P ROJECT H ISTORY o December 2012 – April 2013 Formed core project team Developed and issued RFP for Consulting Services to assist with requirements definition and procurement Retained ISG o April 2013 – October 2013 Gathered business requirements Documented business case Developed and issued RFP for software, implementation services, and hosting and managed services o December 2013 Received vendor responses JEC formed Proposal review and evaluation began
P ROJECT S COPE o Statewide System o Systems Identified for Replacement MAIN-RSTARS (AP, AR, GL, Grant, Project, Cost Allocation) DCDS (Time Capture, Employee Expense Reimbursement, Labor Distribution) Budget Development Numerous agency systems o Non-Core/Optional Functions That May Be Implemented FHWA Billing Inventory Facilities Management Fleet Management Real Estate o Hosting and Managed Services
A PPLICATION S COPE Functions that will be licensed and implemented o Budget Preparation o Budget Control o General Ledger and Financial Reporting o Accounts Payable and Disbursements (including EFT/EDI) o Accounts Receivable and Billing o Grants Management (Grantor Side) o Grants Management (Grantee Side) o Project Accounting and Budgeting o Cost Allocation o Time and Attendance o Travel o Asset Management o Labor (and Equipment Cost) Distribution o Cash Reconciliation o Positive Pay Banking o Transparency and Accountability Portal o Vendor Accounts Payable Web Inquiry o Vendor Payment and EFT Web Registration o Investment Pool Participation/Income Apportionment o Expenditure tracking against debt issues o Report Distribution Functions that may be licensed and implemented o FHWA Billing o Inventory o Facilities Management o Fleet Management o Real Estate License options o Personnel Administration o Benefits Administration o Recruitment o Employee and Manager Self Service o Payroll o Procurement 6
P ROJECT O BJECTIVES Automate and Streamline Budget Preparation Chart of Accounts Reform/Uniform Coding Block Usage Enhanced Transparency & Accountability Portal MIDB Currency and Reporting Move to Vendor Supported, Upgradeable COTS Solution Automate Vendor File Synchronization Automate and Streamline CAFR Production Reduction in the Number of Applications Supported and Interfaced Project & Grant Reporting, Budgeting, and Processing Cost Allocation Increase Accounting Detail Posted from Agency Systems Support for Numerous Treasury Functions: Debt Reporting Support for Investment Accounting Bank Reconciliation Warrant Writing Automate Interfaces with Banks Implementation of Positive Pay Banking (if feasible)
I MPLEMENTATION T IMING Three Phases Budget Preparation 13 Months July 2014 – August 2015 Core Financials 27 Months July 2014 – October 2016 Optional Modules, Non-Core Functions 12 Months October 2016 – October 2017 Post Implementation Support 12 Months, onsite
I MPLEMENTATION T IMELINE AND P HASING Oct 2018 Oct 2017 Oct 2016 Aug 2015 July 2014 Start Load Budget for FY Beginning 10/1/2016 (13 months) Core Functions for All Agencies (27 months) Budget Prep Implemented Phase 2 Implemented Phase 3 Implemented Non Core Functions (12 months) MAIN Functions Time and Attendance Labor Distribution FHWA Billing (if applicable) MIDB Update Transparency Portal Warrant Writing Assets Facilities Fleet Real Estate Inventory MIDB Update Phase 2 Implemented Phase 3 Implemented Post Implementation Support for all 3 phases. Upgrade to Latest Release (12 months) Budget Preparation If applicable Production Support for Phase 1 Implementation Production Support for Phase 1 and 2 Implementations Project Hosting - Project Environments Only for Phase 1/2 Phase 3 (other than Assets) = Optional Modules
T EAM S TRUCTURE Governance Structure will remain in place Core Project Team Up to 150 members at peak including state and integrator staff State Staff will be loaned from Agencies and Funded through the project budget (ITIF) Agencies may backfill positions through limited term appointments and/or working out of class assignments Civil Service support for a streamlined process Loaned employees’ positions “protected” to return to Core team members will be full-time project staff located at the project facility Agency Implementation Teams Not funded through the project budget Variation in make-up based on unique agency needs Time commitment varies throughout the life of the project
JEC Over 150 Advisors provided substantial input and review of proposals & software demonstrations Reference Checks of solutions, integrators, and staff Four weeks of software demonstrations and oral interviews with integrators Numerous rounds of clarification requests with bidders Developing Best and Final Offer (BAFO) requests Working toward award recommendation Contract start date of July 1, 2014 Project Activities Outreach and communication ongoing Monthly governing board meetings Recruit/organize core project team Provide further guidance regarding Agency Implementation Teams Prepare Core Project Team facilities Additional Coding Block/COA Analysis Additional analysis of existing agency systems and interfaces Preliminary identification of strategic policy and process decisions to be made early in the project Name the project!