March 26, 2002

MEMORANDUM NO. FSD 020025

 Governor Easley's Executive Order Number 19 has directed agencies to implement efficiencies for the current fiscal year in order to achieve spending reductions required to insure a balanced budget. Because it will be necessary for these spending reductions to be of a recurring nature, this office has been evaluating our business processes to determine if modifications can be made to effect efficiencies without jeopardizing vital information necessary for agency operations and management. Accordingly, we have made the decision to adopt new reporting schedules for selected Systemware (X/PTR) reports for the NCAS reporting. Since university reports are not generated except when information is interfaced to the NCAS, the OSCOPU (university) report schedules for those entities will remain unchanged. Revisions to the report production schedules for the P and NC23 regions will be implemented on April 8, 2002. The reports impacted by this change and the modified production schedules are detailed below.

The following X/PTR reports will be run by OSC during the nightly production cycle for the first fifteen business days of the month. This schedule provides agencies at least one full week beyond the due date to complete their previous month-end report certifications. Any agency that has not certified by the fifteenth business day will be responsible for running their own month-end reports from Information Expert's (IE's) GLPUBLIC library. Agencies that are unfamiliar with IE should contact the NCAS Helpdesk at 875-4357 to request assistance.

(Replace * with the appropriate production region indicator. For the P region, use C; for the NC23 region, use F.)

Month-end certification reports for the current month will not be generated in X/PTR until the sixteenth business day and will continue to be run by OSC through the last business day of the month. This schedule provides agencies an opportunity to prepare for that month's certification process a week before the fiscal period ends. The reports affected by this change are listed below:

(Replace * with the appropriate production region indicator. For the P region, use C; for the NC23 region, use F.)

The following IT project accounting reports will be generated only on the last business day of the week instead of daily:

(Replace * with the appropriate production region indicator. For the P region, use C; for the NC23 region, use F.)

The Balancing to Available Funds Report will be created on the last business day of the month instead of weekly. The report title in X/PTR is OSCOP* BC950-1 BC BALANCE RPTS (where * is replaced by C for the P region and F for the NC23 region).

We are also evaluating the run schedules for the following NCAS trial balances and anticipate making changes to these reports in the coming months. The OSC will notify the agencies of these changes when the evaluation has been completed.

(Replace * with the appropriate production region indicator. For the P region, use C; for the NC23 region, use F.)

For further information on the run schedule of the reports referred to above, please refer to the monthly Operations Calendars located in the NC Accounting System (SIG) Information Guide at http://www.osc.state.nc.us. As always, all of the affected reports are available from the NCAS Information Expert (IE) GLPUBLIC library and can be run at any time as needed. The NCAS Decision Support System is also updated daily and provides current budgetary balances. Agencies that are inexperienced in IE or DSS, or have questions related to these production report changes, should contact the NCAS Helpdesk at 875-4357 for more information or to request assistance. We also suggest that agencies visit the NCAS training schedule that can be found in the NC Accounting System (SIG) Information Guide for training classes on IE or DSS.

Thank you for your assistance as we all work together to ensure the State manages its operations in the most cost efficient manner.

RP/ec