implementation questions

1.) Q What is "Advantage"? Procurement Desk Top? BRASS?

A Three software products comprise MARS. These three products are the proposed solution by the MARS vendor, AMS, to the Commonwealth for an Enterprise-wide Procurement and Financial System. Advantage is the financial software, Procurement Desktop is the procurement software and BRASS is the budgeting software. These three products will be integrated together to become MARS.

2.) Q What will MARS look like?

A See the "What is MARS" presentation slide 25 on the Administrative Services Web page.

3.) Q Who will be the experts we can turn to for help with MARS? Now? Post-implementation?

A Currently each agency has an Agency Implementation Lead. These individuals will be your best source for information about MARS right now. Once MARS is implemented, AMS and Commonwealth staff will provide post-implementation support. This support will include phone support and Help Desk support. As part of the project, plans describing post-implementation support are being developed.

4.) Q How will KAPS and STARS fit into MARS?

A ARS will replace both KAPS and STARS.

5.) Q What procedures and/or steps will the agencies need to follow to use MARS?

A Various plans are under development by MARS Project team members to help agencies transition to MARS. A short list of these plans include a Policy and Procedures plan, a Training plan, an Interface plan, and an Agency Implementation Assistance plan. The Training plan will outline how agencies will be trained on various aspects of MARS including policy and procedures and end user training. The Agency Implementation Assistance plan will identify agencies that require additional implementation assistance and outline the way assistance will be provided. Once these plans are complete, they will be posted on this Administrative Services Web site.

6.) Q How will MARS handle utility payments? Will EFT be possible?

A MARS will support EFT payments to vendors and service providers. However, the exact processing requirements for utility payments have not yet been determined. There are processing options available to the Commonwealth and the design teams will determine those most appropriate for implementation.

7.) Q Will the inventory control module interface in any way with personnel (i.e. match a particular car with the staff member its assigned to)?

A The MARS Fixed Asset module will not interface with Personnel. However the system can track an Asset by the person to whom it is assigned. This can be accomplished by using the Fixed Asset Custodian Field on the FA Document. This field is not required and is very flexible with respect to how an agency wishes to use it. The agency could either use the name or the employee number that Personnel uses on the P1-- it is just up to the agency.

8.) Q What sort of agency level reports and statements will MARS produce?

A Standard reports as well as on-line inquiries will be available through the MARS production system. The type of reports and inquiries that will be available are being determined during the design process. Also during the design process the requirements and procedures for a MARS reporting database are being developed. Once completed the procedures for information access from the database will be communicated to the Agency Implementation Leads for them to coordinate within their respective agency.

9.) Q Will travel be included in the initial implementation?

A The functionality to support the Commonwealth's existing requirements for processing travel reimbursement vouchers will be included in the 7-1-99 implementation of MARS. In order to achieve the Commonwealth's reengineering objectives for travel voucher processing, the Commonwealth is partnering with AMS to develop a Web-based employee travel system that will support the processing of both travel authorization requests as well as travel expense reimbursement through an Internet application. A group of Commonwealth employees is currently working with AMS to develop this new product functionality that will become a new product line available to other AMS clients. Decisions regarding the deployment approach for this new functionality will be forthcoming.

10.) Q What will be the impact of MARS on year-end close next year (1999)?

A The impact on the FY99 year-end close is yet to be determined; however, AMS will be on-site to support the Commonwealth during the first year-end close involving the MARS software.

11.) Q Will MARS support new preaudit features of the Administrative Services process redesigns?

A Yes, MARS will support the Administrative Services Project's vision for the automation of existing pre-audit processes. It is anticipated that many of the Commonwealth's existing pre-audit processes will be integrated within the MARS software processing logic, however, it is also likely that supporting manual processes will continue to be necessary, such as ensuring that the appropriate supporting documentation is on-hand to support a payment request. The MARS Project Team will work to achieve the appropriate combination of automated and manual processes to ensure adequate internal controls.

12.) Q We currently generate a lot of JV's on the PC which are then uploaded to the mainframe. This eliminates the manual input into the system since the computer creates the entries and everything. Will this be possible in MARS? Some of these JVS are 2000 to 3000 entries long.

A First, all accounting documents, including JV's, in MARS are electronic. Second, those agencies creating these large electronic JV's that are loaded in STARS should have been identified on the interface list. Or, at least the pc system that they are using should have been included on the list (ex. Accounts JV System). You should check with your AIL to see if they or their system was on the interfaced systems list. The capability to load JV's to MARS from electronic files is in place, but the Interface Team is handling all of those cases. Third, there are processing concerns for large JV's in MARS. At this point, the maximum number of lines has not been determined, but it will probably need to be limited to 100-200. In other words, some large current JV's may need to be broken up into smaller ones in MARS.

13.) Q Is Procard different in MARS?

A Here's what Procard is going to do in MARS: The Procard document in Procurement Desktop is sent to the administrator's in -box on a daily basis. He/she reviews it, makes changes and approves it. The PV is then created in Advantage and is wire transferred back monthly.

14.) Q Budgetary Controls are mandated by the Office of the Controller, Division of Accounts and GOPM. The Agency presently has the option to Obligate Program Administration Contacts versus encumbering. Does the information requested need to reflect what is currently in place? If so then the information above is currently in effect.

A The information request in the MARS questionnaire needs to reflect the current processes. Then reflect that on the questionnaire along with the other budget controls required in your agency.

15.) Q Is there a complete list of transaction types that we should be aware of in performing our analysis?

A Any transaction types referred to in the MARS questionnaire are current processes so the transaction types currently used in STARS are all you need to know to perform your analyses.

16.) Q Are cash controls established by the Office of the Controller?

A Cash controls are established by the Office of the Controller and GOPM. However, some agency flexibility to determine level of case control may be provided.

17.) Q What is the definition of Critical as used with approval requirements?

A Critical refers to those approvals that are required for your agency to do business. They may be mandated by Finance or agency policy.

18.) Q Does this question on approvals apply to all the business functions as identified in the AIN?

A This applies to all approvals that are critical to your agency today.

19.) Q Are we really asking who has authorized signature on all of the DOA Business Forms?

A No, approval includes more than formal approval. It could include approval prior to information being transferred to a DOA form.

20.) Q When will a decision be made as to who will use KICS, who will use the off-site printing functionality, what are the hardware requirements, etc?

A Generally, those agencies with a documented requirement to print checks at a site other than Treasury will utilize the MARS offsite printing capability.

21.) Q Can requisitions be approved by their creator? Specifically can someone create a req. and approve it without having to route it to himself (assumes they have the authority to approve)?

A Requisitions can be approved by their creator alone, if that is how the agency decides to set up their approval path. However, if this condition occurs, a separate approval will be required for payment.

22.) Q Organization is an element in the statewide chart of accounts. Organization is also an element in the agency chart of accounts. What is the difference. Will there be two separate entry fields? Is the organization element at the statewide level the same as the organization at the agency level? If its not the same, is organization element at the agency level a further breakdown of the agency at the statewide level?

A There is no difference in the Organization element between the Statewide and Agency Chart of Accounts in terms of the actual coding element (i.e., there is one field). Organization is always a further breakdown of the Statewide Agency Code and, at a minimum, has the first level Organization defined as the equivalent of STARS Department. In terms of Agency Chart of Accounts usage, this Organization may be further broken out below the Department level (Organization Level 1) as the agency sees fit. For example, an agency that uses the STARS Division, Branch, and Section would choose to define Organization Level 2 as the Division, Organization Level 3 as the Branch, and Organization Level 4 as the Section. Note that Organization Level 4 is what would be coded on the transaction in most cases, with the higher levels inferred; however, it is possible to code any level Organization on a transaction.

23.) Q Does the Fixed Asset component 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.

24.) Q If an agency can adopt the current MARS Baseline SUAs as written, what tasks in section 6.5 of the AIN would not be required for them to complete if this is the case?

A The agency would still have to complete sections 6.5.1 through 6.5.8, and 6.5.21, and 6.5.25.

25.) Q In the Note with the COA Crosswalk, The Agency code was mapped as Department 721 to 721 and 723 to 723. However, GOPM has recommended that these two Departments be crosswalked to Agency code C49. We need to know when the decision is made on the appropriate Agency Code. How will we be able to roll data into a Cabinet Summary with Agency Codes following two different patterns?

A Agencies need too work with their GOPM policy advisor on the Agency code decision. He will be able to report on a cabinet level by the Agency Class code and by Department by the Organization Level 1.

26.) Q What will be the field name in MARS for coding in "object code" information?

A For our current 'E' object codes the field is call 'Object'. For our current 'R' and 'N' object codes, the field is called 'Revenue Source'.

27.) Q How will documentation be maintained for auditing purposes in MARS? Will 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.

28.) Q Will it be possible to establish "default" or "template" screens within payment vouchers and other screens when many of the fields that need to be coded are the same over and over again? For example, if a PV always has the same fund, agency, org information coded in, can the screen be developed so that it comes up with that information pre-populated?

A Not exactly. Two options come to mind: One is the use of the common coding strings feature. This allows agencies to establish common sets of codes (i.e. Fund/Agency/Org/PBU, etc.) on a table, and then simply access that table from a help menu dropdown list available on all documents. The user can then simply select the accounting string he/she wants to populate the document, and then optionally add/change codes on the document. There will be training on this feature available in one or more of the training courses. Option two would be to fill out a document (i.e. PV, CR, etc. with the account codes the user wants and just put it on hold. The next time the user wants to create one of these documents, he/she can pull this one up, make a copy of it (which only takes a couple of seconds), and then update the amounts, dates, etc. as needed and run it.

29.) Q What is going to take the place of our DOA-30 report since our Auditors use those reports? If the DOA-30 report is dead then are we free to develop our own replacement?

A The DOA-30 (Multiple cost distribution form) will be incorporated within the line item of each document. If you have more than one account number for a payee then you will need more than one line per payee. Example: you are paying Franklin County Public Schools $500 and are using 3 different account numbers�you will have 3 lines with the vendor Franklin County and each line will have a different account number.

30.) Q Will MARS allow us to pull information, or produce reports for a specified timeframe- for instance, on a federal year?

A Yes. This will possible through the management reporting database.

31.) Q Will the Imprest Case Fund be eliminated after MARS is implemented?

A Through the on-line features of MARS, the need for imprest cash will be much more limited than the practices in place today. However, we realize that there still will be a need for some agencies to print checks, at locations other than the Treasurer's Office. In MARS, there will be two manners that checks can be printed at locations outside the Treasurer's Office. The preferable means for accomplishing this involves the establishment of check printing capability through MARS, with the check printed at a pre-defined agency location. Imprest Cash accounts may be used on a limited basis. We continue to advocate the use of ProCard instead of Imprest Cash whenever possible.

32.) Q How are interaccounts going to be handles in MARS?

A Interaccounts will be accomplished with either a II (Revenue Recognized) or an IX (expenditure reduction). The flow will be that the seller initiates the transaction to the buyer to be completed. The security, workflow, and approval scheme is being designed currently.

33.) Q Will it be possible to print payment vouchers in MARS if they have multiple lines? That is, can PVs be printed according to the user's wishes to print as many or as few lines as desired?

A Baseline Advantage doesn't have any kind of print capabilities from the suspense File or from an open document window that produces a 'report' typeof output from a document � all processing and records are kept online. I'm assuming that the agency wants more than a screen print, i.e., something that they can file after processing a payment.
Once a document is processed to acceptance, it can be inquired and reported on in many ways. For example, the Open PV tables provide detailed information about the PV document; the PVOPEN ledger can be used for aging reports as well as other detailed information; the general ledger can also be used for detailed reporting. If baseing done from the MRDB, the user could specify parameters depending on the report.

34.) Q What's the difference between a Master Agreement and a Contracts (refer to Process 2.12 and 2.13)?

A A master agreement is the same as a price contract today. If there is an ongoing need, a price contract will be established. Personal Service Contracts may be a taype of master agreement, since there is an ongoing need over a period of time. Master agreements will not encumber any funds. However, a master agreement is not to be used just to avoid an encumbrance.

35.) Q PPD process 2.6 (Identify Need, a) the first box in the flowchart, "User will enter the�", who can be the 'user'?

A This can be any user that the agency gives the authority to. For instance, it may be a clerk in Food Service who creates the requisition, or creates a small purchase order, or orders from price contract. It is up to the agency to determine who they want to give what authority to.

36.) Q The second box, "MARS will query all sources of supply�", does that mean statewide sources?

A The search will return all possible sources of supply � what is in their inventory, what is available from internal providers, what is on any master agreement, even if they are not authorized to use the master agreement. Sometimes agencies are not aware that master agreements are established for other agencies and they may request the authority to be added to the contract.

37.) Q Agencies sometimes have more restrictive rules (conditions) for purchase authorization (i.e., $1,000 limit for small purchase). Where do these rules apply in this flow chart? Is it after the electronic document (Purchase Request or Delivery Order) is generated? Because at that time, agency authorities will have the chance to approve or disapprove, and control the routing of the document?

A The document routes will be established based on rules that are set up in system administration � it will look at agency, authority, document type, dollar amount, commodity code, and buyer assignments, and will choose the appropriate path for those rules. For instance, if Parks Food Service Division creates a requisition for $21,000 worth of uniforms, the path will probably look something like: initiator to Roger Hisle to Glenn Bumpous to Sharon Parker in Finance. Upon Roger approving the request, it automatically goes to Glenn and upon Glenn approving the request, it automatically goes to Sharon.

38.) Q Process 2.7, can agencies modify the predefined specifications on solicitation to suit exact need? Best value needs to be entered on the solicitation.

A Initially Kentucky's canned specs will be kept in the Reference Library which is in PD. Agencies can copy these canned specs into their documents. After copying them into their documents, they can edit them however they need to. The same with terms and conditions. The agency would have to be the creator and owner of the solicitation before they can change the solicitation. In other words, if a solicitation is being created in Finance for Parks, Parks would not have access to a document that is created and owned by someone else.

39a.) Q Unysis currently submits check tapes (with misc. vendor code) to Treasury for payments to Medicaid providers. At the end of the year, Unysis submits a 1099 tape to Finance containing 1099 information (TIN, Tax Type, Vendor name & address, and amount) which is included with STARS payments in the 1099's reported. Two questions:

If the payees are not entered in the vendor file and the check writer files use a misc. vendor code and contain the TIN data, can MARS rollup all the payments at yearend to prepare the 1099's? (Question was on where MARS would extract the Tax Type, Vendor name & address at yearend)

39b.) Q Regardless of the answer to the first question, we want to record the 1099 reportable Medicaid payments to a "non-reportable expenditure code" and then provide a MARS a 1099 tape at year end (similar to above). This would be preferred because of the accounting for numerous adjustments and refunds is already built into Unysis, and it would reduce the interface requirements for KenPac data which is prepared by another state agency for Unysis. Is this acceptable?

A One of the goals for MARS is to improve problem areas that we have in STARS today. One of the problems we have in STARS today is the 1099 process, whereby we are reliant on agencies to get us accurate 1099 information during January of each year. For each of the past few years we have had to re-issue a significant number of 1099s, because of problems with this data provided by agencies. We have also had to wait on agencies to get that information. We have gone to great lengths to capture the 1099 data up front through the check writer process. Therefore we want to change the current process to capture the 1099 information at payment time, instead of during January each year. Please have CHS provide specific documentation for any problem they foresee with our designed and programmed approach to capturing 1099 information.

40.) Q Please identify the input document for Common Coding Strings (CCS). Because of the quantities, I am hoping it will be an Excel spreadsheet.

A There is no input document for CCS, these are records in a table that are generally keyed manually. We do have the capability to load these from a spreadsheet if necessary.

41.) Q In a single transaction, can we use both a CCS and a direct charge? In other words, we input all accounting codes except for Organization into a CCS; and then input only the CCS label and the Organization number on a Payment Voucher.

A On a single transaction, a user can choose a common coding string, have it populate the document, then go and update or change fields on document. No problem.

42.) Q Can MARS extract the codes from the CCS, merge it with the PV's Organization Code, and produce the necessary accounting script?

A If the question is about using common coding strings on interfaced documents, the only interfaces that can use common coding strings are checkwriters. No other interfaces will have the common coding string functionality available.

43a.) Q Two questions concerning the Cabinet for Families and Children's population of PBUs, which will come from STARS, that we do not want in MARS.

CFC was under the impression that we need to delete those program codes in STARS before they come over, which would mean we would have to move expenditures out of those codes before we close/delete them in STARS.

A All that needs to be done is for CFC to have GOPM approve the idea of not setting these PBU's up in MARS and then send us the list. They do not need to be deleted from STARS.

43b.) Q In an earlier e-mail concerning titles you stated it would come from a STARS Descriptor table. Both DT7 and DT14 do this, do you know which one it will be produced.

A Actually, the names for Program codes today come from DT11 through DT14. That is where we will get the names for the MARS PBU's. However, today I think these names can be up to 50 bytes, but they can only be up to 30 in MARS. We anticipate sending something out in the next release of the notebook to identify these and ask the agencies to shorten them.

44.) Q Will we be allowed code a Common Code String (as used in Advantage) in PD's Accounting Template? We could still use PD's Accounting Template to prorate certain cost categories based on building footages, etc. But in coding only the Common Code String on the PD document, we would not have to update PD's inference table each time a grant number changed.

A You will only be able to use the Accounting codes that your agency has been assigned. The PD and Advantage account codes will contain duplicate information and your user id will decide which codes you can use. The accounting template will allow you to define a group of account codes that will be used frequently, in the same combinations.

45.) Q Does the information requested on F6.8.1.1a in anyway tie to the information set up in Advantage? Considering the fact that an agency could have hundreds of addresses, how will an employee locate the address they are looking for?

A This information does not interact with the information contained in Advantage. When a PD user is in a position to use an organization address they will be given a search screen within PD. They can search by a variety of fields in the system, including the address type field, which will help them find the address they need. This will become much clearer during user training.

46.) Q How are Personal Service Contracts tied to funding streams?

A Personal Service Contracts will be contracts in MARS, which are encumbered, and so do require accounting information on them.

47.) Q Can multi-payees without funding be in a PSC Master Agreement?

A Personal Service Contracts will only be set up as Master Agreements if necessary, e.g. Transportation has photogrammetry contracts and they know they will spend a specific dollar amount in total, but they don't know an amount for each contract holder. The job determines which of the contract holders will be chosen to fly it. Master Agreements are not encumbered.

48.) Q Can a Delivery Order against a Master Agreement also include an order for equipment i.e. computers on the same order?

A If the master agreement contains equipment and supplies, then these can be combined on the same order.

49.) Q Can a PSC contractor buy computers?

A In general, contractors do not have the authority to make purchases using state dollars. A contract employee generally reports to a state employee who may be able to provide the authority for purchasing computers. If you are unclear regarding what authority a PSC person has, please check with the agency head of the agency in question.

Functional Questions

Pre-Implementation