DEPARTMENT OF DEVELOPMENTAL SERVICES Page 1 of 3

Checklist: Rollover/Rollback, FY___

TASK / Responsible Person / Estimated
Time / Actual Date/Time / Notes
Scheduled Date: 1st week of June 2018
Read Technical Bulletin distributed by DDS DDS AST - Technical Bulletins and Other Transmittals
Submit State Claim & Roll Schedule to DDS AST (AST Application Instructions à ROLLOVER/ROLLBACK à Notification to AST of Rollover Express Schedule.xlsx)
Post an announcement on eBilling site regarding down time during Rollover/Rollback (If you use the new eBilling Stop Data transfer process this will not be necessary)
Update any RC specific rollover/rollback instructions with updated manual information. Updated manual will be posted with TB release on the AST website.
PRIOR TO ROLLOVER RUN Scheduled Date:
Complete Authorization Maintenance required prior to running preliminary rollover
[PSME22 Option 1]
Notify RC Staff - RE: Rollover/Rollback schedules (be sure to include all parties affected)
Scheduled Date:
Prepaids/Voids
Cash Receipts Download
Finish Manual Journal Entries
Payroll Journal Entries
Scheduled Date:
Money Management – Consumer Trust Check run
Consumer Trust Interest Posting
End of the Month Processing (Print all EOM Reports)
Payroll Journal Entries entered
Scheduled Date:
Morning
Edit/Post all Authorizations
State Claims for June
Afternoon
Run State Claims for June (Final Run) Budget Reports
ROLLOVER Scheduled Date:
Run Procedure A: Review Re-Authorization Before Final Rollover
Disable all SANDIS and UFS users' profile
Run Procedure B: Create The Rate Table for the New Year
Stop eBilling Data transfer (email AST)
Backup RCDTAHQ Library (UFS files), see Appendix D
Run Procedure C: Create Authorizations for the New Year (Final)
WINDOW PERIOD (if applicable) Scheduled Date:
Run Procedure D: Processing Requirements During The Window Period
Create and Apply Schedules [PSME27] (optional, can create after rollback)
PRELIMINARY ROLLBACK RUN Scheduled Date:
Flip Authorizations Flag N=UNPOSTED Status [PSME43 Option 3]
Stop eBilling Data transfer (email AST)
Backup RCDTAHQ Library (UFS files), see Appendix D
Run Procedure E: Preliminary Rollback – Create Year-End Closing Entries
Print Summary Trial Balance Report; and verify figures [GAMEN3 Option 3]
FINAL ROLLBACK RUN Scheduled Date:
Backup RCDTAHQ Library (UFS files), see Appendix D
Next numbers in file verification
Print Preliminary Trial Balance [GAMEN4 Option 3]
Run Procedure F: Final Rollback - Close Current Year-End General Ledger
Verify rollback is complete (monitor batch, see Appendix D)
Print Summary Trial Balance [GAMEN3 Option 3]
G/L Acct Bal for Consumer Trust Receivables manual JE
(If you have open receivables complete this step) [GAMEN2]
Database clean up - UFS files PURGE (AST Application Instructions à MISC à Purge Hints & Tips)
Restart eBilling Or Notify DDS to restart data transfer
Edit & Post Authorizations from regular Daily Transaction Menu
Enable all user profiles and send an email to everyone
POST ROLLBACK Process Scheduled Date:
Clean up of YN YY Authorizations
Check for end dates of FY19 authorizations; must be 6/30/19
Create and Apply Schedules if not done during window period
Generate Authorization Document (Print?)

May 3, 2018 Updated LS, DDS ITD