[Datamart-News] 2022 SFMS Financial Archive

Tue Mar 22 09:03:34 PDT 2022

Datamart users,

As a reminder, due to the SFMS archive process (detailed below), the Datamart will also be down on Monday, April 11. The SFMS Fiscal Year 2016 data will be removed from the Datamart at this time.

Once the archive process is complete and the Datamart has been verified. The Datamart team will send an 'all clear' email, so you can start to use the Datamart again. This downtime includes standard SFMS Datamart as well as SFMS in OBIEE but does not include OSPS.

Thanks for your understanding.
Aaron Wallace

From: SFMS-News <sfms-news-bounces at omls.oregon.gov<mailto:sfms-news-bounces at omls.oregon.gov>> On Behalf Of PARK Alan * DAS via SFMS-News
Sent: Monday, March 21, 2022 10:21 AM
To: Sfms-News at Listsmart. Osl. State. or. Us (sfms-news at listsmart.osl.state.or.us<mailto:sfms-news at listsmart.osl.state.or.us>) <sfms-news at omls.oregon.gov<mailto:sfms-news at omls.oregon.gov>>
Subject: [SFMS-News] 2022 Production Region Financial Archive
Importance: High

Hello everyone,

SFMA will be unavailable for transaction processing from Saturday, April 9 through Monday, April 11. This is to allow time to process the annual Financial Archive for 2022.  Please make appropriate arrangements since no warrants or direct deposits can be entered during this time.  More information on the potential impact of this is outlined in the details below.

2022 Financial Archive Project

Our objective for this year's Financial Archive project is to archive financial data, up to and including June 31, 2018 (Month 13).  We will retain appropriate Capital Construction (CC) records consistent with the logic described under the CC 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, April 8.  SFMA will not be available for transaction entry through Monday, April 11.  A delay in the normal ACH processing will only occur if we are unable to run a batch cycle on Monday, April 11.  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, April 6, 2022
Friday, April 8, 2022
Thursday, April 7, 2022
Monday, April 11, 2022
Friday, April 8, 2022
Tuesday, April 12, 2022

Any agency interface files received after the batch cycle on Friday, April 8 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, April 11.  If we can bring the system up sooner than Tuesday, April 12, 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 06/31/2018 (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 CC, are available for the archived period; therefore, SFMA reports are not affected by the archive project.

Capital Construction

We will archive CC data consistent with our last archive in 2021.  CC is determined by the Appropriated Fund.  (If the third digit of the Appropriated Fund is a "2," it is CC.)

Appropriated Fund
Title
3020
Other Funds CC
4020
Lottery Funds CC
6020
Federal Funds CC
8020
General Fund CC

We have set up a profile for each agency that has CC based on the Effective End Date of the oldest CC appropriation.  Please keep in mind that only one profile was set up for each CC agency.  The profile indicates the agency number, the first AY to retain and the range of FY's to retain.  All subsequent CC data will be retained.  The list of CC profiles was sent on SFMS News on February 16, 2022 and is re-attached to this e-mail.

This year's Financial Archive will archive data through Fiscal Year 2018 except for protected CC records.  The tables affected by the Financial Archive are listed below.

Table
Screen
CC Records

Table
Screen
CC Records
Document Summary
11
Retained

Contract
68
Archived
Allotment (Agency Budget)
61
Retained

Agency/Fund
69
Archived
Appropriation
62
Retained

Project
80
Archived
Cash Control
63
Archived

Summary GL Document
83
Retained
Document Financial
64
Retained

Inactive Accounting Event
84
Retained
General Ledger
65
Retained

Summary General Ledger
89
Retained
Grant
66
Archived

Archived records from the following R*STARS tables are loaded to the Datamart:

R*STARS table
Datamart table name (begins with SFMSARCH)
O.B.I.E.E Subject Area
Document Financial
Arch Doc Financial
SFMS - Archived Document Financial
General Ledger
Arch GL Detail
SFMS - Archived GL Detail
Grant
Arch Grant Financial
SFMS - Archived Grant Financial
Contract
Arch Contract Financial
SFMS - Archived Contract Financial
Project
Arch Project Financial
SFMS - Archived Project Financial
Inactive Accounting Event
Arch All Acct Event
SFMS - Archived All Account Event
Summary General Ledger
Arch GL Summary
SFMS - Archived GL Summary

Financial Archive Testing and Verification

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 online 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 online transactions and requestable reports.  The majority of our work is done using logical samples.  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.

Please let me know if you have any questions.

Thank you.

Alan

Alan C. Park
Senior SFMS Analyst
DAS - Financial Business Systems
Statewide Financial Management Services
Phone 971-719-3362
New e-mail address: Alan.Park at das.oregon.gov<mailto:Alan.Park at das.oregon.gov>
http://oregon.gov/DAS/Financial/AcctgSys/Pages/Index.aspx
Data Classification: Level 2 - Limited

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