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AUGUST SHARE BULLETIN RELEASED



Read our SHARE Bulletins to have the latest SHARE FIN 9.2 updates. Find a copy of the latest version here: SHARE Bulletin – August 2018

To read previous SHARE Bulletins, access the SHARE Collaboration Center’s Latest Publications.






JUNE SHARE BULLETIN RELEASED



Read our SHARE Bulletins to have the latest SHARE 9.2 updates. Find a copy of the latest version here: SHARE Bulletin – June 2018

To read previous SHARE Bulletins, access the SHARE Collaboration Center’s Latest Publications.






SHARE RECRUITING FAQS


With the SHARE Recruiting module, state employees have an internal careers site, a streamlined end-to-end recruiting process, a centralized location for HR data, enhanced reporting and analytics, and the ability to add electronic attachments to a job opening request.


Frequently Asked Questions (FAQ)






PHASE ONE OF THE STATE'S ANNUAL SUPPLIER INACTIVATION PROCESS


With completion of the SHARE Upgrade and issuance of the 2017 IRS 1099 Miscellaneous Income Statements to effected suppliers, DFA and DoIT proceeded with phase one of the annual supplier inactivation process this evening. As you may know, the state follows an industry best practice of inactivating suppliers that have not been used during past 24 months. This is an important control as it removes suppliers no longer engaged in state business from the active database, preventing potential misuse. It also recognizes that physical addresses, banking information and tax data can change over time. Inactivation prevents errors related to outdated information. Since this process was not performed in 2017, we needed to address two years of inactivity; suppliers not used since 2014 and those not used since 2015.


We expected to inactivate 7,298 suppliers not used since December 31, 2014, however there were a number of old open documents tied to some of these supplied that prevent the process from running to completion. As a result, 156 suppliers that should have been inactivated during the process remain open. These will be addressed using an alternate approach. However, this does highlight the need for agencies to remain vigilant in closing requisitions, purchase orders and other procurement related documents when activity is complete to prevent this from happening in the future and more importantly to keep SHARE in tip top shape.

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The second phase of the inactivation process, which addresses suppliers last used in 2015, will be performed during the third quarter when we expect to inactivate 7,600 suppliers. A worksheet listing those suppliers addressed during the process is linked below.


NMS Automated Inactive Vendors Spreadsheet






DID YOU KNOW?



DID YOU KNOW YOU CAN PROVIDE ADDITIONAL USABLE INFORMATION TO SUPPLIERS THROUGH THE MESSAGE FIELD WHEN MAKING PAYMENTS?


SHARE 9.2 provides users with functionality to transmit up to 80 characters of data within the bank addenda for electronic payments with similar information being printed on ACH and Check payment advices. This data is sourced from two different fields within the voucher. First, up to 30 characters come from the “Invoice Number” field. The suppliers invoice number is a key and critical identifying link between the suppliers billing and the agency’s payment. Additionally, the remaining 80 available charterers come from the message field that is located on the payments tab under the payment option section of the voucher. The message field provides the users a means to communicate in a textual format information concerning the payment. A best practice is to identify the agency sending the payment, what the payment is for, a contact name and a contact number; in case there are questions. Current only 45% of the agencies are making use of this powerful communication functionality.


The screenshot below is a recent payment made to Wells Fargo by DFA. All of the following information is available to the supplier in the event they have questions.



Message Field