[Datamart-News] 2018 SFMS Datamart Archive

Tue Apr 17 16:23:24 PDT 2018

Datamart Users,

To go along with the SFMS archive (shown below), the Datamart will also be archiving.

On the evening of May 4, 2018, the SFMS Datamart will start the archive process. Currently, the SFMS information goes back to FY2009; however, after the archive process is complete (ending May 7), the Datamart will contain data back to FY2013.

If your agency desires to keep the data that will be archived, please make plans to download the information to your internal networks. After this process, it will no longer be available through the Datamart.

We plan to have the SFMS Datamart down on May 7 and coming back up on May 8 (Tuesday). I will continue to send information over the news list and let you know as soon as the Datamart is up and running again.

The OSPS Datamart will continue to be up and running, during the event.

Thanks for your patience.
Aaron Wallace
Sr. Datamart Business Analyst

From: SFMS-News [mailto:sfms-news-bounces at listsmart.osl.state.or.us] On Behalf Of PARK Alan * DAS
Sent: Monday, April 16, 2018 1:41 PM
To: Sfms-News at Listsmart. Osl. State. or. Us (sfms-news at listsmart.osl.state.or.us) <sfms-news at listsmart.osl.state.or.us>
Subject: [SFMS-News] 2018 Production Region Financial Archive

Hello everyone,

SFMA will be unavailable for transaction processing from Saturday May 5th through Monday, May 7th. This is to allow time to process the annual Financial Archive for 2018.  Because no warrants or SFMS ACHs can be entered during this time, we wanted to alert you well in advance so you can have your necessary payments done by Friday, May 4th.. More information on the potential impact of this is outlined in details below.

2018 Financial Archive Project

Our objective for this year's Financial Archive project is to archive financial data, up to and including June 31, 2014 (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.

We will run the archive programs following the batch cycle on Friday, May 4th.  SFMA will not be available for transaction entry through Monday, May 7th.  A delay in the normal ACH processing will only occur if we are unable to run a batch cycle on Monday, May 7th.  If there is a delay in the batch cycle, SFMS will send additional information for making emergency payments.  Some examples of the normal processing times for ACH transactions are shown below:

ACH Written Date

Clearance Date

Wednesday, May 2, 2018

Friday, May 4, 2018

Thursday, May 3, 2018

Monday, May 7, 2018

Friday, May 4, 2018

Tuesday, May 8, 2018

Any agency interface files received after the batch cycle on Friday, May 4th will be held until the financial archive verification 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 (530 screen) will be closed.

We will be monitoring the archive's progress, and will send out an update Monday, May 7th.  If we can bring the system up sooner than Tuesday, May 8th, we will send the notice out on SFMS News.

SFMA On-Line Screens

The following screens will be altered to read "NO RECORD FOUND OR FINANCIAL DATA ARCHIVED AS OF 06/31/2014 (MONTH 13)":

  *   61     Agency Budget Financial Inquiry
  *   62     Appropriation Financial Inquiry
  *   63     Cash Control Financial Inquiry
  *   66     Grant Financial Inquiry
  *   69     Agency/Fund Record Inquiry
  *   80     Project Financial Inquiry
  *   86     Document Transaction Inquiry

SFMA Reports

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

Capital Construction

We will archive Capital Construction data consistent with our last archive in 2017.  Capital Construction is determined by the Appropriated Fund.  (If the third digit of the Appropriated Fund is a "2," it is Capital Construction.)

Appropriated Fund

Title

3020

Other Funds Capital Construction

4020

Lottery Funds Capital Construction

6020

Federal Funds Capital Construction

8020

General Fund Capital Construction

We have set up a profile for each agency that has Capital Construction based on the Effective End Date of the oldest CC appropriation.  Please keep in mind that only one profile was set up for each Capital Construction agency.  The profile indicates the agency number, the first AY to retain and the range of FY's to retain.  All subsequent Capital Construction data will be retained.  The list of Capital Construction profiles was sent on SFMS News on March 6, 2018.

The Financial Tables are listed below with the archive requirements:

Accounting Event (AE)

No Accounting Event records will be archived.

Inactive Accounting Event (IAE)