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State of Kansas Financial Management System Needs Assessment Validation Steering Committee Meeting October 25, 2006. Meeting Agenda. Introductions Project Overview Project Accomplishments Preliminary Findings Upcoming Activities Next Meeting Questions.
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State of Kansas Financial Management System Needs Assessment Validation Steering Committee Meeting October 25, 2006
Meeting Agenda • Introductions • Project Overview • Project Accomplishments • Preliminary Findings • Upcoming Activities • Next Meeting • Questions
Key Activities FMS Needs Assessment • Update the system requirements for a new integrated FMS • Update the business case analysis associated with implementing a new FMS • Determine whether there is a compelling business case for procuring/implementing an integrated statewide FMS • Submit recommendations regarding • Organizational best practices • Implementation best practices
Key Activities Timeline FMS Needs Assessment Update Validate Functional / Technical Requirements Project Start-Up Validate the Business Case Dec Oct Sept Nov Business Case Analysis Report Updated Needs Assessment Organization / Implementation Best Practices Key Deliverables
Project OverviewProposed FMS functionality for consideration • PROCUREMENT • Solicitations (RFx) • Catalog Procurement • Reverse Auctions • Inventory Management • Commodity Management • Vendor Management • CORE FINANCIAL • General Ledger / Budgetary Control • Accounts Payable • Accounts Receivable & Cash Receipting • Cash Management • Cost Allocation • Grant Accounting • Project Accounting • Asset Management • HR / PAYROLL • Automated Interfaces to/from SHARP Common Database • BUDGET DEVELOPMENT INTEGRATION • Appropriation Budget
Project Accomplishments Requirements Validation: Status • Conducted Focus Group Kick-Off Meeting on 10/09/06 - 75 participants • Total of 104 participants in various Focus Groups • Final draft requirements are in process or have been completed for the following areas:
Project Accomplishments Stakeholder Agency Visits: Status 14 agency visits to-date: • Department of Health and Environment • Department of Transportation • Departments of Corrections and Correctional Industries • Department of Revenue • Social and Rehabilitation Services • State Treasurer • Judicial Branch • Department of Wildlife and Parks • Adjutant General’s Office • Department of Aging • Kansas Health Policy Authority • Department of Labor • Department of Commerce • Department of Administration
Project Accomplishments Business Case Validation: Status • Agency Systems Survey • Briefing to Agency CFOs on 10/03/06 • Received a total of 15 survey responses back, several outstanding • Value Pockets Survey • Briefing to Agency CFOs planned for 11/02/06 • Draft of business case report to be completed by 11/30/06
Preliminary Findings Lack of Integration • Financial Accounting (STARS, SOKI) • Purchasing (Procurement Manager Plus) • Asset Management (various agency systems) • Budget Development (BMS, various agency systems) • Accounts Receivable (various agency systems)
Preliminary Findings Functional Challenges • Procurement • Grant and Project Accounting • Fleet Management • Revenue, SRS, Corrections, KDOT, Wildlife and Parks, and KDHE • Inventory Management • Time and effort reporting in SHARP • Agency operating budget vs. appropriation budget • Real-time budget checking
Preliminary Findings Functional Challenges • Agencies need ability to establish lower level of detail in chart of accounts • Robust ad hoc reporting • More efficient processing of employee travel authorizations and payment • Comprehensive accounts receivable functionality including Set-Off capabilities • Central Asset Management system for assets and controllable items
Preliminary Findings Other • A number of agencies are either ready to seek replacement financial management systems or acquire a new system • Evaluation of Chart of Accounts Needed • Financial Accounting Coding Structure • Budget Coding Structure • Procurement Commodity Code Structure • Accounting for Procurement Card Purchases • Difficult to obtain “true” data on statewide spend
Upcoming Activities • Continue Functional &Technical Requirements Validation • Ongoing through November 21 • Continue Business Case Analysis • Business Case Report (due November 30) • Obtain Stakeholder Input and Approval • November 30 – December 7 • Conduct Agency Outreach Sessions • December 7 – December 14 • Deliver the Updated Needs Assessment • December 15
Next Meeting • November Meeting • November 16 2:00 p.m. – 4:00 p.m. Rm 102N Landon State Office Building