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Steering Committee Meeting Statewide Financial Management System Update

Steering Committee Meeting Statewide Financial Management System Update. November 14, 2008. Today’s Topics. Project status – Kent Change Control Log – Peggy Project risks – Gary Labor distribution analysis – Gary. The 1 st Six Months of the Project. Mid-April. mid-March. Oct 6 th.

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Steering Committee Meeting Statewide Financial Management System Update

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  1. Steering Committee MeetingStatewide Financial Management System Update November 14, 2008

  2. Today’s Topics • Project status – Kent • Change Control Log – Peggy • Project risks – Gary • Labor distribution analysis – Gary

  3. The 1st Six Months of the Project Mid-April mid-March Oct 6th mid-January mid- November mid-October Begin FMS Team Training Begin Conference Room Pilots Project Kick-off Build-out of Data Center Including SHARP II Interface Standards Complete and Published to Agencies Analysis Complete for COA, KDOT, SRS and Treasurer Systems

  4. Project Activities • Conference Room Pilots (CRPs) • Identifies gaps between Kansas’ desired future business processes and requirements against the processes directly supported by PeopleSoft • Analyzes identified gaps and defines the Reports, Interfaces, Conversions, Extensions, and Workflows inventory • Identifies process changes needed to mitigate gaps • Uses an Oracle-hosted environment with PeopleSoft software pre-configured for prototyping • Using PC sharing technology for agency participation for agency personnel in remote locations

  5. Project Activities (cont.) • Project team training courses - Completed • General Ledger • A/P & Purchasing • A/R Billing • Query • Asset Management • Numerous technical courses for tech team • Upcoming courses • e-Procurement • Project Costing • Contracts

  6. Project Activities (cont.) • Chart of Accounts design • Inter-agency team lead by Annette • Drafted chart of accounts in review by team • Presented to ASTRA last week • Areas of potential change • Organizational structure – Agency (3) - Division (2) in STARS to Department ID (10) • Transaction codes – no longer used • Index codes – no longer used • Agency use (13) in STARS to Chartfield #1 (10) • Object codes (4) in STARS to Account (6) • Elimination of Index will be significant impact to numerous agencies and will require

  7. STARS vs. FMS Chart of Accounts

  8. Project Activities (cont.) • Configuring GL business units • Foundation decision – cannot easily be reversed • Complex decisions with numerous trade-offs (configuration, maintenance, impact on agencies) • Detailed analysis of alternatives and pros and cons for each alternative • Consulting with other States (OH), STA and Oracle • Data center hardware • Ordered servers (DEV, TST) from Sun in late-October • Will arrive next week

  9. Change Control Log • Regular agenda item beginning this month • Changes to the Statement of Work • Added a deliverable for SHARP integration Design (mistakenly combined w/ the SHARP Analysis deliverable); split funding equally among the two deliverables • Refined schedule and SOW by moving the dates for five deliverables1-2 months later; no overall schedule impacts • Eliminated e-Grants analysis ($58K); polled agencies during grants business process mapping sessions and did not validate that this was needed by a critical mass of agencies

  10. Project Risks • Risk management workshop held with Accenture on 11/12 • Identified over 30 project risks • Ranked and prioritized risks (probability and impact) • Assigned risks to teams • Teams will develop risk mitigation for priority risks • Prioritized risks will be reported on weekly and monthly basis

  11. Status of Labor Distribution Analysis • Four of 14 agencies left to visit (KBI, Aging, KDHE, Corrections) • Agencies who want central labor distribution solution fall into two camps: • Agencies that would like to retain their existing system and interface to SHARP (some do now some do not) • Agencies that either do not have a time capture system or would like to retire their existing one • Evaluating possibility of implementing PS Time and Labor electronic timesheet with optional self-service capabilities • Oracle will provide a demo of Time and Labor 11/18 @ 1pm • Invitees include: A&R, DPS, DISC, Agriculture, Highway Patrol, Labor • Central labor distribution analysis briefing and decision in January

  12. Questions and Answers For additional information on the project, please see the project website: http://www.da.ks.gov/ar/fms/ ?

  13. Back-up • Changes to Object codes/Accounts: • 6-digit object code with the 1st character a GL account, characters 2-5 the current object code and a 6th character for expansion – impacts many agency systems • Eliminate BPC specific Codes (xxx8) • Eliminate the agency specific designations, for example, 4070 Road and Highway Machinery and Equipment (Agencies 276, 710) • Eliminate codes based on dollar amounts (non-inventory and inventory) • Eliminate codes no longer used • Add codes to further define “other” categories, such as 2790

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