To: Heads of State Agencies and Human Resource Directors

Subject: GFS Conversion-Related Changes

Issue Date: May 1, 1996

As described in General Circular No. 001224, the Division of Administration is planning to implement a new statewide accounting system, GFS (Government Financial Accounting System), which will replace the existing FACS system. Because some of the data in this system is also recorded in the statewide AM45 Position Control and CS02 Personnel systems, they, too, will have to be updated. The effective date of the ISIS/GFS implementation is Monday, June 17, 1996, the first day of the first pay period in fiscal year 1996-'97.

The automated conversion of AM45PC and CS02 data to GFS standards is scheduled for Saturday, June 15, 1996. In preparing for this conversion, the Division has determined that a preliminary streamlining of both the AM45PC and CS02 databases is necessary. This effort will be fully automated and will affect all state agencies. These actions will provide the Division with some of the additional space it is seeking and have the least impact on agencies using the systems. Information regarding related changes is provided below.

Deletion of Agency/Division/Unit Numbers Inactive More Than One Year

On May 10, 1996, all agency/division/unit records inactive one year or more will be deleted from the reference files used by both AM45PC and CS02. Any agency desiring a list of its division/unit numbers may request such a report at any time from the Data Systems Support Section (DSSS), 504-342-8285 or LINC 421-8285.

Abolishment of Positions Vacant More Than Two Years

On May 24, 1996, all positions vacant two or more years as of that date will be abolished in AM45PC. SF-20's will be generated, and the abolished position data will be available for on-line viewing in AM45PC for the standard two-year period. This abolishment encompasses all such vacant positions, regardless of funding, classified or unclassified status, or agency to which assigned. Agencies desiring help in identifying which of their vacant positions are designated for abolishment may contact the Support Section and request a copy of the "Aged Vacant Positions" report.

Personnel Actions Effective 06/17/96 or Later
All actions effective June 17, 1996 or later must reflect the new GFS Cost Center (Division) number for affected agencies. The Department of Civil Service is asking that agencies participating in the ISIS/GFS conversion not enter into CS02, or submit to this department, any personnel actions with an effective date of 06/17/96 or later. Entry of such actions will result in the record failing to be converted on June 15. If such an action has been entered, the agency will have to submit two SF-1s, one for the GFS Cost Center (Division) Conversion, and one correcting the original action and reflecting the new division number.

Preliminary Reports of Conversion Errors

The week of May 20, 1996, this department will provide each affected agency with preliminary reports of its personnel and position records which will not be converted automatically unless corrected prior to June 14. The reports will indicate the problem(s) with each record and instructions for correcting it.

Questions regarding these changes may be directed to the Support Section at 504-342-8285 or LINC 421-8285. Questions regarding specific information on changes in cost center and salary object data may be directed to Division of Administration staff members assigned to the GFS development team at 504-342-0900 or LINC 421-0900.

Sincerely,

Herbert L. Sumrall
Director