SFS Key Stakeholder Meeting

1. Statewide Financial System (SFS) SFS Key Stakeholder Meeting Tuesday, March 15, 2011

2. Agenda • Phase 1 Agency Update • Mid-Year Conversion Approach Confirmed • Testing • Role Mapping Governance Process • Release 2B Security Update • Reporting Inquiry Tool Access • Additional Modules Open to Future Phase Agencies • Deployment • Upcoming Meetings • Q&A

3. Phase 1 Agency Update

4. Phase 1 Agency Update Seven Future Phase agencies will now be included in Phase 1 Go-Live: • Council on the Arts (ART) • Office of Children and Family Services (OCFS) • Department of Motor Vehicles (DMV) • Office of Alcoholism and Substance Abuse Services (OASAS) • Office of Mental Health (OMH) • Office for People with Developmental Disabilities (OPWDD) • Workers’ Compensation Board (WCB)

5. Phase 1 Agency Update Selected after thorough due-diligence process: • Agency accepts PeopleSoft-delivered functionality • Agency is committed to supporting transition to Phase 1 including a designated project manager • Business process alignment and optimization • Commitment to the adoption of the centralized business model • Cost avoidance • Retirement of legacy system

6. Phase 1 Agency Update Next steps: • New Phase 1 Agency Kickoff • March 15, 1:00 – 4:00 PM, Training Room D • New Phase 1 Agency Impact Assessment Session – Budget • March 17, 9:00 AM – 12:00 PM, Training Room D • New Phase 1 Agency Impact Assessment Session – General Ledger • March 17, 1:00 – 4:00 PM, Training Room D • New Phase 1 Agency Task List Workshop • March 18, 9:00 AM – 12:00 PM, Training Room D

7. Mid-Year Conversion Approach Confirmed

8. Mid-Year Conversion Decision 3 options were defined and vetted with OSC, DOB, Phase 1 Agency Representatives and Future Phase Agency Representatives • Mid-Year Conversion Approach Confirmed: • CAS (Central Accounting System) and GLS (General Ledger System) will be closed as of September 30, 2011 • A new 6-month year in SFS will begin on October 1, 2011 • All data will be converted on October 1, 2011, similar to the conversion process that was planned for April 1, 2011 • Reporting will be required out of both CAS and SFS for 6 months until the next fiscal year starts on April 1, 2012 • The SFS Program will add YTD to the Conversion Program, in tandem with retaining the Life- to-Date amounts

9. Testing

10. Testing Summary • End-to End (E2E) Bulkload Testing • Cycle 1 – 2/8 through April timeframe • Cycle 2 – April through June timeframe • Cycle 3 – Late summer • User Acceptance Testing (UAT) Online Testing • April through August timeframe • Communication will be distributed the week of March 28 regarding the start of E2E Cycle 2 and UAT Online

11. End-to-End (E2E) Bulkload Testing • E2E Bulkload Testing – Cycle 1 • Currently processing files for 4 agencies; other agencies pending • Have addressed various defects discovered as part of initial testing • Compiled some FAQs to help avoid common startup issues experienced by the 4 initial agencies • Have successfully processed budgets, contracts, purchase orders, vouchers • E2E Cycle 1 to continue through April timeframe • Each Agency should determine schedule for participating with E2E Bulkload Testing

12. User Acceptance Testing (UAT) Online • UAT Online Basics • Structured, coordinated calendar of testing of business processes • This is not Training • Goal: Validate functionality of online transactions • UAT Online Preparation Activities • Online test scripts drafted • UAT calendar drafted • “Dry Run” activities commenced • Conversion programs run in UAT test environment • UAT Test Lab set up and configured

13. User Acceptance Testing (UAT) Online • UAT Online Logistics • Attendance at any test session limited to 1 representative per GLBU for most agencies • Exceptions will be made at the discretion of the SFS Program • Hosted agencies can elect to have their host agency send an additional attendee on their behalf • SFS will request that Agency sign-up for specific topic areas and identify participants for each • Agencies will be able to test the functions to which they are role-mapped (i.e. they can only test the functions in the system they are using) • Beginning of April: • UAT Kickoff • Other preparatory activities

14. Role Mapping Governance Process

15. Role Mapping Updates –Production • For COA Profile and new Vendor request only, Agency Security Coordinators will request changes to user access to the production system through the SFS Helpdesk (Helpdesk@sfs.ny.gov) • Working to set up web-based access for Agency Security Coordinators to request changes; will roll this out to the Security Coordinators when ready

16. Role Mapping Updates – Test Role Mapping Used in UAT Segregation of Duties Now – June Agency Updates July Production Updates August – onward through Help Desk

17. Release 2B Security Update

18. Release 2B Security Update • Agency user credentials process for Release 2B (Vendor Add and Cost Center Maintenance roles): • Agency User IDs and passwords will be sent out separately to SFS Security Coordinators in encrypted format (passwords for encrypted files will be sent in a separate e-mail to Security Coordinators) • Agency User IDs and passwords will be sent starting March 25 • Communication sent last week to SFS Security Coordinators and Agency Coordinators outlining distribution instructions

19. Release 2B Security Update • Vendor user credentials process: • A singleVendor-Designated SFS Security Administrator will receive an SFS registration e-mail from OSC’s VMU (VMU@osc.state.ny.us) • All additional SFS vendor user credentials must be generated and managed by this Vendor SFS Security Administrator • All Vendor users will be able to reset their passwords online

20. Reporting Inquiry Tool Access

21. Reporting Inquiry Tool Access • Report Catalog contains 500+ reports • 363 custom reports • 162 delivered reports • Team is assessing impact of providing inquiry access to future phase agencies • Meet the need currently provided by CAS inquiry screens • Will reduce the number of reports required • Establish reporting workgroups • Comprising OSC, DOB, and Agencies • Review / identify reports no longer needed • Kickoff meeting to be scheduled for mid-April

22. Additional Modules Open to Future Phase Agencies

23. Budget and T & E Modules Functionality • The following modules will be opened to All Agencies: • Budget Journals • Travel and Expense Module

24. Budget Journal Module • The following five functions will be available: • Budget Transfers • Budget Journals • Budget Interunit Transfer • Review Budget Exceptions for Budget Journals • Worklist Access (if budget journal rejected)

25. Travel & Expense Module

26. Travel & Expense Module

27. Deployment

28. Agency Implementation Team (AIT) • Agency Coordinator: • Leads agency preparation for SFS go-live • Supports overall change with the agency • Communications Liaison: • Disseminates communications throughout the agency • Workforce Readiness Liaison: • Supports business process changes • Works with Unions/GOER on role impacts • ImpleMentor: • Conducts information sessions to educate • Establishes user groups

29. Leading Change Workshop Objectives • Phase 1 Leading Change Workshop (make-up session in May) • Provide tools and resources to help the AIT prepare for “Go-Live” • Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your Agency • Monthly follow-up calls/workshops to support action plans • Future Phase Leading Change Workshop (in May) • Provide tools and resources to help the AIT prepare for “Go-Live” • Identify Communications, Workforce Readiness and ImpleMentor team members • Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your agency • Monthly follow-up calls/workshops to support action plans

30. Task List Update • All agency task lists must be submitted by NOON on the last day of each month • Be sure to add “one-off” tasks received during the month to full task list when received • Important to update these “one-off” tasks on Task List, not via individual e-mails to Feedback • Outstanding uncompleted COA tasks have been updated to reflect status of Not Applicable items The updated Agency task list is located at: http://www.sfs.ny.gov/programElements/tasklist_template.htm

31. Upcoming Key Stakeholder Meetings • Upcoming Key Stakeholder Meetings (generally the third Tuesday of each month): • April 19 • May 17 • June 21 • July 19 • August 16 • September 20 • October 18

32. Questions? Contact us at: feedback@sfs.ny.gov Visit our website: www.sfs.ny.gov