FOCAS Future of the Central Accounting System

1. FOCAS Future of the Central Accounting System Agency Feedback Session Vendor Repository April 2, 2004

2. Welcome, Introductions & Logistics Reconnect & Scope Current World vs. New - New Concepts Scenarios Business Process Model Review Business Object Model Review Overview By Scenario Closing Next Steps Debrief Agenda

3. Advanced Strategies Team FOCAS Project Team BPA Team (SME’s) Logistics Introductions & Logistics

4. Session Definition: Scope • Agency input to or output from CAS • All Vendors • All other Payees

5. Session Definition: Context Within the subject areas of our sessions, • Spending Authority • Accounting Structure • Agreements • Vendor RepositoryWe are here • Payments • Revenue, Financial Reporting, Fringe Benefits

6. Session Definition: Context Within the methodology, • Definition • Analysis We are here • Design • Realization • Implementation • Production

7. Session Definition: Context • This presentation represents a vision – aproposed concept. • Additional input needs to be gathered from Agencies. • There are still many, many policy decisions that would have to be made. • Emphasis on information needs & business processes- not the technology, forms, etc. • Terminology often different from what is used today • More precise • More descriptive • May not be used in the solution • Overall goal – determine your information needs in a perfect world • Although we can’t promise you will get it all!

8. Information Analyzed • Current System Inputs • AC130 Purchase Order • AC340 Contract Encumbrance Request • AC902 Purchase Order Change Notice • T203/T204/T205 (Bulk load) Encumbrance Charge • T212/T213 (Bulk load) Contract Data • T218/T219/T220 (Bulk load) Contracts Encumbrance Charge • T221/T222/T223 (Bulk load) Scheduled Contract Payment • T342/T343/T344 (Bulk load) Payee Name/Address • ACxx Vouchers • Assessment of all the opportunities for improvement gathered from many stakeholders

9. Current World

10. New World: Vendors • Vendor: an organization or individual with whom a state agency: • has determined they would like to do business OR • is actively doing business OR • has done business at some point in the past • A Vendor may provide funds to the State or receive funds from the State or both

11. New World: Non-Vendors • Non-vendor: an individual or organization who is not a vendor, but with whom the State anticipates an on-going relationship and/or whom the State needs to pay

12. New World: Managed Non-vendors &Non-managed Payees • Managed non-vendor: a non-vendor with whom the State anticipates an on-going relationship • Non-managed payee: a non-vendor to whom the state is going to make a payment, but there is no known reason to manage or store information about the recipient at the time the payment is being made.

13. How Much Information Being Stored?

14. Additional Key Messages • Our vision is to establish a unique record of information within OSC for a specific individual or organization. • We want to eliminate redundant data entry by storing appropriate information. • We want to enable consistent, accurate reporting regarding those with whom the State does business and/or makes payments. • OSC is in discussions regarding data conversion – will be holding future sessions regarding this. • We recognize many agencies have vendor files – will be coming to you for further input.

15. Anticipated Benefits to Agencies • Verify MWBE status • Check that vendors have appropriate licenses • Gather tax reporting information • Improved lien enforcement process • Improved ability to negotiate prices based on total volume of business with State • Support anticipated legislative requirements & agency needs regarding collection & tracking of vendor information

16. Key Points about Business Models • Proposed new world • Logical models – not physical • Business models not technical Models (i.e. not a database Model) • Look at the world from specific points of view • Process • Information/Objects • All of the models were reconciled to ensure that we have a comprehensive view of the business

17. Scenarios for Vendors & Non-vendors • Set up new vendor • At the time of submitting an invoice (purchased furniture from DeCosta Office Furniture for $10,000) • Prior to submitting a formal agreement (contract with Carter Equipment for $2,000,000) • Set up managed non-vendor • (IRS submits claim against Mary Smith Consulting) • Add non-managed payee • At the time of submitting a payment request ($39 refund from Motor Vehicles to John Smith to be paid by check)

18. Business Process Model • See handout.

20. Business Object Model • See handout.

21. Next Steps Within the methodology, • Spending Authority • Accounting Structure • Agreements • Vendor Repository • Payments We go here • Revenue, Financial Reporting, Fringe Benefits

22. Next Steps • If you have further feedback, send to FOCAS@osc.state.ny.us • FOCAS Project Team will review your comments and feedback • There will be a summary meeting to review feedback and results

23. Debrief We’ll be doing sessions like this each week. Please help us to improve the process: • Overall Impressions • Do Better • Did Well

24. Thanks for Attending • We need your input to be successful • Thanks for your time!