SHARE Special Project Cash Remediation Phase II Initiation Certification May 21, 2014. SHARE: Michael Chmura SHARE Special Projects Leader Department of Information Technology. Requesting Agency: Ricky Bejarano Deputy Secretary and Controller Department of Finance and Administration.
SHARE Special Projects Leader
Department of Information Technology
Deputy Secretary and Controller
Department of Finance and Administration
The Department of Finance and Administration (DFA) Cash Remediation Project Phase I, completed in February 2013, identified the following deficiencies in business processes, system configuration, and security:
Payment Processing. SHARE delivered functionality is not being fully utilized nor are business processes positioned to capture the benefits of future software releases of SHARE
Cash Control Processing. The control over cash processing has several key issues that were identified as requiring correction in order to position the state for future software releases of SHARE
General Ledger Configuration Maintenance and Control:The process to update General Ledger configuration to accommodate business process and policy changes, limitations include:
Subsystem/Module Reconciliation:Monitoring and reconciliation between the General Ledger and SHARE modules is not consistently being performed.
Inter/Intra Unit Processing and Settlement:The accounting process followed to record entries that cross funds and/or agencies. This also includes the agencies recording “due to” and “due from” entries.
Payment Processing:. Implementation of leading business processes and controls will validatethat payments made by the state are accounted for properly and there are adequate controls over all payment related activity. It will also prepare the state for future software releases of SHARE.
Cash Control Processing:The Cash Remediation I project addressed the majority of the identified issues, however, the following are the remaining areas where implementation of leading business practices, in preparation for future software releases of SHARE, would be beneficial.
General Ledger Processing:Implementation of leading business processes and controls over the following activities will confirm General Ledger configuration is properly controlled, accounting is being performed in accordance with GAAP/GASB, financial reporting is accurate, and there are proper controls over the General Ledger related activity. It also prepares the state for future software releases of SHARE.
In scope Payment Processing business processes include:
In scope Cash Control processes include
The Financial Accounting and Reporting in scope processes include:
The following are the in scope processes associated with Financial Accounting and Reporting.
The business processes previously discussed warrant prompt corrective action in order to providebudgetary compliance and the safeguarding of cash.
The state will remain at risk in the following areas until project completion:
The following is the high level project organizational chart for the projectwhich illustrates the proposed involvement from key agencies. Resource estimates will be determined during the Planning phase of the project.
Project Management Team
DoIT Technical Lead
Consulting Technical Lead
Consulting Functional Leads
State Functional Leads
Consulting Technical Team Members
Consulting Functional Team Members
STO Team Members
DoIT Technical Team Members
DFA Team Members
Agency Team Members
Agency Technical Team Members
The high level project timeline below is based upon a budgetary estimate of $4.5 million. The timeline is based upon preliminary planning and resource estimates used in the creation of budgetary estimate.