SFS Key Stakeholder Meeting

Statewide Financial System

SFS Key Stakeholder MeetingSFS Key Stakeholder MeetingSFS Key Stakeholder MeetingSFS Key Stakeholder Meeting

Tuesday, March 15, 2011Tuesday, March 15, 2011

Statewide Financial System (SFS)Statewide Financial System (SFS)

Statewide Financial System2

Agenda Phase 1 Agency Update

Mid-Year Conversion Approach Confirmed

Testing

Role Mapping Governance Process

Release 2B Security Update

Reporting Inquiry Tool Access

Additional Modules Open to Future Phase Agencies

Deployment

Upcoming Meetings

Q&A


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)



Selected after thorough due-diligence process:

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

Retirement of legacy system



Next steps:

New Phase 1 Agency Kickoff

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


Mid-Year Conversion Approach Confirmed


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


Testing


Testing SummaryEnd-to End (E2E) Bulkload Testing

Cycle 1 – 2/8 through April timeframe

Cycle 2 – April through June timeframe

Cycle 3 – Late summer

User Acceptance Testing (UAT) Online Testing

April through August timeframe

Communication will be distributed the week of March 28 regarding the start of E2E Cycle 2 and UAT Online


End-to-End (E2E) Bulkload TestingE2E Bulkload Testing – Cycle 1

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


User Acceptance Testing (UAT) Online

UAT Online Basics

Structured, coordinated calendar of testing of business processes

This is not Training

Goal: Validate functionality of online transactions

UAT Online Preparation Activities

Online test scripts drafted

UAT calendar drafted

“Dry Run” activities commenced

Conversion programs run in UAT test environment

UAT Test Lab set up and configured


User Acceptance Testing (UAT) Online

UAT Online Logistics

Attendance at any test session limited to 1 representative per GLBU for most agencies

o 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:

o UAT Kickoff

o Other preparatory activities


Role Mapping Governance Process


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 ([email protected])

Working to set up web-based access for Agency Security Coordinators to request changes; will roll this out to the Security Coordinators when ready


Role Mapping Updates – Test

Role Mapping

Segregation of Duties

Agency Updates

Production Updates

Now – June

July

August – onwardthrough Help Desk

Used in UAT


Release 2B Security Update


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


Release 2B Security Update Vendor user credentials process:

A single Vendor-Designated SFS Security Administrator will receive an SFS registration e-mail from OSC’s VMU ([email protected])

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



Report Catalog contains 500+ reports

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

Comprising OSC, DOB, and Agencies

Review / identify reports no longer needed

Kickoff meeting to be scheduled for mid-April


Additional Modules Open to Future Phase Agencies


Budget and T & E Modules Functionality

The following modules will be opened to All Agencies:

Budget Journals

Travel and Expense Module


The following five functions will be available:

Budget Transfers

Budget Journals

Budget Interunit Transfer

Review Budget Exceptions for Budget Journals

Worklist Access (if budget journal rejected)

Budget Journal Module


Travel & Expense Module

Using SFS Bulkloading

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


Travel & Expense Module

Using SFS Bulkloading

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


Deployment


Agency Implementation Team (AIT) Agency Coordinator:

Leads agency preparation for SFS go-live

Supports overall change with the agency

Communications Liaison:

Disseminates communications throughout the agency

Workforce Readiness Liaison:

Supports business process changes

Works with Unions/GOER on role impacts

ImpleMentor:

Conducts information sessions to educate

Establishes user groups


Leading Change Workshop Objectives 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


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:

http://www.sfs.ny.gov/programElements/tasklist_template.htm


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


Questions?Contact us at: [email protected] Visit our website: www.sfs.ny.gov

SFS Key Stakeholder Meeting

Documents

Transcript of SFS Key Stakeholder Meeting