Virginia Enterprise Applications Program (VEAP)

1. Virginia Enterprise Applications Program (VEAP) Agency Information Technology Resource (AITR) Tuesday, May 15th, 2007 peggy.feldmann@governor.virginia.gov

2. Enterprise Applications • Supports Virginia’s ability to maintain position as best-managed state in the country • Provides enhanced services to citizens & business in Virginia • Improves efficiencies and capabilities across agencies and Executive, Legislative and Judicial branches • Mitigates risks associated with current legacy systems • Reduces redundant functionality and systems through consolidation VEAP AITRs Presentation

3. Strong Business Case • Current enterprise legacy systems are hindering effectiveness of other large Commonwealth systems • Business functionality cannot be realistically added to the current enterprise systems • Numerous agencies are enacting manual and electronic workarounds because of the legacy deficiencies • Functionality and data overlaps within the current systems VEAP AITRs Presentation

4. VEAP Overview Performance Budgeting/ Financial Management Supply Chain Management Human Resources Management Administration Management

5. Why Enterprise Applications Benefits • Allows agencies to focus on core business functions • Provides economies of scale for non-core functions • Financial Management and Performance Budget • Human Resources • Administrative Supply Chain • DOA, DPB and agencies will be speaking the same “language” • Provides access to data without depending on or tasking other agencies VEAP AITRs Presentation

6. CARS Flat file Budget Wise (Query Tool) Flat file ProBud FATS Flat file Budget Dev. Execution Master Web Bears Expend Wise (Query / Reporting Tool) Why Enterprise Applications Current State Financial Management • Disparate collection of technology, applications and processes • Mainframe, server, COTS & GOTS • Flat files, relational databases, spreadsheets • Lacks horizontal integration • Lacks enterprise business intelligence capability • Lacks enterprise data-mining capability • Lacks enterprise data-warehouse capability ODS CARS Phase I FAACS CIPPS Metafile (Client) Reportline (Web) Mantissa (Mainframe) FIND Budgeting VEAP AITRs Presentation

7. Phase II Flat Files Other DBs Why Enterprise Applications Future State • Standard business intelligence tool set • Improved data accuracy • Improved business visibility • Managed Centrally ERP DB BI Tool BITool Data Store Data Warehouse VEAP AITRs Presentation

8. Why Enterprise Applications Result Common operational picture View information the way you think about it… VEAP AITRs Presentation

9. Why Enterprise Applications Objective Future Vision VEAP AITRs Presentation

10. Financial Business Case If an Enterprise solution was not being considered at this time, the Commonwealth would still face the need to replace its financial systems • We would still be reviewing business processes • We would still be considering an ERP software solution Current systems do not support the needs of most state agencies. Over 150 separate financial systems of various types were discovered during due diligence Core legacy financial systems are hindering other Commonwealth systems effectiveness The potential exists for material errors that could lead to internal control findings or audit qualifications resulting from risks associated with legacy systems. Concerns include: • Processes that require manual intervention • Significant data analysis and manipulation are required that adversely impacts timely financial reporting • Weaknesses in numerous reports as cited by the APA VEAP AITRs Presentation

11. Planning Status • Statewide ERP Software Request For Proposals • Released March 9 • Proposals received April 9th • Software Evaluation Committee • Representatives from various state agencies • Across all four business process areas • Functional and Technical perspectives • Future State Business Process Documents • Through the second iteration • 8 areas • New business processes and capabilities • New flow diagrams • Detailed requirements VEAP AITRs Presentation

12. Phase I - Scope • 8 functional areas • Performance Based Budgeting • General Accounting • Cost Accounting • Purchasing • Accounts Payable • Accounts Receivable • Fixed Assets • Time and Attendance, Labor Distribution and Leave VEAP AITRs Presentation

13. Phase I – Application Impacts • Replacement of ProBud • All COVA entities impacted by replacement of ProBud • Replacement of CARS • Estimated 261 agencies impacted by CARS replacement • 50% using CARS as primary accounting system • 50% interfacing or reporting data to CARS • Replacement of legacy financial systems outside of CARS • DGS, VITA, VEC and VDOT VEAP AITRs Presentation

14. Project Team Communications Technical Functional

15. Common Questions • How will you interface non-subsumed systems? • Combination of web services and point-to-point interfaces • How will it affect my people? • Agency specific systems will no longer be required (Phase I) • Staff participation in planning, implementing & sustaining • How will it be supported? • Centralized team to sustain and enhance (avoid repeating current situation) • Centers of Excellence • Service Bureaus • Agency participation • SMEs on working groups • One-on-one meetings • Data calls on system information • Web site under development VEAP AITRs Presentation

16. Questions? VEAP AITRs Presentation