Small Agency Meeting June 24, 2008 Sunflower Project Statewide Financial Management System.

Small Agency Meeting

June 24, 2008

Sunflower ProjectSunflower Project

Statewide Financial Management SystemStatewide Financial Management System

http://www.50states.com/tennesse.htm

2

AgendaAgenda

Project Purpose, Scope and Timeline

Update on Project Activities

3 3

Outreach toOutreach toAgencies Agencies

Recognize the need to reach out to small agencies, boards and commissions

4

A&R and Most Programmatic Agencies Have a Collection of Disparate Systems

A/P

AssetMgmt

CashMgmt

Purchasing

STARS &Other Central

Systems

ReceiptingRevenue

Agency 1’sSystems

A/P

AssetMgmt

CashMgmt

Purchasing

ReceiptingRevenue

Grants/Projects/

Cost Cntrs

Agency 2’sSystems

A/P

AssetMgmt

CashMgmt

Purchasing

ReceiptingRevenue

Grants/Projects/

Cost Cntrs

Agency 4’sSystems

A/P

AssetMgmt

CashMgmt

Purchasing

Agency 4’sSystems

A/P

AssetMgmt

CashMgmtPurchasing

Grants/Projects/

Cost Cntrs

5

Financial Management System (FMS)Financial Management System (FMS)

Definition:

“A comprehensive suite of integrated modules delivered by a single software vendor that provides end-to-end support for statewide administrative services”

The FMS will not include the extensive materials management and manufacturing elements found in many Enterprise Resource Planning (ERP) systems.

6

FMS Will Consolidate Administrative Systems, Integrate Agency Business Functions and Interface w/ Programmatic Systems

Agency 2Agency 1

Agency 4

Agency 3

GL

Reporting

AssetMgmt

CashMgmt

Purchasing

ReceiptingRevenue

A/P

FMS

DataArchiving

A/R

7

Project ScopeProject Scope

“Big Bang” implementation

Software modules include:• General ledger• Purchasing• Accounts payable• Asset management• Project and grant accounting• Data warehouse and reporting• Accounts receivables and billing (optional for pilot)

8

Planning Design Configuration/Development/Testing Integration Acceptance Testing Testing

Kick-off

10/08 01/09 03/09 01/10 03/10 07/10

Go-Live07/01/10

Project TimelineProject Timeline

Project kick-off Oct 2008

Go-live July 2010

Twenty-one month duration

9

Planning Design Configuration/Development/Testing Integration Acceptance Testing Testing

Kick-off

Complete design of chart of accounts & publish interface

standards to agencies

Agency interface development, modifications to existing systems and initial data conversion/loading complete

8-10 month timeframe for agencies to:1. Set-up development & test environments2. Attend technical training3. Modify systems4. Develop interfaces (as required)5. Extract and clean-up data and validate data loading6. Develop agency-specific reports (75% of reports

through central reporting portal)7. Develop testing plans and prepare for integration

testing

8-10 month timeframe for agencies to:1. Set-up development & test environments2. Attend technical training3. Modify systems4. Develop interfaces (as required)5. Extract and clean-up data and validate data loading6. Develop agency-specific reports (75% of reports

through central reporting portal)7. Develop testing plans and prepare for integration

testing

10/08 01/09 03/09 01/10 03/10 07/10Expected critical path

Go-Live07/01/10

Project Timelines and Agency PlanningProject Timelines and Agency Planning

10

Update of Project Pre-Implementation ActivitiesUpdate of Project Pre-Implementation Activities

Systems Integrator Presentations & Software Demonstrations - complete

Review of current Chart of Accounts & Preliminary Design of new Chart – complete

Sources of vendor information and clean-up issues – complete

Key Project Team Positions

11

Creation of Evaluation TeamCreation of Evaluation Team

16 members from various State Agencies16 members from various State Agencies

12

Software demonstrations (Oracle) held during week of May 19-23System Integrator presentations held May 28-30

23 agencies attended the meetings 93 individuals attended the demonstrations

13

““Prototype” Chart of AccountsPrototype” Chart of Accounts

A prototype chart of accounts with a crosswalk from STARS is provided below. (SHARP uses the PS Department chartfield.)

STARS PeopleSoftAgency => Business UnitDivision => DepartmentFund => FundBudget Unit => TBDObject => AccountPCA => ProgramBudget Fiscal Year => Budget Referencen/a => Projectn/a => Activity

Two additional optional (agency-specific) chartfields will probably be included.

14

Vendor File ConsolidationVendor File Consolidation

Description of STARS and PMP vendor files (common and dissimilar data elements), issues and concerns;

Identification of agencies which may have their own purchasing systems and vendor files which are used in STARS Satellite which bypasses system edits (see STA’s Analysis of Agency Systems deliverable);

Assessment of what type of data clean-up will be required as part of conversion.

Description of the “as-is” processes (in narrative form and flowcharts, if appropriate) currently used to update both STARS and PMP vendor files; and

Recommendations for the approach to any data cleansing where identified.

Completed document can be found at:

http://www.da.ks.gov/ar/fms/Documents/VendorFileReviewv04FINAL.pdf

15

Project StaffingProject Staffing

Executive SponsorsDuane Goossen

Denise MooreCarol Foreman



Steering CommitteeSteering Committee

Project DirectorKent Olson

Deputy Project DirectorPeggy Hanna



Implementation Manager

Gary Schneider


Gary Schneider

Project Support StaffMuriah Baker


Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt

Change Mgmt, Training,Communications & Help Desk Team Mgr

Connie Guerrero


Connie Guerrero

Business Intelligence/DW

LeadVicki Hemmen


LeadVicki Hemmen

Technical TeamManager

Dean Arzoian


Dean Arzoian

Central AgencyIntegration

LeadPam Fink


LeadPam Fink

Agency/RegentsIntegration

LeadTBD


LeadTBD

QA/TestLeadTBD

QA/TestLeadTBD

StakeholderInput

staff positionsstaff positions staff positionsstaff positions staff positions staff positions

Positions Filled

Positions Posted

Positions to-be Filled





Steering CommitteeSteering Committee






Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


Connie Guerrero


Connie Guerrero


LeadVicki Hemmen


LeadVicki Hemmen


Dean Arzoian


Dean Arzoian


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

QA/TestLeadTBD

QA/TestLeadTBD

StakeholderInput

staff positionsstaff positions staff positionsstaff positions staff positions staff positions

Positions Filled

Positions Posted


16







Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

StakeholderInput

PurchasingLead

Angela Hoobler

PurchasingLead

Angela Hoobler

A/PLead

Jo Ann Remp

A/PLead

Jo Ann Remp

Asset MgmtLead

Asset MgmtLead

Projects/Grants Lead


General LedgerLead

Brett Bauer

General LedgerLead

Brett Bauer

ProcurementTeam Member

#1


#1


#2


#2


#3


#3

A/PTeam Member

#1

A/PTeam Member

#1

A/PTeam Member

#2

A/PTeam Member

#2

AMTeam Member

#1

AMTeam Member

#1

Projects/GrantsTeam Member

#1


#1


#2


#2

GLTeam Member

#1

GLTeam Member

#1

GLTeam Member

#2

GLTeam Member

#2

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


Dean Arzoian


Dean Arzoian


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


QA/TestLeadTBD

QA/TestLeadTBD

A/RLeadA/R

Lead

A/RTeam Member

#1

A/RTeam Member

#1






Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

StakeholderInput

PurchasingLead

Angela Hoobler

PurchasingLead

Angela Hoobler

A/PLead

Jo Ann Remp

A/PLead

Jo Ann Remp

Asset MgmtLead

Asset MgmtLead



General LedgerLead

Brett Bauer

General LedgerLead

Brett Bauer


#1


#1


#2


#2


#3


#3

A/PTeam Member

#1

A/PTeam Member

#1

A/PTeam Member

#2

A/PTeam Member

#2

AMTeam Member

#1

AMTeam Member

#1


#1


#1


#2


#2

GLTeam Member

#1

GLTeam Member

#1

GLTeam Member

#2

GLTeam Member

#2

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


Dean Arzoian


Dean Arzoian


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


QA/TestLeadTBD

QA/TestLeadTBD

A/RLeadA/R

Lead

A/RTeam Member

#1

A/RTeam Member

#1

17







Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

Agency Integration

Team Member#1

Agency Integration

Team Member#1

Agency Integration

Team Member#2

Agency Integration

Team Member#2

BudgetIntegration

LeadLisa Becker

BudgetIntegration

LeadLisa Becker

SHARP Integration

Lead

SHARP Integration

Lead

BudgetIntegration

Team Member#1

BudgetIntegration

Team Member#1

SHARPIntegration

Team Member#1

SHARPIntegration

Team Member#1

CommunicationsLead

CommunicationsLead

TrainingLead

TrainingLead

Help DeskLead

Help DeskLead

TrainingTeam Member

#1

TrainingTeam Member

#1

TrainingTeam Member

#2

TrainingTeam Member

#2

TrainingTeam Member

#3

TrainingTeam Member

#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


Dean Arzoian


Dean Arzoian


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Agency Integration

Team Member#3

Agency Integration

Team Member#3






Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

Agency Integration

Team Member#1

Agency Integration

Team Member#1

Agency Integration

Team Member#2

Agency Integration

Team Member#2

BudgetIntegration

LeadLisa Becker

BudgetIntegration

LeadLisa Becker

SHARP Integration

Lead

SHARP Integration

Lead

BudgetIntegration

Team Member#1

BudgetIntegration

Team Member#1

SHARPIntegration

Team Member#1

SHARPIntegration

Team Member#1

CommunicationsLead

CommunicationsLead

TrainingLead

TrainingLead

Help DeskLead

Help DeskLead

TrainingTeam Member

#1

TrainingTeam Member

#1

TrainingTeam Member

#2

TrainingTeam Member

#2

TrainingTeam Member

#3

TrainingTeam Member

#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


Dean Arzoian


Dean Arzoian


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Agency Integration

Team Member#3

Agency Integration

Team Member#3

18







Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

Sys Admin &Build Team Lead


BuildTeam Member

#1

BuildTeam Member

#1

BuildTeam Member

#2

BuildTeam Member

#2

ReportsDevelopment

Team Lead

ReportsDevelopment

Team Lead

ReportsDevelopmentTeam Member

#1


#1


#2


#2

Data Conversion Coordinator


DevelopmentTeam Lead


DevelopmentTeam Member

#1


#1


#2


#2


#3


#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


Dean Arzoian


Dean Arzoian


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Security Lead

Security Lead

SecurityTeam Member

#1

SecurityTeam Member

#1

SecurityTeam Member

#2

SecurityTeam Member

#2

QA/TestLead

QA/TestLead

QA/TestTeam Member

#1

QA/TestTeam Member

#1

QA/TestTeam Member

#2

QA/TestTeam Member

#2






Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput



BuildTeam Member

#1

BuildTeam Member

#1

BuildTeam Member

#2

BuildTeam Member

#2

ReportsDevelopment

Team Lead

ReportsDevelopment

Team Lead


#1


#1


#2


#2






#1


#1


#2


#2


#3


#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


Dean Arzoian


Dean Arzoian


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Security Lead

Security Lead

SecurityTeam Member

#1

SecurityTeam Member

#1

SecurityTeam Member

#2

SecurityTeam Member

#2

QA/TestLead

QA/TestLead

QA/TestTeam Member

#1

QA/TestTeam Member

#1

QA/TestTeam Member

#2

QA/TestTeam Member

#2

19

Update of Project Pre-Implementation Update of Project Pre-Implementation Activities – In ProcessActivities – In Process

Outreach to Small Agencies and State Hospitals – May/June

Agency Readiness and Impact Assessment – May/June

Review of Objects Codes and Commodity Codes – May/June

Business Process Mapping – June thru September

Building the Project Team – on-going

20

Small Agencies Need Special AttentionSmall Agencies Need Special Attention

Small Agency Survey• STARS – direct data entry, upload• Use of SOKI – direct data entry, upload• Other systems containing financial information• Identify “points of pain”

Would establishing a Small Agency Advisory Group be helpful ???• Critical mass in problem resolution• Enable common solutions to common problems• Identify IT challenges and provide assistance• Gain a level of influence

Who would be interested in participating?

21

Discussion/QuestionsDiscussion/Questions

For additional information on the project, please seethe project website: http://www.da.ks.gov/ar/fms/

Questions can be submitted to [email protected]

Small Agency Meeting June 24, 2008 Sunflower Project Statewide Financial Management System.

Documents

Transcript of Small Agency Meeting June 24, 2008 Sunflower Project Statewide Financial Management System.