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SFS Key Stakeholder Meeting

Statewide Financial System (SFS). SFS Key Stakeholder Meeting. January 25, 2011. Agenda. SFS “Go-Live” Extension: October 2011 New SFS Online Courses Vendor “Go-Live” Update: Success! SFS Reporting Update. October 2011 Go-Live Roadmap. TOP TEN. SFS October 2011 “Go-Live” Questions.

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SFS Key Stakeholder Meeting

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  1. Statewide Financial System (SFS) SFS Key Stakeholder Meeting January 25, 2011

  2. Agenda • SFS “Go-Live” Extension: October 2011 • New SFS Online Courses • Vendor “Go-Live” Update: Success! • SFS Reporting Update

  3. October 2011 Go-Live Roadmap

  4. TOP TEN SFS October 2011 “Go-Live” Questions

  5. #10 Why are we extending the SFS “Go- Live” to October? • “Going Live with Certainty” • Given the limited State, Agency, and SFS resources, extending to October provided the best opportunity to position the program for a successful launch • SFS functionality was complete, but customization to agency requirements needed additional modifications • Allows additional time for conversion, consolidation, system testing, and Agency readiness and training • Potential for more end users

  6. #9 What SFS modules will be implemented for the October “Go-Live”? • Functional scope for the October 2011 SFS “Go-Live”will remain unchanged

  7. #8 How do we manage CAS and other legacy systems? • APPX/KFMS legacy systems will need to be continued until after the October SFS “Go-Live” • CAS and its shadow system will continue to provide reporting of data for an additional 6 months

  8. #7 How do we keep the momentum going for SFS given the extension? • Don’t let up! • Must maintain the aggressive pace we’ve had • Use change management and communication tools: • Workforce readiness plans • Communications toolkits • SFS demos, screen shots, simulations • Town Hall sessions and workshops

  9. #6 How do we maintain support from the Agencies given the extension? • Engage agencies through our expanded outreach program • Technology • Business Processes • Workforce Readiness

  10. #5 What will happen with a fiscal mid-year conversion? What is our game plan? What is changing? • Mid Year Conversion SFS SWAT Team identified and engaged • Things to think about in mid year conversion programs: • Are summary transactions by month sufficient to support reporting requirements (including Grants and Oil spill)? • How will Agencies support mid-year change and reporting within their FMS? • Impacts to Data Warehouse reporting? • Impacts to Payroll?

  11. Conversion: Mid-Year Proposal (All Agencies)

  12. Conversion: Mid Year Proposal (All Agencies)

  13. Conversion: Mid Year Proposal (All Agencies)

  14. Conversion: Mid Year Proposal (All Agencies)

  15. #4 How will the extension change role mapping and impact assessments? • Current role mapping will remain in place, but updates and revisions will be allowed as staff and employees transition roles and positions • Agency Impact Assessments will be updated as needed if functionality or scope changes • Specific timing for updates will be communicated at a later time

  16. #3 How has the SFS testing schedule and scope changed with the extension? • February scheduled UAT has been postponed • Expanded Online UAT to 3 months (April-July) • Provided additional time for Bulkload End-to-End UAT and remediation (January-May)

  17. #2 How will the extension impact the SFS training schedule and resources? • Train the Trainer and End User Training will likely be delayed until the summer • Training development will remain on schedule and modules will be released as they are completed • 8 online courses will be available for Agency use in February

  18. New SFS Online Courses (UPK demo to be inserted Mon Jan 24)

  19. #1 Now that we have additional time, how can we better prepare our agencies for the October “Go-Live?” • Contribute and participate in SFS outreach programs • Communicate and ask questions regarding challenges and issues • Utilize and implement Agency readiness, communications, and workforce readiness tools and materials • Provide additional time to train Agency users over next 9 months • We want to hear from you!

  20. SFS Vendor “Go-Live:” Success!

  21. SFS Vendor File “Go-Live” • The first M131 file will be available for Agency review the week of January 24 • Vendor Portal “Go-Live” deferred until Release 2B to accommodate additional system testing • Benefits: • Eliminates duplicate vendor records • Improves vendor reports of purchasing and payments • Allows vendors to maintain their own records through self-service • Enables agencies to leverage volume discounts and efficiencies • The SFS Vendor File went live on Tuesday, January 18 on schedule!

  22. SFS Reporting Update

  23. Report Catalog by Application (All Agencies) • The SFS Report Catalog contains the custom and delivered reports that support the SFS Reporting Solution:

  24. How the Report Catalog was Defined • The SFS Program reviewed the reporting requirements. • Based on priority and complexity, the Go-Live reports were identified. Requirements Input SFS Program Review Outreach Conference Room Pilot(s) OSC Blueprints Prioritization Go-Live Reports Identified Report Catalog Other Agency Requirements Complexity

  25. Report Priority Ratings (All Agencies) • High – Required for “Go-Live” • Required to support production • Operating processes would be adversely affected if not available • Contractually required • Contains time-critical information • Medium – Needed after “Go-Live” • Provides additional value • Operating processes not adversely affected in the short-term • Essential for medium to long-term support • Low – Needed next year • Addresses anticipated needs • Can be generated manually in the short term

  26. Report Priority (All Agencies) • Of the 363 custom reports, 137 are considered to be high priority reports:

  27. Report Availability (All Agencies) • Delivered reports will be available for “Go-Live” • Of the 363 custom reports, 129 will be available for “Go-Live”

  28. Report Access • PeopleSoft delivered reports will be available to Phase 1 Agencies (no modification) • Custom reports will be delivered through the appropriate tool dependent on the audience of the report • Phase 1 Agencies (real-time and non-real time data depending on the report) • Future Phase Agencies (non-real time data)

  29. Report Access • Reports will be organized by application • Within an application, reports will be assigned to folders • PeopleSoft delivered inquiry functionality within each application • Available to Phase 1 Agencies • Accesses real-time data

  30. Report Access

  31. Phase 1 Agency Reporting • PeopleSoft reports are scheduled or run by key Agency users and distributed to other Agency end-users. Run control pages will be secured by PeopleSoft delivered role level security. • Agencies have control over reporting • Reports are generated only when needed • Agencies have the ability to execute reports important to them with their own run control parameters • Agencies able to distribute reports as needed to their end-users

  32. Phase 1 Agency Reporting • Agencies will have a Report Administrator: • This role will be part of role mapping activities and should be assigned to a limited user population • Will have the ability to select and schedule reports as well as provide distribution to an agency audience

  33. PeopleSoft Report Key Takeaways • PeopleSoft reports are for Phase 1 Agencies only. • Executed reports are available within Report Manager. • Reports will be purged after 7 calendar days. The Agency will be required to establish and communicate a business process for long-term report retention.

  34. PeopleSoft Report Key Takeaways • Performance Testing will determine which reports can be run ad-hoc during business hours vs. requiring scheduling following batch. • The Agency Report Administrator’s role will be to review available reports, schedule execution, and assign distribution. • Further training and/or job aids for reports will be part of the training curriculum prior to SFS Go-Live.

  35. OBIEE Report Key Takeaways • OBIEE reports are for Phase 1 and Future Phase agencies. • All Statewide reports will be delivered thru OBIEE. • OBIEE reports are custom reports. Custom reports have been prioritized as required for Go-Live or deferred to post Go-Live. • OBIEE transactional data used for reporting will be refreshed nightly via batch processes.

  36. OBIEE Report Key Takeaways • Agencies will be required to establish and communicate a business process for long-term report retention. OBIEE reports are generated on-demand but are not retained. • OBIEE Security will mirror data security credentials from PeopleSoft Financials. • Further training and/or job aids for reports will be part of the training curriculum prior to SFS Go-Live. Training reference material will be available for Future Phase agencies.

  37. Agency Reporting Responsibilities

  38. Agency Report Administrator • Agencies need to determine candidates to serve as Report Administrators. • Limited number of Report Administrators per agency • Familiar with legacy reports and Agency business processes • Familiar with ad-hoc reporting requirements for the Agency • Familiar with Agency report retention requirements • Responsible for review of the SFS Report Catalog and selection of PeopleSoft reports that will be scheduled for the agency • Responsible for maintenance of the PeopleSoft report distribution • The Report Administrator will understand the best method to meet agency requirements via available reporting toolsets.

  39. Reporting Roles: All Agencies • Agency Report Administrator (PeopleSoft) • Selects reports to be utilized by their Agency • Assigns report distribution to Agency personnel • Ability to schedule reports • Ability to change report expiration dates • Agency (Module) Inquiry and Reporting • Able to perform inquiry within PeopleSoft • View PeopleSoft reports • Generate OBIEE reports Functional Roles (Role Mapping Activity)

  40. Reporting Roles: All Agencies • Agency Super User • Front line support for Agency personnel • SFS Help Desk • Provides post-implementation support for Agency system users • SFS Operations • Maintains batch schedule for PeopleSoft processes (report dependencies)

  41. Report Catalog (All Agencies) • SFS Report Catalog Published http://www.sfs.ny.gov/programElements/reports.htm • Report Catalog contains: • Delivered reports, custom reports (including all Statewide reports) • Information for • Application • Report ID, name, and description • Legacy report ID • Data elements • Frequency • Interactive filters and sort by data categories • Report template • Go-Live vs. post Go-Live (priority and complexity)

  42. Reporting Next Steps • The SFS Program will complete design, build, and test for reports prioritized for Go-Live. A set number of custom reports will be delivered for Go-Live with the remainder being delivered through release management. • Agencies will have an opportunity to execute Go-Live reports as they are introduced during User Acceptance Testing. • The SFS Report Catalog will be maintained with periodic releases as design on custom reports is finalized and testing is completed. • Agencies should participate in role mapping activities as communicated by SFS. Role mapping determines which users will have functional security roles as of Go-Live.

  43. Questions? Contact us at feedback@sfs.ny.gov

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