How do I contact the State Auditor's Office Interfaces?

The SAO Technical Division is the main point of contact for WOLFS and Payroll system interfaces (setup, testing, coordination and production) and our email is: SAOInterfaces@wyo.gov

What is the deadline to have my interface processed in the WOLFS system?

Please refer to the SAO Processing Calendar for interface deadline excpetions. In order to process your interface for the current day's WOLFS payment run, we need your interface file transferred to the SAO Relay Box and your email certification no later than 1:00 pm.

What is the State Auditor's Office Interfaces?

The WOLFS and Payroll systems currently in use by SAO allow for the importing of certain types of documents from Agency systems for the efficient exchange of data with the official State-wide financial and payroll systems. Implementing a new interface from an Agency system with the WOLFS or Payroll systems requires planning and extensive testing of the new interface before an interface can be approved for production use in WOLFS or Payroll. Whether an Agency needs a new interface or simply to update an existing interface, the requirements and testing process are basically the same, although new interfaces typically require many more test iterations before approval for production is granted. The SAO will not allow an interface to run in our production system which has not been fully tested, with issues vetted and resolved, and with approval from the SAO.

What types of data can State agencies interface with the WOLFS system?

Payment requests (such as GAX and PRC documents) and internal transfers (such as IET documents) are most commonly interfaced to WOLFS from agency systems.

What types of data can State agencies interface with the HRM/Payroll system?

Employee work time and leave usage (TADJ documents) can be interfaced to Payroll from an agency time keeping system. Only pre-approved agency time keeping systems can be interfaced. Please contact SAO prior to procuring a time keeping system for your agency to determine if interfacing the data will be an option for your agency.

What is an interface certification?

For all production or test interface processing, the Agency will provide SAO an email certification request. Once the file is transferred to the SAO Relay Box, please send an the certification email with the following specific items to the SAO Technical Division email SAOInterfaces@wyo.gov (example below is for an interface with WOLFS):

Email Subject:   I##    Document Code    Short message  (ex: Interface ready for processing,
                                                                                                   Interface ready to test, etc.)
Email Body:
Agency Interface Name:   Agency Interface System
Interface Number:             I##
Document Code:               Document Code  (ex: GAX)
Interface File Name:          File name  (ex: GAXI##A.xml)
Production/Testing:           Production or Testing
 
Total Document Count:         Number of documents in interface
Total Document Amount:      Total amount of interface
Document Group/Batch/Id:   Identifier   (ex: 1st 9 chars of doc id)

Primary Agency Contact for this interface run:   name
                                                           Phone#:    phone
                                                           Email:       email
Secondary Agency Contact for this interface run: name
                                                           Phone#:      phone
                                                           Email:         email
 
I certify under the penalty of perjury, all the items included herein, are correct and just in all
respects and are approved for payment processing by the Wyoming Online Financial System 
(WOLFS).  I further certify all official records supporting the items included in this interface 
are on file in the Agency Interface System, where they will be retained for inspection by the appropriate
authorities including the State Auditor's Office and the Department of Audit's external audit firm(s).

I am going to be gone on the day of the WOLFS (or Payroll) run. Can I submit my interface file early?

Yes, as long as you transmit your interface file to the SAO Relay Box and provide the certification email request to the SAO Technical Division (SAOInterfaces@wyo.gov), we will process your interface during the next scheduled run. If you are the normal contact for the interface and you are going to be gone the day of the WOLFS (or HRM/Payroll) run, please make a note on the certification to let us know who to contact at the Agency on the day of the WOLFS (or HRM/Payroll) run, if there are problems with the interface. Please note that if there are any issues with the interface and we are unable to reach you or a contact in your agency to resolve the issue, we will be unable to process your interface in that WOLFS (or HRM/Payroll) run.

We are having an issue generating our interface file from our system. What are our options to get our Agency interface file processed today?

If you are having trouble generating your file, we may be able to assist as you work to resolve your issue. Please contact the SAO Technical Division (SAOInterfaces@wyo.gov)and let us know you are having issues with your file to advise us of your situation. Please provide your contact information. If you have an ETA for when we can expect your interface file and certification, please include the details. We will check our processing and let you know what options are available (ex: if we can give you more time for this current run). If you are unable to successfully generate your interface file, we are unable to process your interface for the current run.

We are having an issue transmitting our production interface file to the SAO Relay Box. What are our options to get our Agency interface file processed today?

If you are having trouble transmitting your interface file, please contact the SAO Technical Division (SAOInterfaces@wyo.gov) right away. We will work with you to determine an alternative method for the current interface file transmittal.

What interface file formats are supported?

All interfaces are required to use XML file format based on our specifications for tags, content, etc. as determined by the current system options and configuration.

The SAO will provide the Agency the appropriate file formats for the interface document which includes the detail fields required, format/layout and examples to the Agency based on the initial meetings. Note that each file must contain documents of one type - and cannot be a mix of document types.

At the point the Agency is working on the design of a new system or a revision to an existing system for an interface with the SAO WOLFS or Payroll systems, they should meet with the SAO to coordinate the interface process and to learn the current requirements, options and limitations. When meeting with SAO, the Agency would include their fiscal (functional, WOLFS or Payroll users) representative(s), their system (technical, project manager) representative(s) and their program specific and/or fiscal management representative(s). When meeting with the Agency, the SAO would typically include the fiscal (functional support for the WOLFS or Payroll system from the SAO Fiscal Managment Division) manager and team representative(s), the systems (SAO Technical Group) manager and team representative(s) and a the SAO Quality Assurance division who will audit the agency system prior to the interface being approved for production use.

New interfaces require an Agency (or an Agency's vendor) to develop processes, programs and/or procedures, as is appropriate and necessary to submit interface documents to be loaded and processed in WOLFS or Payroll. The required elements for interfacing with WOLFS range from setting up the fiscal data as used in the WOLFS system (ensuring proper setup of budgets, charts of accounts - COA, etc.), the technical components (generation and delivery of the electronic interface file, access to the results of a WOLFS run, etc.), and the control/approval environment (verification of interface data, delivery of the certification report to the SAO, etc.).

What is the process for setup, testing and implementation for new agency interfaces?

At the time when the Agency and SAO initially meet to discuss a new interface, the SAO will assign an interface number, if this is a new interface. Transferring of data with the SAO systems is done using secure FTP and requires the Agency to provide static IP addresses (IPs) which will be used in the transfer of the data. SAO will allow up to 3 IPs per interface to allow for multiple Agency environments (such as test, user acceptance, production). Once the Agency provides the IPs, the SAO will setup the secure FTP location for the Agency to use when transferring files with the SAO systems. The procedures to set up these secure FTP locations can take several weeks to complete and is based on the SAO hosting vendor requirements. The secure FTP location is also referred to as the SAO Relay Box.

Initial testing may be as simple as validating the file is in the correct format (either visually inspected or compared to an existing XML file using file comparison tools or SAO verifying the document count and total amounts). If the file format is correct, test files may be test loaded to check the correctness of the data with a partial WOLFS test run as a rapid verification.

Once the Agency is ready to test their interface file, the Agency will transfer the test files to the SAO Relay Box and notify the SAO Technical Group they are ready for a review of the interface file (such as to test the format of the file) and/or they are ready for a test of their interface. All notifications should be done via email to saointerfaces@wyo.gov. Please include at least the interface number and the word "Test" in the subject of all emails (e.g. "Test IXX interface"). The Agency should provide a certification request with each interface test. This will allow for the certification request to be vetted and approved during the multiple testing iterations as well. For interface tests, the certification request can be provided electronically on the SAO Relay Box and a signature is not required for test interfaces.

The SAO will attempt to complete each test within 3 business days (may vary depending on time on other priorities, schedule, etc.). If for some reason the SAO is unable to complete testing in 3 business days, the Agency contact that requested the testing will be notified. The detail results from the test will be provided back to the Agency via email. Note that some rejects may occur due to out of date data in the system test regions (e.g missing vendor customer codes, budgets, etc.). The SAO attempts to update the data in the system test environments from the production environment monthly. However, the data points could cause issues with the test results and may not include all of the changes made in the previous or current months.

What if my agency system changes or is being replaced and we have existing interface?

When the Agency makes any changes to their interface generation process, the SAO recommends testing the interface with the SAO systems. This is necessary to minimize potential risk of rejecting a high number of payment documents or being unable to process a complete interface in production.

To request a test for updates to an existing interface, the Agency will transfer the test files to the SAO Relay Box. The name of the test file should not be the same as the production file name (to minimize the risk of the incorrect file being use for this interface). Once the Agency has transferred the file to the SAO Relay Box, the Agency should notify the SAO Technical Group they are ready for a test of the interface. All notifications should be done via email to saointerfaces@wyo.gov. Please include at least the interface number and Ready to test in the subject of all emails (e.g. I## GAX Ready to test). The email should contain the name of the interface file transferred to the SAO Relay Box for testing. The Agency should provide a certification request with each interface test. This will allow for the certification request to be vetted and approved during the multiple testing iterations as well. When an interface is being tested and the agency provides a certification email, please make sure it is clearly marked test.

The SAO will attempt to complete each test within 3 business days (may vary depending on time on other priorities, schedule, etc.). If for some reason the SAO is unable to complete testing in 3 business days, the Agency contact that requested the testing will be notified. The detail results from the test will be provided back to the Agency via email. Note that some rejects may occur due to out of date data in the system test regions (e.g missing vendor customer codes, budgets, etc.). The SAO attempts to update the data in the system test environments from the production environment monthly. However, the data points could cause issues with the test results and may not include all of the changes made in the previous or current months.

How do we remove existing or allow computers, servers or users to upload our interface file to (or retrieve payment reconciliation files from) the SAO Relay Box?

Please contact the SAO Technical Division (SAOInterfaces@wyo.gov) and request the addition or deletion of the IP addresses for the particular computer/server which needs access to the SAO Relay Box to be added or removed.