FOCAS Future of the Central Accounting System

1. FOCAS Future of the Central Accounting System Agency Feedback Session Payments April 16, 2004

2. Welcome, Introductions & Logistics Reconnect & Scope Current World vs. New - New Concepts Scenarios Business Process Model Review By scenario Business Object Model Review Closing Next Steps Agenda

3. Session Definition: Scope • Agency input to or output from CAS • All payments

4. Session Definition: Context Within the subject areas of our sessions, • Spending Authority • Accounting Structure • Agreements • Vendor Repository • PaymentsWe are here • Revenue, Financial Reporting, Fringe Benefits

5. Session Definition: Context Within the methodology, • Definition • Analysis We are here • Design • Realization • Implementation • Production

6. Session Definition: Context • Emphasis on information needs & business processes- not the technology, forms, etc. • Terminology often different from what is used today • More precise • More descriptive • May not be used in the solution • Overall goal – determine your information needs in a perfect world • Although we can’t promise you will get it all!

7. Information Analyzed • Current System Inputs • Bulk Load T304 AC916 • Bulk Load T301 AC1073 • Bulk Load T301 AC1171 • Bulk Load T302 AC1172 • Bulk Load PCM AC1319 • AC92 AC1366 • AC93 AC1803 • AC132 AC2048 • AC148 AC2373 • AC157 AC2395 • AC160 AC2396 • AC250 AC2397 • AC874 AC3031 • AC889 AC3092 • Assessment of all the opportunities for improvement gathered from many stakeholders

8. Review

9. Review

10. Current World

11. New World: Agreement Payments • Agreement payment: a payment to a vendor based on an agreement with a State agency.

12. New World: Formal & Informal Agreement Payments • Formal agreement payment: a payment to an individual or organization based on a formal agreement (i.e. above the threshold) • Informal agreement payment: a payment to an individual or organization based on an informal agreement (i.e. below the threshold)

13. New World: Non-agreement payments • Non-agreement payment: all other payments

14. Additional Key Messages • We want to eliminate redundant data entry by storing appropriate information. • We want to enable consistent, accurate reporting regarding those with whom the State does business and/or makes payments.

15. Anticipated Benefits to Agencies • More accurate information regarding payment status • More complete payment history • Facilitate discounts for expedited payments

16. Key Points about Business Models • Proposed new world • Logical models – not physical • Business models not technical Models (i.e. not a database Model) • Look at the world from specific points of view • Process • Information/Objects • All of the models were reconciled to ensure that we have a comprehensive view of the business

17. Scenarios for Payments • Payment request for an informal agreement: • submit 1st invoice for a vendor • Submit 2nd invoice for a vendor • Payment request for a formal agreement (contract with Carter Equipment for $2,000,000) • Payment request to pay a managed non-vendor (School aid payments to local school districts) • Funds are appropriated, banking information is on file • Payment request to pay a non-managed legal entity (Tax refund to be paid electronically) • Non-appropriated payment • Payment request to a vendor or agreement with a claim (e.g. lien, hold, offset)

18. Business Process Model • See handout.

20. Business Object Model • See handout.

21. Next Steps Within the methodology, • Spending Authority • Accounting Structure • Agreements • Vendor Repository • Payments • Revenue, Financial Reporting & Fringe Benefits We go here

22. Next Steps • If you have further feedback, send to FOCAS@osc.state.ny.us • FOCAS Project Team will review your comments and feedback • There will be a summary meeting to review feedback and results

23. Thanks for Attending