[Datamart-News] Datamart will be down May 3rd.

Wed Apr 28 16:29:35 PDT 2010

This is another friendly reminder that SFMS will be running the
Financial Archive beginning Saturday, May 1st through Tuesday, May 4th.
As a result, the Datamart will be unavailable from May 1 until the
reconciliation can be completed and the Datamart reloaded. We anticipate
the Datamart will be available on Tuesday, May 4, 2010.

One additional note: Datamart users will still be able to access OSPA
tables during this downtime.

Thanks,

Aaron Wallace

Sr. Datamart Business Analyst

DAS-State Controller's Division

________________________________

From: sfms-news-bounces at listsmart.osl.state.or.us
[mailto:sfms-news-bounces at listsmart.osl.state.or.us] On Behalf Of PARK
Alan * SCD SFMS
Sent: Monday, April 12, 2010 11:34 AM
To: sfms-news at listsmart.osl.state.or.us
Subject: [SFMS-News] 2010 Production Region Financial Archive

Hello everyone,

Below is information on our 2010 Financial Archive project.  Please plan
ahead so that your agency has made necessary payments by Friday, April
30th.  Plans are for SFMS to be unavailable for transaction processing
beginning Saturday, May 1st through Tuesday, May 4th.

2010 Financial Archive Project:

Our objective for this year's Financial Archive project is to archive
financial data, up to and including June 31, 2006 (Month 13).  We will
retain appropriate Capital Construction records consistent with the
logic described under the Capital Construction section below.  Our logic
has been to maintain required information on SFMA, and provide
historical data on the Datamart.

The only change to the archive program this year is to the Allotment
Table archive job.  This change was necessary in order to accommodate
the new optional PCA field added to the S061 AGENCY BUDGET FINANCIAL
INQUIRY screen.

We will be running the archive programs following the batch cycle on
April 30th.  It is possible that SFMA will not be available through
Tuesday, May 4th.  Please plan ahead.  No warrants or SFMA ACHs will be
produced during this time.  Therefore, if you have future-dated a
warrant to be produced during the days SFMA is not available, these
warrants will not be produced until a batch is run in SFMA.  We are
expecting to run our first batch after the archive on Tuesday, May 4th.
After the batch cycle on Friday, April 30th and before the batch cycle
planned for Tuesday, May 4th, the only way to send funds out of a
receipted SFMA account is to wire funds.  At a later date, we will be
sending additional information to agencies about wires.  SFMS will be
glad to pay for any emergency wires.  If an emergency payment needs to
go out, please e-mail Joy Sebastian.  SFMA ACHs generated up to April
30th will be delivered on the standard schedule.

We are hopeful that agencies will not send in interface files.  However,
if we receive any, we will not process any transactions.  We will hold
all files until the reconciliation of the archive is complete.  We will
also hold any Treasury redemption, post and account files.  No
transactions will post until the archive has been verified.  The IT file
will be inactivated.

We will be monitoring the archive progress and will send out updates
beginning Monday, May 3rd.  If we can bring the system up sooner than
Tuesday, May 4th, we will send the notice out on SFMS-News and through
the Agency Support Analysts.

SFMA On-Line Screens

The following screens will be altered to read "NO RECORD FOUND OR
FINANCIAL DATA ARCHIVED AS OF 6/31/06 (MONTH 13)"

61     Agency Budget Financial Inquiry

62     Appropriation Financial Inquiry

63     Cash Control Financial Inquiry

66     Cash Control Financial Inquiry

69     Grant Financial Inquiry

80     Agency/Fund Record Inquiry

86     Document Transaction Inquiry

SFMA Reports

No reports, other than Capital Construction, are available for the
archived period.  Therefore, SFMA reports are not affected by the
archive project.

Capital Construction

We will be archiving Capital Construction data consistent with the
archive run in 2008.  We have set up a profile for each agency that has
Capital Construction or other appropriation anomalies that are longer
than two years, which we refer to as like-Capital Construction.  Capital
Construction with a closed AY of 2005 includes financial data through
December 2005, so it can be removed.  Please keep in mind only one
profile was set up for each Capital Construction agency.  The profile
indicates the agency number, the first AY to retain and the first FY to
retain.  All subsequent Capital Construction data will be retained.  We
will send out an update on SFMS-News identifying the agencies with
Capital Construction and the respective timeframe to be retained.

The Financial Tables are listed below with the archive requirements:

Accounting Event (AE)

No Accounting Event records will be archived.

Inactive Accounting Event (IAE)

We are archiving FY 06 and prior, retaining Capital Construction data
consistent with the logic described above.  Capital Construction is
determined by the Appropriated Fund.  (If the third digit of the
Appropriated Fund is a "2" it is Capital Construction.)

Agency Fund

We are archiving FY 06 and prior.  No Capital Construction data is
retained.  (This is not considered a critical financial table.)

Allotment (Agency Budget)

We are archiving FY 06 and prior, retaining Capital Construction data
consistent with the logic described above.

Appropriation

We are archiving FY 06 and prior, retaining Capital Construction data
consistent with the logic described above.

Cash Control

We are archiving FY 06 and prior.  No Capital Construction data is
retained.  (This is a critical table for the current transaction and
loses its value as a historical record.)

General Ledger

We are archiving FY 06 and prior, retaining Capital Construction data
consistent with the logic described above.

Summary General Ledger

We are archiving FY 06 and prior, retaining Capital Construction data
consistent with the logic described above.

Document Financial

Only closed Document Financial records with a zero balance and a close
date of FY 06 and prior will be archived.  Documents that meet the
archive criteria are removed up through the current fiscal year.

Capital Construction data will be retained on the Document Financial
table.  The identification of Capital Construction data via Appropriated
Fund or D23 Fund is not available on this table.  Therefore, we match
the data on the AE and IAE to the identified fields on the Document
Financial.  Fields used for the match include Department, Document
Number (including suffix), Current Document Number (including suffix) or
Reference Document Number (including suffix).

Document Summary (used for drill down purposes)

We are archiving FY 06 and prior, less Capital Construction data for the
Document Summary Allotment and Appropriation tables (Allotment - 61
screen, Appropriation - 62 screen).  The Capital Construction data is
generated using the same table created for the Document Financial.  If a
document number contains both Capital Construction and Non-Capital
Construction data, the document number will remain for both documents on
the Document Summary screen.  If a document was entered in FY 07, but
the Effective Date was FY 06, the document number will remain on the
Document Summary screen.

Grant, Project and Contract

We are archiving FY 06 and prior.  No Capital Construction data is
retained.  This information can be acquired by the AE or IAE record.
Additionally, these tables are included in the Datamart.

SFMS staff is responsible for the archiving of data.  We have done
substantial testing and believe all requirements have been met.
However, some of the tables can only be viewed on-line to determine the
accuracy of the archive.  Although we have spent a lot of time and
effort on the project, we are unable to specifically review the millions
of on-line transactions and requestable reports.  The majority of our
work was done using a logical sample.  Please let us know as soon as
possible if you find any inconsistencies in your data after the archive
is run.

It is our intention to have an effective, efficient and affordable
system while allowing agency needs to be met.  We are hopeful we have
met these goals from the agencies' perspective.

Thank you.

Alan C. Park

Senior SFMS Analyst
DAS - State Controllers Division

Statewide Financial Management Services 

503-373-1044 ext. 248
http://oregon.gov/DAS/SCD/SFMS <http://oregon.gov/DAS/SCD/SFMS> 

Data Classification: Level 2 - Limited

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