Functional Questions
Post-Implementation
| Funtional Questions Archives | |
| 1.) Q How is documentation maintained for auditing purposes in MARS? Do agencies need to print hard copies of everything to maintain an audit trail? | |
| A The answer is via electronic storage of all the data processed on each document. In addition, MARS allows the tracking of who created, approved and processed each document. This should provide an ample audit trail, from a system perspective. Agencies do need to keep any paper backup documentation that they currently send to Finance Accounts along with paper documents (invoices for example). Documentation retention schedules for Finance Accounts are currently eight years. (Some items related to capital projects have a much longer retention schedule.) | |
| 2.) Q How exactly do the approvals apply when processing Journal Voucher Transfers (JVT) to other agencies? | |
A
The JVT only applies to cash and operating transfers which are required to be routed through GOPM. Originating agencies may enter information for receiving agencies on a JVT. The completed and approved (at the agency level) JVT is routed to GOPM for their approval. The agency should notify their GOPM policy advisor by e-mail or in writing about the pending JVT. After GOPM approval is complete, the Division of Statewide Accounting Services is notified for final approval and processing.
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| 3.) Q How can agencies find account numbers in order to process JVTs to and from other agency accounts | |
| A Agencies should refer to the MARS internet site for Chart of Accounts information…see STARS to MARS Crosswalk-Chart of Accounts at http://www.state.ky.us/agencies/adm/mars/mars.htm under "Planning Documents". This crosswalk enables users to identify MARS account numbers. If the accounting data element is new or if it is agency-specific it will not be in the crosswalk and will require contacting the appropriate agency fiscal personnel for the correct account number to use. Please note that access to account information has not changed. If you did not have access to account information from other agencies in STARS, you will not have access to that information in ADVANTAGE. | |
| 4.) Q How can an agency get access to MARS reports through document direct? | |
| A There are approximately 50 MARS standard reports available through Document Direct. These are primarily daily standard reports such as a report of payments that were not disbursed during a nightly cycle through check or electronic funds transfer due to an insufficient cash balance. A variety of monthly standard reports will be available after the first monthly close. When accessing Document Direct, if a user does not have access to the appropriate reports they can request access by E-Mailing Sue Casey in the Division of Statewide Accounting Services with their User ID and Agency Number. If you do not currently have Document Direct on your desktop, you can also access these MARS standard reports through RDS. The prefix code associated with all MARS standard reports is "FMP". A list of the standard reports will be forthcoming shortly. However, the STARS-like reports (fas1050, 1540 and 1550) are associated with the Management Reporting Database and are currently being developed. These reports should be complete very soon and will be available on the agencies' desktops once users are trained. That training begins on August 16, 1999. To register for either the Standard Reports course or the Management Reporting Database course please contact your agency's Training Team Lead. (A list of agency Training Team Leads is on the MARS web site at http://www.state.ky.us/agencies/adm/mars/org-presentation.html under the heading "Agency Implementation Contacts".) | |
| 5.) Q How can I get a list of security profiles? | |
A
The security table STAB (in Advantage) is now available for agencies to view. This will allow agencies to view the current security settings for a user.
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| 6.) Q Can I approve a "batch" of JVTs to a single agency? | |
| A Multiple documents may be approved while in the ADVANTAGE SUSF file by holding down the "shift key" and dragging the cursor across documents ready for approval. You may select a continuous group of documents or randomly select documents to be approved by single clicking on the document while the "shift key" is depressed. After highlighting documents to be approved, select "Process, Approvals and Approve" from the toolbar. The final approver/reviewer should thoroughly review all documents prior to taking this action. | |
| 7.) Q How will documentation be maintained for auditing purposes in MARS? Do agencies need to print hard copies of everything to maintain an audit trail? | |
| A The answer is via electronic storage of all the data processed on each document. In addition, MARS allows the tracking of who created, approved and processed each document. This should provide an ample audit trail, from a system perspective. What agencies will need to keep is any paper backup documentation that they currently send to Finance Accounts along with paper documents (invoices for example). Paper documentation retention schedules for Finance Accounts are currently eight years, and I would expect that to be the retention schedule for the agencies under MARS. There are a few items such as those related to capital projects which I believe have a much longer retention schedule. | |
| 8.) Q Does the Fixed Asset component of MARS capture items purchased with $5,000 or more only or does it allow the capturing of equipment, etc. that are purchased at $500 or more? | |
| A It will capture whatever the agency sets it to capture. We can track $1.00 to $100,000,000,000. The system can replace all stand alone systems. It does not differentiate between Fixed Assets and Personal Property. If an item is entered in the system depreciation can be applied. It does not matter how much it cost. |
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