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Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Modernization through Collaboration How Commonwealth of PA Treasury maximized the.

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Presentation on theme: "Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Modernization through Collaboration How Commonwealth of PA Treasury maximized the."— Presentation transcript:

1 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Modernization through Collaboration How Commonwealth of PA Treasury maximized the Value of ERP by integrating GRC (Governance Rick and Compliance) with the collaboration of 25 different agencies. Ms. Anna Maria Kiehl –Comptroller of Commonwealth of Pennsylvania Mr. PN Narayanan – Chief Information Officer – Pennsylvania Treasury Mr. Robert Sabo – Executive Director – Public Sector Solutions, Oracle 2015 NASC Conference - March 11, 2015

2 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Program Agenda What’s Ahead on the Road to Government Modernization Modernization through collaboration at the Commonwealth of Pennsylvania Question and Answer

3 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Government Modernization What’s Ahead on the Road to Government Modernization Modernization through collaboration at the Commonwealth of Pennsylvania Question and Answer

4 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | What Does Modernization Mean for Public Sector Professionals? 4 Key technologies and trends that impact you and Government Modernization Modernization – Improve efficiency, effectiveness and lower costs Mobile – Work anywhere on any device Cloud – Reduce deployment time, stay current, impact staffing issues Business Intelligence/Analytics – Use information to drive change Shared Services/Consolidation – Lower costs, improve service

5 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Priority Technologies – Shifting Sands 1.Cloud Computing – lower cost, faster deployment 2.Legacy Application Modernization – more efficient, lower cost, advanced technologies 3.Mobile Workforce Technologies – adapt to changing workforce

6 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Policy Automation ERP Business Intelligence Talent Management Planning and Budgeting HCM Social Relationship Management Applications as a Service Platform as a Service Infrastructure as a Service On Premise – Shared Service - Modernized, mobile enabled using a choice of deployment methods Cloud On Premise

7 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Examples – Modernization through collaboration Collaborative Solutions City of Tampa Hillsborough County FL. 'Historic' County, City Collaboration …….. “ Consolidated purchase between the the two separate governments brings to the area the largest Enterprise Resource Planning (ERP) system in the nation. Loudoun County VA and Loudoun County Schools - County government and Loudoun County Public Schools began implementation of the new enterprise resource planning system in January 2012 as part of a comprehensive program to replace three core financial systems. New York State - On April 23, 2007, the Office of the State Comptroller (OSC) and the Division of the Budget (DOB) announced their agreement on a strategic alliance aimed at coordinating the implementation of a statewide financial system for New York State. New York MTA – Created a Business Services Center to modernize and consolidate six previously independent organizations on one shared service platform. MTA is the largest transportation provider in the Western hemisphere. Collaborative Solutions

8 Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 8 Enterprise-wide Risk & Controls WORKFORCE RISK Health & Safety Personnel Policy Talent Retention OPERATIONAL RISK Supply Chain Risk Sourcing Risk Material & Hazard Risk Environmental Risk Citizen Service Quality LEGAL RISK Legal & Regulatory Litigation IP & Copyright Discovery Risk Contract Risk IT RISK Information Privacy IT Asset Risk Segregation of Duties Service Provider Risk Disaster Recovery Compliance Risk Service Level FINANCIAL RISK Financial Reporting Compensation Risk Fraud Transaction Errors Auditor/Treasurer Comptroller Governor/Legislature Copyright © 2014, Oracle and/or its affiliates. All rights reserved. |

9 Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | Standard Controls + Advanced Controls Fine-grained User Access Privileged User Access Monitoring Compliant Provisioning Duplicate Payment Detection & Prevention Monitor KRI’s Journal Management & Monitoring T&E Policy Enforcement Configuration Snapshots & Change Mgmt Transaction Pattern Analysis Fuzzy Logic, ‘similar values’ Advanced Controls Standard Controls Advanced Controls vs. Standard (historical) Controls Role-based Security 3-Way Match Prevent Exact Duplicate Invoice Approval Hierarchies Audit Logs 9

10 Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | Government Modernization What’s Ahead on the Road to Government Modernization Modernization through collaboration at the Commonwealth of Pennsylvania Question and Answer

11 2015 NASC CONFERENCE MODERNIZATION THROUGH COLLABORATION Commonwealth of Pennsylvania Treasury Transformation Anna Maria Kiehl, CPA, CGFM Pennsylvania State Comptroller

12 2015 NASC CONFERENCE ROLE OF THE COMPTROLLER Appointed and serves all agencies under the Governor’s jurisdiction, as well as certain independent agencies, boards and commissions. Manages a shared service center providing payables, accounting, reporting, quality assurance, and fiscal oversight for all state agencies. Reviews most contracts and payment requests before sending to State Treasurer for disbursements. Utilizes Pennsylvania’s SAP ERP system. 12

13 2015 NASC CONFERENCE STRUCTURE AND PROCESS Comptroller Operations, while not an independently elected office, is separate and autonomous from all state agencies under the Governor’s jurisdiction. The PA Treasurer is an independently-elected office 13

14 2015 NASC CONFERENCE COMPTROLLER FINANCE TRANSFORMATION 2002: SAP ERP Implementation Treasury was determined to be out of scope. New system and account code structure were adopted by the Administration. Result: Comptroller was required to maintain legacy account code and cross walk tables to communicate with the State Treasury system, perpetuating the paper process between SAP and Treasury. 2009: Comptroller Consolidation and Further Automation of Processes A paperless invoice process and revenue collection process was implemented, but the State Treasurer and Auditor General systems still required paper. Result: Agreement was reached to share Comptroller’s document repository to eliminate scanning of paper in Treasury. 2010: Developed Framework for Automated Revenue Process 2014: Finalized Automation with State Treasurer’s Implementation of PeopleSoft Result: Electronic files replaced paper handling, revenues were recorded more quickly, and the manual keying of data at Treasury was eliminated. 14

15 2015 NASC CONFERENCE STATE TREASURY DECISION TO IMPLEMENT ORACLE ERP SYSTEM State Treasury CIO involved Comptroller and agency stakeholders in ERP planning. Treasury CIO requested Comptroller pain points and lessons learned implementing SAP in State Treasury CIO welcomed Comptroller business requirements and enhancements in designing the TO BE Treasury processes in PeopleSoft. Collaboration opened the door to many operational efficiencies and added functionality across both ERPs and agency systems. 15

16 2015 NASC CONFERENCE THE APPROACH Standardize and streamline non-standard & sub-optimal processes. Eliminate non-value added processes & activities. Reduce cycle times & overall cost of operations. Collaborate, Communicate, and Confirm Expectations. 16

17 2015 NASC CONFERENCE COMPTROLLER ACCOMPLISHMENTS Converted 83 payment files across 22 agencies to conform to standard account code & SAP/PeopleSoft readable format. Converted 77 legacy system voucher transmittals, which were mostly paper transmittals, into standard transaction processes. Eliminated intermediate programs used to load agency files into SAP, thereby eliminating the on-going need to support.Net and Progress applications. Standardized the file transfer process across agencies and ensured DHS has the ability to stop any payment request it deems invalid prior to transmission to either SAP or Treasury’s PeopleSoft system. 17

18 2015 NASC CONFERENCE 18

19 2015 NASC CONFERENCE 19

20 2015 NASC CONFERENCE ENTERPRISE-WIDE BENEFITS Eliminated legacy account codes & dual account code maintenance, crosswalk maintenance. Reduced staff needs and reconciliation errors. Standardized all non-standard processes on SAP/Payables. Eliminated legacy applications and front end processes. Streamlined financial sub-systems maintained by agencies by standardizing on one account code structure across all agencies and State Treasury. Decentralized revenue entry and implemented a standard process. Improved cycle time and lowered operational costs by streamlining & decommissioning front end systems. 20

21 2015 NASC CONFERENCE ADDITIONAL AGENCY BENEFITS Agencies interfacing directly with Treasury’s new PeopleSoft system are able to post or link payment information on agency system transactional data. Enhanced remittance advice capabilities are now available in PeopleSoft enabling expansion of ACH payments & use of electronic addenda. New flexibility in the timing of the interface between SAP and Treasury allows the Administration to send payment requests throughout the day to better respond to emergency payment requests. 21

22 2015 NASC CONFERENCE DAY 1 SUCCESS! Over $43M in critical (same day or next day) payments along with 175 previously manual payment processes were successfully processed in PeopleSoft. 22 EBT Daily Lottery Wire WIC SWIF SSI/Cash/PNA (Welfare Benefits Medicare A&B Premiums PACSES (Child Support payments

23 2015 NASC CONFERENCE COLLABORATION GETS RESULTS Built relationships and bridges across agencies and offices. Developed a common understanding of business requirements and a shared IT vision across agencies. Demonstrated cross-functional, multi-agency team success! Implemented an ERP system for the State Treasurer that is technologically advanced and can be adapted and enhanced to meet future initiatives. Future Plans Comptroller and Treasury CIO to discuss ways GRC tools can be leveraged to reduce manual controls throughout the process. Comptroller and Treasurer to design a process to capitalize on prompt payment discounts. Comptroller and Treasurer to enhance payment status reports for payees throughout the payment process. 23

24 2015 NASC CONFERENCE 24

25 PENNSYLVANIA TREASURY: Organization Overview 30M Payments worth more than $75Bn last fiscal year. $15Bn In State Assets Managed by IT Systems Unclaimed Property Collected $265 million and returned over $116 million, generating nearly $148 million for the General Fund in FY New Records PA 529 College Savings Program reaches nearly $3 billion in assets, serving 186,000 accounts as of June 30,

26 Fiscal Review Section 1501 of the Fiscal Code requires all agencies to submit payment request to State Treasury. Section 1502 of the Fiscal Code requires payment requests to be audited in accordance with GAAS, and if they appear lawful and correct, Treasury will issue warrant for payment. 50 Employees Over 60 Commonwealth Agencies Over 25 different source systems submit payment requests to Treasury Many time sensitive payments (less than 10 days to review and process) 26

27 Fiscal Review All Payments By The Commonwealth Of PA audited By Fiscal Review Detect Duplicate And Incorrect Payments $ 30 Million Transactions Per Year; $75 Billion In Spend Per Year ____ ___ Maintain Audit Checklists i Accumulate Audit Error & Savings Information 27

28 Before GRC Payment Requests Fiscal Review Team Agencies Payment Requests Treasury Payment System Sampling 100 % OVER threshold 28 CUSTOM BUILT SQL SYSTEM _________ LEGACY 28

29 After GRC ________ _ LEGA CY Standard  GRC CONNECTOR  for PeopleSoft RELEASE -Payments On Hold Not Selected For Audit AGENCY PAYMENT REQUESTS - PEOPLESOFT FINANCIALS (New Payment System) GRC HOLD Auto Payments PEOPLESOFT Daily Graph Update Job Graph-updates Map Reduce Enabled – 4+ dedicated machines Control Analysis Linux Oracle DB GRC Advanced Controls FISCAL REVIEW TEAM 29

30 Sample Controls Duplicate invoice Invoices ending with alpha character Similar invoice numbers – same vendor First time payments for contract/purchase order Resubmission of previously rejected payments Invalid Address 30

31 Summary  GRC Advanced Controls is ‘Mission Critical’ for Treasury  $75 billion spend & 30 million transactions mandated to be reviewed  Enable continuous improvements for upstream Agency processes 31

32 Collaborative Success 12 different agencies and 35 different systems Replaced/consolidated more than 25 different internal systems Eliminated scanning Fiscal review support documents by securing access directly to source system. 8 Million payments worth $50 billion processed successfully On Schedule, under budget $0 Change orders 32

33 Copyright © 2014, Oracle and/or its affiliates. All rights reserved. | Government Modernization What’s Ahead on the Road to Government Modernization Modernization through collaboration at the Commonwealth of Pennsylvania Question and Answer


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