAKS to assign the asset to a new department. Is this still true or will all transfers go through DAS/AMS seeing as in AM220 module, the transfer section has been removed from being taught. | Transferring an asset from one Business Unit (agency) to another is called an InterUnit Transfer in OAKS. All InterUnit Transfers will be performed by DAS/AMS and thus are not covered in AM 220. Changing an asset’s ChartFields, such as Department, when an asset is moved from one department to another WITHIN an agency, is called a Transfer. Agency employees WILL be able to perform Transfers to change an asset’s ChartFields. | 5/5/2008 | 153 |
| General Training | Is there a differentiation between FIN Super Users and HCM Super Users as far as OAKS is concerned, regarding system outages and other communications? Will there be an updated list and possibly a separate list for Asset Management and Budget and Planning Super Users? | Any system outages will be reported on OAKS Training Online, in the News and Updates section. There are seperate lists containing FIN and HCM Super Users.
For FIN, contact Robert Cooperman, OBM: Robert.Cooperman@obm.state.oh.us
For HCM, contact Bill Dempsey, DAS: William.Dempsey@das.state.oh.us | 4/29/2008 | 58 |
| Budget | What is the contact information for the OBM coordinators to unlock a working version if the preparer had left it locked and is unavailable? | You should call the Help Desk. | 4/24/2008 | 148 |
| Budget | All activities for all of an agency's planning centers were submitted for review on Monday. On Tuesday, the reviewer copied the submission into Working Version 1. Later that day, the reviewer rejected one of the planning centers back to a preparer for some corrections. The preparer made the corrections and resubmitted the activities for that planning center on Wednesday. Did the act of resubmitting the corrected planning center affect the content of the reviewer's Working Version 1, or does Working Version 1 look exactly as it did on Tuesday when it was saved? | The Reviewer’s working version will not change as a result of a resubmission thus the working version will need updated with the resubmitted version. | 4/24/2008 | 146 |
| Budget | When will the system be available during the week?
| Monday - Saturday: 7am to 11:59pm
Sunday: As needed | 4/24/2008 | 97 |
| Budget | Is it likely that OBM will mandate use of notes or attachments with specific information they want to see?
| No, but OBM highly recommends the use of notes and attachments to keep records of all figures and adjustments. | 4/24/2008 | 94 |
| Budget | Can notes be deleted?
| Notes can be deleted, or changed from public to private by the author.
| 4/24/2008 | 87 |
| Budget | At what point is the reverse option of the mass adjustments and allocations not available to use?
| Allocations cannot be reversed. | 4/24/2008 | 62 |
| Budget | Operating A planning center budget will be prepopulated, if it is decided that a line is not needed, can we delete it?
| The delete option has been taken off the system. Agencies will not be able to delete OAKS line items. | 4/24/2008 | 43 |
| Asset Management | How do we change an asset from non-capital to capital? Is it as simple as adding a cost addition and changing the profile ID? | Answer: If you have incorrectly entered a capital asset as a stewardship asset, or a stewardship asset as a capital asset you should contact DAS/AMS. The steps involved to correct it are complex. You may need to retire the asset and re-enter it correctly as a capital or stewardship asset. | 4/23/2008 | 150 |
| Asset Management | If an asset is sent to State Surplus and they sell it, how can the user tell if the revenue was coded back into the Chartfields it was originally expensed to? (This is especially important with federal funds.) Would the agency receiving the funds be responsible, or would State Surplus have to code the transfer with the Chartfields when it cuts the check? Does the agency have to specify the ChartFields when they send the paperwork "Surplus Turn in" form? | This process will not change when OAKS Asset Management is implemented. The current process that is in place today will continue. | 4/23/2008 | 143 |
| Asset Management | How long will warranties and insurance policies stay in OAKS? | Warranties and insurance policies will remain in OAKS Asset Management after they are entered. At this time, there is not a plan to remove them. | 4/23/2008 | 142 |
| Asset Management | When will DAS/AMS come out with commmunications/recommendations on how to use the extra fields in OAKS AM? It would be helpful if this information was released prior to go-live. | The System/Policy Required Fields Matrix job aid identifies the fields that are required by State Policy and the fields that are required by OAKS when you are creating an asset, copying an asset, retiring an asset, and transferring an asset. This job aid will be available for End User Training from OAKS Training Online. | 4/23/2008 | 140 |
| Budget | How should agencies handle deleting oaks line items knowing that it could potentially delete history? | OAKS has removed the functionality to delete and/or change an OAKS line item by a Preparer or Reviewer. Agencies should enter a budget amount of 0 for any incorrect or incomplete (i.e. missing the Dimension 1 field for the Operating B activity) OAKS line item. | 4/23/2008 | 111 |
| Asset Management | In Asset Management, how far back can you effective date a Location, Custodian, or Comment, etc... | You can enter a date as far back as 1901. When transferring an asset to a new Location or Custodian, you can enter an Effective Date that is greater than or equal to the Effective Date of the current row. | 4/23/2008 | 54 |
| Budget | In the Executive Agency Budget Request report, will the FY09 estimated figures be the revised figures for each agency or will the figures be their FY09 budget that originally submitted? | We will put updated planning center allocations into the BPM for FY 2009. | 4/17/2008 | 149 |
| Budget | In the training environment Lesson 2, Topic 4, we noticed the account numbers for Revenue are 5 digits and for Transfers they are 6 digits. Why? Explain the difference. | These values are correct. The level of the account field was chosen based on the desired detail needed for estimating. We needed to go down one more level for transfers to capture the differences between transfers. | 4/10/2008 | 145 |
| Budget | Are mass adjustment and allocation IDs tied to a unique end user or are they available to be edited, applied, and/or reversed by any Preparer with access to the planning center? | Allocations and Mass Adjustment IDs are tied to a planning center version and not to a specific userID. Any Preparer/Reviewer with access to the planning center can see, apply and/or reverse (when applicable) allocations and mass adjustments that have been defined by others. All users with access to the planning center can view the Mass Adjustments and Allocations. Note that Allocations can not be reversed (only mass adjustments). | 4/10/2008 | 144 |
| Asset Management | When viewing Asset Maintenance History, the plus and minus signs are greyed out. What are they supposed to do, and can we get them to function so if we hit the plus sign, we can see the details for that maintenance event? | The plus and minus signs are greyed out on the Review Maintenance History page because you can not delete or add additional maintenance events on the Review Maintenance History page. You cannot use the plus and minus buttons on this page for anything. Use the Track Service and Repairs page to enter or delete a maintenance event. | 4/10/2008 | 141 |
| Asset Management | What are the security roles for all aspects of Asset Management? What are the procedures for giving an employee the correct security role to perform their job? | The five AM security roles are Agency Asset Viewer, Agency Asset Processor, Agency Asset Adjustment/Transfer Processor, Agency Asset Retirement Processor, and Agency Asset Maintenance Processor. OAKS Agency Readiness administered Task 521 in which agency assigned AM security roles to their end users. After go-live, you can request additional security by completing and submitting the FIN Security Access Request Form available on the following website: http://obm.ohio.gov/forms/
| 4/10/2008 | 57 |
| Asset Management | Are there "Super Users" for each agency, or are certain agency processor designated as leads? What contact information is available for end-users before contacting the OAKS Help Desk to open a case? | Each agency has their own Super Users. Before opening a case with the OAKS Help Desk you can use the OAKS Online Help (help link in the top right corner of the page), you can contact the Super User(s) at your agency, and you can reference the OAKS Training Materials on OAKS Training Online (http://oakspmo.ohio.gov/oaks/training/). | 4/10/2008 | 56 |
| Asset Management | What is the contact information for DAS/AMS and what kind of information or services will they be able to provide? | You can contact the following individuals at DAS Asset Management Services (AMS)
William D. Dempsey, State Program Manager
Phone: (614) 644-5559
E-Mail: William.Dempsey@das.state.oh.us
Fred Zabonik, Assistant Program Manager
Phone: (614) 752-0076
E-Mail: Fred.Zabonik@das.state.oh.us
Crawford L. Wall, Assistant Program Manager
Phone: (614) 644-9354
E-Mail: Crawford.Wall@das.state.oh.us
Asset Management Services provides the following information and services:
- State of Ohio's Asset Management Policies and Procedures
- State of Ohio's Financial Reporting and Accounting Policies for Capital Assets \
- Asset Management Services' Website – Including OAKS valid Profile IDs and Location Codes
- OAKS data cleansing
- Electronic Annual and Biennial Inventory Certification Programs - Agency support include topics such as compliance requirements, procedures, supporting activity reports, forms, submission dates, how and when to perform a physical inventory.
- The Fixed Asset Search and Transfer (FAST) Intranet Website - The FAST Web application support includes viewing and printing year-end reports and website user procedures.
- Agency system conversions to OAKS.
- OAKS quality control reporting.
| 4/10/2008 | 53 |
| Asset Management | How will the custodian field from FAMS get converted to OAKS? Will the PCNs be converted? If not, will we have to add these after go-live?
| Custodian names from FAMS will be converted to OAKS. The PCN for the Custodian will not. Custodians of assets can also be tracked by a valid Empl. ID in OAKS. Agencies can, but do not have to enter the Empl. ID for each asset after the conversion from FAMS.
| 4/8/2008 | 139 |
| Asset Management | Does the May 30th cutoff mean that certifications are due at that time?
| Certifications will be due October 1st, according to the same schedule used in the past. The certification will include the data entered into FAMS before May 30, 2008. As consistent with previous years, agencies can submit additional asset information that is not in FAMS to AMS to certify for Fiscal Year 2008.
| 4/8/2008 | 138 |
| Asset Management | Why is the cutoff going to be June 30 every year for my assets when I can have purchase orders open for capital assets until November?
| The cutoff for assets has to do with the assets that are received in the current year. Your purchase order will continue to remain open. This is no different than in FAMS when you needed to have assets entered by end of July but asset PO's continue to be open until November.
| 4/8/2008 | 137 |
| Asset Management | Will the comments/notes field from OAKS go to EPM? It would be nice to be able to sort and search by the comments field.
| No. The initial comments field that includes data from FAMS that could not be mapped in the conversion will go to EPM. However, data entered into the comments field by the agency after go-live will not go to EPM.
| 4/8/2008 | 136 |
| Asset Management | Will we be able to identify our assets by Tag Number in the EPM Data Warehouse?
| Yes
| 4/8/2008 | 135 |
| Asset Management | Does the system store who makes the transfer?
| Yes, there is a dated time stamp with the Empl. ID that transferred the asset to another department or to another Agency (Business Unit).
| 4/8/2008 | 134 |
| Asset Management | How will special request items be flagged as assets on the requisition?
| Special Request items still require an Item Category to be entered on the requisition, so they will default the Profile ID the same as other items. Requisitioners need to be sure they enter the correct Item Category and that the correct Profile ID was defaulted.
| 4/8/2008 | 133 |
| Asset Management | Can a report be run from the pre-AM table?
| Although not an OAKS Report, any Agency Asset Processor can view these in the system by PO #, Receipt #, or Voucher ID. They can also drill down to all the other asset data. Data from the pre-AM table will not load into EPM.
| 4/8/2008 | 132 |
| Asset Management | Agency constructs an asset and purchases items for the construction. They only want to make it an asset once the construction is complete. How long can the items stay in the pre-AM table?
| The recommended procedure for constuction-in-progress assets is to wait until the construction is complete and then enter these manually instead of using the integration. Item Categories for Buildings and Construction will not default Profile IDs.
| 4/8/2008 | 131 |
| Asset Management | Can the system identify items that need a profile ID by Account Code?
| The Account chartfield doesn't give the level of detail needed in order to determine which Profile ID to enter for an asset. The Item Category will be used for this.
| 4/8/2008 | 130 |
| Asset Management | Will OAKS allow the entry of duplicate Serial Numbers?
| Yes
| 4/8/2008 | 129 |
| Asset Management | Which PO/Requisition Approval levels can add/change the Item Category or profile ID? If they change the Item Category, will it automatically update the Profile ID? Which Voucher approval levels can add/change the Profile ID?
| Any level of approver for POs or Vouchers can make changes to, or add a Profile ID in the distribution lines. In PO, Approval levels 1 and 2 can make changes to the Item Category. Changes made to the Item Category will not default a new Profile ID. PO Level 1 and 2 Approvers should also update/verify the Profile ID if they change the Item Category.
| 4/8/2008 | 128 |
| Asset Management | Will POs and Vouchers be able to be consolidated/unitized by split funding?
| Assets can be unitized or consolidated using the same split funding from the PO/Voucher line. To help avoid mixing funds, such as Federal with other funds, coordinate how your agency will create lines on Requisitions and Vouchers.
| 4/8/2008 | 127 |
| Asset Management | Can you do a unitization and consolidation on the same PO or voucher line?
| Yes. You will first need to unitize the PO/Voucher line, and then you can consolidate it with other lines, as needed.
| 4/8/2008 | 126 |
| Asset Management | Is not having an up-to-date May 30th certified inventory going to be OK for the conversion?
| AMS wants agencies to do the best they can to get everything possible into FAMS before May 30, 2008. The data entered into FAMS by that time will be converted to OAKS, and will be used for the certification. As consistent with previous years, agencies can submit additional asset information that is not in FAMS to AMS to certify for Fiscal Year 2008.
| 4/8/2008 | 125 |
| Asset Management | There are 32 fields of information to input into FAMS. Do we have to populate all of the fields in FAMS in order to have the assets convert into OAKS?
| Only about 12 fields are required to enter an asset into FAMS. All active assets will be converted from FAMS to OAKS AM.
| 4/8/2008 | 124 |
| Asset Management | All of the assets need to be entered one at a time? Can we upload assets in mass? (From JFS)
| At the time of go-live for Release 6, OAKS AM will not be configured for uploads. Agencies wishing to do uploads should follow up with AMS as a possible enhancement after July 1st, 2008.
| 4/8/2008 | 123 |
| Asset Management | When will training be available for COGNOS? Does the OAKS team or OBM have a listing of where the training will be available?
| Currently a web-based training course for COGNOS is available. OAKS and OBM are aware of the need for training, and dates for future training for COGNOS will be communicated as soon as possible.
| 4/8/2008 | 122 |
| Asset Management | We lease our vehicles from DAS and they take care of them. Will DAS continue to do this in the future?
| The implementation of OAKS should have no affect on this, however you may want to follow up with DAS. If DAS is leasing capital vehicles (over $15,000) they will need to track those in both FleetOhio and OAKS AM.
| 4/8/2008 | 121 |
| Asset Management | Is there any way to print out the disposal worksheet to send to state surplus for them to sign off on?
| No, Surplus should have already approved the retirement before the assets are retired in OAKS. Surplus submission and approval procedures will not change with the implementation of OAKS AM.
| 4/8/2008 | 120 |
| Asset Management | What if an adjustment is not a cost adjustment, but a mass physical inventory adjustment for example, is there the ability to make mass adjustments?
| The ability will exist, please contact DAS/AMS to perform mass adjustments.
| 4/8/2008 | 119 |
| Asset Management | Can an item be left in the pre-AM table if it isn't really an asset?
| These items can be put in on-hold status in the Pre-AM table. Asset Managers should work with PO and AP staff to prevent these items from going to AM. Provide the Requisitioners with definitions of what should be tracked as assets according to your agency's policies.
| 4/8/2008 | 118 |
| Asset Management | What if the incorrect fund for an asset was entered on the Voucher?
| The Agency Asset Processor can change/update the chartfields, including the fund when unitizing or consolidating.
| 4/8/2008 | 117 |
| Asset Management | What if the wrong Profile ID was entered on the voucher or PO and the asset is in the pre-AM table? How do you change it?
| You can change the Profile ID when unitizing or consolidating. If you do not need to unitize or consolidate the line, then you can select to unitize and change the Profile ID, but keep the same quantity.
| 4/8/2008 | 116 |
| Asset Management | Will the Agency Asset Processor see the whole agency's assets that are sitting in the pre-AM table?
| Yes. In order to identify which PO/voucher lines are in the pre-AM table, you can search by PO #, Receipt #, or Voucher ID. This is how agencies that operate with different divisions/institutions can search for and process data in the pre-AM table. The Department field, which is the field used to report and track assets by division/institution, is not a search field on the interface pages; however, you can view the Department on the page that displays the PO/voucher line in order to verify that it is from the correct division/institution.
| 4/8/2008 | 115 |
| Asset Management | Do Capital Lease vehicles need a tag number?
| Agencies with capital lease vehicles must track them in OAKS. They are required (by policy) to assign a Tag Number to each vehicle. The tag number should be structured as follows where the prefix is a “V” and the next 2 or 3 characters identify the agency and the remaining 6-7 characters are sequential:
VDAS000100, VDAS000200, VDAS000300 etc…
VTAX000100, VTAX000200, VTAX000300 etc…
VEPA000100, VEPA000200, VEPA000300 etc…
VJFS000100, VJFS000200, VJFS000300 etc…
| 4/8/2008 | 114 |
| Asset Management | Is the Tag Number required in order to add an asset, manually or through the integration?
| It is State policy to have a Tag Number assigned to all assets. Agencies will be required to use the same Tag Numbering convention that is used today. The Tag Number should be included when the asset is created in OAKS AM.
| 4/8/2008 | 113 |
| Asset Management | Is receiving currently up and running?
| Receiving is currently available. With Release 6, Asset Information can be entered on the receipt.
| 4/8/2008 | 112 |
| Budget | With 10 planning centers, then there will be 10 masters at the reviewing level, right?
| No, only one master for the Reviewer containing the combined masters from the 10 planning centers.
| 4/8/2008 | 110 |
| Budget | Will the system let a working version that has an additional table B initiative that was not submitted to the reviewer be submitted to OBM? Can the reviewer (will the system allow them to) submit it to OBM?
| The reviewer can adjust and change the amounts of the OAKS line items in Activity B initiatives, but they can't add a new line item to the request. To do that they would need to reject the planning center and have a preparer enter the new line. Also, all Activity B planning centers must be submitted, regardless of the number of OAKS line items each has, in order for the Reviewer to submit to OBM.
| 4/8/2008 | 109 |
| Budget | Since there may not be a B request, how will the Reviewer know that they have all the B planning centers complete if all the A planning centers are submitted? There could be B's that were not yet submitted, but the Reviewer wouldn't be able to tell, right?
| Planning center Activity A's and B's will show a ready status when submitted. The reviewer can look at the status of the Activity B planning centers to determine which have not be submitted. All B's must be submitted even if there is nothing requested. This will allow the reviewer to approve and submit the B's to OBM.
| 4/8/2008 | 108 |
| Budget | Will there be a separate sign on for a Preparer and a Reviewer?
| If you are assigned to both the preparer and reviewer capabilities, you will have all your capabilities within one sign in.
| 4/8/2008 | 107 |
| Budget | Can the Reviewer make changes?
| Reviewer cannot make changes until all the planning centers for the activity are submitted. They then have 3 working versions to make changes and adjustments in.
| 4/8/2008 | 106 |
| Budget | Would we have to copy the working version into the Master each time we want to print?
| To Print, you can only print the master, but you can always download the working versions at any time into Excel.
| 4/8/2008 | 105 |
| Budget | How will OAKS FIN not being up all the time (24hrs a day) affect our budget data?
| If OAKS is your source system for attachments you will not be able to access them. Also, you will not be able to run reports while the system is down as well.
| 4/8/2008 | 104 |
| Budget | What if you did not use a particular fund or ALI previously in your budget and would like to include it in your new budget?
| You will add the new line item when you are creating your new budget.
| 4/8/2008 | 103 |
| Budget | What if you don't have any dollar value for a line item, but you want to keep it so it still shows up on the next biennium?
| The OBM model will only be populated with non-zero lines from the agency models. In the next biennium, the agency models will create lines from transactions not past budgets. If transactions were made to a line item in the past then it should be prepopulated in the next biennium.
| 4/8/2008 | 102 |
| Budget | Are the line items populated with all the line item information, not the funding information?
| Correct.
| 4/8/2008 | 101 |
| Budget | Notes are one per line? Can you have multiple notes per line?
| Yes, you can have multiple notes per OAKS line item.
| 4/8/2008 | 100 |
| Budget | In regards to the working versions, can you download the working versions into excel format and work on it and then upload it?
| You can download it and manipulate it there. However, you will not be able to upload anything back into the system. You can attach the Excel file back in the system though.
| 4/8/2008 | 99 |
| Budget | How does the IT Plan fit into this?
| Issues regarding the IT Plan are going to be done the same as they are today.
| 4/8/2008 | 98 |
| Budget | How will you know which version was which when you go back in the system after a submission and rejection?
| The Master version will contain what was submitted and have a rejected status. The working version that was originally submitted will also show a rejected status.
| 4/8/2008 | 96 |
| Budget | Can we change the name of Working Version 1?
| You can't change the name of the versions in the system, but you can change the description of each.
| 4/8/2008 | 95 |
| Budget | Can I make changes to a planning center after is has been submitted?
| Once a version is submitted, nothing else can be changed or submitted. If you need it back, have them reject it, then the planning center will be available again.
| 4/8/2008 | 93 |
| Budget | After it becomes OBM's Model, can the agency go and review it?
| No, agencies cannot view OBM's model. The agency is locked out after it is submitted to OBM. However, the agency will be able to see the information in the agency request model.
| 4/8/2008 | 92 |
| Budget | When does it become the OBM Model?
| The agency models are staged into the OBM model shortly after the September 15th due date. On Sept.15th OBM has access to all the public notes, and all versions in the agency model. When the agency models are staged into the OBM model, the notes and attachments will not be staged.
| 4/8/2008 | 91 |
| Budget | What goes to COGNOS?
| All versions will be available in COGNOS for user-defined ad-hoc reporting. However, the report created by John Welsh (NOT official OAKS reports) will pull from The Master versions only.
| 4/8/2008 | 90 |
| Budget | If you have several working versions and you want to run reports on each, how would you do it?
| Copy the working version to the master and then print the report. Then copy next version to master report and print, and so on.
| 4/8/2008 | 89 |
| General Training | How can I sign up for a lab to work on IVST's | If you are interested in a lab for ISTV’s one should go to the OBM super user website at the following address http://www.obm.test.ohio.gov/super/
On this site you will find the OBM Lab registration form and instructions. Complete this and send it to the OBM super user e-mail address and someone will respond to you with a confirmation.
| 4/8/2008 | 52 |
| Budget | Will the notes copy to the master? Are they printable?
| Notes will copy to the master. No, you can't print notes from in the system and they will not be included in the reports. However, because the system is web-based, you can print the notes webpage.
| 4/7/2008 | 88 |
| Budget | Is the Dimension 1 field always required?
| Dimension1 MUST always be used in the Table B request (Dimension1 is only available in Table B activity) even if only one line/initiative is added. Though the system does NOT enforce the use of Dimension1, the business process does.
| 4/7/2008 | 86 |
| Budget | Can you have multiple preparers in a working version at the same time?
| No, only one user can be in a version at a time. Others will be locked out. Working versions within activities are separate and distinct, however.
| 4/7/2008 | 85 |
| Budget | Can OBM run the same reports as the agencies?
| Yes, only after Sept. 15th.
| 4/7/2008 | 84 |
| Budget | Do you only add the line items that are different from A? Can you repeat the lines from A into B?
| B is separate from A. Preparers can have identical OAKS line items in A and B, but the B should only have lines that are needed in the B request.
| 4/7/2008 | 83 |
| Budget | When can you pull a report to review data and from where?
| Reports can be run at any time, but pull information from the master only. Because of this you will want to make sure the most recent information you want to view in your report is copied into the master before running your report.
| 4/7/2008 | 82 |
| Budget | Are you able to delete a working version?
| No, but you can write over it, or copy a base or another working version over it.
| 4/7/2008 | 81 |
| Budget | Does only the reviewer have the ability to do allocations?
| Both reviewers and preparers can do allocations, but they can only apply allocations to the planning centers they have security access to. A preparer may not have access to all the planning centers that a reviewer has access to.
| 4/7/2008 | 80 |
| Budget | Can you set up reviewers at the division level before it gets sent to the CFO level?
| There's only one level of review for the agency, so if you have many planning centers and it goes up to a division and then to a CFO, it should be up to the CFO to press the final SUBMIT button to submit it to OBM, or after an out-of-system approval, another Reviewer submits it to OBM.
| 4/7/2008 | 79 |
| Budget | Can you clarify the roll up? Is there only one reviewer, or can we set up several reviewers?
| There can be several reviewers, but they are reviewing it at the same level.
| 4/7/2008 | 78 |
| Budget | Since there are so many different versions for each agency, will there be hands on workshops to meet each agency's needs?
| There is training and possibly participation in UAT.
| 4/7/2008 | 77 |
| Budget | When a reviewer rejects a planning center, it rejects back a specific planning center, not all planning centers?
| Yes, correct.
| 4/7/2008 | 76 |
| Budget | Once the budget has gone to the reviewer, can the preparer make changes?
| No, the reviewer must reject it before a preparer can make changes.
| 4/7/2008 | 75 |
| Budget | Regardless of how many planning centers, the roll up is always to a single planning center, or does it depend on the levels your agency chose?
| There is only one level of review per agency. All initial planning centers will combine or "roll" into one planning center for reviewing.
| 4/7/2008 | 74 |
| Budget | I don't understand the planning center roll up?
| Planning centers roll up to a single level of review. Agencies typically transact at much lower levels on their department and program trees. These lower levels roll up to the defined planning centers on the respective trees.
| 4/7/2008 | 73 |
| Budget | Are the allotments at the planning center level?
| Allotments are based on ALI, account and quarter. Planning centers are not a chartfield used in allotments. Planning centers may match CC_Agency ledger group rule sets depending on the agency budget model chosen and the agency rule sets chosen.
| 4/7/2008 | 72 |
| Budget | Will the system let me go over my control totals before I do a mass adjustment?
| Yes, control totals are checked upon submission by the reviewer to OBM.
| 4/7/2008 | 71 |
| Budget | Will a version comparison report be available?
| No - We couldn't get it to work the way we needed it to.
| 4/7/2008 | 70 |
| Budget | Will there be a time stamp of when the last person was in a version and when they updated it?
| The "Details" tab in the "My Planning Workspace" gives a date/time stamp of the "Last Action Date" and the UserID in the "Last Action By". This only states who made a change when, but not what change was made. The system does not track the actual changes made for most changes (only adjustment/mass adjustments create a specific record).
| 4/7/2008 | 69 |
| Budget | Will the notes/attachments stay when copied to another version?
| - Notes: Notes stay with the particular working version.
- Attachments: Attachments gets attached to a Planning Center (independent of the version). So, an attachment added to Version 1 will also immediately be visible in all other versions.
| 4/7/2008 | 68 |
| Budget | Historically if different planning centers have spent across the same line items, there would be a separate line item for each area. Will they show up as different chartfield strings in OAKS?
| Yes, they will be on different lines because it would have a different Department or Program value.
| 4/7/2008 | 67 |
| Budget | What defines a planning center?
| Planning centers correspond to either Program or Department, and the level of detail that the agency selected when choosing their model from Task 754.
| 4/7/2008 | 66 |
| Budget | When a preparer goes into the system they will see the budget and will see this layout? (Referring to the OAKS line item handout)
| You will see the chartfield lines for each planning center that you are assigned to. It will also show the chartfields that were historically used by the agency.
| 4/7/2008 | 65 |
| Budget | With Notes, if made private are they still subject to viewing by policy/laws?
| Public records laws still apply within OAKS.
| 4/7/2008 | 64 |
| Budget | If a preparer is assigned to more than one planning center, can they allocate to more than just the one?
| They can allocate to multiple planning centers, as long as they have been granted access to do so.
| 4/7/2008 | 63 |
| Budget | Will OBM still issue the memo with percentages on what to assume on health care, etc?
| Yes
| 4/7/2008 | 61 |
| Budget | If they are going down to 6 digit level, what how detailed will the revenue data be? Down to Income/employment tax?
| The detail is by tax, by federal revenue. Not by what kind of tax, what kind of federal revenue. Go to OAKS homepage and view definitions for what each revenue chartfield value is.
| 4/7/2008 | 60 |
| Budget | Because of the small number of people involved at my agency, I can be the preparer, send the budget to they commissioner to review, can they reject it back to me and then I submit it OBM?
| No. But you can be assigned to both preparer and review role and then submit it too. (This assumes that commissioners and directors, etc. will not be designated as an OAKS BPM reviewer). If you are assigned both roles, then you will have the ability to submit to OBM as the reviewer only.
| 4/7/2008 | 59 |
| Budget | Can one reviewer be designated to be the agency's final submitter to OBM?
| Any reviewer can submit for the agency so it will be necessary for an agency with multiple reviewers to coordinate closely. Designating only one to submit to OBM will need to be done outside of the system.
| 4/2/2008 | 51 |
| Budget | If anything new is added to the Operating A, it is added on as an extra part of the budget?
| In OAKS, it will just be a part of the same budget all grouped together.
| 4/2/2008 | 50 |
| Budget | Which fields will be including in historical 6-year data from CAS?
| Fund, Account, Dept.(3 digit), and ALI. No Program, Dept. (OAKS Chartfield)
| 4/2/2008 | 49 |
| Budget | Will the reports have fiscal year '06-07 data in OAKS?
| Yes, it will be loaded from BUGS-E, but will not contain planning center or program values.
| 4/2/2008 | 48 |
| Budget | What shows up in the Operating A Working Version 1?
| Original working version shows up with historically used line items with $0. Each new biennium will show up with $0 values
| 4/2/2008 | 47 |
| Budget | Do the attachments transfer models?
| The attachments do not transfer models, (same with notes). This means any attachments will not transfer to the OBM model.
| 4/2/2008 | 46 |
| Budget | Is the priority of the initiatives implied by the dimension numbering?
| Users cannot prioritized lines within the system. In order to relay the priority of the lines each agency will need to develop a consistent method of either using other functionality, such as notes and attachments, or an alternative out of system process.
| 4/2/2008 | 45 |
| Budget | Regarding initiatives, do dimensions have to be added when doing the operating B, or is that decided by the agency outside of OAKS?
| Though not a required field in the system, it is a field required by the business process. That is, a Dimension1 value must be added to every OAKS line item in the Operating B activity.
| 4/2/2008 | 44 |
| Budget | Can one Reviewer or Preparer be assigned to more than one planning center?
| Yes, and one person can be assigned to both roles.
| 4/2/2008 | 42 |
| Budget | As a Reviewer, you send back a master version, will the original Working Versions still be there?
| Yes. You can download a working version to excel if you want to over-write it but keep the record for historical reasons.
| 4/2/2008 | 41 |
| Budget | Does the Reviewer have the ability to make changes to the budget?
| Yes, they can't change it in the base, but can change it in their working versions.
| 4/2/2008 | 40 |
| Budget | Why is there no ALI for revenue?
| Revenue is deposited by fund, and not by ALI.
| 4/2/2008 | 39 |
| Budget | When speaking about final budgets being loaded into FIN once the budget is approved, will there be a way to capture data from the planning centers? Since we are entering all this information at the planning center level, can we take that information and load it automatically into the cc_agency and cc_allotment ledger group?
| No, the general assembly only appropriates by ALI, so detail is lost. An agency can take Excel spreadsheet data and use to capture the planning center data for CC_agency journal entries.
| 4/2/2008 | 38 |
| Budget | What is the deadline to finalize them with OBM?
| OBM must wait until all of the budgets have been received from all agencies before the OBM model can be staged from the agency model data.
| 4/2/2008 | 37 |
| Budget | When going through the process of breaking allotment amounts into defined planning centers, does that break up and go to the OBM allotments?
| No, it is simply done to develop budget internally. OBM will not use the allotment process to control by planning center.
| 4/2/2008 | 36 |
| Budget | Will allotments be loaded into the BPM to reflect FY 2009 estimated expenditures?
| Not exactly. An extra step with the OAKS in the BD model is needed because the allotments are not broken out by the planning center and model that the agency chose.
| 4/2/2008 | 35 |
| Budget | If we have other departments in our agency, will their budgets reflect on our Budget Table 6?
| Yes, this will be the same as today. It will show up on the master version. If it is wrong, you will need to make a phone call to let them know to adjust it.
| 4/2/2008 | 34 |
| Budget | If an agency accidentally submits the budget to OBM will they need to call OBM to have them submit it back?
| Call the analyst and they will need to contact the budget coordinator (before Sept. 15th) to open it back up for the agency to edit.
| 4/2/2008 | 33 |
| Budget | Will it show who made an adjustment?
| The "Details" tab in the "My Planning Workspace" gives a date/time stamp of the "Last Action Date" and the UserID in the "Last Action By". This only states who made a change when, but not what change was made. The system does not track the actual changes made for most changes (only allocations and mass adjustments create a specific record).
| 4/2/2008 | 32 |
| Budget | When are control totals/targets checked in the system?
| OAKS checks targets (target validation) at the time the reviewer submits to OBM and will let the user know immediately if it is rejected. It will be done similar to BUGS-E at the agency and fund level.
| 4/2/2008 | 31 |
| Budget | When OBM goes through the process of updating, does it change the data that was already in the system?
| OAKS system doesn't do combo edits, and will not allow an entry of a fund or ALI that doesn't exist. It must be added to a tree that already exists. Once the new fund or ALI is set up, it will not effect what's already in the system.
| 4/2/2008 | 30 |
| Budget | Will the 6 year report have revenue and transfers on it?
| No
| 4/2/2008 | 29 |
| Budget | When a planning center is submitted and then locked, will we still be able to see the various versions and data from that planning center?
| Yes, you will have view only access.
| 4/2/2008 | 28 |
| Budget | Can the preparer recall the submission of a master version because of a mistake?
| The submission has to be rejected by the reviewer. The preparer should send an email to the reviewer saying why it needs to be rejected.
| 4/2/2008 | 27 |
| Budget | What are narratives for?
| Narratives are documents that are submitted along with the budget numbers including additional information for the requests.
| 4/2/2008 | 26 |
| Budget | Is there a narrative for program A and B?
| Yes there will be a narrative for programs A and B. In the narrative you will need to explain the dimensions you used for initiatives.
| 4/2/2008 | 25 |
| Budget | Programs that aren't being used will still be in the system and mapped over?
| Yes, they will stay because you need to see the history.
| 4/2/2008 | 24 |
| Budget | Who defines the planning centers?
| You the Agencies have already defined the planning centers in Task 754.
| 4/2/2008 | 23 |
| Budget | Are attachments always public?
| Attachment are always public.
| 4/2/2008 | 22 |
| Budget | For 07 and 08 will expense allocation be the same?
| Yes.
| 4/2/2008 | 21 |
| Budget | Do all planning centers have to be in before approving the budget for the agency?
| The reviewers need to wait until all the planning centers are in before approving the budget. However, if a reviewer is responsible for reviewing multiple planning centers, they may reject them individually as they come in if needed.
| 4/2/2008 | 20 |
| Budget | Can the zero based version be erased or removed once adjustments or modifications are made?
| You can delete the working versions but not the base (zero) version, you can only have 3 working versions. You will always have the base as a starting point.
| 4/2/2008 | 19 |
| Budget | Is there a limit on the number of attachm |
