small agency meeting june 24, 2008 sunflower project statewide financial management system
TRANSCRIPT
Small Agency Meeting
June 24, 2008
Sunflower ProjectSunflower Project
Statewide Financial Management SystemStatewide Financial Management System
2
AgendaAgenda
Project Purpose, Scope and Timeline
Update on Project Activities
3 3
Outreach toOutreach toAgencies Agencies
Recognize the need to reach out to small agencies, boards and commissions
4
A&R and Most Programmatic Agencies Have a Collection of Disparate Systems
A/P
AssetMgmt
CashMgmt
Purchasing
STARS &Other Central
Systems
ReceiptingRevenue
Agency 1’sSystems
A/P
AssetMgmt
CashMgmt
Purchasing
ReceiptingRevenue
Grants/Projects/
Cost Cntrs
Agency 2’sSystems
A/P
AssetMgmt
CashMgmt
Purchasing
ReceiptingRevenue
Grants/Projects/
Cost Cntrs
Agency 4’sSystems
A/P
AssetMgmt
CashMgmt
Purchasing
Agency 4’sSystems
A/P
AssetMgmt
CashMgmtPurchasing
Grants/Projects/
Cost Cntrs
5
Financial Management System (FMS)Financial Management System (FMS)
Definition:
“A comprehensive suite of integrated modules delivered by a single software vendor that provides end-to-end support for statewide administrative services”
The FMS will not include the extensive materials management and manufacturing elements found in many Enterprise Resource Planning (ERP) systems.
6
FMS Will Consolidate Administrative Systems, Integrate Agency Business Functions and Interface w/ Programmatic Systems
Agency 2Agency 1
Agency 4
Agency 3
GL
Reporting
AssetMgmt
CashMgmt
Purchasing
ReceiptingRevenue
A/P
FMS
DataArchiving
A/R
7
Project ScopeProject Scope
“Big Bang” implementation
Software modules include:• General ledger• Purchasing• Accounts payable• Asset management• Project and grant accounting• Data warehouse and reporting• Accounts receivables and billing (optional for pilot)
8
Planning Design Configuration/Development/Testing Integration Acceptance Testing Testing
Kick-off
10/08 01/09 03/09 01/10 03/10 07/10
Go-Live07/01/10
Project TimelineProject Timeline
Project kick-off Oct 2008
Go-live July 2010
Twenty-one month duration
9
Planning Design Configuration/Development/Testing Integration Acceptance Testing Testing
Kick-off
Complete design of chart of accounts & publish interface
standards to agencies
Agency interface development, modifications to existing systems and initial data conversion/loading complete
8-10 month timeframe for agencies to:1. Set-up development & test environments2. Attend technical training3. Modify systems4. Develop interfaces (as required)5. Extract and clean-up data and validate data loading6. Develop agency-specific reports (75% of reports
through central reporting portal)7. Develop testing plans and prepare for integration
testing
8-10 month timeframe for agencies to:1. Set-up development & test environments2. Attend technical training3. Modify systems4. Develop interfaces (as required)5. Extract and clean-up data and validate data loading6. Develop agency-specific reports (75% of reports
through central reporting portal)7. Develop testing plans and prepare for integration
testing
10/08 01/09 03/09 01/10 03/10 07/10Expected critical path
Go-Live07/01/10
Project Timelines and Agency PlanningProject Timelines and Agency Planning
10
Update of Project Pre-Implementation ActivitiesUpdate of Project Pre-Implementation Activities
Systems Integrator Presentations & Software Demonstrations - complete
Review of current Chart of Accounts & Preliminary Design of new Chart – complete
Sources of vendor information and clean-up issues – complete
Key Project Team Positions
11
Creation of Evaluation TeamCreation of Evaluation Team
16 members from various State Agencies16 members from various State Agencies
12
Software demonstrations (Oracle) held during week of May 19-23System Integrator presentations held May 28-30
23 agencies attended the meetings 93 individuals attended the demonstrations
13
““Prototype” Chart of AccountsPrototype” Chart of Accounts
A prototype chart of accounts with a crosswalk from STARS is provided below. (SHARP uses the PS Department chartfield.)
STARS PeopleSoftAgency => Business UnitDivision => DepartmentFund => FundBudget Unit => TBDObject => AccountPCA => ProgramBudget Fiscal Year => Budget Referencen/a => Projectn/a => Activity
Two additional optional (agency-specific) chartfields will probably be included.
14
Vendor File ConsolidationVendor File Consolidation
Description of STARS and PMP vendor files (common and dissimilar data elements), issues and concerns;
Identification of agencies which may have their own purchasing systems and vendor files which are used in STARS Satellite which bypasses system edits (see STA’s Analysis of Agency Systems deliverable);
Assessment of what type of data clean-up will be required as part of conversion.
Description of the “as-is” processes (in narrative form and flowcharts, if appropriate) currently used to update both STARS and PMP vendor files; and
Recommendations for the approach to any data cleansing where identified.
Completed document can be found at:
http://www.da.ks.gov/ar/fms/Documents/VendorFileReviewv04FINAL.pdf
15
Project StaffingProject Staffing
Executive SponsorsDuane Goossen
Denise MooreCarol Foreman
Executive SponsorsDuane Goossen
Denise MooreCarol Foreman
Steering CommitteeSteering Committee
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
QA/TestLeadTBD
QA/TestLeadTBD
StakeholderInput
staff positionsstaff positions staff positionsstaff positions staff positions staff positions
Positions Filled
Positions Posted
Positions to-be Filled
Executive SponsorsDuane Goossen
Denise MooreCarol Foreman
Executive SponsorsDuane Goossen
Denise MooreCarol Foreman
Steering CommitteeSteering Committee
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
QA/TestLeadTBD
QA/TestLeadTBD
StakeholderInput
staff positionsstaff positions staff positionsstaff positions staff positions staff positions
Positions Filled
Positions Posted
Positions to-be Filled
16
Project StaffingProject Staffing
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
StakeholderInput
PurchasingLead
Angela Hoobler
PurchasingLead
Angela Hoobler
A/PLead
Jo Ann Remp
A/PLead
Jo Ann Remp
Asset MgmtLead
Asset MgmtLead
Projects/Grants Lead
Projects/Grants Lead
General LedgerLead
Brett Bauer
General LedgerLead
Brett Bauer
ProcurementTeam Member
#1
ProcurementTeam Member
#1
ProcurementTeam Member
#2
ProcurementTeam Member
#2
ProcurementTeam Member
#3
ProcurementTeam Member
#3
A/PTeam Member
#1
A/PTeam Member
#1
A/PTeam Member
#2
A/PTeam Member
#2
AMTeam Member
#1
AMTeam Member
#1
Projects/GrantsTeam Member
#1
Projects/GrantsTeam Member
#1
Projects/GrantsTeam Member
#2
Projects/GrantsTeam Member
#2
GLTeam Member
#1
GLTeam Member
#1
GLTeam Member
#2
GLTeam Member
#2
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
Positions Filled
Positions Posted
Positions to-be Filled
QA/TestLeadTBD
QA/TestLeadTBD
A/RLeadA/R
Lead
A/RTeam Member
#1
A/RTeam Member
#1
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
StakeholderInput
PurchasingLead
Angela Hoobler
PurchasingLead
Angela Hoobler
A/PLead
Jo Ann Remp
A/PLead
Jo Ann Remp
Asset MgmtLead
Asset MgmtLead
Projects/Grants Lead
Projects/Grants Lead
General LedgerLead
Brett Bauer
General LedgerLead
Brett Bauer
ProcurementTeam Member
#1
ProcurementTeam Member
#1
ProcurementTeam Member
#2
ProcurementTeam Member
#2
ProcurementTeam Member
#3
ProcurementTeam Member
#3
A/PTeam Member
#1
A/PTeam Member
#1
A/PTeam Member
#2
A/PTeam Member
#2
AMTeam Member
#1
AMTeam Member
#1
Projects/GrantsTeam Member
#1
Projects/GrantsTeam Member
#1
Projects/GrantsTeam Member
#2
Projects/GrantsTeam Member
#2
GLTeam Member
#1
GLTeam Member
#1
GLTeam Member
#2
GLTeam Member
#2
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
Positions Filled
Positions Posted
Positions to-be Filled
QA/TestLeadTBD
QA/TestLeadTBD
A/RLeadA/R
Lead
A/RTeam Member
#1
A/RTeam Member
#1
17
Project StaffingProject Staffing
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
QA/TestLead
QA/TestLead
StakeholderInput
Agency Integration
Team Member#1
Agency Integration
Team Member#1
Agency Integration
Team Member#2
Agency Integration
Team Member#2
BudgetIntegration
LeadLisa Becker
BudgetIntegration
LeadLisa Becker
SHARP Integration
Lead
SHARP Integration
Lead
BudgetIntegration
Team Member#1
BudgetIntegration
Team Member#1
SHARPIntegration
Team Member#1
SHARPIntegration
Team Member#1
CommunicationsLead
CommunicationsLead
TrainingLead
TrainingLead
Help DeskLead
Help DeskLead
TrainingTeam Member
#1
TrainingTeam Member
#1
TrainingTeam Member
#2
TrainingTeam Member
#2
TrainingTeam Member
#3
TrainingTeam Member
#3
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
Positions Filled
Positions Posted
Positions to-be Filled
Agency Integration
Team Member#3
Agency Integration
Team Member#3
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
QA/TestLead
QA/TestLead
StakeholderInput
Agency Integration
Team Member#1
Agency Integration
Team Member#1
Agency Integration
Team Member#2
Agency Integration
Team Member#2
BudgetIntegration
LeadLisa Becker
BudgetIntegration
LeadLisa Becker
SHARP Integration
Lead
SHARP Integration
Lead
BudgetIntegration
Team Member#1
BudgetIntegration
Team Member#1
SHARPIntegration
Team Member#1
SHARPIntegration
Team Member#1
CommunicationsLead
CommunicationsLead
TrainingLead
TrainingLead
Help DeskLead
Help DeskLead
TrainingTeam Member
#1
TrainingTeam Member
#1
TrainingTeam Member
#2
TrainingTeam Member
#2
TrainingTeam Member
#3
TrainingTeam Member
#3
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
Positions Filled
Positions Posted
Positions to-be Filled
Agency Integration
Team Member#3
Agency Integration
Team Member#3
18
Project StaffingProject Staffing
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
QA/TestLead
QA/TestLead
StakeholderInput
Sys Admin &Build Team Lead
Sys Admin &Build Team Lead
BuildTeam Member
#1
BuildTeam Member
#1
BuildTeam Member
#2
BuildTeam Member
#2
ReportsDevelopment
Team Lead
ReportsDevelopment
Team Lead
ReportsDevelopmentTeam Member
#1
ReportsDevelopmentTeam Member
#1
ReportsDevelopmentTeam Member
#2
ReportsDevelopmentTeam Member
#2
Data Conversion Coordinator
Data Conversion Coordinator
DevelopmentTeam Lead
DevelopmentTeam Lead
DevelopmentTeam Member
#1
DevelopmentTeam Member
#1
DevelopmentTeam Member
#2
DevelopmentTeam Member
#2
DevelopmentTeam Member
#3
DevelopmentTeam Member
#3
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
Positions Filled
Positions Posted
Positions to-be Filled
Security Lead
Security Lead
SecurityTeam Member
#1
SecurityTeam Member
#1
SecurityTeam Member
#2
SecurityTeam Member
#2
QA/TestLead
QA/TestLead
QA/TestTeam Member
#1
QA/TestTeam Member
#1
QA/TestTeam Member
#2
QA/TestTeam Member
#2
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
Mike Purcell
Project Mgmt Office
Mike Purcell
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
Change Mgmt, Training,Communications & Help Desk Team Mgr
Connie Guerrero
QA/TestLead
QA/TestLead
StakeholderInput
Sys Admin &Build Team Lead
Sys Admin &Build Team Lead
BuildTeam Member
#1
BuildTeam Member
#1
BuildTeam Member
#2
BuildTeam Member
#2
ReportsDevelopment
Team Lead
ReportsDevelopment
Team Lead
ReportsDevelopmentTeam Member
#1
ReportsDevelopmentTeam Member
#1
ReportsDevelopmentTeam Member
#2
ReportsDevelopmentTeam Member
#2
Data Conversion Coordinator
Data Conversion Coordinator
DevelopmentTeam Lead
DevelopmentTeam Lead
DevelopmentTeam Member
#1
DevelopmentTeam Member
#1
DevelopmentTeam Member
#2
DevelopmentTeam Member
#2
DevelopmentTeam Member
#3
DevelopmentTeam Member
#3
Finance TeamMgr
Annette Witt
Finance TeamMgr
Annette Witt
Business Intelligence/DW
LeadVicki Hemmen
Business Intelligence/DW
LeadVicki Hemmen
Technical TeamManager
Dean Arzoian
Technical TeamManager
Dean Arzoian
Central AgencyIntegration
LeadPam Fink
Central AgencyIntegration
LeadPam Fink
Agency/RegentsIntegration
LeadTBD
Agency/RegentsIntegration
LeadTBD
Positions Filled
Positions Posted
Positions to-be Filled
Security Lead
Security Lead
SecurityTeam Member
#1
SecurityTeam Member
#1
SecurityTeam Member
#2
SecurityTeam Member
#2
QA/TestLead
QA/TestLead
QA/TestTeam Member
#1
QA/TestTeam Member
#1
QA/TestTeam Member
#2
QA/TestTeam Member
#2
19
Update of Project Pre-Implementation Update of Project Pre-Implementation Activities – In ProcessActivities – In Process
Outreach to Small Agencies and State Hospitals – May/June
Agency Readiness and Impact Assessment – May/June
Review of Objects Codes and Commodity Codes – May/June
Business Process Mapping – June thru September
Building the Project Team – on-going
20
Small Agencies Need Special AttentionSmall Agencies Need Special Attention
Small Agency Survey• STARS – direct data entry, upload• Use of SOKI – direct data entry, upload• Other systems containing financial information• Identify “points of pain”
Would establishing a Small Agency Advisory Group be helpful ???• Critical mass in problem resolution• Enable common solutions to common problems• Identify IT challenges and provide assistance• Gain a level of influence
Who would be interested in participating?
21
Discussion/QuestionsDiscussion/Questions
For additional information on the project, please seethe project website: http://www.da.ks.gov/ar/fms/
Questions can be submitted to [email protected]