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Sunflower Project Statewide Financial Management System Pre-Implementation Activities

This update provides information on the status, staffing, and progress of the Sunflower Project's pre-implementation activities. Includes project status, completed activities, in-progress activities, timelines, and agency planning details.

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Sunflower Project Statewide Financial Management System Pre-Implementation Activities

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  1. Agency STARS Rapport Association August 14, 2008 Sunflower Project Statewide Financial Management System Pre-Implementation Activities

  2. Today’s Topics • Project Status • Project Staffing and Opportunities

  3. Project Status • Contract negotiations with Oracle/PeopleSoft are complete • Contract negotiations with the Systems Integrator are in their final stages • Collaborating on drafting the Statement of Work (SOW) • SOW translates their proposal into a contract document • SOW is a very detailed document that defines the entire project scope and responsibilities

  4. Project Status • Steering Committee recently approved several important scope elements: • Analysis of a central labor distribution solution that will capture project & grant numbers when employees enter their time and leave and send labor costs through SHARP to the FMS GL and Projects/Grants sub ledgers • Expenses module will electronically capture and process employee travel expenses for reimbursement • AR/Billing will provide an integrated receivables and billing capability for billing customers for services as well as provide all information to support requests for grant reimbursements

  5. Project Status • Fixed-price is within an acceptable range and includes: • SI hosting application during conference room pilots • central labor distribution solution, expenses module, AR-billing • replacement of FARMS and Central Cashier • replacement of SOKI • interface to Set-Off • a “pool” of 16,400 hours for enhancements and modifications • post-implementation support for 3 months after go-live • support for 2010 calendar year close • support for 2011 fiscal year close

  6. Project Activities Completed • Outreach to small agencies and state hospitals • Agency Readiness and Impact Assessment (for agency systems requiring modifications and new interfaces or agency systems being de-commissioned) • Analysis and recommendations for changes to the chart of accounts

  7. Project Activities In-Progress • Review of objects codes and commodity codes • Business process mapping • Building the project team • FMS Team moving to 10th and 11th floor in Docking

  8. Project Timelines and Agency Planning Go-Live 07/01/10 Agency interface development, modifications to existing systems and initial data conversion/loading complete Complete design of chart of accounts & publish interface standards to agencies Kick-off 10/08 01/09 03/09 01/10 03/10 Planning Design Configuration/Development/Testing Integration Acceptance of Agency Systems Testing Testing • 8-10 month timeframe for agencies to: • Set-up development & test environments • Attend technical training • Modify systems • Develop interfaces (as required) • Extract and clean-up data and validate data loading • Develop agency-specific reports (75% of reports through central reporting portal) • Develop testing plans and prepare for integration testing 8

  9. The 1st Six Months of the Project mid-March Oct 6th mid-January mid-February mid- November mid-October Begin FMS Team Training Begin Conference Room Pilots Project Kick-off Build-out of Data Center Including SHARP II Interface and Data Conversion Standards Complete and Published to Agencies Design/Analysis Complete for COA, KDOT, SRS and Treasurer Systems 9

  10. Project Staffing Project team is approximately 50% staffed Still have approximately 20 - 25 positions to fill in functional, technical and other areas Received some applications from recent posting Numerous candidates are in the interviewing process If you’re interested don’t wait! Project team training begins in mid-October 10

  11. Discussion/Questions For additional information on the project, please see the project website: http://www.da.ks.gov/ar/fms/

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