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Operational Advisory
Office of Operations
Bureau of Financial Operations Support

Advisory Number: 25
Advisory Name:

Data Quality Advisory

Date Issued: 02/19/2016 Date Last Updated: 11/21/2017
Subject:
Data Quality Advisory
Guidance:
In compliance with the Data Quality guidelines in the Guide to Financial Operations Chapter III, Section 7 - Data Quality, the Office of the State Comptroller (OSC) has instructed SFS to execute the transaction clean-up activities necessary to ensure SFS data complies with these standards during December 2017.

SFS will schedule and communicate the dates for these activities. Agencies are encouraged to review transactions not yet complete and clean up transactions to meet these dates.

Agencies are asked to clean up Purchase Order transactions based on the following guidance:

  • Any Purchase Order transaction with a budget status error for 30 days or more should be resolved or deleted
  • Any Purchase Order transaction with less than $500 of a remaining balance and less than five percent of the total value remaining not utilized in the last 45 days should be closed
  • Any non-contract Purchase Order transaction that has been inactive for 12 months or more should be closed
  • Any Purchase Order transaction fully expended should be closed

Agencies are asked to clean up Travel and Expense Report transactions based on the following guidance:

  • Any Employee Expense Report which is not approved by the employee’s supervisor (with a pending or denied status) within 6 months of creation will be placed in a rejectedstatus.

Please contact the Bureau of Financial Operations Support (BFOS) with any general questions you have regarding the content of this advisory. BFOS can be reached at (518) 402-4991 or via email at Financial Operations Support (FinancialOperationsSupport@osc.state.ny.us).

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