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FOCAS Future of the Central Accounting System Agency Feedback Session Payments April 16, 2004 Welcome, Introductions & Logistics Reconnect & Scope Current World vs. New - New Concepts Scenarios Business Process Model Review By scenario Business Object Model Review Closing Next Steps

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focas future of the central accounting system

FOCAS Future of the Central Accounting System

Agency Feedback Session

Payments

April 16, 2004

agenda
Welcome, Introductions & Logistics

Reconnect & Scope

Current World vs. New - New Concepts

Scenarios

Business Process Model Review

By scenario

Business Object Model Review

Closing

Next Steps

Agenda
session definition scope
Session Definition: Scope
  • Agency input to or output from CAS
  • All payments
session definition context
Session Definition: Context

Within the subject areas of our sessions,

  • Spending Authority
  • Accounting Structure
  • Agreements
  • Vendor Repository
  • PaymentsWe are here
  • Revenue, Financial Reporting, Fringe Benefits
session definition context5
Session Definition: Context

Within the methodology,

  • Definition
  • Analysis We are here
  • Design
  • Realization
  • Implementation
  • Production
session definition context6
Session Definition: Context
  • Emphasis on information needs & business processes- not the technology, forms, etc.
  • Terminology often different from what is used today
    • More precise
    • More descriptive
    • May not be used in the solution
  • Overall goal – determine your information needs in a perfect world
    • Although we can’t promise you will get it all!
information analyzed
Information Analyzed
  • Current System Inputs
    • Bulk Load T304 AC916
    • Bulk Load T301 AC1073
    • Bulk Load T301 AC1171
    • Bulk Load T302 AC1172
    • Bulk Load PCM AC1319
    • AC92 AC1366
    • AC93 AC1803
    • AC132 AC2048
    • AC148 AC2373
    • AC157 AC2395
    • AC160 AC2396
    • AC250 AC2397
    • AC874 AC3031
    • AC889 AC3092
  • Assessment of all the opportunities for improvement gathered from many stakeholders
new world agreement payments
New World: Agreement Payments
  • Agreement payment: a payment to a vendor based on an agreement with a State agency.
new world formal informal agreement payments
New World: Formal & Informal Agreement Payments
  • Formal agreement payment: a payment to an individual or organization based on a formal agreement (i.e. above the threshold)
  • Informal agreement payment: a payment to an individual or organization based on an informal agreement (i.e. below the threshold)
new world non agreement payments
New World: Non-agreement payments
  • Non-agreement payment: all other payments
additional key messages
Additional Key Messages
  • We want to eliminate redundant data entry by storing appropriate information.
  • We want to enable consistent, accurate reporting regarding those with whom the State does business and/or makes payments.
anticipated benefits to agencies
Anticipated Benefits to Agencies
  • More accurate information regarding payment status
  • More complete payment history
  • Facilitate discounts for expedited payments
key points about business models
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
    • Process
    • Information/Objects
  • All of the models were reconciled to ensure that we have a comprehensive view of the business
scenarios for payments
Scenarios for Payments
  • Payment request for an informal agreement:
    • submit 1st invoice for a vendor
    • Submit 2nd invoice for a vendor
  • Payment request for a formal agreement (contract with Carter Equipment for $2,000,000)
  • Payment request to pay a managed non-vendor (School aid payments to local school districts)
    • Funds are appropriated, banking information is on file
  • Payment request to pay a non-managed legal entity (Tax refund to be paid electronically)
    • Non-appropriated payment
  • Payment request to a vendor or agreement with a claim (e.g. lien, hold, offset)
next steps
Next Steps

Within the methodology,

  • Spending Authority
  • Accounting Structure
  • Agreements
  • Vendor Repository
  • Payments
  • Revenue, Financial Reporting &

Fringe Benefits We go here

next steps22
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