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FOCAS Future of the Central Accounting System Agency Feedback Session Vendor Repository April 2, 2004 Welcome, Introductions & Logistics Reconnect & Scope Current World vs. New - New Concepts Scenarios Business Process Model Review Business Object Model Review Overview By Scenario

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focas future of the central accounting system

FOCAS Future of the Central Accounting System

Agency Feedback Session

Vendor Repository

April 2, 2004

agenda
Welcome, Introductions & Logistics

Reconnect & Scope

Current World vs. New - New Concepts

Scenarios

Business Process Model Review

Business Object Model Review

Overview

By Scenario

Closing

Next Steps

Debrief

Agenda
introductions logistics
Advanced Strategies Team

FOCAS Project Team

BPA Team (SME’s)

Logistics

Introductions & Logistics
session definition scope
Session Definition: Scope
  • Agency input to or output from CAS
  • All Vendors
  • All other Payees
session definition context
Session Definition: Context

Within the subject areas of our sessions,

  • Spending Authority
  • Accounting Structure
  • Agreements
  • Vendor RepositoryWe are here
  • Payments
  • Revenue, Financial Reporting, Fringe Benefits
session definition context6
Session Definition: Context

Within the methodology,

  • Definition
  • Analysis We are here
  • Design
  • Realization
  • Implementation
  • Production
session definition context7
Session Definition: Context
  • This presentation represents a vision – aproposed concept.
    • Additional input needs to be gathered from Agencies.
    • There are still many, many policy decisions that would have to be made.
  • 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
    • AC130 Purchase Order
    • AC340 Contract Encumbrance Request
    • AC902 Purchase Order Change Notice
    • T203/T204/T205 (Bulk load) Encumbrance Charge
    • T212/T213 (Bulk load) Contract Data
    • T218/T219/T220 (Bulk load) Contracts Encumbrance Charge
    • T221/T222/T223 (Bulk load) Scheduled Contract Payment
    • T342/T343/T344 (Bulk load) Payee Name/Address
    • ACxx Vouchers
  • Assessment of all the opportunities for improvement gathered from many stakeholders
new world vendors
New World: Vendors
  • Vendor: an organization or individual with whom a state agency:
    • has determined they would like to do business OR
    • is actively doing business OR
    • has done business at some point in the past
  • A Vendor may provide funds to the State or receive funds from the State or both
new world non vendors
New World: Non-Vendors
  • Non-vendor: an individual or organization who is not a vendor, but with whom the State anticipates an on-going relationship and/or whom the State needs to pay
new world managed non vendors non managed payees
New World: Managed Non-vendors &Non-managed Payees
  • Managed non-vendor: a non-vendor with whom the State anticipates an on-going relationship
  • Non-managed payee: a non-vendor to whom the state is going to make a payment, but there is no known reason to manage or store information about the recipient at the time the payment is being made.
additional key messages
Additional Key Messages
  • Our vision is to establish a unique record of information within OSC for a specific individual or organization.
  • 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.
  • OSC is in discussions regarding data conversion – will be holding future sessions regarding this.
  • We recognize many agencies have vendor files – will be coming to you for further input.
anticipated benefits to agencies
Anticipated Benefits to Agencies
  • Verify MWBE status
  • Check that vendors have appropriate licenses
  • Gather tax reporting information
  • Improved lien enforcement process
  • Improved ability to negotiate prices based on total volume of business with State
  • Support anticipated legislative requirements & agency needs regarding collection & tracking of vendor information
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 vendors non vendors
Scenarios for Vendors & Non-vendors
  • Set up new vendor
    • At the time of submitting an invoice (purchased furniture from DeCosta Office Furniture for $10,000)
    • Prior to submitting a formal agreement (contract with Carter Equipment for $2,000,000)
  • Set up managed non-vendor
    • (IRS submits claim against Mary Smith Consulting)
  • Add non-managed payee
    • At the time of submitting a payment request ($39 refund from Motor Vehicles to John Smith to be paid by check)
next steps
Next Steps

Within the methodology,

  • Spending Authority
  • Accounting Structure
  • Agreements
  • Vendor Repository
  • Payments We go here
  • Revenue, Financial Reporting, Fringe Benefits
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
debrief
Debrief

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

  • Overall Impressions
  • Do Better
  • Did Well
thanks for attending
Thanks for Attending
  • We need your input to be successful
  • Thanks for your time!