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June 2, 2010 DRAFT FOR DISCUSSION PURPOSES ONLY

Commonwealth of Massachusetts IT Consolidation Program IT Finance and Budgeting Sub-committee Discussion Document. June 2, 2010 DRAFT FOR DISCUSSION PURPOSES ONLY. Agenda. MAXIMUS Update - (Chantal Mont-louis – 5mins)

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June 2, 2010 DRAFT FOR DISCUSSION PURPOSES ONLY

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  1. Commonwealth of Massachusetts IT Consolidation ProgramIT Finance and Budgeting Sub-committee Discussion Document June 2, 2010 DRAFT FOR DISCUSSION PURPOSES ONLY

  2. Agenda • MAXIMUS Update - (Chantal Mont-louis – 5mins) • Review of Outstanding Chargeback Guidance (Chantal Mont-Louis/Katie Luddy– 45mins) • Critical Dependencies (Chantal Mont-louis – 5mins) • Upcoming Agenda Items (Chantal Mont-louis – 5mins)

  3. MAXIMUS Update

  4. Outstanding Guidance for Chargeback • Is there a way to operationalize the chargebacks for the four rates in MMARS? • MMARS does not have automatic transaction/reconciliation features • Secretariat can set up their own templates to facilitate transactions • Kathy Sheppard will provide more Guidance at 6/9 meeting • How often do Secretariats need to reconcile their chargebacks with actuals (monthly, etc.) • For audit purposes, secretariats can reconcile to actual on a quarterly basis, adjust their rates accordingly, and document changes. • After the first quarter of FY11, OSC will ask MAXIMUS or another third party vendor to review and advise on the secretariat methodologies used • Kathy Sheppard will provide further guidance at the 6/9 subcommittee meeting • How will fringe revenue be recouped into the general fund to ensure there is no hit to the general fund? • TBD

  5. Outstanding Guidance for Chargeback • Should we plan for a midyear major reconciliation to start to determine whether we'll have a major roll-forward into FY12? • No 5. How to implement desktop/LAN rate if equipment isn't tied to a specific account? • TBD based on 6/2 Finance subgroup meeting • SCFO/SCIO: - What is your current tracking method for assets, specifically for those paid for by grants, capital, trusts, etc.? 6. Open for FY11 for lead agency Secretariats - are there any options? Temporary ISAs, etc.? • Lead Agency can process transactions up to approval phase. Secretariat employee must be the final approver.

  6. Critical Dependencies Still Under Development

  7. Next Weeks Subcommittee Meeting (6/9/10) • Chargeback Guidance – (Kathy Sheppard) • IT Bond Authorization – (Darrel Harmer/Walter Brownell) • FTE Position Transfers – (Chantal Mont-Louis)

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