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New Financial System Project

New Financial System Project. Pre-Submission Meeting May 31, 2002. New Financial System. Financial System Project Current System: Mainframe based Advantage Financial by AMS purchased in 1988. New Financial System. Financial System Project

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New Financial System Project

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  1. New Financial System Project Pre-Submission Meeting May 31, 2002

  2. New Financial System • Financial System Project • Current System: Mainframe based Advantage Financial by AMS purchased in 1988

  3. New Financial System • Financial System Project • Current System: Mainframe based Advantage Financial by AMS purchased in 1988 • Needs Assessment: Information Technology Committee and Auditor’s Office

  4. New Financial System • Financial System Project • Current System: Mainframe based Advantage Financial by AMS purchased in 1988 • Needs Assessment: Information Technology Committee and Auditor’s Office • Decision – Find new Financial System

  5. Scope • Replace Current System: • Accounts Payable • General Ledger • Fixed Assets • Job Costing

  6. Scope • Replace Current System: • Accounts Payable • General Ledger • Fixed Assets • Job Costing • Add: • Purchasing • Accounts Receivable • Grant/Project Accounting • Treasury Management

  7. Expectations • Require Interface for Current Systems: • Human Resources/Payroll (Eden Gold)

  8. Expectations • Require Interface for Current Systems: • Human Resources/Payroll (Eden Gold) • Roads And Transportation‘s Cost Accounting Management System (Cascade Software)

  9. Expectations • Require Interface for Current Systems: • Human Resources/Payroll (Eden Gold) • Roads And Transportation‘s Cost Accounting Management System (Cascade Software) • Assessor/Treasurer System (Ascend)

  10. Expectations • Require Interface for Current Systems: • Human Resources/Payroll (Eden Gold) • Roads And Transportation‘s Cost Accounting Management System (Cascade Software) • Assessor/Treasurer System (Ascend) • Development Services Permit Tracking (CSDC)

  11. Expectations • Require Interface for Current Systems • Require Powerful Report Writer

  12. Expectations • Require Interface for Current Systems • Require Powerful Report Writer • Require “True” BARS* Account Code Structure • *”Budgeting, Accounting and Reporting System” a Washington State Auditor Requirement

  13. Expectations • Require Interface for Current Systems • Require Powerful Report Writer • Require “True” BARS* Account Code Structure • Use new system in “vanilla” form

  14. Expectations • Require Interface for Current Systems: • Require Powerful Report Writer • Require “True” BARS* Account Code Structure • Use new system in “vanilla” form • Few Customizations

  15. Expectations • This May Cause Various Business Changes Such As: • Purchase Orders/Encumbrance Accounting • New terminology • Modified processes – approvals, signatures, etc.

  16. Time Line • May 2002 • Publish Request For Proposal • Begin Changes to Chart of Accounts • June 2002 • Receive Responses • Summer 2002 • Scripted Demonstrations from top Vendors • Possible Site Visits • Fall 2002 • Contract Negotiations • Continue Change Management

  17. Time Line • Early 2003 • Start Implementation • Install System • Conduct System Training • Define new Budget format (Chart of accounts, etc.) • Define any new business practices • Define any new or changed financial policies

  18. Time Line • Early 2003 • Start Implementation • Install System • Conduct System Training • Define new Budget format (Chart of accounts, etc.) • Define any new business practices • Define any new or changed financial policies • Mid-2003 • Enter 2004 Budget into the New Financial System • Continue using Advantage Financial

  19. Time Line • Early 2003 • Start Implementation • Install System • Conduct System Training • Define new Budget format (Chart of accounts, etc.) • Define any new business practices • Define any new or changed financial policies • Mid-2003 • Enter 2004 Budget into the New Financial System • Continue using Advantage Financial • 2004 • Start using New Financial System • Continue Advantage Financial until fiscal year is “closed”

  20. Thank You! Questions……

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