Finance Enterprise for Spotsylvania County

THIS WEBSITE IS STILL BEING DEVELOPED
More resources will be provided as available

Welcome.  Finance Enterprise is the new financial system for Spotsylvania County. There will be a phased roll out of the system beginning with the General Ledger, Accounts Payable, Purchasing, and new utilities and features such as customized workspaces, automated workflows, and improved reporting and dashboard snapshots.

  • Now is the time to test the system. After receiving training, login to the system and practice entering purchase requests, and submitting invoices for payment. If you have more advanced tasks, the Finance Enterprise system administrator will provide you with additional permissions to test functions relevant to your role. Link to Finance Enterprise: https://sconetestjob.spotsylvania.va.us/Test
  • Getting Started. Take a moment to review the known issues list. During testing and custom development, there are some errors that are in the process of being corrected. If you find an error not listed, send a brief description with a screen capture if possible to the following e-mail address: [email protected]


Roadmap:

Department Testing 

Ongoing for different departments 

  • Meeting - Transaction Overview
    • Participants:
      • Department Decision Makers
      • Accounting
      • Accounts Payable
      • Procurement
      • Finance Systems
    • Topics:
      • Review transactions
      • Decide on users to start testing/approving for department
    • End-Goal
      • Finance Systems Office will setup and assign user’s security
      • Basic understanding of how to handle any unique situations for department’s transactions – (such as whether to use a Purchase Request or an Invoice)
  • Training
  • Assignment – Department Users - Login
    • Participants:
      • Department Users
    • Topics:
      • Make sure you can log into Finance Enterprise Test
      • Delete Notification on Test
    • End Goal:
      • Successfully Log into Finance Enterprise before any training
      • Decide if additional training is necessary
  • Training
    • Participants:
      • Department Users
    • Topics:
    • Learning Course Finance Enterprise Part 2
      • Uniform Chart of Accounts
      • P2P
      • Workflow and Approvals
      • Entry Screens
      • Inquiry Screens
      • Purchase Requests
    • End Goal:
      • Be able to Enter a Purchase Request
  • Assignment - Create a Purchase Request
    • Participants:
      • Department Users - PR Creators
      • Department Users - PR Approvers
    • Topics:
      • Create a Purchase Request and get it fully approved
    • End Goal:
      • Familiarize users with entry/approval of a purchase request
      • Test for any bugs
      • Provide feedback on training/guides
  • Training
    • Participants:
      • Department Users
    • Topics:
    • Learning Course Finance Enterprise Part 3
      • Reports and Utilities
      • Invoices
    • End Goal:
      • Be able to Enter a Direct Pay Invoice or Extract an invoice from a PO
  • Assignment - Create a Direct Pay Invoice & Extract an Invoice from a PO
    • Participants:
      • Department Users - AP Creators
      • Department Users - AP Approvers
    • Topics:
      • Create a direct pay invoice in the test environment and get it fully approved
      • Extract an purchase request into an invoice and get it fully approved
    • End Goal:
      • Familiarize users with entry/approval of a Invoices
      • Test for any bugs
      • Provide feedback on training/guides
  • Training
    • Participants:
      • Department Users
    • Topics:
    • Learning Course Finance Enterprise Part 4
      • PO Maintenance
        • Change Orders
        • Close/Cancel
        • Reopen
    • End Goal:
      • Be able to maintain your encumbrances in Finance Enterprise
  • Assignment - 1 Change Order & Cancel 1 PO.
    • Participants:
      • Department Users - PR Creators
      • Department Users - PR Approvers
    • Topics:
      • Create and get fully approved 1 change order
      • Cancel 1 PO
    • End Goal:
      • Familiarize users with PO/Encumbrance Maintenance
      • Test for any bugs
      • Provide feedback on training/guides
  • Training
    • Participants:
      • Select Departments
    • Topics:
    • Learning Course Finance Enterprise Part 5
      • Advanced Purchase Requests
        • Blanket PO
        • RFP
        • IFB
    • End Goal:
      • Be able to create advanced POs if your division will use them
  • Assignment - 1 Blanket PO & 1 PO against the blanket
    • Participants:
      • Select Department Users - PR Creators
      • Select Department Users - PR Approvers
    • Topics:
      • Create and get fully approved 1 Blanket Order
      • Create and get fully approved 1 PO against a Blanket
    • End Goal:
      • Familiarize users with Blanket POs
      • Test for any bugs
      • Provide feedback on training/guides
  • Training
    • Participants:
      • Select Departments
    • Topics:
      • Credit Card Upload Process
    • End Goal:
      • Be able to download and code your credit card statements

All Department Training

  • Meeting\Training
    • Participants:
      • All Users
        • Refresh Training for any Users who’ve already been in the system
        • Training for any Users who were not part of previous testing
      • Finance Systems Office
      • AP/Procurement (On-Call)
    • Topics:
      • Multiple training session will be available for all users. Departments do not need to attend together
        • Basics
        • Accounts Payable
        • Procurement
      • Limited in person training and/or remotely
    • End Goal:
      • All users who need to access the system will be trained and ready to take on their new assignments in Finance Enterprise
  • Assignment – Parallel Material Gathering
    • Participants:
      • Accounts Payable
      • Procurement
    • Topics:
      • Gathering a week of Invoices/PR’s to be entered by the department users.
    • End Goal:
      • Each department will have the material needed to run a parallel
  • Assignment – Parallel Testing
    • Participants:
      • Department Users
    • Topics:
      • Each department will be responsible for entering the invoice/PR’s given to them and have them fully approved and ready to be paid within 1 week
    • End Goal:
      • A fake check run will be ran in Finance Enterprise and compared to H.T.E.

GO-LIVE TBD 2022



Contacts:

General Inquiries
[email protected]

Security/Workflow/Reports/Bugs
Nick Sotier
Finance System Admin
[email protected]

Budget/Project Accounts 
Bonnie Jewell
Assistant County Administrator/CFO
[email protected]

General Ledger
Eric Slivka
Controller
[email protected]

Accounts Payable
Rebecca Kitta
Accounting Supervisor, Finance
[email protected]

Procurement
Toni Vaughan
Procurement Division Administrator
[email protected]

Fixed Assets
Adam Rollyson
Senior Accountant
[email protected]


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Go to Finance Enterprise Production

http://sconejob.spotsylvania.va.us/Production/


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Go to Finance Enterprise Test

http://sconetestjob.spotsylvania.va.us/Test/