EE1 Introduction for User Groups

Transcription

1 Statewide Financial System (SFS) EE1 Intrductin fr User Grups February 2014 Statewide Financial System Prgram

2 SFS EE1 Prject Charter &Scpe 2

3 EE1 Charter EE1 = Enterprise Enhancements Phase 1 3

4 EE1 Charter SFS went live in April 2012 as a single integrated financial management system fr agencies, DOB and the State Cmptrller; 65 agencies were in this first phase Eleven ther agencies and the new Business Service Center nw need additinal functinality added s they can be fully integrated int SFS; all agencies will benefit frm these new features The State needs t fix data quality and business prcess issues that affect reprt reliability, slw prcessing efficiency, and preventing the retirement f legacy shadw financial systems The SFS Gvernance Bard authrized the EE1 Prject in Nvember

5 EE1 Scpe Prject scpe will include the upgrade f PepleSft and underlying technlgy alng with additin f planned new features fr prjects and assets, and the re-architecture f select business prcesses that cnstitute critical changes t supprt the enterprise EE1 mdules include: Enterprise Services Autmatin (ESA) Asset Lifecycle Management (ALM) E-Settlements Budget/Cmmitment Cntrl Prcurement Cntracts Bulklad Inbund (Legacy Retired) Extracts 5

6 ESA Mdule Expand Prject Csting functinality t take advantage f the delivered PepleSft functinality Impact Area 1: Grant Award Structure (New Yrk State agency as grant recipient) One Grant Cntract with One Prject One Grant Cntract with Many Prjects Parent Grant with Many Child Grants Grant Cntract Prject Creatin Prcess Flw Impact Area 2: Budget, Expense, Billing, and Revenue Transactins 6

7 ESA Mdule Impact Area 3: Grant Maintenance Create Grant Prpsal Generate Grant Award Prject, Activities & Cntract Create Grant Prject Budget Update Prject and Custmer Cntract Cllect Csts Create Accunting Entries Prcess (Csts & Revenue) Prcess Billing Prcess Accunts Receivable Review and Analyze Grant-Cntract-Prject Clse Out 7

8 ALM Mdule Prvide an Enterprise view f Statewide assets and capital inventry The Item Master is a glbal effrt that will have a brad affect n creatin f Requisitins and Purchase Orders Inventry Management will supprt deplyment f equipment and supplies during Emergencies Asset Management will becme the system f recrd fr assets including Asset Values and Depreciatin Real Estate Management will manage bth Payable and Receivable Leases 8

9 Cmmitment Cntrl (KK) Re-architecture Aligning SFS with Budgeting Needs Better Infrmatin: ability t be practive with ur cash befre it is impacted See the cmmitments Agencies have made against the budget Increase the ability t prject cash flw Agencies are better able t assciate apprpriatin and federal grant budgets t avid lsing federal funds Review budget data by perid t see trends year by year Supprt future implementatin f budget planning tls Greater Cntrl: manage spending n the frnt-end f the prcurement cycle (befre its t late!) Manage Spending t the Financial plan Reserve apprpriatin at the beginning f the prcurement prcess 9

10 Bulklad Extract Mdule Prvide Outbund Master File Extracts that surce the data frm native surces within the system in the same manner as ther Data Warehuse and Reprting initiatives Impact Areas: Outbund: M161 & M101 are the majr file extracts t underg redesign Inbund: Agencies currently using Legacy Frmats will need t migrate t PS Frmats Cst Center mapping will be bslete: Agencies wh cannt adpt the ChartField structure will need t d transfrmatin prir t sending data t SFS in PS Frmat PS Frmat changes: Prcurement Cntracts redesigned t use cntract lines. PO s related t cntracts will require cntract line numbers in additin t a cntract number 10

11 Prcurement Cntracts Mdule Align SFS use f prcurement cntracts t the delivered functinality within PepleSft while maintaining necessary cntract audit and funding cntrls. Impact Areas: Enable aut-surcing frm Cntracts fr cmmdity purchases and establish a Chart f Accunts fr prcurement 11

12 E-Settlements Mdule Prvides a Statewide standard fr electrnic invicing Impact Areas: Prvides capability fr vendrs t enter and maintain their wn invices Prvides an inquiry int vucher and payment status Prvides a venue fr invices t be disputed between buyer and supplier Will directly interface with the current Prcure-t-Pay mdule Directly pulls data frm e Supplier (Vendr Prtal) 12

13 EE1 Scpe 13

14 Requirements Wrkshps Requirements wrkshps began taking place in Nvember and are still ccurring Analysis was perfrmed in the past year n all agencies t identify thse wh are mst impacted by the EE1 business prcesses. These impacted agencies are active participants in the requirements wrkshps Lead and Key agencies that are critically impacted either have participated r will be invited t participate in requirements wrkshps: ALM: DOB, DHSES, DHCR, DMNA, DOCCS, DSP, OGS*, and OMH ESA: DCJS, DEC, DOB, DOH, DOL*, DOT, OITS, OPRHP, OTDA, OSC, and SED Bulklad: DCJ, DOH, DOT, SED, SEN, SCF, and SNY Prcurement Cntracts: OGS-BSC, OGS-NYSPRO and OSC (in prgress) E-Settlements: OGS-BSC, OGS-NYSPRO and OSC (in prgress) Budget Cmmitment Cntrl: DFS, DHSES, DOCCS, DOL, DOT, DSP, OITS, OGS, OMH, TDA and UCS *Lead agency 14

15 Requirements Wrkshps In these wrkshps, the baseline requirements are reviewed/defined; and Validated by the impacted agencies (e.g., Lead and Key agencies). All remaining agencies will be prvided with the utput f the requirements wrkshps (e.g., the finalized baseline requirements) via the prcedures t be reviewed later in this presentatin 15

16 All-Agency Requirements Review Prcedures The EE1 team is sharing the validated requirements, as a curtesy, with all agencies prir t the start f design and develpment activity. Yur agency has an pprtunity t review the requirements and submit any additinal requirement (if needed; ptinal nt mandatry): There will be a limited timeframe fr yur agency t review the requirements and if necessary, prvide feedback t the EE1 prject team members. A single pint f cntact must be identified frm yur agency (i.e. Agency Crdinatr) t cllect and submit requirement changes and respnd with the EE1 Agency Requirement Feedback frm t the SFS HELPDESK (HelpDesk@sfs.ny.gv). The frm will be attached t the distributed t Agency Crdinatrs 16

17 Next Steps Requirements are being finalized fr EE1 mdules by the Lead/Key agencies and EE1 Prject Upgrade Team, they will be distributed t Agency Crdinatrs via fr review, the will include: Brief mdule descriptin including impacted areas Attached baseline requirements fr the specific mdule (Excel spreadsheet) Attached EE1 Agency Requirement Feedback Frm (Wrd dcument) Specific guidelines fr develping new requirements and instructins fr submitting them t SFS cntact t submit questins Agencies must nly prvide NEW requirements The finalizatin f the baseline requirements will supprt upcming fit-gap analysis in the next phase f the EE1 prject, which is the design phase Scheduled User Grup meetings may be utilized t supprt EE1 Stakehlder Cmmunicatin and wrkgrup tasks in the future 17