California Department of Fish & Game Procurement & Payment System

1. California Department of Fish & GameProcurement & Payment System Overcoming Information Management Hurdles Crilly Butler, Jr. & Ravi Verma February 18, 2003

2. Overview • Introductions • In the PERFECT World • In the REAL World • Resource Constraints • Process Constraints • Compromises and Solutions • Summary of Success • Questions and Answers

3. Introductions Crilly Butler, Jr., MA Senior Information Systems Analyst Dept. of Fish and Game (916) 323-1585 cbutler@dfg.ca.gov

4. Introductions Ravi Verma Managing Principal Consultant Telecommand Software and Services (916) 705-3261 ravi.verma@telecommand.com

5. In The PERFECT World • Distributed workload • No duplication of effort • Paperless • Electronic signatures • Unattended dataflow between systems • Electronic transfer of funds

6. In The REAL World • Centralized Workload Bottlenecks • Redundant Effort • Paper-Intensive • Original Signatures Required • Manual System-to-System Interfaces • Payment via Warrant or Check

7. In The PERFECT World • Distributed workload • No duplication of effort • Paperless • Electronic signatures • Unattended dataflow between systems • Electronic transfer of funds

8. Centralized Workload Bottlenecks

9. Distributed Workload

10. In The Perfect World • Distributed workload • No duplication of effort • Paperless • Electronic signatures • Unattended dataflow between systems • Electronic transfer of funds

11. Redundant Effort Purchaser Supervisor Manager Clerical Enter All Request Data Review Purchase Request Approve Purchase Request Enter All Order Data Print and Mail Order SCO Vendor Submit Invoice Submit Claim Schedule Enter Claim Schedule Data Approve Invoice for Payment Enter All Invoice Data Enter All Delivery Data Deliver Products Or Services Auditor Manager Purchaser Purchaser

12. No Duplication of Effort Purchaser Supervisor Manager Clerical Enter Request Data Review Purchase Request Approve Purchase Request Create Order Print and Mail Order SCO Vendor Submit Invoice Submit Claim Schedule Create Claim Schedule Approve Invoice for Payment Enter Date and Invoice # Enter Date and Quantity Deliver Products Or Services Auditor Manager Purchaser Purchaser

13. In The Perfect World • Distributed workload • No duplication of effort • Paperless • Electronic signatures • Unattended dataflow between systems • Electronic transfer of funds

14. Paper-Intensive

15. Paperless

16. In The Perfect World • Distributed workload • No duplication of effort • Paperless • Electronic signatures • Unattended dataflow between systems • Electronic transfer of funds

17. Original Signatures Required Purchaser Supervisor Manager Clerical Enter All Request Data Review Purchase Request Approve Purchase Request Enter All Order Data Signature(s) Print and Mail Order Signature(s) Signature Signature SCO Vendor Submit Invoice Submit Claim Schedule Signature Signature Signature Signature Enter Claim Schedule Data Approve Invoice for Payment Enter All Invoice Data Enter All Delivery Data Deliver Products Or Services Auditor Manager Purchaser Purchaser

18. Electronic Signatures Purchaser Supervisor Manager Clerical Enter Request Data Review Purchase Request Approve Purchase Request Create Order Print and Mail Order Electronic Signatures Enabled Vendor SCO Submit Invoice Electronic Signatures Enabled Submit Claim Schedule Create Claim Schedule Approve Invoice for Payment Enter Date and Invoice # Enter Date and Quantity Deliver Products Or Services Auditor Manager Purchaser Purchaser

19. In The Perfect World • Distributed workload • No duplication of effort • Paperless • Electronic signatures • Unattended dataflow between systems • Electronic transfer of funds

20. Manual Interfaces

21. Unattended Dataflow

22. In The Perfect World • Distributed workload • No duplication of effort • Paperless • Electronic signatures • Unattended dataflow between systems • Electronic transfer of funds

23. Payment Via Warrant or Check

24. Electronic Transfer of Funds

25. In The PERFECT World Purchaser Supervisor Manager Clerical Enter Request Data Review Purchase Request Approve Purchase Request Create Order Print and Mail Order Electronic Signatures Enabled Vendor SCO Submit Invoice Electronic Signatures Enabled Submit Claim Schedule Create Claim Schedule Approve Invoice for Payment Enter Date and Invoice # Enter Date and Quantity Deliver Products Or Services Auditor Manager Purchaser Purchaser

26. In The REAL World Purchaser Supervisor Manager Clerical Enter Purchase Request Review Purchase Request Approve Purchase Request Submit Order Print and Mail Order Electronic and Manual Signatures SCO Payment Mailed to Vendor Vendor Mail Invoice Mail Claim Schedule Electronic and Manual Signatures Create Claim Schedule Approve Invoice for Payment Enter Delivery Information Enter Date and Quantity Deliver Products Or Services Auditor Manager Purchaser Purchaser Electronic Paper/Manual

27. Resource Constraints • No Internal Expertise in Web Development • Uneven Application Development Legacy • Difficulty Getting Authorization for End-User Participation • Department-Wide Resistance to Change • Few Internal Standards

28. Resource Constraints (cont.) • IT Understaffed and Underfunded • Heterogeneous Infrastructure • Lack of Secure Computing Environment • No Technical Writers for Documentation • No Training Staff to Conduct Training

29. Process Constraints • Interface to CalStars Required for Departmental Accounting • Interface to SCO Required for Issuing Payments • Hardcopy and Original Signatures Required by SCO • System Implementation must Coincide With New Fiscal Year

30. Compromises and Solutions

31. The Wealth Of Nations • Division of Labor • End-users • Programmers • Analysts • Supervisors • Managers • Consultants • Technical Writers Adam Smith

32. Assembly Line • Bring Work to the Workers • Fund Balances Prior to Purchase • Task Lists for Users and Managers • Management Reports at Their Fingertips Henry Ford

33. Distribution of Management Labor • Decentralization of Management • Decentralization of Data • No “Islands of Information” • Data-Owners Maintain Shared Data Alfred P Sloan

34. Mother of All Bureaucracy • Prevention of Loss of Lives • Bureaucracy-- Respect and Adapt • “Work Within the System” • Make the Most of Available Opportunities

35. Our Game Plan • Division of Labor • Bring Work to the Workers • Division of Management Labor • Tenacious Respect for Bureaucracy • Agile But State-of-the-Art Development Methodology • User Friendliness of the System • Don’t Just Satisfy—Delight!

36. Division of Labor • Metal Pins versus Purchase Documents • Purchase Requests Entered by the Requester • Invoice Entered by Vendor • Delivery Recorded by the Purchaser • Payment Audited by the Auditor

37. Bring Work to Workers • Robust Workflow with Automatic Notification Option • Prioritized Task Lists for All Action Items • Provide All the Information Necessary to Act • Simplify and Reduce

40. Division of Management Labor • Robust Management Reporting • Built-in Fund Balance • Necessary Information at Manager’s Fingertips • Automated Approval Hierarchy • Accountability for All Transactions

41. Tenacious Respect for Bureaucracy • All Documents Can Be Printed in DGS- or SCO-Prescribed Formats • Adherence to CalStars Data Formats • Delivery of Claim Schedule Hard-Copy per SCO Requirements • Incorporation of SAM Requirements • Flexibility as Departmental Procurement Guidelines Change

42. User-Friendly System • Thorough Review of the Business Processes • Inclusion of Industry’s Best Practices • Adoption of Cutting Edge Technologies • Involvement of Users in the Entire Process of Development • Team Comprised of the Best and the Brightest • Adoption of CPI (Continuous Process Improvement)

43. Summary of Success • The System has been well received • Bridges Built Between Business Units and IT • Cooperative Relationship Established Between Regional Offices and Headquarters • User Empowerment • Talk the Talk; Walk the Walk

44. Questions and Answers