Washington Statewide Financial Suite of Tools. April 25, 2008
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- Loreen Crawford
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1 April 25,
2 Statewide Financial Systems Acronyms ADDS AFRS APS AR BASS BDS BPS CAFR CAMS CAS CBS CSCD DFS DRS EFT ER FNS FRIP FTBx AFRS Data Distribution System Accounting Financial Reporting System Allotment Preparation System Accounts Receivable Budget and Allotment Support System Budget Development System Budget Preparation System Comprehensive Annual Financial Report Capital Asset Management System Cost Allocation System Capital Budget System Client Service Contracts Database Disclosure Form System Disbursement Reporting System Electronic Fund Transfers Enterprise Reporting previously known as FASTRACK Fiscal Notes System Financial Reporting Improvement Project Financial ToolBox 2
3 Statewide Financial Systems Acronyms (cont.) GCLM IAP iecms IFT LEGTRACK OMWBE PMT PMTES PSCD SPS SWV TALS TALS-AMR TALS-EA TAPS TEMS TMS TVS VRS Grants, Contracts and Loan Management Inter-agency Payments Interim Enterprise Contract Management System Inter-fund Transfers Legislative Tracking System Office of Minority & Women s Business Enterprises Performance Measure Tracking Performance Measure Tracking & Estimate System Personal Service Contracts Database Salary Projection System Statewide Vendor The Allotment System TALS-Allotment Management Review TALS-Expenditure Authority The Allotment Preparation System Travel & Expense Management System Time Management System Travel Voucher System Version Reporting System 3
4 Introduction by Allen Schmidt 4
5 Introduction Provide an overview of the State s Financial Suite of Tools Business Area Topics Strategic Planning & Budget Development Business Operations Information Access for Decisions Results For each system, we will describe How the system supports the business processes What are the main features of each system The proposed improvements to the system 5
6 Historical Timeline Link to detailed Evolution of Statewide Financial Systems Suite of Tools: 6
7 Evolution of Architecture Support strategy Customer focus, incremental releases, low risk implementations, event specific features, keeping an eye on the big picture This model has fit well with the culture and capacity of Washington State 7
8 Evolution of Architecture (cont.) Solution strategies Budget Development entire business process, tools for decision making, agency data management Business Operations improving efficiency, hands-off processing, integration, enterprise focus Information Access for Decisions single source of numbers, flexible reports, tools for you to build reports Results Governor s GMAP forums 8
9 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Chart of Accounts Online General Ledgers RESULTS Time Management AFRS Vendor Management Payments/Disbursement Batch Interface s Financial Toolbox Reporting Asset Management Billing & Revenue Travel & Expense Management Agreement Management Direct feed of data one way Direct feed of data two way Indirect use of data 9
10 Today s Presenters Art Overman Budget Systems Product Manager Phil Taylor Accounting Systems Product Manager Aleta Quimby Accounting Systems Product Consultant Larry Johnson Accounting Systems Product Consultant Doug Beam GCLM Project Manager Gloria Sypnicki Enterprise Reporting Product Manager Tim Vessey DataView Project Manager 10
11 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications AFRS Direct feed of data one way Direct feed of data two way Indirect use of data 11
12 Strategic Planning and Budget Development Strategic Planning Budget Development by Art Overman 12
13 Strategic Planning Strategic Planning and Budget Development Linking the budget to performance Agency Activity Inventory Link to Statewide Result Areas Priorities of Government (POG) Prioritize all state activities Identify performance measures for agency activities 13
14 Budget Development Support development of agency operating, transportation, and capital budget requests Strategic Planning and Budget Development 14
15 Budget Development System (BDS) Strategic Planning and Budget Development Agency Activity Inventory component Link performance measures to activities Identify performance measure targets Operating and Transportation budgets Two views of budget in BDS Activity Inventory Recommendation Summary 15
16 Budget Development System (cont.) Strategic Planning and Budget Development Flexible level of detail Summarize to budgeted level for OFM Use AFRS expenditure/allotment data Decision package format Narrative Justification Expenditure Details Revenue Performance Measures 16
17 Budget Development System (cont.) Strategic Planning and Budget Development Future Improvements Update technology to allow access to the system without requiring a download to the workstation Allow data transfer from OFM budget system Improve data import/export capability Provide rich text formatting in decision package narrative 17
18 Capital Budget System (CBS) Strategic Planning and Budget Development New fully integrated system Build budget by capital project Use AFRS actual expenditures for calculation for re-appropriation Use AFRS titles Share data electronically with Legislature Future Improvements will be determined after initial use by customers 18
19 Salary Projection Strategic Planning and Budget Development Allow agencies to estimate future salary and benefit needs in the preparation of allotments, budgets, financial planning and labor negotiations 19
20 Salary Projection System (SPS) Strategic Planning and Budget Development Project salaries, employer benefits and FTEs Receive data from HRMS Allow projections for different scenarios Use AFRS titles real time update Send data to The Allotment System-Allotment Management and Review (TALS-AMR) Send data to Compensation Impact Model (CIM) 20
21 Salary Projection System (cont.) Strategic Planning and Budget Development Future Improvements Provide better data to CIM Update technology to allow access to the system without requiring a download to the workstation Incorporate HRMS wage types 21
22 Legislative Session Support Assist agencies in identifying changes to budgets during the Legislative process Strategic Planning and Budget Development 22
23 Fiscal Notes System Strategic Planning and Budget Development Coordinate the development of fiscal impact statements on legislation or legislative proposals Provide the estimated cost of legislation Future Improvements Support I
24 Version Reporting System (VRS) Strategic Planning and Budget Development Reporting on various budget versions Seven pre-formatted reports 2-Way and 3-Way comparison reports Data export Future Improvements Move to Enterprise Reporting Include capital budget versions 24
25 Budget Execution Strategic Planning and Budget Development Support the Generally Accepted Accounting Principles requirement of recording the budget into the accounting system 25
26 Allotment Process Strategic Planning and Budget Development Support the end-to-end allotment business process from Expenditure Authority Schedule development, and the allotment development, management, review, reporting, and monitoring needs of state agencies, the Legislature, the OFM, and the public 26
27 The Allotment System- Expenditure Authority (TALS-EA) Strategic Planning and Budget Development Develop Expenditure Authority Schedule Use AFRS titles real time update Send data to AFRS appropriation control table Control numbers for allotments Expenditure Authority reports available in Enterprise Reporting 27
28 The Allotment System-Allotment Management & Review (TALS-AMR) Strategic Planning and Budget Development Input of agency detailed spending plan Flexible level of input Categorize allotments by type Allotment components Expenditure authority codes Objects of expenditure FTEs Revenue Cash receipts and disbursements 28
29 TALS-AMR (cont.) Strategic Planning and Budget Development Edit against Expenditure Authority Schedule Use AFRS actual expenditures for edits Use AFRS titles real time update Receive data from SPS Send allotment transactions to AFRS Allotment reports available in Enterprise Reporting 29
30 The Allotment System (cont.) Strategic Planning and Budget Development Future Improvements Refine edits to remove redundant and unnecessary edits Improve importing of data into TALS-EA Improve user interface for inputting data 30
31 Performance Measure Strategic Planning and Budget Development Enable agencies to define budgeted performance measures, develop targets, and track the actual process toward the accomplishment of the targets 31
32 Performance Measure Tracking (PMT) Strategic Planning and Budget Development Create biennial estimates Submit actual performance quarterly Publish quarterly reports to Internet Future Improvements Allow input of non-budget agency performance measures Support Government Management Accountability and Performance (GMAP) performance measure needs 32
33 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Chart of Accounts General Ledgers AFRS Direct feed of data one way Direct feed of data two way Indirect use of data 33
34 Central Accounting Systems by Phil Taylor Business Operations 34
35 Central Accounting System (AFRS) Business Operations Agency Financial Reporting System (AFRS) Central Accounting System for Washington State Official book of record for Washington State 35
36 Central Accounting System (Cont.) Business Operations Chart of Accounts (COA) Compliant with state and federal accounting policies Table Driven consistency, flexibility, controls Descriptor Tables Index Tables Transaction Code Decision Table Vendor Tables Maintain state enterprise and agency COA Online and batch edits 36
37 Central Accounting System (Cont.) Business Operations General Ledgers State s official book of records Source of Comprehensive Annual Financial Report (CAFR) Nightly posting Monthly & Yearly Closing 37
38 Central Accounting System (Cont.) Business Operations Reliable Scalable Maintainable Secure Evolutionary Enhancement Building block Concurrent development 38
39 Central Accounting System (Cont.) Business Operations Future Improvements Convert employee social security number to employee identification number Provide method to correct large numbers of batch errors Inter-agency due-to and due-from tracking and reconciliation 39
40 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Chart of Accounts Online General Ledgers AFRS Vendor Management Payments/Disbursements Batch Interface Financial Toolbox Direct feed of data one way Direct feed of data two way Indirect use of data 40
41 Business Operations Vendor Management Payments & Disbursements Input to AFRS Cost Allocation by Aleta Quimby 41
42 Vendor Management Business Operations Facilitate a central vendor registration and enable vendors to receive direct deposit payments from all participating state agencies 42
43 Vendor Management (cont.) Business Operations Statewide Vendors & Agency Vendors All state agencies may use the SWV file Supported Payment types: Electronic Fund Transfers (37%) Inserted Warrants (41%) Regular Warrants (22%) Central Tax Identification Number (TIN) matching 3 rd party payroll vendors 43
44 Vendor Management (cont.) Business Operations Current Project Auto update of agency employee vendor record from HRMS data Future Improvements Vendor self registration / maintenance Web access for vendor payment information 44
45 Payments & Disbursements AFRS has added automations and enhancements to assist your agency in managing your payables processes. Business Operations 45
46 Payments & Disbursements (Cont.) Business Operations Future Due Date Processing Inter-agency Payments (IAP) Statute of Limitation (SOL) automation Automated Warrant Cancellation Inter-fund Transfers (IFT) 46
47 Input to AFRS Business Operations All state agency financial transactions Various input sources and methods Online (5%) Batch Interfaces (95%) Financial Toolbox (part of batch interfaces) Outputs to OFM and agency systems 47
48 Input to AFRS (cont.) Business Operations Financial Toolbox Web based AFRS interface application Excel template of all AFRS fields Key it once and upload it to AFRS Manage re-occurring transactions 48
49 Input to AFRS (cont.) Business Operations Financial Toolbox (cont.) Facilitate error corrections Download from Enterprise Reporting notification of transactions interfaced 49
50 Input to AFRS (cont.) Business Operations Future Improvements Provide a more automated interface option from agency unique systems in the Financial Toolbox Provide real time messages back from the mainframe 50
51 Cost Allocation Business Operations The Cost Allocation System (CAS) from Department of Social & Health Services (DSHS) was integrated with AFRS and maintained by OFM in
52 Cost Allocation System (cont.) Business Operations Mainframe product integrated with AFRS Build an automated cost allocation plan to mirror the written plan Distribute actual dollars and FTEs Allocate direct costs daily State and Federal splits 52
53 Cost Allocation System (cont.) Table driven for each fiscal month Allow multiple levels of allocation 12 methodologies Business Operations Future Improvements Cost distribution using an indirect rate 53
54 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Time Management Online Chart of Accounts General Ledgers AFRS Vendor Management Payments/Disbursements Batch Interface Financial Toolbox Asset Management Direct feed of data one way Direct feed of data two way Indirect use of data 54
55 Time Management Asset Management Business Operations by Phil Taylor 55
56 Time Management Record employee time information Perform labor cost allocation to AFRS based on hours worked Business Operations 56
57 Time Management System (TMS) Business Operations Record employee time Obtain HRMS actual salary and fringe benefit data Compare hours recorded in TMS with hours paid in HRMS Send adjustments to AFRS and Treasurer 57
58 Time Management System (cont.) Business Operations Provide timesheets and reports Allow allocation of labor costs Enable leave tracking and allocation Auto-generate time Provide a level of work activities below the AFRS account codes 58
59 Time Management System (cont.) Business Operations Future Improvements Improved user interface Interface to import time directly into TMS Expanded reporting 59
60 Asset Management Business Operations Provide for the control, accounting, depreciation, and reporting of agency fixed assets and capital leases Provide the basis for statewide consolidation of fixed asset information to support preparation of state financial statements 60
61 Capital Asset Management System (CAMS) Business Operations Support SAAM Fixed asset accounting Online updates Depreciation Reporting Input option from AFRS online 61
62 Capital Asset Management System (cont.) Business Operations Future Improvements Provide more user functionality Improve reporting Report CAMS accounting events to AFRS Input from AFRS batch interface 62
63 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Chart of Accounts Online General Ledgers Time Management AFRS Vendor Management Payments/Disbursements Batch Interface Financial Toolbox Asset Management Billing & Revenue Travel & Expense Management Direct feed of data one way Direct feed of data two way Indirect use of data 63
64 Billing & Revenue Travel & Expense Management Business Operations by Larry Johnson 64
65 Billing & Revenue Business Operations Enable agencies to enter all accounts receivable information, i.e. billings to vendors and money received and feed to the appropriate general ledger accounts and updates the balances in AFRS 65
66 Accounts Receivable (AR) Business Operations Web based system Create customized invoices Receipting apply payments to invoices Interest charge for overdue accounts Transaction import feature Generate various reports Interfaces with AFRS 66
67 Accounts Receivable (cont.) Future Improvements Explore the viability of continuing to provide an Accounts Receivable enterprise system Business Operations 67
68 Travel & Expense Management Support the preparation, approval and payment of travel and expense reimbursements Business Operations 68
69 Travel & Expense Management System (TEMS) Business Operations Replace current Travel Voucher System (TVS) Currently in development Intra and Internet access Similar functionality to TVS Trip Concept Thin Client deployment 69
70 Travel & Expense Management System (cont.) Business Operations Log-in serves as signature Americans With Disability Act (ADA) compliant Date driven reimbursement rates Maintain history of transactions Capability to interface with other financial systems 70
71 Travel & Expense Management System (cont.) Business Operations Track status of each reimbursement request Automatic calculation Identify travel exceptions notifications Enhanced filtering 71
72 Travel & Expense Management System (cont.) Business Operations Future Improvements Preapproval functionality Enhanced reporting and querying Incorporate reimbursement of non-travel expenditures Interface with Human Resource Management System 72
73 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Time Management Chart of Accounts Online AFRS General Ledgers Vendor Management Payments/Disbursements Batch Interface Financial Toolbox Asset Management Billing & Revenue Travel & Expense Management Agreement Management Direct feed of data one way Direct feed of data two way Indirect use of data 73
74 Agreement Management by Doug Beam Business Operations 74
75 Agreement Management Business Operations Provide automatic end-to-end grant, contract, and loan management business processes Provide a clear view across the entire state of where money was distributed and what was achieved 75
76 Agreement Management Business Operations Client Services Contracts Database (CSCD) Personal Services Contracts Database (PSCD) interim Enterprise Contracts Management System (iecms) Grants, Contracts, and Loans Management (GCLM) currently in development 76
77 Personal & Client Service Contracts Databases (PSCD) Business Operations Developed to aide in coordination and oversight Comply with legislative mandate/statute Allow input into a central system 77
78 interim Enterprise Contracts Management System (iecms) Business Operations Requested Office of Financial Management demonstrate their leadership by initiating enterprise business solutions and standardized data Partner with 15 agencies Common data and business practices Modify and Deploy in 3-months 78
79 interim Enterprise Contracts Management System (cont.) Business Operations Contracts, Amendments, and Orders Common vendor repository Payment recording and balance overrun prevention Electronic document storage Notification of contract expiration 79
80 interim Enterprise Contracts Management System (cont.) Business Operations Import legacy data Extensive search criteria capabilities Export contract data Management reporting Audit history and reporting Ad Hoc reporting 80
81 Grants, Contracts & Loans Management (GCLM) Business Operations Ecology/Community Trade & Economic Development (CTED) budget request Opportunity for enterprise solution Led by Office of Financial Management Request for proposals Award 81
82 Grants, Contracts & Loans Management (cont.) Business Operations Online access to better information for better decisions Transparency to the public Strategic planning Cross-agency collaboration Proactive project monitoring Faster, better business processes for providers and agencies Avoid costs for developing duplicate systems 82
83 Grants, Contracts & Loans Management (cont.) Business Operations 83
84 Grants, Contracts & Loans Management (cont.) Business Operations Grant/Loan Management End-to-end business process Opportunity notice Submission and evaluation of applications Tracking of funding awards Library of terms and conditions
85 Grants, Contracts & Loans Management (cont.) Business Operations Grant/Loan Management (cont.) Notification of compliance events Proactive monitoring of agreements and budgets Processing of progress reports and payment requests Interface to financial system
86 Grants, Contracts & Loans Management (cont.) Business Operations Contract Management Support for service agreements Agreement draft through closeout Track basic information for other agreements
87 Grants, Contracts & Loans Management (cont.) Business Operations Provider Registration Single place for applicants, contractors, and vendors to self-register Find grant, contract, and loan opportunities National Institute of Governmental Purchasing (NIGP) commodity/service codes Update their profile with payment instructions 87
88 Grants, Contracts & Loans Management (cont.) Business Operations Geographic Information Service Define projects on a map Location information auto-filled: City, county Political district Section and township Hydrographic Spatial display of the state s projects Interactive analysis of community impacts 88
89 Grants, Contracts & Loans Management (cont.) Business Operations 89
90 Grants, Contracts & Loans Management (cont.) Business Operations Design Pilot March 2008 December 2008 Ecology & CTED Rollout January 2009 June 2009 Proposed State rollout Biennium iecms agencies Other state agencies 90
91 Questions & Answers 91
92 April 25, 2008
93 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Chart of Accounts Online General Ledgers Time Management AFRS Vendor Management Payments/Disbursements Batch Interface Financial Toolbox Reporting Asset Management Billing & Revenue Travel & Expense Management Agreement Management Direct feed of data one way Direct feed of data two way Indirect use of data 93
94 Reporting Information Access for Decisions Operational Disbursement by Phil Taylor 94
95 Operational Reporting Operational Reporting is related to the most recent processing cycle and includes statistical and other results Information Access for Decisions 95
96 Operational Reporting Information Access for Decisions AFRS Daily AFRS Monthly (migrate to ER) OMWBE Online review Master File Inquiry On-Demand Tables 96
97 Operational Reporting (cont.) Information Access for Decisions Reporting Options Output Options EOS (Enterprise Output Solutions) Paper Electronic file CD-ROM for AFRS reports Discontinue microfiche December 2008 Agency should review alternatives for fiche replacement 97
98 Disbursement Reporting System (DRS) Disbursement Reporting System provides online disbursement history data based on who was paid Information Access for Decisions 98
99 Disbursement Reporting System (cont.) Information Access for Decisions Sub-system of AFRS Optional system Provide online access to AFRS payment data 99
100 Disbursement Reporting System (cont.) Information Access for Decisions Agency control of data Online vendor history Responsive online view Online update Restore accounting coding 100
101 Disbursement Reporting System (cont.) Information Access for Decisions Online reporting IRS 1099-MISC TIN matching OMWBE reporting 101
102 Disbursement Reporting System (cont.) Information Access for Decisions Future Improvements Current backup withholding law (28%) Corrected IRS 1099-MISC Public Law (3% withholding) 102
103 Reporting Information Access for Decisions Enterprise by Gloria Sypnicki 103
104 Enterprise Reporting Information Access for Decisions Enterprise Reporting is a common reporting platform for Washington State s financial and administrative information Enterprise Reporting provides a set of tools that enable self-service reporting, ad-hoc query, analysis and access to statewide information 104
105 Enterprise Reporting (ER) Information Access for Decisions Enterprise Reporting Services Provide common report viewing for a number of OFM systems: Financial Reports - AFRS Allotment Reports - TALS Performance Reports - PMT Travel Performance Reports - TVS Disclosure Form Reports - AFRS Allow customers to access, customize, schedule using business calendars, and download reports via the Intranet and Internet. 105
106 Enterprise Reporting (cont.) Information Access for Decisions Financial Reports Multiple report categories Standard and flexible reporting formats Data Extracts Statewide level Over 6 biennia of AFRS history data 106
107 Enterprise Reporting (cont.) Information Access for Decisions Ad Hoc query tool On-demand data analysis Variety of OFM data sources available upon user needs & requests A report design tool available for agencies to develop internal reports to meet their business needs 107
108 Enterprise Reporting (cont.) Information Access for Decisions Ad Hoc query tool All features and functions in Enterprise Reporting services are also available in Ad Hoc Additional features include: Graphical and drill down features, enabling users to conduct more detailed analyses Merge data from the available data sources, including across biennia A drag-and-drop web user interface 108
109 Enterprise Reporting (cont.) Information Access for Decisions Executive Agency Management Ad Hoc Query Analysis Financial Reports Data Extracts Enterprise Reporting Services Foundation for Decision Making 109
110 Enterprise Reporting (cont.) Information Access for Decisions Future Improvements Enhance the environment easier to learn interface Expand access to a broader audience to enable data driven decisions Provide more features and flexibility to improve access to information Link data from other statewide data sources 110
111 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Time Management Online Chart of Accounts General Ledgers AFRS Vendor Management Payments/Disbursements Batch Interface Financial Toolbox RESULTS Reporting Asset Management Billing & Revenue Travel & Expense Management Agreement Management Direct feed of data one way Direct feed of data two way Indirect use of data 111
112 Results by Tim Vessey Results 112
113 Government Management Accountability & Performance (GMAP) Results Share current performance data Achieve better results Provide an opportunity for candid conversations about what is working, what is not, and how to improve results Present public forums twice a month 113
114 DataView Provide a dashboard format that gives executives a quick snapshot of agency performance Results 114
115 DataView (cont.) Results DataView Team SharePoint technology - web-based product Currently in development Completed prototype in May 2007 Develop the presentation and display of the existing GMAP forums Implement and stabilize 115
116 DataView (cont.) Results Provide all users with easier access to a historical record of GMAP reports and data Create a common environment for GMAP teams to collaborate on preparation and presentation of GMAP reports Provide more consistent look and feel, standardized for all agencies 116
117 DataView (cont.) Results Easier to read and navigate through various layers of information Clearer connection between strategic goals and daily operations Deeper analysis available to help tell the story behind the numbers 117
118 DataView (cont.) Results Future Improvements: DataView for internal agency GMAP Evaluate options, including integrating data sources for enterprise measures 118
119 Summary Summary by Allen Schmidt 119
120 SYSTEM MAP & INFORMATION DATA FLOW Strategic Planning & Budget Development Agency Business Applications Central Services Applications Cost Allocation Chart of Accounts Online General Ledgers RESULTS Time Management AFRS Vendor Management Payments/Disbursements Batch Interface Financial Toolbox Reporting Asset Management Billing & Revenue Travel & Expense Management Agreement Management Direct feed of data one way Direct feed of data two way Indirect use of data 120
121 Financial Suite of Tools Emerging Issues Summary for SWFS Suite of Tools Summary 121
122 Emerging Issues (Things we could work on next) Summary Time entry and labor distribution Procurement Facilities management More transparency & access Enterprise information Replacement or upgrade of existing systems 122
123 Emerging Issues (cont.) Summary Business leaders are challenging us to: Align with the changes in culture Support the evolving business model Continue to show value and minimize risk Deliver effective solutions while reducing: Duplication of effort The cost of change 123
124 Summary Summary Contact information Websites Brochures Help Desks & Training Web Site
125 Thank You 125
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