Messages from Tammy Sitar
March 8, 2016
The attached document provides details on upcoming GEARS training opportunities.
Broadly, the below sessions are planned and will cover areas such as:
Procure to Pay – requisitions, purchase orders, vouchers
Reporting – General Ledger and Commitment Control
Order to Cash – Revenue recordation and end of month processing
Supervisory – Worklist review and management and some reporting
Travel Policy – Review the form, policy and entry into GEARS.
*Please note, we have not scheduled any two-day OTC training sessions. If you believe there is still a need for this training for your staff, please send me an email and I will evaluate how best to satisfy your request.
Please be sure to review the training documentation carefully to ensure your registration is completed accurately and in full.
March 1, 2016
I would like to provide notification of workflow changes that will be migrated into the GEARS system very soon (probably next week).
- Express Purchase Order Approvals – This notice does not apply to District Court (DC), as their threshold for procurement approval is set at a lower amount and will remain in place. For everyone else, the current procurement policy authorizes courts and departments to procure up to $2,500 without approval from the AOC Department of Procurement, Contracts and Grants Administration (DPCGA). This change simply modifies the current online GEARS approval process for Express Purchase Orders to align with the existing policy. In doing so, the GEARS team will be removing the current system requirement for local court/department approval for those Express PO’s under the $2,500 threshold. For any Express PO > $2,500, the PO will route to the same local approver based on your PCA which exist currently for vouchers and then it will route to DPCGA for approval.
The quantity of these PO’s, > $2,500, requiring approval should be low and should really only be related to the listing of Judiciary blanket PO’s/state contracts in which Express PO’s are required. In most cases, the orders are not going to be over the $2,500 threshold. If not associated with a state blanket PO or contract as found on the list, then the user must initiate the procurement process with an eProcurement requisition, not an Express PO.
- General Ledger Journal Entry (GLJE) Approvals – This notice does not apply to the local District Court staff, as the journal entry functionality is not initiated by these users, but would apply to District Court Headquarters (DCHQ), as well as all others. For everyone, but local DC staff, this change will modify the GEARS approval process for GLJE’s to now require GEARS online approval, before completion of the journal process. For all GLJE’s, the journal will route to the same local approver based on your PCA which exist currently for vouchers and then it will route to DBF for approval.
- Commitment Control Budget Journal Approvals – This notice only applies to DCHQ and DBF staff, as they are the only users performing this function. This change will modify the GEARS approval process for budget journals to now require GEARS online approval, before completion of the journal process. All manually entered budget journals will route to the DBF Unit Director of Budget, as well as the DBF Director and Deputy Director, for approval before completion of the journal process. Once approved, the journal will then need to be posted.
- Category Update for JIS Workflow – This notice does not apply to the District Court. This change will modify the GEARS approval process for requisitions that utilize certain accounts, 0858, 0930, 1031 and 1131. Previously, JJIS categories existed specifically for charges to these services that initiated routing to JIS for approval. However, with the change in July to restructure all of the categories to align with Judiciary account numbers, these JIS categories were not being utilized correctly. To remedy this, the GEARS team added the correct JIS routing to the required account categories. Please be aware that all requisitions using accounts, 0858, 0930, 1031 and 1131 will now include a routing to JIS for approval.
All existing Tip Sheets, FAQ’s, and flowcharts have been revised and are in the process of being updated on our website. This action should be completed in the AM.
Please be sure to contact the help desk if you should have any questions, issues or if you believe the notices for approval should route to a different person.
Tammy Sitar, CPA
Deputy Director Budget and Finance
GEARS, Project Director
580 Taylor Avenue, Bldg A-4
Annapolis, MD 21401