Marion County-1 Category 6 Oracle General Ledger Tasks

6/14/01
MC1 11i Cat6 GL Step 1 Preserve GL account combinations affected by the Segment Value
Inheritance program.

E-mail concerning Step 1

>>> Nancy Flynne 06/13 4:07 PM >>>
Now that the problem has been fixed with GL_ACCOUNT, we can move ahead with the remaining
Category 6 items for GL.

I would like to complete these items this week. Are you available Thursday morning? The earlier we
start the better. Is 8:30 okay on your schedule?
>>> EARL HORTON 06/13 4:15 PM >>>
IT IS A PROCESS OF GOING INTO THE ACCOUNT COMBINATION SCREEN AND MARKING A BOX. SINCE IT
IS A ONE PERSON TASK AND A NO BRAINER AT THAT, KRISTY HAS ALREADY STARTED THE MARKING
PROCESS. IT REQUIRES HER TO MARK OVER 50,000 CODE COMBINATION RECORDS. WE FIGURED IT
WOULD BE A WASTE OF YOUR TIME TO SIT HERE AND WATCH HER MARK THAT MANY RECORDS. I
BELIEVE THAT IS THE ONLY TASK WE HAVE TO DO FOR GL.

(PSB notes)
>>> Nancy Flynne 06/13 4:58 PM >>>
If I understand you correctly...
(PSB notes)

For GL, in Category 6:

I am not clear which step your e-mail refers to for GL.
My notes show we will do the following steps. Please indicate if any of them are completed and any
notes we may want to add to our documentation, so we have them for the next go-round on Mig11im.
Step 1: Kristy, Earl --- Preserve GL accts...Segment Value Inheritance program
Step 2: Kristy, Fred, Earl --- Ensure account segment values use correct acct type
Step 6: Kristy --- Review AutoPost criteria
Step 8: Kristy --- Verify program submission parameters for mass funds...
Step 9: Kristy --- Set function security for journal posting and reversing functions
Step 11: Kristy --- Set up intercompany balancing
Step 13: DBA
Step 14: Ken
Step 15: Ken

Sorry to make this such a long message, but I really want to get this right for you folks, and very soon.
I will leave my morning open tomorrow, Thursday, if you want me to help with anything in Category 6.

Thanks much.
Nancy
E-mail from Earl on 6/14/01 -- selected only parts referring to GL
(PSB notes)

In the GL, I was talking about step1 perserving the account code combinations. I forgot about steps 6,
8, 9 and 11. Step 2 is done.

1) Kristy Komes was working her way through the updates to the 41,239 account code combinations,
to update the Preserve box. She had completed the Owners Equity and Expense accounts.
When she went into the application the next day, the updates were not there. Kristy performed a
test. She updated a screenful of rows (approximately 8), saved her work, logged out of the
application, logged back in. Of the 8 rows updated, Kristy found that only two were saved.

2) Opened a TAR with Oracle: 1620344.999.

See: Step1 TAR - 1620344.999.doc

E-mails between Kristy and me:

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 Marion County-1 Category 6 Oracle General Ledger Tasks

June 18, 2001

I opened a TAR on the problem you are having with this Upgrade step. The TAR# is 1620344.999.

Oracle Support has a question for you:

Is the customer seeing Fund balances account types and not Owner Equity account types and budgetary DR and CR?

I do not know what you are seeing, so if you can answer their question ASAP, that would be great.

Thanks.
Nancy

June 18.2001
We are currently seeing Owner's Equity, Assets, Liabilities, Revenues, and Expenses. The fund
balance is showing in Owner's Equity. We can not see the Budgetary Dr and Cr.

Thanks,
Kristy

>>> Kristy Komes 06/25 8:28 AM >>>

Any updates yet?

Kristy

June 25,2001
Thanks for asking. I do have some questions for you. I need to gather some infomation for Oracle on
this problem.

First of all, are you having to update all 41,329 code combinations? Individually? If so, what is the
reason behind this task?

Second, I need to repeat the steps you took to update the 'Preserved' flag.
I believe the path is:General Ledger Super User responsibility --> Setup --> Accounts -->
Combinations. Correct?

I will need to duplicate the update you made. If I understood you correctly, you had a screenful of
code combinations displayed, updated the 'Preserved' flag of those rows that are 'Enabled', then
Saved your work.
If you would let me know some code combinations where I can repeat your steps, I will try to make it
do the same thing.

I have a FIMS meeting at 2:00 pm today. I would like to take the results of this test to that meeting for
discussion. So, I would greatly appreciate it if you would get me the info ASAP,
If you need clarification, please give me a call.
Thanks.
Nancy

June 25, 2001

Yes, I do have to do all 41,329 because we want to only preserve the combinations which we are
currently using. The path you wrote was correct. Some of the combinations are 190-25100402-
60542-000; 190-25300500-60542-000; 190-190-25200527-60510-000 all of the combinations are
expenses. If you have any other questions let me know.

Kristy

While waiting for Oracle Support response, I worked with Kristy to try to reproduce the error. I ran a
test using two of the code combinations from the above e-mail. Checked all rows; update successful.
Called Kristy to have her step me through the process she used. Did not have the numbers written
down; I called off the number and Kristy verified it as being on her list to Preserve. When we went
back in to verify, the rows did not appear in the same order as when we updated. Had to jump around
to verify. Decided to test again, writing down the numbers, so we would be able to verify those
specific rows. Told Kristy I would get back to her when my test was complete.

Continue with e-mails

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 Marion County-1 Category 6 Oracle General Ledger Tasks

>> Nancy Flynne 06/28 12:09 PM >>>

I checked the nine code combinations we used as a test. They all show that the 'Preserve' box is
checked.

When I went to check our work, I closed the forms until I got back to the main menu for the General
Ledger Super User responsibility. Then I went back to the screen where we updated the nine rows and
there I checked each code combination individually.

As a second check, I completely logged out of the application, and then logged back in. With the GL
Super User responsibility, I went to our screen again, and individually check the code combinations we
used in our test.

I am not seeing the same problem you were. Would you please update another screenful or two,
writing down the code combinations you updated? Then go out to the main menu, go back in and
check the test code combinations individually. Let me know if the problem is still happening.

Thanks.
Nancy

>>> Kristy Komes 06/28 1:45 PM >>>

I checked about 9 boxes prior to going to lunch. Logged all the way out of Oracle. Returning from
lunch logged back in and all the boxes are still checked. Hopefully it's fixed.
June 28,2001 5:03 pm

Thanks for getting back to me with the wonderful news.

As you carry on with the 'Preserve' project (Cat. 6 GL Step 1), you might want to check every half-hour
to an hour to be sure the rows are still being saved with the 'Preserve' box checked.

Call me if you have any more problems.

Nancy

Closed TAR.

2) Reviewed process with Marie, Kristy, and Earl. E-mails attached.

July 2, 2001

Marie and I were reviewing the 11i migratoin steps for General Ledger in Category 6. We were
wondering how long it takes to go through and update the 41,239 account code
combinations individually that are part of Step 1.

I believe you said that you had to actually check if each code combination was valid. If invalid, you
uncheck the 'Enable' box and leave the 'Preserve' box unchecked. If the code combination is valid,
you are then checking the 'Preserve' box. Is that correct?

Do you know how many of the code combinations are invalid and need that 'Enable' box
unchecked?

Our concern is the length of time it takes to perform the updates. These tasks have to be done two or
three more times between now and the actual implementation of 11i. The goal is to get the whole
migration process down to a long weekend. If just this one step takes several days, we need to look at
alternatives.

One possibilitity, if there are not too many code combinations that are invalid, is to get Oracle to write
a script that would check all the 'Preserve' boxes. Then, you could go in and update only the invalid
ones, by unchecking the 'Enable' and 'Preserve' boxes.

Give me a call if you have any questions or need clarification.

Thanks.
Nancy

Response from Kristy 7/2/2001

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 Marion County-1 Category 6 Oracle General Ledger Tasks

The whole process will take several days to complete. I don't believe there are that many that we will
need to enable so if Oracle can do something to allow it to check all of the preserved and only have to
uncheck the ones which are disable that would be great. I will then go through and write a list of all
the enable cost centers from this process. Let me know.

Thanks

>>> Kristy Komes 07/02 1:48 PM >>>

Do you know what the time frame is for needing to have all of those little boxes checked. I need to
know how to "prioritize" the millions of things to do.
Thanks

July 2, 2001 4:44pm

You should try to complete all the Category 6 steps as soon as possible. You and Earl have steps 1, 6,
8, 9, and 11.

I just got off the phone with Earl a few minutes ago. Tomorrow, Tuesday, I will do some more research
on these outstanding steps, and then I will get with you and Earl on what I've found. Hopefully, if I do
some of the background work, your decisions will be easier and faster.

I'll talk to you tomorrow.

Thanks.
Nancy

3) Additional work on Cat 6 for GL:

7/3/2001 Reviewed Category 6 Steps. Researched Users Guide for additional information. Sent info
to Earl and Kristy.

7/9/2001 Called Kristy to confirm that she and Earl got the info I sent. Good possibility that they will
not need to continue with Step 1. Users Guide documentation indicates that this is only necessary if
County intends to use the Segment Value Inheritance program in 11i. Bob will follow up on this
item, since a developer is not needed.

During the discussion, Kristy indicated that the problem she had with updating the code combinations
was actually her misunderstanding what she was seeing when she went back into the application.
Because the sort order was different each time she logged in, the display of the code combinations
was not necessarily the ones she had just updated. Because some of these items did not have the
Preserve flag checked, she thought the updates were not taking place. When we wrote down the
specific code combinations in our tests, and checked to see if they were updated, she saw that the
updates were taking place. This issue was really just a user error.

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