Statewide Financial System SFS Key Stakeholder Meeting January 25, 2011 Statewide Financial System...

Statewide Financial System

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

January 25, 2011January 25, 2011

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

Statewide Financial System2

Agenda

SFS “Go-Live” Extension: October 2011

New SFS Online Courses

Vendor “Go-Live” Update: Success!

SFS Reporting Update


October 2011 Go-Live Roadmap2011

Jan Feb Mar Apr May Jun Jul Aug Sep Oct

Vendors Go Live Agencies\eSupplier\COA Portal Go Live

Close Issues System Freeze Publications

Walk Throughs

Scope Changes & Rel 4 Build Build Freeze

Report Build (All Reports)

Conversion Program Updates Mock 1 - 3

Future Phase Agency Conversion CoordinationSystem Test

Converted Data entered

End to End Bulkload Testing E2E Regression

User Acceptance Testing (on-line)

Performance Testing

Intrusion Testing

Training Dev New Phase 1 Agencies Activities TTT Training Delivery

OSC\DOB\Agency Readiness

Go-Live


SFS October 2011“Go-Live” Questions


#10 Why are we extending the SFS “Go- Live” to October?

“Going Live with Certainty”

Given the limited State, Agency, and SFS resources, extending to October provided the best opportunity to position the program for a successful launch

SFS functionality was complete, but customization to agency requirements needed additional modifications

Allows additional time for conversion, consolidation, system testing, and Agency readiness and training

Potential for more end users


#9 What SFS modules will be implemented for the October “Go-Live”?

Functional scope for the October 2011 SFS “Go-Live” will remain unchanged


#8 How do we manage CAS and other legacy systems?

APPX/KFMS legacy systems will need to be continued until after the October SFS “Go-Live”

CAS and its shadow system will continue to provide reporting of data for an additional 6 months


#7 How do we keep the momentum going for SFS given the extension?

Don’t let up!

Must maintain the aggressive pace we’ve had

Use change management and communication tools:

Workforce readiness plans

Communications toolkits

SFS demos, screen shots, simulations

Town Hall sessions and workshops


Engage agencies through our expanded outreach program

Technology

Business Processes

Workforce Readiness

#6 How do we maintain support from the Agencies given the extension?


#5 What will happen with a fiscal mid-year conversion? What is our game plan? What is changing?

Mid Year Conversion SFS SWAT Team identified and engaged

Things to think about in mid year conversion programs:

Are summary transactions by month sufficient to support reporting requirements (including Grants and Oil spill)?

How will Agencies support mid-year change and reporting within their FMS?

Impacts to Data Warehouse reporting?

Impacts to Payroll?


Conversion: Mid-Year Proposal (All Agencies)

Program Name April Conversion Plan Options for Mid Year ConversionGeneral Ledger Conversion

Balance sheet balances 1) Convert as of 3/31/11 and then post monthly summarized transactions (sourced from CAS to GLS feed), month by month through 10/31

2) Close CAS and GLS as of 9/30/11 and start new 6 month year in SFS


Conversion: Mid Year Proposal (All Agencies)

Program Name April Conversion Plan Proposal for Mid Year Conversion

Grants Summaries converted (includes Life to Date Summary activity)

No change

Contracts Open and Inactive for past 730 days (includes Life to Date Expenditures Summary activity)

Open and Inactive for past 910 days

Contract Encumbrances

Open Active Balances No change

CAM Not converting contract audit information and history from CMS

No change




Oil Spill Summaries converted No change1099’s Summaries converted No changeChild Performers Summaries converted No changeFBIC Summaries converted No changeLand Claims Summaries converted No changeLiens Summaries converted No changeVendors Converting 01/2011 N/A

Customers Converting 08/2011 N/AAR Open Items Balances as of 3/31/11 Balances as of 9/30/11

PO Encumbrances Not converted No change

AP Vouchers Not converted No change

Travel Vouchers Not converted No change




Commitment Control Balances converted (with Life to Date Summary Activity)

No change

Payment Reconciliation Not converted Load open un-reconciled checks as third party payments to facilitate consolidated reconciliation processes.


#4 How will the extension change role mapping and impact assessments?

Current role mapping will remain in place, but updates and revisions will be allowed as staff and employees transition roles and positions

Agency Impact Assessments will be updated as needed if functionality or scope changes

Specific timing for updates will be communicated at a later time


#3 How has the SFS testing schedule and scope changed with the extension?

February scheduled UAT has been postponed

Expanded Online UAT to 3 months (April-July)

Provided additional time for Bulkload End-to-End UAT and remediation (January-May)


#2 How will the extension impact the SFS training schedule and resources?

Train the Trainer and End User Training will likely be delayed until the summer

Training development will remain on schedule and modules will be released as they are completed

8 online courses will be available for Agency use in February


New SFS Online Courses

(UPK demo to be inserted Mon Jan 24)


#1 Now that we have additional time, how can we better prepare our agencies for the October “Go-Live?”

Contribute and participate in SFS outreach programs

Communicate and ask questions regarding challenges and issues

Utilize and implement Agency readiness, communications, and workforce readiness tools and materials

Provide additional time to train Agency users over next 9 months

We want to hear from you!


SFS Vendor “Go-Live:” Success!


SFS Vendor File “Go-Live”

The first M131 file will be available for Agency review the week of January 24

Vendor Portal “Go-Live” deferred until Release 2B to accommodate additional system testing

Benefits:

Eliminates duplicate vendor records Improves vendor reports of purchasing and payments Allows vendors to maintain their own records through self-service Enables agencies to leverage volume discounts and efficiencies

The SFS Vendor File went live on Tuesday, January 18 on schedule!


SFS Reporting Update


Report Catalog by Application (All Agencies)

The SFS Report Catalog contains the custom and delivered reports that support the SFS Reporting Solution:

Reports by Application

Application Module Custom Delivered Total Accounts Payable AP 85 28 113 Accounts Receivable AR 41 34 75 Billing/Customer BI 4 28 32 General Ledger GL 45 16 61 Budget KK 60 2 62 Purchasing PO 28 43 71 Travel & Expense TE 12 11 23 Contract Audit Module CAM 30 0 30 Treasury TR 6 0 6 Grants GR 27 0 27 Cash/Debt Mgmt CDM 25 0 25 Total 363 162 525


OutreachSFS Program Review

How the Report Catalog was Defined

The SFS Program reviewed the reporting requirements.

Based on priority and complexity, the Go-Live reports were identified.

Conference Room Pilot(s)

OSC Blueprints

Other Agency Requirements

Prioritization Report Catalog

Complexity

Go-Live Reports Identified

Requirements Input


Report Priority Ratings (All Agencies)

High – Required for “Go-Live”

Required to support production Operating processes would be adversely affected if not available Contractually required Contains time-critical information

Medium – Needed after “Go-Live”

Provides additional value Operating processes not adversely affected in the short-term Essential for medium to long-term support

Low – Needed next year

Addresses anticipated needs Can be generated manually in the short term


Report Priority (All Agencies)

Of the 363 custom reports, 137 are considered to be high priority reports:

Custom Reports by Priority Level Application Code High Medium Low Total

Accounts Payable AP 39 42 4 85 Accounts Receivable AR 2 39 0 41 Billing BI 4 0 0 4 General Ledger GL 13 26 6 45 Budget KK 33 27 0 60 Purchasing PO 8 16 4 28 Travel & Expense TE 4 8 0 12 Contract Audit Module CAM 29 1 0 30 Treasury TR 0 6 0 6 Grants GR 0 27 0 27 Cash/Debt Mgmt CDM 5 20 0 25 Total 137 212 14 363


Report Availability (All Agencies)

Delivered reports will be available for “Go-Live”

Of the 363 custom reports, 129 will be available for “Go-Live”

Report Availability

Application Code Go-LiveAfter Go-

Live Total Accounts Payable AP 35 50 85 Accounts Receivable AR 2 39 41 Billing BI 0 4 4 General Ledger GL 16 29 45 Budget KK 27 33 60 Purchasing PO 10 18 28 Travel & Expense TE 9 3 12 Contract Audit Module CAM 29 1 30 Treasury TR 0 6 6 Grants GR 0 27 27 Cash/Debt Mgmt CDM 1 24 25 Total 129 234 363


Report Access

PeopleSoft delivered reports will be available to Phase 1 Agencies (no modification)

Custom reports will be delivered through the appropriate tool dependent on the audience of the report

Phase 1 Agencies (real-time and non-real time data depending on the report)

Future Phase Agencies (non-real time data)


Report Access

Reports will be organized by application

Within an application, reports will be assigned to folders

PeopleSoft delivered inquiry functionality within each application

Available to Phase 1 Agencies Accesses real-time data


Report Access

Custom Reports

Delivered ReportsNon-Real-Time Data

(Time Delay)

Real-Time Data

(Current)

Phase 1 Agencies

Future Phase Agencies


Phase 1 Agency Reporting

PeopleSoft reports are scheduled or run by key Agency users and distributed to other Agency end-users. Run control pages will be secured by PeopleSoft delivered role level security.

Agencies have control over reporting Reports are generated only when needed Agencies have the ability to execute reports important to them with their

own run control parameters Agencies able to distribute reports as needed to their end-users


Phase 1 Agency Reporting

Agencies will have a Report Administrator:

This role will be part of role mapping activities and should be assigned to a limited user population

Will have the ability to select and schedule reports as well as provide distribution to an agency audience


PeopleSoft Report Key Takeaways

PeopleSoft reports are for Phase 1 Agencies only.

Executed reports are available within Report Manager.

Reports will be purged after 7 calendar days. The Agency will be required to establish and communicate a business process for long-term report retention.


PeopleSoft Report Key Takeaways

Performance Testing will determine which reports can be run ad-hoc during business hours vs. requiring scheduling following batch.

The Agency Report Administrator’s role will be to review available reports, schedule execution, and assign distribution.

Further training and/or job aids for reports will be part of the training curriculum prior to SFS Go-Live.


OBIEE Report Key Takeaways

OBIEE reports are for Phase 1 and Future Phase agencies.

All Statewide reports will be delivered thru OBIEE.

OBIEE reports are custom reports. Custom reports have been prioritized as required for Go-Live or deferred to post Go-Live.

OBIEE transactional data used for reporting will be refreshed nightly via batch processes.


OBIEE Report Key Takeaways

Agencies will be required to establish and communicate a business process for long-term report retention. OBIEE reports are generated on-demand but are not retained.

OBIEE Security will mirror data security credentials from PeopleSoft Financials.

Further training and/or job aids for reports will be part of the training curriculum prior to SFS Go-Live. Training reference material will be available for Future Phase agencies.


Agency Reporting Responsibilities


Agency Report Administrator

Agencies need to determine candidates to serve as Report Administrators.

Limited number of Report Administrators per agency

Familiar with legacy reports and Agency business processes

Familiar with ad-hoc reporting requirements for the Agency

Familiar with Agency report retention requirements

Responsible for review of the SFS Report Catalog and selection of PeopleSoft reports that will be scheduled for the agency

Responsible for maintenance of the PeopleSoft report distribution

The Report Administrator will understand the best method to meet agency requirements via available reporting toolsets.


Reporting Roles: All Agencies

Agency Report Administrator (PeopleSoft)

Selects reports to be utilized by their Agency

Assigns report distribution to Agency personnel

Ability to schedule reports

Ability to change report expiration dates

Agency (Module) Inquiry and Reporting

Able to perform inquiry within PeopleSoft

View PeopleSoft reports

Generate OBIEE reports

Functional Roles(Role Mapping

Activity)


Reporting Roles: All Agencies

Agency Super User

Front line support for Agency personnel

SFS Help Desk

Provides post-implementation support for Agency system users

SFS Operations

Maintains batch schedule for PeopleSoft processes (report dependencies)


Report Catalog (All Agencies)

SFS Report Catalog Published http://www.sfs.ny.gov/programElements/reports.htm

Report Catalog contains:

Delivered reports, custom reports (including all Statewide reports) Information for

• Application• Report ID, name, and description• Legacy report ID• Data elements• Frequency• Interactive filters and sort by data categories• Report template• Go-Live vs. post Go-Live (priority and complexity)


Reporting Next Steps

The SFS Program will complete design, build, and test for reports prioritized for Go-Live. A set number of custom reports will be delivered for Go-Live with the remainder being delivered through release management.

Agencies will have an opportunity to execute Go-Live reports as they are introduced during User Acceptance Testing.

The SFS Report Catalog will be maintained with periodic releases as design on custom reports is finalized and testing is completed.

Agencies should participate in role mapping activities as communicated by SFS. Role mapping determines which users will have functional security roles as of Go-Live.


Questions?

Contact us at [email protected]

Statewide Financial System SFS Key Stakeholder Meeting January 25, 2011 Statewide Financial System...

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