SFS Key Stakeholder Meeting

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

2. Agenda • October 2011 Roadmap • Future Phase to Phase 1 Agency • Deployment • Scorecard • Support • User Acceptance Testing (UAT) • End-to-End (E2E) Testing • Online • Release 2B Update (Vendor File) • Agency Vendor Portal/eSupplier Sneak Previews • OSC and DTF Activities • Upcoming Meetings • In-Progress

3. October 2011 Roadmap

4. Future Phase to Phase 1 Agency • Council on the Arts has been selected to move from Future Phase to Phase 1 • Further announcements on the Future Phase to Phase 1 evaluation process are coming soon

5. Deployment

6. SFS Agency and Bureau Scorecard

7. Deployment Support: Who are the 212s? • Jere Brown • Nancy Burke • Linda Doody • Steve Engel • Larry Klein • Pat Palitsch

8. Deployment Support: Why are we here? • 212s provide finance and IT expertise to the SFS program • 212s will provide additional support and coordination to resolve Agency issues and challenges • 212s will provide support to SWAT teams

9. Deployment Support: Agency 212 Requests • 212s are available to support Agency deployment needs • Send requests to feedback@sfs.ny.gov with the subject line “212 Support Request” • Include your Agency contact information and context for requested support

10. User Acceptance Testing (UAT)

11. User Acceptance Testing (UAT) • Two key components of UAT: • End-to End (E2E) Bulkload Testing (Future Phase agencies and Phase 1 agencies that will submit bulkload transactions) • Cycle 1 – February 8 through April timeframe • Cycle 2 – April through June timeframe • Cycle 3 – Late summer • UAT Online • April through August timeframe

12. User Acceptance Testing (UAT) • E2E Bulkload Testing • Future Phase agencies and Phase 1 agencies that will submit bulkload transactions • Provides agencies the opportunity to test integration with the SFS on Bulkload transactions • Goal – Validate ability for agencies to send the SFS a transaction file, have SFS process that file, including approvals, and have SFS provide electronic feedback via extract files • UAT Online • Structured, coordinated calendar of testing of business processes • Goal – Validate functionality of online transactions

13. End to End (E2E) Testing

14. End to End (E2E) Testing • End-to End Bulkload Testing • Cycle 1 – Early start, utilizing the SFS “System Test” environment • Not required – for those that want to start the end-to-end testing process prior to April timeframe • No converted data – data will need to be set up to enable specific agency participation • Created and distributed agency instructions and checklists. Feedback and Issue resolution procedures have been initiated, including daily support conference calls • Currently four agencies participating. Additional agencies are currently validating readiness to participate

15. End to End (E2E) Testing • End-to End Bulkload Testing • Cycle 2 – For all Bulkload agencies, utilizing the SFS “UAT” Environment • Will contain converted data • Will be executed at the same time and in the same environment as UAT Online Testing • Data provided in Cycle 1 will not be available in Cycle 2 • Cycle 3 – As needed for Regression Testing and Reports

16. Key Considerations: E2E Testing • Getting Started – E2E Bulkload Testing • Agencies should contact the SFS Help Desk or Agency Deployment Liaison (http://www.sfs.ny.gov/linked_docs/programElementsDocs/agencyImplemen_docs/Agency_deployment_liaison_contacts.xls) to initiate E2E setup • The SFS Program Team will work with the Agency to execute readiness checklist, including validation of Interface profiles and setup of budget and other key data as needed (Cycle 1) • E2E Bulkload Testing • All agencies should plan on having completed E2E Bulkload testing no later than the end of June • Process should mimic post Go-Live process as much as possible

17. Key Considerations: E2E • Exit/Success Criteria – E2E • For all transaction types outlined in the Interface Profile, each bulkload agency must demonstrate: • Successful transmission of at least one transaction file to SFS without formatting/and or loading failures • Transactions have been successfully processed by SFS Staff and/or Systems • Extract files from SFS can be received and processed successfully by the agency

18. Testing Next Steps • Each Agency should determine schedule for participating with E2E Bulkload Testing • When agencies would like to begin participating in E2E Bulkload testing, each Agency should contact the SFS Help Desk or their Agency Deployment Liaison (http://www.sfs.ny.gov/linked_docs/programElementsDocs/agencyImplemen_docs/Agency_deployment_liaison_contacts.xls) • SFS will finalize planning for UAT Online and provide additional communication over the next month

19. Release 2B Update (Vendor File)

20. Scope by Releases

21. Vendor File Update • Automated Vendor File will commence on February 15 • Format for M131 modified to include TINs (9 digits) and SSNs (last 4 digits ONLY). This is the “Go Forward” design • What does “Go Live” mean? • Vendor File is file of record • VMU notifying vendors and correcting data • Adding Single Pay vendor records, interagency billing vendors, debt service vendors • Adding new vendors • Clarification: even if vendors do not know their Vendor IDs, they can still be paid; but must be in vendor file for October 2011 processing

22. Vendor File Update

23. Vendor File Update • All vendors with whom you do business in FY 2011-2012 should be in Vendor File • “How can you add vendors?” • Until April 1 – Interim Process • Post April 1 – Production Process

24. Vendor File Interim Process • Will be communicated to each agency individually • Encrypted Excel spreadsheet unique to Agency • E-mailed to VMU to un-encrypt and add behind the firewall • Processing will continue as production

25. Release 2b Scope – Agency Vendor Portal • Agencies will have the ability to request the addition of new vendors via a direct entry screen. VMU will be responsible for approving vendor additions • Spreadsheet upload is not the preferred method for R2b • Reports are included in this Release • Agencies will have a Job Aid for Vendor Add functionality • Agency users with Vendor Add access will have access to view vendor information via a vendor report • Agency Vendor Add role will need access to the Vendor Report

26. Release 2b Scope – eSupplier • Vendor primary contact has the ability to create user ID and password • Vendor users have the ability to view their data • Authorized Vendor users will have the ability to modify their data (addresses and contact info) • Vendor Users have the ability to change their password • Help Desk will be the first line of support to assist Vendor Users • VMU will produce training for Vendor Users

27. Release 2b Scope – Cost Center Mapping • Agencies have the ability to do direct entry for cost center mapping updates • Job Aid(s) will be developed for this process • Role mapping is defined and tested • SFS Program Team will continue to process mass upload for agencies

28. Agency Vendor Portal Sneak Preview

29. Agency Vendor Portal Sneak Preview Agency makes a vendor request:

30. Agency Vendor Portal Sneak Preview VMU reviews the vendor (optional):

31. Agency Vendor Portal Sneak Preview TIN validation for vendor is done; outbound file is generated for upload to IRS: Inbound file from IRS with TIN validation is attached and inbound into the system:

32. Agency Vendor Portal Sneak Preview Run ‘Load Vendor Master’ process – Step 1: Run ‘Load Vendor Master’ process – Step 2:

33. Agency Vendor Portal Sneak Preview The process runs to success: As soon as the new vendor is added to the Vendor Master, an e-mail is generated and sent to the Vendor Contact with eSupplier registration information:

34. Agency Vendor Portal Sneak Preview The new Vendor is available on the Vendor Master:

35. Agency Vendor Portal Sneak Preview If bank information is updated on the Vendor file, e-mail is generated to the Vendor contact:

36. eSupplier Sneak Preview: Vendor User

37. eSupplier Sneak Preview: Vendor User Vendor primary contact receives e-mail communication from SFS, clicks on the eSupplier link to sign in with the Guest credentials provided in the e-mail.

38. eSupplier Sneak Preview: Vendor User After signing in with Guest credentials, Vendor user is navigated to a page with a link to ‘Register as a Supplier.’

39. eSupplier Sneak Preview: Vendor User Self-registration page to create profile and complete the registration process. Vendor user enters a valid vendor ID, clicks ‘Generate PIN,’ receives PIN # via e-mail.

40. eSupplier Sneak Preview: Vendor User Vendor user enters PIN # received via e-mail, checks ‘Terms of Agreement,’ clicks ‘Create.’ Vendor user profile is now created and registration process is complete.

41. eSupplier Sneak Preview: Vendor User The Vendor primary contact user can create other users for the same vendor.

42. eSupplier Sneak Preview: Vendor User Vendor user can ‘Add’ new addresses and ‘update’ existing addresses, EXCEPT for what is defined as the “Remit to’ address on the Vendor record for payments and invoices.

43. eSupplier Sneak Preview: Vendor User Vendor user can ‘create’ a new Contact or ‘edit’ existing contact information.

44. eSupplier Sneak Preview: Vendor User Vendor User can review their POs, Invoices and Payment Information. (Please note: this data is NOT available until Release 3 Go-Live.)

45. eSupplier Sneak Preview: Vendor User Vendor User can review their POs, Invoices and Payment Information. (Please note: this data is NOT available until Release 3 Go-Live.)

46. eSupplier Sneak Preview: Vendor User Vendor User can review their POs, Invoices and Payment Information. (Please note: this data is NOT available until Release 3 Go-Live.)

47. OSC and DTF Activities

48. OSC / DTF Key Activities • Process Design Walkthrough Sessions • OSC/DTF representatives are attending walkthroughs to validate and finalize SFS process design • Train-the-Trainer Training • Designated Trainers will attend Train-the-Trainer sessions to learn SFS processes and functionality, then train and knowledge transfer with their bureaus/department • End User Training • SFS End Users will attend SFS-led training sessions to learn SFS processes and functionality • Procedures Update / Documentation • BTAs identifying changes to existing procedures or need for new procedures and revising existing documentation or creating new documentation

49. OSC / DTF Key Activities • User Acceptance Testing (UAT) • OSC Testers will execute scripts to test business process and functionality of the SFS and to identify errors and issues to be escalated for resolution (Note: testing is not training) • End-to-End (E2E) Testing • OSC/DTF role in E2E Testing is still being defined; E2E Testers will be engaged as appropriate • Task Lists / Scorecards Review Sessions • OSC/DTF Business Transformation Advisors (BTAs) attend monthly Task List review sessions to ensure required activities are on-track and new activities are added to Task List; this process facilitates the creation of a Scorecard, which is presented to the Governance Board weekly

50. Upcoming Key Stakeholder Meetings • Upcoming Key Stakeholder Meetings (generally the third Tuesday of each month): • March 15 • April 19 • May 17 • June 21 • July 19 • August 16 • September 20 • October 18