User Support for the Statewide Financial System Deb Best, SFS Program

1. User Support for the Statewide Financial System Deb Best, SFS Program

2. Agenda • The Statewide Financial System: An Overview • SFS Support: Prior to “Go-Live” • SFS User Support: Post “Go-Live”

3. The Statewide Financial system: an overview

4. Two Projects Became One

5. Two Financial Components Comprise the SFS Central Accounting System (CAS) Security Controls Financial Management System (FMS)

6. Phased SFS Rollout to State Agencies All In-Scope Functionality Grants, Project Accounting & Asset Functions Core Financials & Procurement Functions

7. SFS Functionality End Vision – All System Functions Fully-Implemented (15,000+ core users) Phase 1 Functional Scope (7,000+ core users) Asset Management Inventory Management Core Financial & Procurement Functions Bid Development / eProcurement (Strategic Sourcing) Grantee, State as Treasury / Cash Management Grantor, State as Accounts Receivable / Non-Tax Revenue Project Accounting (Federal Grants, Capital & IT Projects) General Ledger / Commitment Control Purchasing / Statewide Vendor File Accounts Payable / Travel Contract Audit Management Data Warehouse and Business Intelligence

8. SFS Benefits • Provides Value through Better Government • Timely, dependable and transparent financial information • Promote accountability • Encourages creation of consolidated, customer-focused shared services

9. SFS Benefits • A Catalyst for Process Improvements • Immediate, tangible benefits by integrating a previously-fractured environment • Improves the budget process for all stakeholders • Dramatically improves the way the State acquires goods/services • Provides a basis for making strategic procurement decisions • Expands the State’s ability to account for revenue collections

10. SFS Benefits • The SFS Empowers Stakeholders • Offers intelligent business features with a user-friendly look and feel • Provides self-service functionality for travel requests/reimbursements • Extends system access beyond the “main office” to other locations/field users • Facilitates information exchange with vendors/not-for-profit providers

11. SFS Benefits • Provides Solid Foundation for Future Business Improvements • Additional ERP functionality (e.g., human resources, time recording, compensation, etc.) • Potential fleet/facilities management capabilities • E-Procurement • For More Information About the SFS, Visit www.sfs.ny.gov

12. SFS support: prior to “Go-Live”

13. Get Supporting Documentation to Help You Prepare for the SFS • All Agencies: • SFS Agency Implementation Guide-Primary source of information for State agencies throughout the planning, development and deployment of the SFS • Agency Task Lists - Details specific agency tasks in preparation for SFS deployment • Conversion Guide - Provides information on data that will be converted from Central Accounting System /agency systems to the SFS • SFS Report Catalog - Includes legacy report numbers that will be replaced by the SFS All are available on the SFS web site at www.sfs.ny.gov

14. Get Supporting Documentation to Help You Prepare for the SFS • Phase 1 Agencies: • Chart of Accounts (COA) Handbook - Reference tool providing information about the Chart of Accounts for SFS deployment • SFS Training Materials – Information about user training delivery for the SFS All are available on the SFS web site at www.sfs.ny.gov

15. Who to Contact to for Assistance • SFS Help Desk • Conducting agency bulkload interface testing/certification • TumbleWeed server registration • Answers to SFS Agency Implementation Guide questions • CAS Security Coordinator support • Email at HelpDesk@osc.state.ny.us or call (518) 457-7SFS

16. Who to Contact to for Assistance • SFS Program Deployment Liaisons • Assigned to each agency to provide you help with deployment activities • People readiness • Process readiness • System readiness • Data readiness • Infrastructure readiness • Find your Deployment Liaison on the SFS web site at www.sfs.ny.gov

17. Where to Go with SFS Questions • SFS Knowledge Base • Research a library of SFS Program documentation • Research approved SFS Program answers to previously-submitted agency questions • Submit implementation-related questions and supporting details to the SFS Program via the Implementation Question Submission (IQS) form • The Knowledge Base is available on the SFS web site • Check out the Knowledge Base on the SFS web site at www.sfs.ny.gov

18. Still More Questions? • Information Sessions • Broad range of information on specific functional/process topics • Q & A Sessions • Answers to questions on core agency business and technical implementation activities • Awareness Sessions • General overview of the SFS targeted for prospective end users and agency staff Email general SFS Program questions/comments to feedback@sfs.ny.gov

19. SFS Web Site Resources • Latest Deployment News • Meeting Presentations • General System Information • Training Schedules • SFS Q & A

20. SFS user support: POST “Go-Live”

21. More Ways to Keep In Touch with SFS Information • Daily System Updates for Agencies via the SFS Portal Home Page

22. SFS Help Desk • Full Service SFS Support for Phase 1 Users • Provide Future Phase Agencies with Support Services Similar to Those Offered for the Current CAS • SFS Agency Security Coordinator Support • Accessible from 7 AM until 6 PM Monday – Friday • Internal 7-7SFS (7-7737) • Toll-Free (877) SFS-4185 • Local (518) 457-7SFS • Email at HelpDesk@osc.state.ny.us or call (518) 457-7SFS

23. Assistive Learning • SFS Design with Assistive Learning Technology in Mind • Compliance with Federal/State Requirements • Assistive Technology End-User Needs Survey Will Be Conducted by the SFS Program After Role-Mapping Completed

24. In Summary • Much Information Available Now and in the Future to Support Agencies and Their SFS Users Both Pre- and Post-”Go-Live” • SFS Help Desk • SFS Web Site • General Questions to feedback@sfs.ny.gov

25. Questions

26. We’re Changing the Future of New York State