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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. - PowerPoint PPT Presentation
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Statewide Financial System
SFS Key Stakeholder MeetingSFS Key Stakeholder MeetingSFS Key Stakeholder MeetingSFS Key Stakeholder Meeting
January 25, 2011January 25, 2011
Statewide Financial System (SFS)Statewide Financial System (SFS)
Statewide Financial System2
Agenda
SFS “Go-Live” Extension: October 2011
New SFS Online Courses
Vendor “Go-Live” Update: Success!
SFS Reporting Update
Statewide Financial System3
October 2011 Go-Live Roadmap2011
Jan Feb Mar Apr May Jun Jul Aug Sep Oct
Vendors Go Live Agencies\eSupplier\COA Portal Go Live
Close Issues System Freeze Publications
Walk Throughs
Scope Changes & Rel 4 Build Build Freeze
Report Build (All Reports)
Conversion Program Updates Mock 1 - 3
Future Phase Agency Conversion CoordinationSystem Test
Converted Data entered
End to End Bulkload Testing E2E Regression
User Acceptance Testing (on-line)
Performance Testing
Intrusion Testing
Training Dev New Phase 1 Agencies Activities TTT Training Delivery
OSC\DOB\Agency Readiness
Go-Live
Statewide Financial System4
SFS October 2011“Go-Live” Questions
Statewide Financial System5
#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
Statewide Financial System6
#9 What SFS modules will be implemented for the October “Go-Live”?
Functional scope for the October 2011 SFS “Go-Live” will remain unchanged
Statewide Financial System7
#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
Statewide Financial System8
#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
Statewide Financial System9
Engage agencies through our expanded outreach program
Technology
Business Processes
Workforce Readiness
#6 How do we maintain support from the Agencies given the extension?
Statewide Financial System10
#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?
Statewide Financial System11
Conversion: Mid-Year Proposal (All Agencies)
Program Name April Conversion Plan Options for Mid Year ConversionGeneral Ledger Conversion
Balance sheet balances 1) Convert as of 3/31/11 and then post monthly summarized transactions (sourced from CAS to GLS feed), month by month through 10/31
2) Close CAS and GLS as of 9/30/11 and start new 6 month year in SFS
Statewide Financial System12
Conversion: Mid Year Proposal (All Agencies)
Program Name April Conversion Plan Proposal for Mid Year Conversion
Grants Summaries converted (includes Life to Date Summary activity)
No change
Contracts Open and Inactive for past 730 days (includes Life to Date Expenditures Summary activity)
Open and Inactive for past 910 days
Contract Encumbrances
Open Active Balances No change
CAM Not converting contract audit information and history from CMS
No change
Statewide Financial System13
Conversion: Mid Year Proposal (All Agencies)
Program Name April Conversion Plan Proposal for Mid Year Conversion
Oil Spill Summaries converted No change1099’s Summaries converted No changeChild Performers Summaries converted No changeFBIC Summaries converted No changeLand Claims Summaries converted No changeLiens Summaries converted No changeVendors Converting 01/2011 N/A
Customers Converting 08/2011 N/AAR Open Items Balances as of 3/31/11 Balances as of 9/30/11
PO Encumbrances Not converted No change
AP Vouchers Not converted No change
Travel Vouchers Not converted No change
Statewide Financial System14
Conversion: Mid Year Proposal (All Agencies)
Program Name April Conversion Plan Proposal for Mid Year Conversion
Commitment Control Balances converted (with Life to Date Summary Activity)
No change
Payment Reconciliation Not converted Load open un-reconciled checks as third party payments to facilitate consolidated reconciliation processes.
Statewide Financial System15
#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
Statewide Financial System16
#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)
Statewide Financial System17
#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
Statewide Financial System18
New SFS Online Courses
(UPK demo to be inserted Mon Jan 24)
Statewide Financial System19
#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!
Statewide Financial System20
SFS Vendor “Go-Live:” Success!
Statewide Financial System21
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!
Statewide Financial System22
SFS Reporting Update
Statewide Financial System23
Report Catalog by Application (All Agencies)
The SFS Report Catalog contains the custom and delivered reports that support the SFS Reporting Solution:
Reports by Application
Application Module Custom Delivered Total Accounts Payable AP 85 28 113 Accounts Receivable AR 41 34 75 Billing/Customer BI 4 28 32 General Ledger GL 45 16 61 Budget KK 60 2 62 Purchasing PO 28 43 71 Travel & Expense TE 12 11 23 Contract Audit Module CAM 30 0 30 Treasury TR 6 0 6 Grants GR 27 0 27 Cash/Debt Mgmt CDM 25 0 25 Total 363 162 525
Statewide Financial System24
OutreachSFS Program Review
How the Report Catalog was Defined
The SFS Program reviewed the reporting requirements.
Based on priority and complexity, the Go-Live reports were identified.
Conference Room Pilot(s)
OSC Blueprints
Other Agency Requirements
Prioritization Report Catalog
Complexity
Go-Live Reports Identified
Requirements Input
Statewide Financial System25
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
Statewide Financial System26
Report Priority (All Agencies)
Of the 363 custom reports, 137 are considered to be high priority reports:
Custom Reports by Priority Level Application Code High Medium Low Total
Accounts Payable AP 39 42 4 85 Accounts Receivable AR 2 39 0 41 Billing BI 4 0 0 4 General Ledger GL 13 26 6 45 Budget KK 33 27 0 60 Purchasing PO 8 16 4 28 Travel & Expense TE 4 8 0 12 Contract Audit Module CAM 29 1 0 30 Treasury TR 0 6 0 6 Grants GR 0 27 0 27 Cash/Debt Mgmt CDM 5 20 0 25 Total 137 212 14 363
Statewide Financial System27
Report Availability (All Agencies)
Delivered reports will be available for “Go-Live”
Of the 363 custom reports, 129 will be available for “Go-Live”
Report Availability
Application Code Go-LiveAfter Go-
Live Total Accounts Payable AP 35 50 85 Accounts Receivable AR 2 39 41 Billing BI 0 4 4 General Ledger GL 16 29 45 Budget KK 27 33 60 Purchasing PO 10 18 28 Travel & Expense TE 9 3 12 Contract Audit Module CAM 29 1 30 Treasury TR 0 6 6 Grants GR 0 27 27 Cash/Debt Mgmt CDM 1 24 25 Total 129 234 363
Statewide Financial System28
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)
Statewide Financial System29
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
Statewide Financial System30
Report Access
Custom Reports
Delivered ReportsNon-Real-Time Data
(Time Delay)
Real-Time Data
(Current)
Phase 1 Agencies
Future Phase Agencies
Statewide Financial System31
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
Statewide Financial System32
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
Statewide Financial System33
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.
Statewide Financial System34
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.
Statewide Financial System35
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.
Statewide Financial System36
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.
Statewide Financial System37
Agency Reporting Responsibilities
Statewide Financial System38
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.
Statewide Financial System39
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)
Statewide Financial System40
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)
Statewide Financial System41
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)
Statewide Financial System42
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.