August CFO Meeting Minutes

State Accounting Office
CFO Meeting Agenda
Tier I - Tuesday, Aug. 18th 1:00 PM - 2:30 PM (SAO offices)
Tier II - Thursday, Aug. 20th 9:30 AM - 10:30 AM (Conference Call)

I. Welcome and Introductions

II.   Year-end Items

• Training for Fund Balance and Capital Assets forms have been completed.  There is additional training available on the SAO website.  Please note training for all forms is not available for FY09 reporting, but will be available for FY10 reporting.
• SAO is currently tracking year end forms to ensure agencies' are complying with the respective due dates. Agencies are encouraged to submit forms on time to ensure the CAFR deadline is met. (Year-end Schedule is available on the SAO website)
• Agencies that have Non-appropriated items are required to submit the form and mark "N/A" in the drop down box.  Any budget fund organizations that have other funds (Revenue Collections, etc.) and are on PeopleSoft, do not need to submit this form.  SAO will contact the agency directly if there are any questions related to fund balance.
• The process to submit post-closing adjustments in posted on SAO's website.

III.   Department of Audits

• Auditors began meeting with agencies earlier than normal this year in order to have the BCR published by Dec. 4th. 
• Agencies that have post closing entries have until Sept. 15th to submit those entries to SAO.  After Sept. 15th, agencies must contact the Audit department directly.
• Agencies that have Audit questions may contact Kristi Fuss @ (404) 651-8795.

IIII.   Communications

• Senate Bill 300:
  • Legislature passed a bill in which the Audit department is responsible for collecting data on agencies vendor payments beginning January 2010.
  • SAO and Audits are working collaboratively to produce a report in which agencies can use to validate summary information.  SAO will be providing additional guidance on the steps agencies can take to validate data loaded to the DOAA Transparency website.
  • Agencies are asked to submit (2) contact names to the Audit department:
    1. A contact person which will be posted on the website if additional information is needed.
    2. A contact person who will be responsible for verifying data on behalf of the agency.
  • Any questions regarding this process can be directed to the Audit department helpdesk or by contacting Lynn Bolden@ (404) 657-9978.

IIII.    Training

• Discussion held regarding the attendance at the Governmental Accounting courses for FY09. Agencies may contact Michele Jurkiewicz @ jurkiewicz@cviog.uga.edu for additional course information.

V. PeopleSoft

• SAO is currently establishing a 5-year roadmap plan for PeopleSoft enhancements and/or developments. The (3) areas this assessment will contain includes:
  • Deploying new agencies (No estimate on when all agencies will be implemented)
  • Exploring new PS models (i.e.Grants Management/ Billing)
  • New Functionality (i.e. Make processes more efficient/ Paperless)
• SAO is currently creating targeted User Groups to address immediate agency concerns and discuss long term goals which may require additional funding. The first meeting will be held in September.  Agencies are asked to participate accordingly.

VI. Stimulus

• Agency CFO's and Agency heads will be required to certify that the stimulus funds are being properly accounted for within the agency.
• Beginning next Wednesday, weekly "ARRA Countdown Meetings" will occur through the conclusion of the first ARRA reporting cycle in October.  Each agency's ARRA implementation team member should be participating in the meetings.
• A questionnaire was forwarded to all agency heads/CFOs which outlined the items that should be addressed in preparing for the initial reporting in October.  In addition, SAO has asked certain agency heads to make a presentation on the process in which they will use to validate data for internal controls.  A presentation template was provided to these agencies to assist in preparing for the presentation.
• SAO will be providing additional training in upcoming months.  Agencies that have additional questions may contact Paul Turner @ pturner@sao.ga.gov.

Next Meeting

" Tier I - Tuesday, Oct. 20th  1:00 PM - 2:30 PM (SAO offices)
" Tier II - Thursday, Oct. 22nd  9:30 AM - 10:30 AM (Conference Call)

LIST OF AGENCIES IN ATTENDANCE

• Dept. of Administrative Services
• Judicial Branch
• Dept. of Agriculture  
• Dept. of Juvenile Justice
• Dept. of Audits  
• Dept. of Natural Resources
• Banking and Finance  
• Pardons and Paroles
• Commissioner of Insurance  
• Dept. of Public Safety
• Georgia Bureau of Investigation  
• Public Service Commission
• Dept. of Community Health  
• Dept. of Revenue
• Dept. of Corrections  
• Secretary of State
• Dept. of Defense  
• Soil and Water Conservation
• Dept. of Driver Services  
• Jekyll Island State Park Authority
• Dept. of Early Care and Learning  
• NG RESA
• GA Finance & Investment Commission  
• SW RESA
• Office of Planning & Budget  
• Sports Hall of Fame
• Subsequent Injury Trust Fund  
• GA Lottery Corporation
• GTA  
• Georgia Forestry Commission