SFS Key Stakeholder Meeting

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Statewide Financial System (SFS). SFS Key Stakeholder Meeting. Tuesday, March 15, 2011. Agenda. Phase 1 Agency Update Mid-Year Conversion Approach Confirmed Testing Role Mapping Governance Process Release 2B Security Update Reporting Inquiry Tool Access - PowerPoint PPT Presentation

Transcript of SFS Key Stakeholder Meeting

Key Stakeholder Meeting Presentation_20110125Deployment
Phase 1 Agency Update
Seven Future Phase agencies will now be included in Phase 1 Go-Live:
Council on the Arts (ART)
Office of Children and Family Services (OCFS)
Department of Motor Vehicles (DMV)
Office of Alcoholism and Substance Abuse Services (OASAS)
Office of Mental Health (OMH)
Office for People with Developmental Disabilities (OPWDD)
Workers’ Compensation Board (WCB)
Agency accepts PeopleSoft-delivered functionality
Agency is committed to supporting transition to Phase 1 including a designated project manager
Business process alignment and optimization
Commitment to the adoption of the centralized business model
Cost avoidance
March 15, 1:00 – 4:00 PM, Training Room D
New Phase 1 Agency Impact Assessment Session – Budget
March 17, 9:00 AM – 12:00 PM, Training Room D
New Phase 1 Agency Impact Assessment Session – General Ledger
March 17, 1:00 – 4:00 PM, Training Room D
New Phase 1 Agency Task List Workshop
March 18, 9:00 AM – 12:00 PM, Training Room D
Michael McDermott
Mid-Year Conversion Decision
3 options were defined and vetted with OSC, DOB, Phase 1 Agency Representatives and Future Phase Agency Representatives
Mid-Year Conversion Approach Confirmed:
CAS (Central Accounting System) and GLS (General Ledger System) will be closed as of September 30, 2011
A new 6-month year in SFS will begin on October 1, 2011
All data will be converted on October 1, 2011, similar to the conversion process that was planned for April 1, 2011
Reporting will be required out of both CAS and SFS for 6 months until the next fiscal year starts on April 1, 2012
The SFS Program will add YTD to the Conversion Program, in tandem with retaining the Life- to-Date amounts
Suzette Baker
Cycle 1 – 2/8 through April timeframe
Cycle 2 – April through June timeframe
Cycle 3 – Late summer
April through August timeframe
Communication will be distributed the week of March 28 regarding the start of E2E Cycle 2 and UAT Online
Terry Anderson
Currently processing files for 4 agencies; other agencies pending
Have addressed various defects discovered as part of initial testing
Compiled some FAQs to help avoid common startup issues experienced by the 4 initial agencies
Have successfully processed budgets, contracts, purchase orders, vouchers
E2E Cycle 1 to continue through April timeframe
Each Agency should determine schedule for participating with E2E Bulkload Testing
Terry Anderson
UAT Online Basics
This is not Training
UAT Online Preparation Activities
Online test scripts drafted
Terry Anderson
UAT Online Logistics
Attendance at any test session limited to 1 representative per GLBU for most agencies
Exceptions will be made at the discretion of the SFS Program
Hosted agencies can elect to have their host agency send an additional attendee on their behalf
SFS will request that Agency sign-up for specific topic areas and identify participants for each
Agencies will be able to test the functions to which they are role-mapped (i.e. they can only test the functions in the system they are using)
Beginning of April:
Role Mapping Updates – Production
For COA Profile and new Vendor request only, Agency Security Coordinators will request changes to user access to the production system through the SFS Helpdesk ( Helpdesk@sfs.ny.gov )
Working to set up web-based access for Agency Security Coordinators to request changes; will roll this out to the Security Coordinators when ready
Deb Best
Deb Best - Users in Test Environments:
SFS has collected user and role information from all agencies via Excel sheets and will use this information to load the UAT environment
SFS will assess the segregation of duties related to the roles assigned to users
SFS will re-distribute the user role mapping sheets to agencies in July to allow for updates based on the assessment, new users, and any role changes that result from knowledge gained during testing and training
Release 2B Security Update
Agency user credentials process for Release 2B (Vendor Add and Cost Center Maintenance roles):
Agency User IDs and passwords will be sent out separately to SFS Security Coordinators in encrypted format (passwords for encrypted files will be sent in a separate e-mail to Security Coordinators)
Agency User IDs and passwords will be sent starting March 25
Communication sent last week to SFS Security Coordinators and Agency Coordinators outlining distribution instructions
Deb Best
A single Vendor-Designated SFS Security Administrator will receive an SFS registration e-mail from OSC’s VMU ( VMU@osc.state.ny.us )
All additional SFS vendor user credentials must be generated and managed by this Vendor SFS Security Administrator
All Vendor users will be able to reset their passwords online
Deb Best
363 custom reports
162 delivered reports
Team is assessing impact of providing inquiry access to future phase agencies
Meet the need currently provided by CAS inquiry screens
Will reduce the number of reports required
Establish reporting workgroups
Review / identify reports no longer needed
Kickoff meeting to be scheduled for mid-April
Ruth Ella George
Ruth Ella George
The following modules will be opened to All Agencies:
Budget Journals
Open Issue:
Social Security Number is currently used for travel and expense transactions between agencies and CAS.
In the future, SFS will send PayServ’s Employee Id to PayServ for T&E payment transactions.
SFS will build a mapping table so that Future Phase agencies can continue to submit Social Security Numbers via bulkload.
Budget Transfers
Budget Journals
Budget Journal Module
Ruth Ella George
Taxable expenditures will be interfaced to PayServ to be recorded on employee W2s
Agencies will be responsible for sending taxable expenditures to PayServ to be recorded on W2s
Agencies can continue to process credit card items along with employee reimbursable items to facilitate reconciliation
Agencies will only be allowed to submit the Net amount to be paid to an employee
Travel Authorization functionality to obtain approval prior to travel
Obtain travel approvals through e-mails or paper based system
Document attachment capability can facilitate Agency approval processes
Documentation is manually attached to expense reports or maintained in Agency’s storage space
Statewide Financial System
Automatically validates per diem amounts and lodging rates maintained centrally in the SFS
Manually validate per diem amounts and lodging rates or maintain in Agency system
Record and report on DOB approval for Travel Authorizations and Expense Reports
Continue tracking and reporting DOB approvals using current process
Users receiving ACH payments will have inquiry capability to review payments and expense history
Employees continue to contact travel unit for payment information
Statewide Financial System
Communications Liaison:
Workforce Readiness Liaison:
Establishes user groups
Deb Best/Teresa Sifre
Phase 1 Leading Change Workshop (make-up session in May)
Provide tools and resources to help the AIT prepare for “Go-Live”
Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your Agency
Monthly follow-up calls/workshops to support action plans
Future Phase Leading Change Workshop (in May)
Provide tools and resources to help the AIT prepare for “Go-Live”
Identify Communications, Workforce Readiness and ImpleMentor team members
Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your agency
Monthly follow-up calls/workshops to support action plans
Deb Best
Task List Update
All agency task lists must be submitted by NOON on the last day of each month
Be sure to add “one-off” tasks received during the month to full task list when received
Important to update these “one-off” tasks on Task List, not via individual e-mails to Feedback
Outstanding uncompleted COA tasks have been updated to reflect status of Not Applicable items
The updated Agency task list is located at:
Upcoming Key Stakeholder Meetings
Upcoming Key Stakeholder Meetings (generally the third Tuesday of each month):
April 19
May 17
June 21
July 19
August 16
September 20
October 18
Deb Best