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Financial Information System Replacement Project Page 0 | 28-Oct-08 | General Financial Information Systems Replacement Project Controllers Conference.

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Presentation on theme: "Financial Information System Replacement Project Page 0 | 28-Oct-08 | General Financial Information Systems Replacement Project Controllers Conference."— Presentation transcript:

1 Financial Information System Replacement Project Page 0 | 28-Oct-08 | General Financial Information Systems Replacement Project Controllers Conference October 28, 2008

2 Financial Information System Replacement Project Page 1 | 28-Oct-08 | General Session Ground Rules Please be back from breaks, lunch on time No interruptions (pagers, cell phones, etc.) You can challenge ideas, not people Listen to what others have to say / No side conversations Parking lot Questions Have fun ….

3 Financial Information System Replacement Project Page 2 | 28-Oct-08 | General Video clip – Rick Mercer blackberry video

4 Financial Information System Replacement Project Page 3 | 28-Oct-08 | General Name the FIS Replacement Project Requirements: Propose a name for the new financial system that is easy, identifiable and significant to users. How to Enter: Complete the ballot that is in your package while you are at the conference, or Submit entries to Robert Borden, The deadline for submissions is Friday, November 7 th at 5:00 Winner Selection: The project team will review all entries and determine the winner. The Prize: All finalists will receive a prize. General Conditions: Enter as many names as you would like.

5 Financial Information System Replacement Project Page 4 | 28-Oct-08 | General FIS Replacement Project - Vision Warren St Germaine Assistant Deputy Minister, FIS Replacement

6 Financial Information System Replacement Project Page 5 | 28-Oct-08 | General FIS Replacement Project Vision –We are laying a cornerstone for a strong foundation to support the Government of the Northwest Territories to make the best possible decisions by providing the right information to the right people at the right time through effective, integrated processes and supporting technology We will achieve this by –Delivering a quality, on-time, on-budget FIS replacement system –Ensuring continuous involvement of and communication with all departments throughout the project lifecycle –Supporting employees through the change with deliberate scheduled actions Our outcomes will –Give managers the tools that they need to manage and support their decisions –Empower employees to be more effective in their roles through better tools and training –Allow departments to focus on what really matters –Adopt/adapt best practices while honouring and recognizing what currently works for us –Streamline/standardize business processes that support the system (end-to-end) –Reduce the number of ancillary information systems throughout the organization

7 Financial Information System Replacement Project Page 6 | 28-Oct-08 | General FIS Replacement Project Team GNWTIBM Secretary of the FMB Comptroller General Margaret Melhorn Assistant Deputy Minister, FIS Replacement Warren St. GermaineBeth Bell Assistant Comptroller GeneralLouise Lavoie Executive Program DirectorRobert RatcliffeGary Hunter Project ManagerRob McMenemyGinger Street DeveloperMarc Gauthier Change ManagementKristen CookLinda Corriveau Coralee Round TrainingNiña Salvador Accounts PayableAndy CouvretteRandy Smandych Asset ManagementPaul LamAshwini Goabal Billing/Accounts ReceivableJennifer DoyleRick Kordalchuk Business Systems AnalystsLeslie Goit Miles Welsh ExpensesAndy CouvretteDaniel Martins General LedgerChris EngleyRoma Ghosh Project CostingJohn Phillips PurchasingSherry Spring Kelly Baker TreasuryChris EngleyKelly Kavanaugh

8 Financial Information System Replacement Project Page 7 | 28-Oct-08 | General Robert Ratcliffe Executive Project Director Project Overview

9 Financial Information System Replacement Project Page 8 | 28-Oct-08 | General Project Scope Replace FIS and major processes / applications around FIS Build all inbound / outbound interfaces to legacy systems that are linked to FIS PeopleSoft Modules –General Ledger –Accounts Receivable & Billing –Accounts Payable –Purchasing –Treasury –Expense Management –Asset Management –Project Costing (Planning Stage only / Implement tbd)

10 Financial Information System Replacement Project Page 9 | 28-Oct-08 | General Benefits Improved management decision making through corporate-wide financial solution –Drill-down / drill-through capabilities –Enterprise platform for consistency Common standards, platforms, processes and procedures Leverage best practices Improve operational efficiency & eliminate redundant or duplicated activities Sets foundation for handling future growth

11 Financial Information System Replacement Project Page 10 | 28-Oct-08 | General Estimated Cost to Implement $ 20,262,454 Cost and funding constraints led to redefining project scope Efforts today sets foundation for implementing future modules Investment enables integration across major systems (e.g. HR & Financial) Shared technology platforms will lower operational costs such as maintenance & support

12 Financial Information System Replacement Project Page 11 | 28-Oct-08 | General Estimated Project Activities & Timelines Planning & Define DesignBuildTransition Oct – Dec - Business Reqts - RICE Jan – Mar - Application - RICE Feb – Apr -App Configuration - RICE -System / Integration Testing May – Aug -UAT, Stress Test, QA Test - Training - Go Live - Support RICE – Reports, Interfaces, Conversions, Extensions

13 Financial Information System Replacement Project Page 12 | 28-Oct-08 | General Methodology Overview Planning & Define –Workshops with SMEs to identify requirements and assess Fit-Gap –Identify opportunities for business process re-engineering –Initiate activities for technical (conversions, interfaces) and people impact (training, change management, communications) –Commence knowledge transfer so that GNWT takes ownership Design –Identifying, assessing & recommending options –Validate with business the proposed setup and impact to business processes –RICE – Reports, Interfaces, Conversions, Extensions –Set up technical environments –Detail approach to testing, conversions, and training –Defining technical environments and post-implementation support –Ongoing knowledge transfer

14 Financial Information System Replacement Project Page 13 | 28-Oct-08 | General Methodology Overview Build –GNWT goal is to avoid customization –Teams will configure PeopleSoft Financials –RICE – Reports, Interfaces, Conversions, Extensions –System and Integration testing –Validate with the business providing & seeking ongoing feedback –Engage GNWT internal audit to enhance quality assurance –Ongoing knowledge transfer Transition –UAT: User Acceptance Testing –End User Training for both application and business processes –Conversion, Cut-Over and Go-Live –Post-Implementation Support

15 Financial Information System Replacement Project Page 14 | 28-Oct-08 | General Project Management Activities Project Managers will add value in understanding: Management Integration Time Management Quality Management Communication Management Procurement Management Scope Management Cost Management Human Resource Management Risk Management Project Management Knowledge Area Processes Management Integration Time Management Quality Management Communication Management Procurement Management Scope Management Cost Management Human Resource Management Risk Management Project Management Knowledge Area Processes

16 Financial Information System Replacement Project Page 15 | 28-Oct-08 | General How Does This Impact Me? New tools –This is not FIS….so need to be trained on how PeopleSoft works New business process –PeopleSoft uses best practices so existing ways of doing business may change –GNWT Chart of Account structure will change (No TRANS CODES!!!!!!!) –Automating manual processes and setting foundation for workflows How can I contribute? –Participate (subject matter experts), ask questions –Be available for training –Be open to change –Participate in Testing How will PeopleSoft team help me? –Training & documentation of processes –Relying on business users and management for business requirements

17 Financial Information System Replacement Project Page 16 | 28-Oct-08 | General Robert Ratcliffe Executive Project Director Planning & Define Update

18 Financial Information System Replacement Project Page 17 | 28-Oct-08 | General Planning & Define Update Core project team is working well together COA structure is defined and being vetted by business Training for core team members has commenced DFA, Steering Committee and Business Advisory Committee are engaged and supportive Solid representation of SME (Subject Matter Experts) Steep learning curve & ramp up has been challenging GNWT staff are enthusiastic, open minded, and starting to internalize benefits of PeopleSoft IT Architecture has been defined and equipment ordered Knowledge transfer is well underway Project Status: Green

19 Financial Information System Replacement Project Page 18 | 28-Oct-08 | General Ginger Street Randy Smandych PeopleSoft Financials Highlights

20 Financial Information System Replacement Project Page 19 | 28-Oct-08 | General What We Have Found so Far….. Government representatives are knowledgeable about the current processes –Willingly share their information –Enthusiastic team players –Open to new ideas –Anxious to know the new business processes PeopleSoft is a good fit –80/20 rule –We havent found any show stoppers We are making good progress –GL/AP/PO/AR/BI workshops 50% complete –Starting TR/AM/EX/PC in November

21 Financial Information System Replacement Project Page 20 | 28-Oct-08 | General What We Have Found so Far….. General Ledger –Flexible chart of accounts Room for growth –Allocations –Multiple ways to create journals Standard journal templates Recurring journals Spreadsheet upload –Easy access to historical information going forward –Year-end closing is more flexible Able to post adjustments to prior period –Easy to create reports Can be pushed or pulled

22 Financial Information System Replacement Project Page 21 | 28-Oct-08 | General What We Have Found so Far….. Accounts Receivable/Billing –Ability to calculate interest on overdue receivables –All cash transactions can be processed in PeopleSoft & then fed to subsystems –Complete audit tracking of each transaction –GNWT has some complex business processes but we are working through them – many of them do fit Purchasing & Accounts Payable –Purchasing will eliminate many shadow systems –Procure to Pay integration allows PO info to automatically flow to voucher –3 way matching –Different terminology within the application – we are now creating a glossary

23 Financial Information System Replacement Project Page 22 | 28-Oct-08 | General What We Have Found so Far….. Full commitment accounting –HCM/PO/AP/EX –Ability to drill down to commitment transactions Controlled at the General Ledger level Full vs partial Spend Check Easy to include information in reports –Accessing the commitment ledgers This will not solve all of the commitment reporting issues

24 Financial Information System Replacement Project Page 23 | 28-Oct-08 | General What We Have Found so Far….. Reporting –On line query tool –Drill downs from GL to details in source ledgers –Report layouts designed in Excel

25 Financial Information System Replacement Project Page 24 | 28-Oct-08 | General Chris Engley Niña Salvador Chart of Accounts and Accounting Training Update

26 Financial Information System Replacement Project Page 25 | 28-Oct-08 | General Chart of Accounts – Definition and Purpose A financial classification system for identifying, aggregating and reporting financial transactions. The COA provides the framework for planning, resource allocation, management control, accounting, statistical and evaluation purposes, as well as the preparation of the Public Accounts. FAM Directive 1201 – Financial Coding Systems: The Comptroller General shall ensure that the financial coding established by user Departments for use in the Financial Information System: –a) Provides for the preparation of the Public Accounts; –b) Provides for measurement or comparison of actual results to the financial authorities approved in the Main Estimates by the Legislative Assembly; and –c) Uses the mandatory and optional coding elements in a manner fully consistent with their intended use.

27 Financial Information System Replacement Project Page 26 | 28-Oct-08 | General Why New COA Design is Required Many aspects of the current GNWT Chart of Accounts are unique to FIS and not supported by PeopleSoft as delivered. In order to avoid costly customizations and to enable us to take advantage of PeopleSoft functionality, the COA must be redesigned. Because of this, it is an opportune time to revisit how the COA is set up and to look for possible improvements.

28 Financial Information System Replacement Project Page 27 | 28-Oct-08 | General Redesign Process Workshops were held with representatives from each GNWT department and the NWT Housing Corporation to define financial reporting requirements and to draft a proposed COA structure for the Peoplesoft implementation. The proposed COA is currently under review by GNWT departments and the NWT Housing Corporation.

29 Financial Information System Replacement Project Page 28 | 28-Oct-08 | General Representatives Legislative AssemblyCheryl Menard Executive & Aboriginal AffairsJames Ssenyange FMBSAlain Bolduc FinanceMel Enge Human ResourcesMichelle Ramm MACAColleen Zorn TransportationGary Brennan Public WorksChuck Gibson Health & Social ServicesKim Weir, Johanne Denault ENR & ITISheila Wooley EducationMarissa Martin, Sheila Devine JusticeLeanne Hannah NWT Housing CorporationBiswanath Chakrabarty

30 Financial Information System Replacement Project Page 29 | 28-Oct-08 | General Guiding Principles Design the chart of accounts around required reports. Design for flexibility – scalable and maintainable solution Avoid detail in the general ledger when available in sub-ledgers Capture data at the lowest level, avoid recording transactions to a parent or roll-up account. Promote consistency, keep segments pure (one segment, one meaning) Build in as much sharing as possible to reduce maintenance. Reduce redundancy and complexity where possible.

31 Financial Information System Replacement Project Page 30 | 28-Oct-08 | General COA Redesign - Challenges Once configured in the financial system, the COA cannot be changed. Not all departments use the same segments for the same purpose. The COA structure must meet needs of all organizations included in the Peoplesoft implementation.

32 Financial Information System Replacement Project Page 31 | 28-Oct-08 | General Current FIS Chart of Accounts GL Account (4) Balance Sheet (2) Vote (2) Control Object (1) Standard Object (1) Group Object (1) Major Costing (4) Cost Centre (3) Cost Detail (3) Settlement (3) Subsidiary (10) GSN (10) Region (1) Area (1) Program (2) Division (1) Section (1) Unit (1)

33 Financial Information System Replacement Project Page 32 | 28-Oct-08 | General 32 Region (TREE) AreaSettlement GL Account Control Object Standard Object Group Object Balance Sheet Vote Program Code (TREE) Division (TREE) Section (TREE) Unit 1 char 3 char4 char1 char 2 char 1 char GL Business Unit Operating Unit ClassAccount Fund Code Department (5 char) (8 char) (10 char) PeopleSoft ChartFields Major Costing Cost CentreCost DetailSubsidiary GSN 4 char3 char 10 char Project Business Unit Project ID Activity Facility (Chartfield 1) Chartfield 2 (5 char) (8 char)(5 char) PeopleSoft ChartFields GNWT Chart String

34 Financial Information System Replacement Project Page 33 | 28-Oct-08 | General Recommended Peoplesoft Chart of Accounts GL Business Unit Department Operating Unit AccountClass Fund Code Facility Project Business Unit Project ID Activity 5 char 2 char5 char3 char2 char5 char 8 char5 char Required Optional

35 Financial Information System Replacement Project Page 34 | 28-Oct-08 | General Additional Considerations Index codes & PeopleSoft speed types FIS transaction codes User defaults

36 Financial Information System Replacement Project Page 35 | 28-Oct-08 | General Next Steps Scheduling additional workshops with additional stakeholders, including those who have embedded the FIS COA into external systems. Over the next few weeks, the COA structure will be frozen for the define phase. Generate list of values for each segment Mapping old values to new values Develop training

37 Financial Information System Replacement Project Page 36 | 28-Oct-08 | General Accounting Training Course Objective Refresh accounting knowledge Preparation for the new system Course content Accounting equation Debits and credits General journal General ledger Trial Balance Training update HR training calendar On-going training Higher level management Non-financial management Feedback from participants has been positive

38 Financial Information System Replacement Project Page 37 | 28-Oct-08 | General The System Formally Known as FIS

39 Financial Information System Replacement Project Page 38 | 28-Oct-08 | General Kristen Cook Niña Salvador Change management

40 Financial Information System Replacement Project Page 39 | 28-Oct-08 | General What is Change Management? Change Management is the process of helping an organization transition to a new working environment Change management is a planned and deliberate schedule of actions and messages involving those who have a stake in the change in order to help them take ownership of the change Thinking There Getting There Living There

41 Financial Information System Replacement Project Page 40 | 28-Oct-08 | General Benefits largely come from business change New Technology + Old Business Processes Expensive Old Business Process = New Technology + New Business Process Business Enabler =

42 Financial Information System Replacement Project Page 41 | 28-Oct-08 | General PeopleSoft is about the integration of functions and business processes Purchase Requisition Invoice Payment Purchase Order Business process A + B + C = Result

43 Financial Information System Replacement Project Page 42 | 28-Oct-08 | General New business processes A single source of information Routine work done by the system New relationships with suppliers/clients Change to existing jobs and new jobs are created Increased collaboration between departments Single inputs update multiple data files Tools available to do the job Increased ownership of processes Its less about technology and more about process and people System initiatives automatically force significant change

44 Financial Information System Replacement Project Page 43 | 28-Oct-08 | General Insert The First Help Desk video here

45 Financial Information System Replacement Project Page 44 | 28-Oct-08 | General How do we react to change?

46 Financial Information System Replacement Project Page 45 | 28-Oct-08 | General People react to change in a typical pattern… even when the change is a good one Increased danger of checking out Increased resistance

47 Financial Information System Replacement Project Page 46 | 28-Oct-08 | General The phased response to change – the marathon effect understanding time First to know Next to know Last to know

48 Financial Information System Replacement Project Page 47 | 28-Oct-08 | General Focusing on things that are under your control leads to greater influence Our circle of influence – what can we control?* Circle of Influence Circle of Concern PROACTIVE Circle of Influence Circle of Concern Wasting time and energy on things beyond your control decreases your influence * From Stephen R. Coveys The 7 habits of highly effective people REACTIVE

49 Financial Information System Replacement Project Page 48 | 28-Oct-08 | General We hear you – we know you will have questions… Whats expected of me? What will be my role in practical terms? Whats in it for me? Where are we going? How will I do my job tomorrow? Whats going to be different? How will I operate? What new skills will I need to develop?

50 Financial Information System Replacement Project Page 49 | 28-Oct-08 | General How we will help you get through the change?

51 Financial Information System Replacement Project Page 50 | 28-Oct-08 | General Video clip – ice scraper To highlight the fact that you start with the end in mind – you have to know where you are going before you just jump in….

52 Financial Information System Replacement Project Page 51 | 28-Oct-08 | General How will employees be prepared for the changes associated with the FIS Replacement project? Time Awereness/Understanding Communication (awareness) Announcements Communication sessions Workshops First contact Education (context) Focused info sessions Change impact workshops Process overviews Introduction Training (hands on) System overview and navigation Role-based courses Exercises Practice environment Learning Focused help On-site coaching Online support End user procedures Quick reference cards Support Go-live

53 Financial Information System Replacement Project Page 52 | 28-Oct-08 | General Change management roadmap aligned with project phases Planning & DefineTransition Design and Build 1. Change Management 6. Learning Audience Analysis 5. Training 4. Organization Design Strategy 3. Communication Strategy 2. Change Management Strategy 9. Detailed Impact Analysis 7. Change Network Plan 8. Communication Plan 11. Learning Strategy 12. Learning Infrastructure plan 10. Role alignment 13. Training Curriculum & Material Change Leadership Training 14. Business Transition Plans 17 Go-Live Plan 15. Training Delivery 16. Training Evaluations 18. Change Adoption Assessment

54 Financial Information System Replacement Project Page 53 | 28-Oct-08 | General Change management initiatives Specific events scheduled throughout the phases of the project Some examples: –Change impact and process mapping workshops –Business process education sessions – stop/start/continue –Communication throughout the phases of the project –Training for all end users

55 Financial Information System Replacement Project Page 54 | 28-Oct-08 | General Communication

56 Financial Information System Replacement Project Page 55 | 28-Oct-08 | General Communication guiding principles All communication will be open and honest We will not wait until we know all the answers before we communicate Communication will be targeted to the audience to address their primary concerns We will use a variety of communication methods and approaches to ensure the messages are delivered and understood We will set milestones, track progress and collect feedback to incorporate in the communications plan We will manage expectations about the impact of this project We will acknowledge employee questions and concerns

57 Financial Information System Replacement Project Page 56 | 28-Oct-08 | General 56 Some of the ways we will communicate with you Employee communication updates –Delivered through your managers Intranet –Section devoted completely to the FIS replacement project The Bear Facts –Employee newsletter Frequently asked questions –We will have an address devoted to the project – employees may submit their questions –Section on the internet/intranet devoted to employee questions Glossary of terms –Section on the internet/intranet with project terms and definitions 56

58 Financial Information System Replacement Project Page 57 | 28-Oct-08 | General Communication monitoring Communication will be tracked for effectiveness to ensure –that the PeopleSoft project communication is being received –that it is understood and –that all feedback is being listened to and acted upon Soliciting feedback –We will ask for your feedback to see if their information needs are being met Feedback action –When we receive your feedback, we will act upon it as much as we possibly can

59 Financial Information System Replacement Project Page 58 | 28-Oct-08 | General Niña Salvador Training

60 Financial Information System Replacement Project Page 59 | 28-Oct-08 | General Training guiding principles Principle #1: Just enough and just in time Principle #2: Make the most of what we have Principle #3: Consider the operational realities for training

61 Financial Information System Replacement Project Page 60 | 28-Oct-08 | General Full curriculum based on role Combination of self study modules & classroom training sessions Training and coaching approach Phase 1 Process workshops, Self study Phase 2 Self study & classroom Workshops – new processes Online self study modules (any where, any time) Peoplesoft navigation & concepts On the job coaching Ability to refresh skills using self-study modules, quick reference materials Phase 3 Coaching

62 Financial Information System Replacement Project Page 61 | 28-Oct-08 | General Your role in the change

63 Financial Information System Replacement Project Page 62 | 28-Oct-08 | General What we need from you Read project communication when you receive it Check the intranet site frequently for new updates Ask questions Be involved Attend the training when it is scheduled for you Be enthusiastic and open to change

64 Financial Information System Replacement Project Page 63 | 28-Oct-08 | General Any final questions?

65 Financial Information System Replacement Project Page 64 | 28-Oct-08 | General Final thoughts Remember that change is inevitable, regardless of first impressions…. –Who the hell wants to hear actors talk? Harry M. Warner, Warner Brother Pictures, c –Sensible and responsible women do not want to vote. Grover Cleveland, –Everything that can be invented has been invented. Charles H. Duell, Director of U.S. Patent Office, –Heavier than air flying machines are impossible. Lord Kelvin, President, Royal Society, c –There is no likelihood man can ever tap the power of the atom. Robert Millikan, Nobel Prize in Physics, 1923.


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