The previously announced maintenance of the ERT (PRFCAS) Tumbleweed server scheduled to begin at 8:00 AM on Wednesday 5/15 has been postponed. There will be no scheduled outage of PRFCAS on 5/15. Agencies can continue bulkload testing in PRFCAS, and any extracts that have not been downloaded will be available for pickup. A new System Alert will be issued when the maintenance has been rescheduled. Contact the SFS Help Desk with any questions.

FBIC quarterly bills are complete, and are now in Production and available for payment by agencies. As with previous quarters, any vouchers over 49 lines will be deleted. In addition, the NYGL0442 (Fringe Benefit / Indirect Cost Ledger) report has been updated and moved to Production. Contact the SFS Help Desk with any questions.

The agenda for the Wednesday 5/15/13 Agency Checkpoint Conference Call (2:00 PM - 3:00 PM) is posted on the Agency Conference Calls and Meeting Agendas and Notes page of the SFS website. NOTE: Conference call dial-in information is now posted in the Agency Resources managed content area in SFS Production. SFS is no longer sending calendar invitations for this call.

Agencies should review the agenda and determine which staff members should attend the call based on the topics to be covered. Due to the number of participants on this call, PLEASE ENSURE that your staff attend together as a group (using ONE webinar / phone line if possible), so that all attendees will be able to access the session. This also facilitates cross-team discussion at your Agency. Please dial in / login to the call and webinar promptly at (or before) 2:00 PM each Wednesday, so you don't miss any of the important information presented in these calls. Click the link above to access the agenda.

Agencies need to update their chartfield clearing accounts related to credit cards, prompt payment interest charged to Exempt Funds, and AP Prepaid to reflect the new budget year. In addition, some of the appropriations will lapse on June 30, 2013. The clearing accounts are Purchasing, Travel and AP related configurations located in GL.

Attached to an e-mail sent to selected agencies on 5/1 was a spreadsheet template that will allow agencies to update all of these clearing accounts by submitting the spreadsheet in one incident to the SFS Help Desk. Agencies that received the e-mail should complete the portion of the spreadsheet that applies to their Business Unit(s), and submit it to the SFS Help Desk by Wednesday 5/15.

Click the link above for full information, including special conditions for PCard / NET Card and TCard clearing account string updates.

On Monday 5/13, the SFS Program launched new functionality that will enable Employee Data Administrators (EDAs) to download a listing of Agency EDAs directly within the SFS. The new EDA managed content area in SFS Production will allow the SFS Security Team to share a current listing of EDAs in a secure online location. This will be helpful when coordination of activity between agencies is needed, in situations such as:

• A user's former Agency is blocking the user's new Agency from adding security access for the user;
• The lack of an EDA update at a user's new Agency is causing workflow to route in error to the prior Agency Supervisor.

Click the link above for full information, including the EDA list refresh schedule.

The following new / updated / revised items are posted to the SFS website:

• 5/15 Agency Checkpoint Conference Call Agenda (posted 5/14)
• New Job Aids (posted 5/14):
• JAA-ROA210-006: Entering a Refund of Appropriation Against a Closed Purchase Order
• JAA-ROA210-007: Entering a Refund of Appropriation Against a Rollover Purchase Order Line
• Revised Bulkload Agency Interface Layouts for Future Release (posted 5/10)
• Updated OGS list of Master Contract VARs (posted 5/10)
• Updated Accounting Codes Extract File (posted 5/10)
• New Job Aid: JAA-PO000-017 (Releasing Encumbrance on Partially Vouchered PO) (posted 5/10)
• Bulletin: SFS Honored by the State Academy for Public Administration (posted 5/10)
• Bulletin: New EDA Managed Content Area in SFS Production on 5/13 (posted 5/10)
• 5/8 Agency Checkpoint Conference Call presentation (posted 5/9)
• Updated User Support Contact List (posted 5/9)
• 4/17 Agency Checkpoint Conference Call Notes (posted 5/9)
• 5/14 Travel and Expense User Group Meeting Agenda (posted 5/8)
• 5/13 GL/KK User Group Meeting Agenda (posted 5/8)
• 4/9 Travel and Expense User Group Meeting Notes (posted 5/8)
• 5/8 Agency Checkpoint Conference Call Agenda (posted 5/7)
• 5/9 Grants User Group Meeting Agenda (posted 5/7)
• 5/9 Procure-to-Pay User Group Meeting Agenda (posted 5/7)
• 4/24 Agency Checkpoint Conference Call presentation (posted 5/7)
• Updated Job Aids (posted 5/6):
• JAA-EDA201-005 (Maintaining Data Integrity Using Queries)
• JAA-EDA201-006 (Performing Mass Updates (Future Phase Agencies))
• Revised Quick Start Guide: Outbound File Extracts (posted 5/6)
• 4/11 Procure-to-Pay User Group Meeting Notes (posted 5/2)
• 4/17 Agency Checkpoint Conference Call presentation (posted 5/2)
• 4/10, 4/3, 3/27 and 2/27 Agency Checkpoint Conference Call Notes (posted 5/2)
• 4/9 Bulkload User Group Meeting Notes and presentation (posted 5/1)
• 5/1 Agency Checkpoint Conference Call presentation (posted 5/1)
• Bulletin: Chartfield Clearing Account Updates Needed (posted 5/1)
• New Job Aid: JAA-AP205-024 (PCard and NET Card Reconciliation Voucher Reset) (posted 5/1)

Click the link above to access the Latest Web Updates page of the SFS website. Be sure to check this page often, as new items are posted daily.

Contact feedback@sfs.ny.gov with any questions. 

Thank you.