Latest update includes:

 
MMARS 3.9 Upgrade News
The MMARS 3.9 Upgrade is scheduled for this weekend! MMARS 3.7 will be brought down at 2:00 PM on Friday, May 23. MMARS will be unavailable May 24 through May 26 with the 3.9 system coming up live on Tuesday, May 27.

CTR is pleased to announce a new MMARS 3.9 Navigation – Quick Reference document, available on our MMARS 3.9 Upgrade News Page. As we approach go live, we recommend reviewing this document which provides an overview of new navigation features, options, and enhancements to the user experience.

In addition to the Navigation Guide, the MMARS 3.9 Upgrade News page on the Comptroller Intranet hosts FAQs, copies of the MMARS Monday Newsletter, and slides from the Weekly Wednesday Webcasts.

20 Digit Document Identifier
Document Identifiers must be exactly 20 characters in length. When creating a document in the Document Catalog; entering a doc ID less than or greater than 20 characters will result in a Document Catalog error message: “The Document ID must be 20 characters long”.

Purge of “Draft” PC Documents
In preparation for the 3.9 MMARS upgrade, all PC encumbrances in “Draft” phase will be deleted by CTR at 2:00 PM on Friday, May 23.  To avoid creating a new PC transaction after the conversion, departments should review the document catalog for all PC encumbrances in a “Draft” Phase and, if valid, process them.  No action is required for those that are not valid since CTR will be deleting these on Friday.

All other MMARS pend transactions will be rejected by CTR after 2:00 PM on Friday, May 23 if documentation needed for approval has not been submitted to CTR. Departments will be able to access and edit these rejected transactions in MMARS 3.9 on Tuesday, May 27.

Transaction Suspension for the Upgrade
In preparation for upgrade, the following MMARS transactions cannot be created or edited starting today through Monday, May 26.  

BGCPBGTSBGCNBGCSBGRGCTPCRPO
IEITAVCCVCMUDOCFCFIFP
FXEREXWOPRRVJVC  

Interfaces
Interfaces are now disabled for VCC, VCM, CT, PC, and WO transactions. All other interfaces, along with the BIE record, must be entered by 2:00 PM Friday, May 23. After 2:00 on Friday all interfaces will be disabled until 3.9 is live on Tuesday, May 27.

Departmental Workflow
Departments using Departmental Workflow must clear their worklists of pending transactions prior to the 2:00 PM deadline on Friday, May 23. CTR will reject any pending transaction in a Departmental worklist after 2:00 PM on Friday, May 23.  Rejected transactions can be accessed and edited in MMARS 3.9 on Tuesday, May 27.

Job Aids
The upgrade to 3.9 provided an opportunity to consolidate job aids and standardize the naming conventions for more user friendly access.  Job aids will be available on the CTR Intranet once “go live” has occurred.

Daily Readiness Webcast / Call In
Join us every weekday through May 30th at 12:00 as we demonstrate transaction processing and answer your questions on MMARS 3.9.

To join, click the link below for the online meeting:

https://commonwealthofmass.centurylinkccc.com/CenturylinkWeb/MMARS

For audio, dial: 1-877-820-7831. When prompted, enter the participant passcode 862516.

There is a webcast limit of 125 attendees. If you plan on having multiple attendees, please do so from a conference room.

MMARS 3.9 Drop in Sessions
“Drop in” during any of the following dates and times to ask questions or see a demonstration of MMARS 3.9. Drop in sessions do not require registration and will be conducted at 1 Ashburton Place, 9th Floor CTR Training Room

      • Wednesday             5/28              10-11:30
      • Thursday                 5/29               2-3:30
      • Friday                     5/30              10-11:30

CIW Impact
The Commonwealth Information Warehouse (CIW) will be unavailable during the MMARS Upgrade. The CIW will open during normal business hours on Friday, May 23, 2014 at 8am and close Friday night at 11pm and not be available for querying until Tuesday, May 27, 2014 at approximately 12 noon.

There will be minimum impacts to the CIW as a result of the upgrade. Views that are impacted by the MMARS 3.9 Upgrade:

      • Views with size changes
      •  Views with columns no longer being updated

The above information is also on the CIW website: http://www.iw.state.ma.us Click on the MMARS Impact link located at the top right hand side of the page.

If you have any questions concerning these impacts, please contact the CIW Business Team at ITD-DL-CIWBUSINESSANALYSTS@MassMail.State.MA.US

 

2014/2015 Close/Open News

Presentation, Instructions, and Department Key Dates Posted
The 2014/2015 Close/Open Meeting Presentation, Instructions, and Department Key Dates have been posted to the Close/Open page of the CTR Web Portal.

FY14 Retained Revenue Accounts Edits
FY14 retained revenue accounts that had relaxed edits due to authorized legislative language have had the edits restored effective today, May 22, 2014.  If there are any questions or concerns please e-mail Kathy Sheppard and Donna Roux.

Close/Open Key Dates May 24 – 31

May 24, Saturday – May 26, Monday

      • MMARS 3.9 Upgrade/MMARS unavailable

May 27, Tuesday

      • MMARS 3.9 Live
      • New Job Aids available on the Intranet

May 29, Thursday

      • House 2 loaded for 2015
      • All FY2014 payments must reference encumbrances
      • Review closing plans for DynaCash Accounts
      • Reconcile Revenue through April using the NGA208W

May 30, Friday

      • FY2015 COA, Budgets, House 2, and departmental budgets must be validated by departments
      • LCM Rules Roll (POAA document)
      • All current POAA rules are given an end date of 6/30/2014. Departments begin to validate and submit rolled FY2015 POAA rules.
      • Departments request new FY2015 POAA rules and PALT rules.
      • FY2014 Payroll Refund Receipt Vouchers (PRRV) for any Payroll Period Ending through April paperwork due to Retirement Board.

MMARS Processing 6/1-8/31 When Two Fiscal Years and Accounting Periods Are Open
From 6/1-8/31, two fiscal years and accounting periods are open, therefore, departments are required to enter the FY and accounting period on all accounting line(s) when modifying or entering a new transaction in MMARS. If left blank when submitted, the transaction will be directed to the CTR contracts work list and will be rejected in MMARS. The reason for the rejection will be addressed in the document comments field. An email will be sent to the MMARS Liaison, instructing the department to enter the appropriate fiscal year and accounting period.  See the charts below for guidance.

If increasing or decreasing BFY2014 line(s), the accounting line set up should be:

Reserved Funding Flag

Accounting Line

BFY

Accounting Line

FY

Month

Accounting Line

Accounting Period

NO20142014June12
NO20142014July or August13

If increasing or decreasing BFY2015 line(s), the accounting line set up should be:

Reserved Funding Flag

Accounting Line

BFY

Accounting Line

FY

Month

Accounting Line

Accounting Period

NO20152015June or July1
NO20152015August2

NOTE: The event type is PR05 for the CT, PC and RPO encumbrances. For RQS, the event type is PR02. For an Open order CT, the event type is PR51

Close/Open for Beginners Training Session
If the Close/Open procedures are new to you, please register for one of the Close/Open for Beginners trainings:

      • Thursday, June 4, 9 A.M. – 12 P.M.
      • Thursday, June 12, 1 P.M. – 4 P.M.

All Close / Open for Beginner training sessions will be held in the Training Room on the 9th Floor of One Ashburton Place, Boston. Register for these sessions via the Comptroller's Training/Meeting Schedule.

If you have any questions, please contact the Comptroller Help Desk ay 617-973-2468 or by email comptroller.info@state.ma.us.

 

MMARS Unavailable Saturday , Sunday, and Memorial Day Monday
MMARS and LCM will be unavailable this upcoming long weekend, May 24-26, due to the MMARS 3.9 upgrade. The standard practice of no MMARS nightly cycle on federal bank holidays means there is no Monday night cycle.

 

Federal Grant Cycle for Week Ending May 22
The federal grants cycle for the week ending May 22, 2014 will be bypassed. Draw parameters will be extended to cover the 2 week period during the week of June 2nd.

 

Budget Re-Synchronization Complete

The quarterly re-synchronization for departmental budgets (Subsidiary Expense, Department Expense, and Department Revenue) was completed the weekend of May 17. MMARS budget structures were in-synch as of Sunday, May 18.

 

Updated Prior Appropriation Continued (PAC) Form

CTR has issued a new Prior Appropriation Continued (PAC) form for Departments to request a balance forward of funds. The new form features a Budgeting Worksheet to assist you in determining the PAC amount available.

The new PAC form must be sent via email (instructions on form) from the Department Head or Authorized Signatory, hand written forms will not be accepted via fax or regular mail.

 

Weekly Fraud Awareness and Prevention Fact - Effective Controls in Limiting Fraud Losses
American Certified Fraud Examiners (ACFE) analyzed organizations where fraud had occurred and what antifraud measures were in place at the time. They found organizations with the anti-fraud measures below saw a 45% reduction in fraud losses.

The top five effective controls in limited fraud losses

  1. Hotline.
  2. Employee Support Programs.
  3. Surprise Audits.
  4. Fraud Training for Managers/Executives.
  5. Job rotation/mandatory vacation.

To read the article and see the full list click here

If you have any questions regarding this or previous Fraud Awareness and Prevention Facts, please contact the Comptroller Help Desk at 617-973-2468 or via email at Comptroller.Info@State.MA.US. To report Fraud, Waste or Abuse, contact one of the Commonwealth’s Whistleblower Hotlines.

 

MMARS Hint of the Week - Access a Recently Viewed Document
To access a document you've recently viewed in MMARS, use the History link on the Secondary Navigation Panel. Please note that the History of documents only includes documents viewed during the current MMARS login session.

  • Click on "Home" in the primary navigation panel or close out of the document you are in.
  • From the Secondary Navigation Panel, click History.
  • A list of all documents viewed in this login session displays below the History link.
  • Click the appropriate link from the list to access the document.