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FOCAS Future of the Central Accounting System. Agency Feedback Session Agreements March 26, 2004. Welcome & Introductions Reconnect & Scope New Agreement Related Concepts Business Event Model Review Business Process Model Review Scenarios/ Information Flows

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FOCAS Future of the Central Accounting System

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FOCAS Future of the Central Accounting System

Agency Feedback Session

Agreements

March 26, 2004


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Welcome & Introductions

Reconnect & Scope

New Agreement Related Concepts

Business Event Model Review

Business Process Model Review

Scenarios/ Information Flows

Business Object Model Review

Overview

By Scenario

Closing

Next Steps

Debrief

Agenda


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Session Definition: Scope

  • Agency input to or output from CAS

  • All Agreements

  • Including:

    • Contracts

    • Purchase Orders

    • Invoices


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Session Definition: Context

Within the subject areas of our sessions,

  • Spending Authority

  • Accounting Structure

  • Agreements You are here

  • Vendor Repository

  • Payments

  • Revenue, Financial Reporting, Fringe Benefits


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Session Definition: Context

Within the methodology,

  • Definition

  • Analysis You are here

  • Design

  • Realization

  • Implementation

  • Production


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Session Definition: Context

  • FMS is the collection of business procedures & tools used in the Agency to carry out financial management responsibilities - not necessarily a system

  • Emphasis on Information needs - not the technology, forms, etc.

  • Overall goal – determine your information needs in a perfect world

    • Although we can’t promise you will get it all!


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Information Analyzed

  • Current System Inputs

    • AC340 (Contract Encumbrance Request)

    • AC130 (Purchase Order)

    • AC902 (Purchase Order Change Notice)

    • Bulk Load T203/T204/T205 (Encumbrance Charge)

    • Bulk Load T212/T213 (Contract Data)

    • Bulk Load T218/T219/T220 (Contracts Encumbrance Charge)

  • Assessment of all the opportunities for improvement gathered from many stakeholders


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New Concepts Related to Agreements

  • Agreement is defined as an understanding between the state and another party, the details of which are documented in the CAS.

  • Agreements are both formal & informal:

    • Formal requires OSC pre-approval (Contract or P.O.)

    • Informal does not require OSC pre-approval (Contract, P.O., or other business arrangement [i.e. invoice or bill from electricity provider])

  • All payments require a CAS documented agreement (formal or informal) – informal will require minimal information & may be input at the same time as payment request.


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Additional Key Messages

  • We will be moving towards a paperless world.

  • We want to provide a user-friendly system, one in which you can easily get reports, inquiries & status of your transactions.

  • We want to eliminate redundant data entry by storing appropriate information.


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Key Points about Business Models

  • Proposed new world

  • Logical models – not physical

  • Business models not technical Models (i.e. not a database Model)

  • Look at the world from specific points of view

    • Events

    • Process

    • Information/Objects

  • Terminology often different from what is used today

    • More precise

    • More descriptive

    • May not be used in the solution

  • All of the models were reconciled to ensure that we have a comprehensive view of the business


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Business Event Model

  • The business event model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Event Model”.


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Business Process Model

  • The business process model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Process Model”.


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Scenarios/ Information Flows for Agreements

  • Submit new agreement:

    • Formal agreement with encumbrance (contract or purchase order)

    • Informal agreement (purchase order or invoice)

    • Statewide agreement (P-contract, CMS contract)

    • Multi-agency agreement (PA contract)

    • Grant agreement

    • Revenue agreement

  • Submit Changes

    • Agreement amendment

    • Change an encumbrance


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Business Object Model

  • The business object model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Object Model”.


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Next Steps

Within the methodology,

  • Spending Authority

  • Accounting Structure

  • Agreements

  • Vendor Repository We go here

  • Payments

  • Revenue, Financial Reporting, Fringe Benefits


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Next Steps

  • If you have further feedback, send to FOCAS@osc.state.ny.us

  • FOCAS Project Team will review your comments and feedback

  • There will be a summary meeting to review feedback and results


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Debrief

We’ll be doing sessions like this each week. Please help us to improve the process:

  • Overall Impressions

  • Do Better

  • Did Well


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Thanks for Attending

  • We need your input to be successful

  • Thanks for your time!


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