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FOCAS Future of the Central Accounting System

FOCAS Future of the Central Accounting System. Agency Feedback Session Agreements March 26, 2004. Welcome & Introductions Reconnect & Scope New Agreement Related Concepts Business Event Model Review Business Process Model Review Scenarios/ Information Flows

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FOCAS Future of the Central Accounting System

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  1. FOCAS Future of the Central Accounting System Agency Feedback Session Agreements March 26, 2004

  2. Welcome & Introductions Reconnect & Scope New Agreement Related Concepts Business Event Model Review Business Process Model Review Scenarios/ Information Flows Business Object Model Review Overview By Scenario Closing Next Steps Debrief Agenda

  3. Session Definition: Scope • Agency input to or output from CAS • All Agreements • Including: • Contracts • Purchase Orders • Invoices

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

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

  6. Session Definition: Context • FMS is the collection of business procedures & tools used in the Agency to carry out financial management responsibilities - not necessarily a system • Emphasis on Information needs - not the technology, forms, etc. • 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 • AC340 (Contract Encumbrance Request) • AC130 (Purchase Order) • AC902 (Purchase Order Change Notice) • Bulk Load T203/T204/T205 (Encumbrance Charge) • Bulk Load T212/T213 (Contract Data) • Bulk Load T218/T219/T220 (Contracts Encumbrance Charge) • Assessment of all the opportunities for improvement gathered from many stakeholders

  8. New Concepts Related to Agreements • Agreement is defined as an understanding between the state and another party, the details of which are documented in the CAS. • Agreements are both formal & informal: • Formal requires OSC pre-approval (Contract or P.O.) • Informal does not require OSC pre-approval (Contract, P.O., or other business arrangement [i.e. invoice or bill from electricity provider]) • All payments require a CAS documented agreement (formal or informal) – informal will require minimal information & may be input at the same time as payment request.

  9. Additional Key Messages • We will be moving towards a paperless world. • We want to provide a user-friendly system, one in which you can easily get reports, inquiries & status of your transactions. • We want to eliminate redundant data entry by storing appropriate information.

  10. 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 • Events • Process • Information/Objects • Terminology often different from what is used today • More precise • More descriptive • May not be used in the solution • All of the models were reconciled to ensure that we have a comprehensive view of the business

  11. Business Event Model • The business event model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Event Model”.

  12. Business Process Model • The business process model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Process Model”.

  13. Scenarios/ Information Flows for Agreements • Submit new agreement: • Formal agreement with encumbrance (contract or purchase order) • Informal agreement (purchase order or invoice) • Statewide agreement (P-contract, CMS contract) • Multi-agency agreement (PA contract) • Grant agreement • Revenue agreement • Submit Changes • Agreement amendment • Change an encumbrance

  14. Business Object Model • The business object model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Object Model”.

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

  16. 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

  17. Debrief We’ll be doing sessions like this each week. Please help us to improve the process: • Overall Impressions • Do Better • Did Well

  18. Thanks for Attending • We need your input to be successful • Thanks for your time!

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