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agenda

2 . Agenda. Project Purpose, Scope and TimelineUpdate on Project Activities. 3 . 3 . Outreach to Agencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recognize the need to reach out to small agencies, boards and commissions . 4 . A

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agenda

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    2. 2

    3. 3 Outreach to Agencies

    4. 4

    5. 5 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. 6

    7. 7 Project 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. 8 Project Timeline Project kick-off Oct 2008 Go-live July 2010 Twenty-one month duration

    9. 9 Project Timelines and Agency Planning

    10. 10 Update 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. 11 Creation of Evaluation Team

    12. 12 Software demonstrations (Oracle) held during week of May 19-23 System Integrator presentations held May 28-30 23 agencies attended the meetings 93 individuals attended the demonstrations

    13. 13 “Prototype” Chart of Accounts

    14. 14 Vendor 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. 15 Project Staffing

    16. 16 Project Staffing

    17. 17 Project Staffing

    18. 18 Project Staffing

    19. 19 Update of Project Pre-Implementation Activities – 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. 20 Small 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. 21 Discussion/Questions

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