statewide financial system (internal use only) agency task list kickoff meeting june 9, 2010...

Statewide Financial System (Internal Use Only)

Agency Task List Agency Task List Kickoff MeetingKickoff MeetingAgency Task List Agency Task List Kickoff MeetingKickoff Meeting

June 9, 2010June 9, 2010

Presented by:

Mary Acquaviva

Org Readiness

Statewide Financial System (Internal Use Only)2

Stakeholder Delivery Map

Overview of Task List Tools

Agency Task List

Agency Monthly Reporting Scorecard

Statewide Dashboard

Task List Walkthrough

Agency Next Steps

Agency Support

Questions


Overview of Task List Tools

Agency Task List

Agency Monthly Reporting Scorecard

Statewide Dashboard

Task List Walkthrough

Agency Next Steps

Agency Support

Questions

Meeting AgendaMeeting Agenda


ImplementationImplementation

OSC and Agency ReadinessOSC and Agency Readiness

Agency LOE Forms and Plan to Procure Due

Agency Interface Project Plans

Certification Pilot Begins

Bulkload Certification Begins

OSC Change Impact Due OSC Change Action Plans Begin

Agency Specific Scorecards Created Agency Checkpoint Meetings

Bulkload Certification Ends

Trainers Identified

Final Layouts to Agencies

Services AcquisitionServices Acquisition Interface Design/BuildInterface Design/Build

Certif PilotCertif Pilot

Formal CertificationFormal Certification

Agency Implementation GuideAgency Implementation GuideRelease Guide

with File Layouts

Conversion Mock TestsConversion Mock Tests

Data Cleansing at 70%Data Cleansing Complete

Vendor File Live

Execute ConversionExecute Conversion

Go-Live

Production SupportProduction Support

OSC Oracle GLS used for 2010-11 CAFR

OSC Oracle GLS used for 2010-11 CAFR

Operations Information

Agency Executes Change Actions and Provides Scorecard UpdatesAgency Executes Change Actions and Provides Scorecard Updates

Final Agency Vendor File

Agency Impacts/ActionsAgency Impacts/Actions

Training DesignTraining Design Training DevelopmentTraining Development Training DeliveryTraining DeliveryTrain TrainersTrain Trainers

OSC Action Plan DevelopmentOSC Action Plan DevelopmentCollect OSC ImpactsCollect OSC ImpactsOSC Executes Change ActionsOSC Executes Change Actions CutoverCutover

CutoverCutover

OSC/AgencyOSC/Agency

SFS Team SFS Team



Task List Tools

Agency Task List

Agency-specific tasks that need to be completed prior to Go-Live. Three-month rolling task list created and distributed by SFS

Organizational Readiness Team on a monthly basis. Updated by agencies to indicate status of completion and

returned to SFS monthly. Agency Monthly Reporting Scorecard

Based on Agency’s status of task completion. Created and distributed by the Agency’s Organizational

Readiness Liaison monthly. Statewide Dashboard

Global view of all agencies’ organizational readiness. Created, maintained, and used internally by SFS.


Task List Tools: How They are Related

Agency task lists are distributed to agencies at the beginning of the month.

Agencies return task lists by the last business day of the month.

SFS uses agency task lists to update and distribute each agency’s monthly reporting scorecard.

SFS uses agency monthly reporting scorecards as input to the statewide dashboard.

Agency A Task List Agency A Scorecard

•A•B

•C •D

Agency B Task ListAgency C Task List

Agency D Task List

Agency B Scorecard Agency C Scorecard

Agency D Scorecard

DASHBOARDSCORECARDSTASKLISTS


Agency Task List Kickoff Meeting

Agency Task List Agency Task List OverviewOverview

Agency Task List Agency Task List OverviewOverview

Presented by:

Divya Chadalavada

Org Readiness


Agency Task List: What is it?

Agency-specific listing of all tasks that need to be completed in preparation for Go-Live.

Task lists cover all aspects of organizational readiness:

Process Readiness – New tools in place; new / modified business processes documented.

People Readiness – Open intra-agency communications; successful training delivery; user roles / provisioning.

Support Readiness – Provision of user support; Super User preparation.

System Readiness – Systems are configured / converted / interfaced / tested.

Infrastructure Readiness – Desktops / workstations are prepared.


Agency Task List: What is it?

Task lists contain all tasks that are due within the next three months and any incomplete tasks from the previous task list.

Distributed to Agency Coordinators monthly.


Agency Task List Snapshot: As Sent to Agencies

Task ID No.

High-Level Task Category

Task Description Reference MaterialTask

Start DateTargeted

Completion

Task Status (Agency to Complete)

Info. Req'd from SFS

Entity Impacted

2 Business Process Determine agency use of requisitioning in FMS Not Applicable 1-Jul-2010 31-Aug-2010 Phase I

6 Business Process Identify change to internal business processes and procedures

Not Applicable 1-Jul-2010 31-Aug-2010 Phase I

8 Communications Create communication distribution channels (i.e. email distribution list) for end users

Not Applicable 10-Jun-2010 30-Jul-2010 All agencies

12 Configuration (COA) Complete Cost Center Mappings - Round 1 Section 8.0 Agency Implementation Guide

1-Dec-2009 30-Apr-2010 All agencies

18 Conversion Identify agency systems that require conversion (Consider AR billing systems that are to be replaced by SFS)

Not Applicable 10-Jun-2010 30-Jul-2010 Phase I

17 Conversion Identify data conversion requirements for disposed systems (Consider AR billing systems that are to be replaced by SFS)

Not Applicable 10-Jun-2010 30-Jul-2010 Phase I

16 Conversion Identify conversion data owners 10-Jun-2010 30-Jul-2010 Phase I54 Interface

DevelopmentComplete and return Level of Effort form for Interface Development to SFS

Section 2.5 and Appendix J Agency Implementation Guide

23-Oct-2009 26-Mar-2010 Interface Agency

55 Interface Development

Complete and submit to SFS a Project Plan for Interface Development to SFS

Section 2.5.2 Agency Implementation Guide

23-Oct-2009 26-Mar-2010 Interface Agency


Determine finalized dispositions for feeder systems Not Applicable 1-Apr-2010 30-May-2010 Phase I


Complete and submit the Agency Interface Profile template to SFS

Section 4.0 and Appendix G Agency Implementation Guide

24-May-2010 18-Jun-2010 Interface Agency


Complete conversion to Tumbleweed Appendix F Agency Implementation Guide

16-Feb-2010 31-Aug-2010 Interface Agency

31 Security Confirm Security Coordinator has been designated Section 3.2 Agency Implementation Guide

24-May-2010 30-Jun-2010 All agencies

41 Training Complete training survey and submit to SFS Section 10.5 Agency Implementation Guide

1-Mar-2010 1-May-2010 Phase I

49 Training Ensure all agency end-users are registered in NYS-Learn Section 10.5 Agency Implementation Guide

24-May-2010 31-Aug-2010 Phase I

48 Training Confirm end user prerequisite training gaps Section 10.5 Agency Implementation Guide

1-Jul-2010 31-Aug-2010 Phase I


Task ID No.

High-Level Task Category

Task Description Reference MaterialTask

Start DateTargeted

Completion

Task Status (Agency to Complete)

Info. Req'd from SFS

Entity Impacted

2 Business Process Determine agency use of requisitioning in FMS Not Applicable 1-Jul-2010 31-Aug-2010 2 - 25% Complete Phase I

6 Business Process Identify change to internal business processes and procedures

Not Applicable 1-Jul-2010 31-Aug-2010 3 - 50% Complete Awaiting Information from SFS

Phase I

8 Communications Create communication distribution channels (i.e. email distribution list) for end users

Not Applicable 10-Jun-2010 30-Jul-2010 4 - 75% Complete All agencies

12 Configuration (COA) Complete Cost Center Mappings - Round 1 Section 8.0 Agency Implementation Guide

1-Dec-2009 30-Apr-2010 5 – Complete All agencies

18 Conversion Identify agency systems that require conversion (Consider AR billing systems that are to be replaced by SFS)

Not Applicable 10-Jun-2010 30-Jul-2010 6 - Not Applicable Phase I

17 Conversion Identify data conversion requirements for disposed systems (Consider AR billing systems that are to be replaced by SFS)

Not Applicable 10-Jun-2010 30-Jul-2010 6 - Not Applicable Phase I

16 Conversion Identify conversion data owners 10-Jun-2010 30-Jul-2010 3 - 50% Complete Phase I54 Interface

DevelopmentComplete and return Level of Effort form for Interface Development to SFS

Section 2.5 and Appendix J Agency Implementation Guide

23-Oct-2009 26-Mar-2010 5 – Complete Interface Agency


Complete and submit to SFS a Project Plan for Interface Development to SFS

Section 2.5.2 Agency Implementation Guide

23-Oct-2009 26-Mar-2010 5 – Complete Interface Agency


Determine finalized dispositions for feeder systems Not Applicable 1-Apr-2010 30-May-2010 5 – Complete Phase I


Complete and submit the Agency Interface Profile template to SFS

Section 4.0 and Appendix G Agency Implementation Guide

24-May-2010 18-Jun-2010 5 – Complete Interface Agency


Complete conversion to Tumbleweed Appendix F Agency Implementation Guide

16-Feb-2010 31-Aug-2010 4 - 75% Complete Interface Agency

31 Security Confirm Security Coordinator has been designated Section 3.2 Agency Implementation Guide

24-May-2010 30-Jun-2010 1 - Not Started All agencies

41 Training Complete training survey and submit to SFS Section 10.5 Agency Implementation Guide

1-Mar-2010 1-May-2010 1 - Not Started Phase I

49 Training Ensure all agency end-users are registered in NYS-Learn Section 10.5 Agency Implementation Guide

24-May-2010 31-Aug-2010 2 - 25% Complete Phase I

48 Training Confirm end user prerequisite training gaps Section 10.5 Agency Implementation Guide

1-Jul-2010 31-Aug-2010 2 - 25% Complete Phase I

Agency Task List Snapshot: Statuses Updated by Agencies


Agency Task List Support

Agencies should contact their Organizational Readiness Liaison with any questions regarding the task list/scorecard.

http://www.nyfms.state.ny.us/assets/Docs/ Organizational_Readiness_Agency_Assignments.doc


Agency Task List Considerations

Status updates on task lists are due to the SFS Organizational Readiness Liaison by the last business day of each month.

If agencies do not submit a task list by the due date, SFS will assume that no progress was made.

SFS will not adjust published reports to accommodate late agency task list submissions.



Agency Monthly Agency Monthly Reporting ScorecardReporting Scorecard

Agency Monthly Agency Monthly Reporting ScorecardReporting Scorecard

Presented by:

John Libutti

Org Readiness


Agency Monthly Reporting Scorecard: What is it? Agency’s status of task list completion.

Identifies issues and highlights areas, by category, that may be at-risk for Go-Live.

Metrics are based off completion of tasks from the agency’s task list.

Agency scorecards are updated monthly by SFS and distributed to the Agency Coordinator.

Dependent upon agencies submitting task lists by the end of each month.


Agency Readiness Scorecard

Agency Name New York State Agency A

Total Number of Tasks Due this Month

23 Checkpoint Date (Monthly) Readiness Metric Categories:

Process Readiness -New tools are in place and processes have been documented People Readiness - The organization can successfully operate in the new environmentSystem Readiness - The system is ready to operate as designedSupport Readiness- The processes are in place to successfully support the system on Go-Live

Infrastructure Readiness- Technical components have been completed to ensure users are ready for the transition to SFS

Category Planned Tasks Complete Actual Tasks Complete Variance Comments / Includes Mitigation Approach Agency Specific 10.0 7.0 70%

Process Readiness 3.0 2.0 67% Business Process 3.0 2.0 67%

People Readiness 5.0 3.0 60% Communications 1.0 1.0 100% Training 1.0 0.0 0% User Roles/Provisioning 3.0 2.0 67%

System Readiness 5.0 4.0 80% Variance Legend In Good Shape Some Concerns Urgent Attention Unable to Assess

Agency Monthly Reporting Scorecard Snapshot



Statewide DashboardStatewide DashboardStatewide DashboardStatewide Dashboard

Presented by:

John Libutti

Org Readiness


Statewide Dashboard: What is it?

Global view of all agencies’ organizational readiness and task list completion.

Agencies are given scores based on two factors:

Readiness – based on task list completion Complexity – based on several factors, such as:

Number of source system interfacesNumber of cost centersScale of workforce training effortScale and complexity of security rolesTransaction volumeScale and complexity of conversion effortIdentification of host agency



Readiness and Complexity scores combine to place an agency in one of four quadrants:

High

Low

Hig

h

Low

Complexity

Rea

dine

ss

•Agency B

•Agency C

•Agency D

•Agency E

•Agency F

•Agency G

•Agency H

•Agency J



An agency’s placement in the matrix guides SFS interaction to those agencies in need of the greatest support.

High

Low

Hig

h

Low

Complexity

Rea

dine

ss

•Caution

•Agency At Risk

•All systems go!

•Caution



Review June Agency Review June Agency Task ListTask List

Review June Agency Review June Agency Task ListTask List

Presented by:

Ted Paniccia III

Org Readiness


Agency Task List Timeline


Next Steps/Significant Dates

June 7th: Agency task lists were distributed to Agency Coordinators.

June 9th: Agency Task List Kickoff Meeting.

June: SFS will be scheduling working sessions with agencies to walkthrough the task lists and review agency-specific tasks.

June 30th: Agency task lists are due to SFS.

July – Go-Live:

SFS distributes agency task lists and scorecards monthly to Agency Coordinators.

Agencies return task lists to SFS by last business day of each month.


Questions?

statewide financial system (internal use only) agency task list kickoff meeting june 9, 2010...

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