User Acceptance Testing (UAT)

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(No Transcript)
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Agenda

• History of Reporting in Georgia
• Hyperion Financial Management (HFM)
• Overview
• Benefits
• Project Highlights
• Overview of HFM
• Hyperion Dimensions
• Data Loads
• Rules
• Financial Reporting
• Sample Reports
• QA

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History of Reporting

• Georgia produces 5 main financial reports
  annually
• Comprehensive Annual Financial Report (CAFR)
• Budgetary Compliance Report (BCR)
• Selected Summary Financial Information (Treasury
  Operations)
• Single Audit Report (SAR)
• Section 1512 Reporting (produced quarterly)
  (ARRA)
• For FY2010 FY2011 reporting Hyperion was used
  for the CAFR, BCR and Treasury Operations. SAR
  and ARRA have not been migrated to Hyperion.

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History of Reporting

• 50 organizations are reported in the BCR
• Approximately 350 trial balances (comprised of
  130 organizations) are reported in the CAFR
• 45 of the organizations reported in the CAFR
  are on a common ledger system (PeopleSoft).
• PeopleSoft primarily maintains ledgers on a
  statutory (budget) basis and is converted to GAAP
  reporting is collected through year-end forms.
• SAO utilizes the data on the year-end forms and
  other sources to post conversion entries in HFM.
• Data is also gathered from CPA audited financial
  statements for some organizations included in the
  CAFR.

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Challenges with Legacy System

• Time
• CAFR and BCR were not consistently being issued
  by required 12/31 deadline
• Cost
• Create separate import files for each
  organization
• Manually map each line of T/B to the applicable
  reporting line
• Consolidation of various reporting levels could
  take hours and the system (Caseware) often
  crashed prior to completion.
• Manually enter information collected in year-end
  forms to consolidate and prepare the notes
• Manually close out revenue/expense
• Quality
• Difficult to analyze data across funds (i.e.,
  cash for a single entity)

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Solution Hyperion

• Web based application
• Accessible by users in multiple locations
• State Owned and Operated
• SAO owns both the results and the system
• Minimal to no IT support required
• Packaged Application
• Out-of-the-box financial intelligence minimal
  ongoing consulting
• Drill-back capability
• Allows for drill-back to source system data
• Microsoft Office Add-In (SmartView)
• Allows users to retrieve data from and submit
  data to Excel

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SolutionHyperion Financial Management (HFM)
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Benefits of HFM

• Reduce cycle time
• Automate data load for agencies using statewide
  accounting system (PeopleSoft) with the use of
  FDM
• Automate journal entries, where possible
• Ability to post journal entries across multiple
  agencies
• Allocation of investment pool holdings
• Remove encumbrances in conversion from Budget
  Fund to General Fund
• Lease and capital asset / accumulated
  depreciation entries
• Data forms and Excel SmartView spreadsheet upload
  tools allow for input of additional data
• Trial balance for non-PeopleSoft users loaded via
  SmartView
• Supplemental data used for the NTFS (i.e.,
  Capital Asset changes and debt service to
  maturity details)

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Benefits of HFM

• Improve Quality
• Standardized mapping for common G/L users and
  ability to load data in a single upload file
• Reduced load time provides additional time to
  analyze data
• Data can be reviewed across organizations and
  fund types from a single system
• Ability to more efficiently analyze year over
  year trends and provide support for MDA analysis
• Flexibility
• Easy to create and modify excel files to retrieve
  data from HFM using SmartView
• No limit to the number of Excel SmartView files

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Project Highlights

• Entire timeline took less than 6 months to
  complete
• Used a consulting firm to assist with application
  setup
• SmartView functionality made it easy to convert
  write-up files from prior system to Hyperion
  links
• Created rules in HFM thereby reducing the number
  of AJEs required
• Created supplemental data accounts to track dates
  received and applicability status of year-end
  forms
• Utilized an Excel JE template to upload journals
  to HFM (maximum of 5K lines long)

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Reporting

• Examples of Reports in FASTR/SmartView
• Trial Balance
• BCR and CAFR Statements
• Journal Entry Report
• Hyperion Financial Reporting Studio report
  template will be created to support report
  production

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Sample BCR (SmartView version)
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Sample CAFR (SmartView version)
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Test Case

• Day before CAFR is to be released
• Material Error to Beginning Capital Asset amount
  for Discretely Presented Component Unit
• What do I need to do?
• Enter AJE
• Enter Supplemental Data
• Consolidate Data
• Click Refresh with Smartview files and
  statements, NTFS, MDA, check files, and
  analytics
• Done!
• All changes are done

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Contact Information

• Alan Skelton
• State Accounting Officer
• askelton_at_sao.ga.gov
• Kris Martins
• Director Financial Reporting
• kmartins_at_sao.ga.gov

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Questions?
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HFM Dimensions
Dimension Description
Scenario Represents a set of related data, such as Original Budget, Amended Budget or Actual.
Year Represents the fiscal or calendar year for the data (i.e., 2010 or 2011)
Period Represents time periods, such as year, quarters, and months.
View Periodic, year-to-date, and quarter-to-date. State of Georgia is only YTD
Intercompany Partner Used to track reporting organization information for Due to/from, Revenue Collections, Allotments Receivable/Payable and Transfers In/Out
Value EC ECA ECT Per Books J/Es Reported
Entity Business Unit and Fund, i.e. 47400_10100, 47400_10200
Account Hierarchy of accounts created for Budget Funds, Governmental Funds, Business Type Activities, Fiduciary, and Component Units
Custom 1 Budget Reference, Stat-to-GAAP Adjustments
Custom 2 Funding Sources State, Federal, ARRA, Other
Custom 3 Programs All programs in State Appropriations Acts
Custom 4 Agency fund Addition/Deletions, as well as changes in balances (i.e., Capital Assets or Long-term liabilities)
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Loading Data - FDM
Mapping Table
Import Validate Export data
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Loading Data - Excel
T/B shell from agency
Load Tab in T/B shell file
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Rules

• Rules are used to automate calculations of data
  within an application
• Rules are also used to set and clear values,
  consolidate data, and control data input
• Agency fund
• Revenue/Expense closeout
• Balancing

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Sample Metadata