[Datamart-News] 2024 Production Region Financial Archive (reminder)

Mon Apr 8 16:20:04 PDT 2024

The archive process is complete and the SFMS Datamart is back up and running.

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

From: Datamart-News <datamart-news-bounces at omls.oregon.gov> On Behalf Of WALLACE Aaron * DAS via Datamart-News
Sent: Monday, April 1, 2024 11:04 AM
To: datamart-news at omls.oregon.gov
Subject: [Datamart-News] 2024 Production Region Financial Archive (reminder)

Just wanted to remind everyone that the SFMS Datamart will be down Monday April 8 (details below).

Aaron Wallace
Sr. Datamart Business Analyst

From: Datamart-News <datamart-news-bounces at omls.oregon.gov> On Behalf Of WALLACE Aaron * DAS via Datamart-News
Sent: Monday, March 18, 2024 11:20 AM
To: datamart-news at omls.oregon.gov
Subject: [Datamart-News] FW: 2024 Production Region Financial Archive

Datamart Users,

To coincide with the April 2024 SFMS archive, the Datamart will also be archiving.

On the weekend starting April 6, the SFMS Datamart will start the archive process. Currently, the SFMS information goes back to FY2018 (Archive Accounting Event table); however, after the archive process is complete (ending April 8), the Datamart will contain data back to FY2019.

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. I hope this advanced warning provides ample time to complete your download process.

We plan to have the SFMS Datamart down on Monday, April 8 and coming back up on April 9 (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 payroll (Workday) Datamart will continue to be up and running, during the event.

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

From: SFMS-News <sfms-news-bounces at omls.oregon.gov> On Behalf Of PARK Alan * DAS via SFMS-News
Sent: Monday, March 18, 2024 8:23 AM
To: Sfms-News at Listsmart. Osl. State. or. Us (sfms-news at listsmart.osl.state.or.us) <sfms-news at omls.oregon.gov>
Subject: [SFMS-News] 2024 Production Region Financial Archive

Hello everyone,

SFMA will be unavailable for transaction processing from Saturday, April 6 through Monday, April 8. This is to allow time to process the annual Financial Archive for 2024.  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.

2024 Financial Archive Project

Our objective for this year's Financial Archive project is to archive financial data, up to and including June 31, 2020 (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 5.  SFMA will not be available for transaction entry through Monday, April 8.  A delay in the normal ACH processing will only occur if we are unable to run a batch cycle on Monday, April 8.  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 3, 2024
Friday, April 5, 2024
Thursday, April 4, 2024
Monday, April 8, 2024
Friday, April 5, 2024
Tuesday, April 9, 2024

Any agency interface files received after the batch cycle on Friday, April 5 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 8.  If we can bring the system up sooner than Tuesday, April 9, 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 06/31/2020 (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 2023.  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 15, 2024 and is re-attached to this e-mail.

This year's Financial Archive will archive data through Fiscal Year 2020 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
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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