FI$Cal 2016 Release Change Workshop April 15, 2016

Change Workshop Overview The Change Discussion Guide  Uses, Support, Preparation, and Preview Individual Change Discussion Guide (ICDG) Preview Before, During and After a Change Discussion Group discussion Next Steps FI$Cal: Transparency. Accuracy. Integrity.2 April 2016 Change Workshop Agenda

Prepare department managers and supervisors:  For the upcoming changes and impacts  To conduct change discussions with staff Change discussions will communicate the:  FI$Cal Project overview  FI$Cal business processes  FI$Cal changes and impacts  FI$Cal end-user roles, assignments, and training FI$Cal: Transparency. Accuracy. Integrity.3 Change Workshop Purpose April 2016

Why Me? You play an important role in preparing your department Your staff looks to you for information and guidance You will need to understand the changes and impacts You will need to be prepared to respond Why Now? Your staff will be participating in training beginning June 2016 in preparation for go live in July 2016 FI$Cal: Transparency. Accuracy. Integrity.4 Why Are You Here? April 2016

What does it mean to embrace change? Jason Clarke, Embracing Change  FI$Cal: Transparency. Accuracy. Integrity.5 March 2015 Embracing Change

Serves as a reference document to help prepare you Helps staff understand the business process impacts, their assigned FI$Cal end-user roles and training needs Includes Individual Change Discussion Guides (ICDGs), which are organized by business process area FI$Cal: Transparency. Accuracy. Integrity.6 April 2016 Change Discussion Guide

The FI$Cal Project Overview The ten business process areas listed below:  Procurement  Accounts Payable  Asset Management  Billing/Accounts Receivable  Cash Management/Treasury  General Ledger  Labor Distribution  Project Costing, Grant Management and Customer Contracts FI$Cal: Transparency. Accuracy. Integrity.7 Individual Change Discussion Guides April 2016

How do you use the Change Discussion Guide? What type of support do you have? How can the Guide help you to prepare for a change discussion? FI$Cal: Transparency. Accuracy. Integrity.8 Uses, Support & Preparation April 2016

Use the FI$Cal Change Discussion Guide to help:  Understand the FI$Cal Project scope and implementation timeline  Find FI$Cal Project information and supporting documentation  Understand the FI$Cal Project activities requiring your participation and support FI$Cal: Transparency. Accuracy. Integrity.9 Using the Guide April 2016

 Identify the opportunities and tools to communicate  Understand how to discuss change impacts to business processes and end-user roles  Communicate training needs and readiness activities FI$Cal: Transparency. Accuracy. Integrity.10 Using the Guide April 2016

As a manager or supervisor, you are not the only person supporting the FI$Cal Project The FI$Cal Change Network provides a support structure of individuals and groups within and outside your department who are working to make the implementation of FI$Cal a success The FI$Cal Change Network is made up of four groups; the first three levels support the fourth and base level, the FI$Cal End Users FI$Cal: Transparency. Accuracy. Integrity.11 Understanding Your Support April 2016

FI$Cal: Transparency. Accuracy. Integrity.12 Understanding Your Support April 2016

Prepare Yourself  Stay informed, be a participant, and complete training April/May 2016  Conduct change discussions prior to end-user training After End-User Training (before and after go live)  Address questions/concerns from department end users  Encourage participation in User Support Labs After July 2016  Support your staff in being informed and educated  Escalate concerns to the FSC when unable to resolve FI$Cal: Transparency. Accuracy. Integrity.13 Preparing for the Change April 2016

Participate in a Change Workshop Read the Change Discussion Guide instructions and review the materials to understand:  How to conduct a change discussion, e.g. preparation, delivery, and follow-up  Potential changes and impacts to your department  Escalation process for questions and concerns FI$Cal: Transparency. Accuracy. Integrity.14 Ways to Prepare Yourself April 2016

Review supporting materials previously provided and/or completed by your department, e.g. BPWs, Change Impact Tool, Role Mapping, etc. Work with the Department Liaison to review the completed role mapping task and understand your department end-user roles Update each ICDG with your department’s specific business process impacts. FI$Cal: Transparency. Accuracy. Integrity.15 Ways to Prepare Yourself April 2016

CHANGE DISCUSSION GUIDE PREVIEW FI$Cal: Transparency. Accuracy. Integrity.16 March 2015

FI$Cal Change Discussion Guide Appendix C – FI$Cal Project Overview April 2016

The Financial Information System for California (FI$Cal) is a business transformation project for state government in the areas of budgeting, accounting, procurement, and cash management. The project will prepare the state systems and workforce to function in an integrated financial management system environment. For the first time, four Control Agencies have formed a partnership to support FI$Cal at the highest level:  Department of Finance (DOF)  Department of General Services (DGS)  State Controller’s Office (SCO)  State Treasurer’s Office (STO) FI$Cal: Transparency. Accuracy. Integrity.18 April 2016 FI$Cal Project Overview

To achieve the Project vision of implementing a statewide Enterprise Resource Planning (ERP) system. The Project developed the following objectives that outline what benefits an ERP system can provide.  Replace the state's aging legacy financial systems by implementing standardized financial management processes and systems across all departments and control agencies.  Increase competition by promoting business opportunities through use of electronic bidding.  Maintain a central source for financial management data to reduce the time and expense of vendors.  Enhance the quality, timeliness, consistency, and accessibility of financial management information. FI$Cal: Transparency. Accuracy. Integrity.19 April 2016 FI$Cal Business Objectives

The vision of FI$Cal is to serve the best interest of the State and its citizens and to optimize the business management of the State, we will collaboratively and successfully develop, implement, utilize, and maintain an integrated financial management system. FI$Cal: Transparency. Accuracy. Integrity.20 April 2016 FI$Cal Vision

FI$Cal: Transparency. Accuracy. Integrity.21 April 2016 Project Timeline Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4 Calendar Years 2017 Release 18 Months O&M 2016 Release 8 Months O&M Statewide Budget 8 Months O&M STO/SCO 2017 Release 36 Months 2018 Release 30 Months O&M 9.2 Upgrade 15 Months O&M

Pre-Wave  Went live in July 2013 with participation from five departments and two boards and commissions  Key implementation activities included delivering requisition, purchase order (PO), and receiving functionality, and establishing the Vendor Management File (VMF) to support the requisition and PO functionality in Pre-Wave Wave 1  Went live in July 2014  FI$Cal became the primary accounting, procurement, and budgeting system for Pre-Wave and Wave 1 departments using the new FI$Cal Chart of Accounts (COA)  FI$Cal became the system of record for budget data for DOF FI$Cal: Transparency. Accuracy. Integrity.22 April 2016 Key Wave Activities

Wave 2  Went live in August 2015  BidSync retired, leading to statewide use of FI$Cal to: Search for small business (SB) vendors, disabled veteran business enterprise (DVBE) vendors, and leveraged procurement agreements Advertise contract solicitations Push an advertisement link to registered bidders based on specific commodity codes Post to FI$Cal notices of intent to award and the award of contracts  Vendor records for all departments, including deferred and exempt departments, integrated into the statewide Vendor Management File (VMF)  FI$Cal becomes the Procurement System of Record  Statewide control functions for DGS deployed April 2016 FI$Cal: Transparency. Accuracy. Integrity.23

Key Wave Activities 2016 Release  Scheduled to go live in July 29, 2016  Expands the proven functionality to 6 departments and three business units  Integration between in-scope departments, FI$Cal, and partner agencies  Transparency website is deployed 2017 Release STO/SCO  Scheduled to go live in July 2017  Core accounting and cash management functionality rolled out  FI$Cal as the General Ledger Book of Record, and cash management control functions  Statewide control functions for SCO and STO deployed  FI$Cal solution upgrade deployed  standardized data, and financial management reports. April 2016 FI$Cal: Transparency. Accuracy. Integrity.24

2017 and 2018 Release  Scheduled to go live in July 2017 and July 2018  Expands the proven functionality to all remaining departments  Fully completes integration between in-scope departments, FI$Cal, and partner agencies FI$Cal: Transparency. Accuracy. Integrity.25 April 2016 Key Wave Activities

Each ICDG for a 2016 Release business process area follows a similar structure and begins with:  Cover Page  Business Process Overview Each process contains its own set of slides covering:  Process Overview and Key Impacts  Template for Department-Specific Impacts and Notes  FI$Cal End-User Roles Each guide finishes with the following information:  FI$Cal End-User Training – Course Details FI$Cal: Transparency. Accuracy. Integrity.26 March 2015 ICDG Structure for 2016 Release Business Process Areas

CHANGE DISCUSSION GUIDE ICDG SAMPLE FI$Cal: Transparency. Accuracy. Integrity.27 March 2015

FI$Cal Change Discussion Guide Procurement Guide April 2016

FI$Cal: Transparency. Accuracy. Integrity.29 March 2015 FI$Cal Solution Legend Pre-Wave Wave 1 Wave 2

FI$Cal: Transparency. Accuracy. Integrity.30 April 2016 Procurement Overview Create Requisition Approve Requisition Budget Check Create Solicitation Create Bid Response Approve Solicitation Analyze Solicitation Award Solicitation Create Purchase Order Budget Check Purchase Order Approve Purchase Order Create Procurement Contract Approve Contract Dispatch Purchase Order Create Receipt Create RTV Dept Requestor Dept Req Approver Dept Event Buyer Dept Event Approver Vendor/Bidder Collaborators Dept Contract Buyer Dept Contract Approver Dept Buyer Dept PO Approver Dept Receiving Processor Encumbrances PO Data Commitment Control Project & Activity Project Costing Account Payables Receipts Asset Management

FI$Cal: Transparency. Accuracy. Integrity.31 April 2016 Process OverviewKey Impacts The Create and Approve Requisitions process covers all activities related to creating, approving, and processing a requisition This includes the following sub- processes:  Create/Update Requisition  Approve Requisition Requisitions are created and approved in FI$Cal Funding information is validated in FI$Cal New Chart of Accounts (COA) will be used on requisitions Users have the ability to assign an item as an asset when creating a requisition Acquisition Type and Method is captured in requisitions State Agency Buy Recycled Campaign (SABRC), Environmentally Preferable Purchasing (EPP) compliance information, and Leveraged Procurement Agreements (LPA) & CalPIA Items are entered in FI$Cal Buyers can copy requisitions over to purchase orders Information entered into a requisition will auto-flow to solicitations, contracts, and purchase orders Procurement Create and Approve Requisitions

FI$Cal: Transparency. Accuracy. Integrity.32 April 2016 Department-Specific Impacts and Notes Procurement As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Requisitions will change as follows:  [ENTER CHANGE IN BUSINESS PROCESS] Increased communication and integration between the following business areas will be needed:  [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST BE COMPLETED TOGETHER] Create and Approve Requisitions

FI$Cal: Transparency. Accuracy. Integrity.33 April 2016 FI$Cal End-User Roles Procurement FI$Cal End-User RoleDescription Requisition ProcessorEnd users who create requisitions. Also identify need to produce goods and/or services. Requisition Approver 1 End users who approve requisitions. End users assigned Requisition Approver 1 approve requisitions as a first-level review by a program approver. Requisition Approver 2 End users who approve requisitions. End users assigned Requisition Approver 2 approve requisitions as a second-level review. Requisition Ad Hoc Approver End users who can be added as part of the requisition workflow for approving requisitions. Inserted Ad Hoc approvers apply only to the current requisition being approved. Create and Approve Requisitions

FI$Cal End-User Training Procurement FI$Cal: Transparency. Accuracy. Integrity.34 April 2016 *FS101 and FS102 are mandatory for all FI$Cal end users Course IDCourse NameDuratio n Delivery FS101*Introduction to FI$Cal 4 hours WBT FS102*FI$Cal Navigation 4 hours WBT PO101Introduction to Purchasing 4 hours ILT PO112Processing Requisitions 2 hours WBT PO113Additional Requisition Processes2 hoursWBT PO122Processing Purchase Orders 4 hours ILT PO123Additional PO Processes 4 hours WBT PO132Managing Receiving 4 hours WBT PO142/152Processing Solicitations and Procurement Contracts 4 hours ILT PO143Additional Solicitation Processes 4 hours WBT PO153Additional Procurement Contract Processes 4 hours WBT PO214Approving Requisitions 4 hours WBT

FI$Cal End-User Training Procurement Course IDCourse NameDurationDelivery PO225Approving Purchase Orders 4 hours WBT PO226Using Procurement Cards 4 hours WBT PO244Approving Solicitations 4 hours WBT PO254Approving Procurement Contracts 4 hours WBT FI$Cal: Transparency. Accuracy. Integrity.35 April 2016

BEFORE, DURING & AFTER A CHANGE DISCUSSION FI$Cal: Transparency. Accuracy. Integrity.36 March 2015

Work with the Department Change Champion and/or Department Liaison to identify department-specific messages Work with the Business Liaison or participants of the Business Process Workshops to understand the business processes and changes relative Participate and complete training Prepare a Change Discussion Checklist and Log FI$Cal: Transparency. Accuracy. Integrity.37 Before a Change Discussion… April 2016

When identifying department specific impacts, remember to think about how areas within your departments will have to communicate and work in parallel. For example, think about how departmental areas will coordinate when purchasing goods or services. Things to consider:  Appropriations, Agency Operating Budget, and Budget Check  Chart of Accounts  Matching Process FI$Cal: Transparency. Accuracy. Integrity.38 Example: Before a Change Discussion… Requisition Purchase Order ReceivingVoucher April 2016

Use the Change Discussion Checklist and Log to guide the conversation and document decisions, results, questions, etc. Be positive and encourage staff member’s participation and support Enlist members of the DIT or SMEs to help communicate changes and support project activities FI$Cal: Transparency. Accuracy. Integrity.39 During a Change Discussion… April 2016

FI$Cal: Transparency. Accuracy. Integrity.40 Change Discussion Checklist and Log April 2016 Task: READ616

Complete the Change Discussion Checklist and Log Confirm that key change discussion topics were thoroughly discussed Capture open/unanswered questions and concerns Identify any questions or concerns (open items) requiring escalation FI$Cal: Transparency. Accuracy. Integrity.41 After a Change Discussion… April 2016

Note any additional topics covered during the change discussion As needed, provide the staff member(s) with any updates to their assigned FI$Cal end-user roles, i.e. TECH618b (Due June 10) Work with the Department Training Liaison to monitor completion of required and recommended end-user training Maintain open communication with staff FI$Cal: Transparency. Accuracy. Integrity.42 After a Change Discussion… April 2016

FI$Cal: Transparency. Accuracy. Integrity.43 Escalation Path for Questions or Concerns April 2016

GROUP ACTIVITY FI$Cal: Transparency. Accuracy. Integrity.44 March 2015

FI$Cal: Transparency. Accuracy. Integrity.45 March 2015 Group Activity

NEXT STEPS FI$Cal: Transparency. Accuracy. Integrity.46 March 2015

End-User Training – Training for department end users that will need to use the FI$Cal system at go live or frequently in their assigned FI$Cal end-user roles. User Support Labs – Training support activities for department end users to reinforce the knowledge and skills learned during end-user training. There will be opportunities for departments to participate in User Support Labs after go live. FI$Cal: Transparency. Accuracy. Integrity.47 What Comes Next? Change Workshop End-User Training User Support Labs A April 2016

Mandatory Courses FS101: Introduction to FI$Cal: Provides an understanding of the FI$Cal System by introducing key FI$Cal concepts and terms. FS102: Navigating FI$Cal: Provides an understanding of the basic navigation components of FI$Cal needed to perform transactions. FI$Cal: Transparency. Accuracy. Integrity.48 Training Overview A April 2016

Types of Training Provided Web-Based Training (WBT): Self-paced PowerPoint Presentations that allow learners to complete the course at their own workstations. Instructor-Led Training (ILT): Classroom courses led by a FI$Cal instructor. Learners receive a hands-on experience by navigating in the FI$Cal System with guidance from instructors and FI$Cal Subject Matter Experts (SMEs). Virtual Instructor-Led Training (VILT): A webcast type presentation enabling participation from a distributed training audience. FI$Cal: Transparency. Accuracy. Integrity.49 Training Overview A April 2016

Read the Individual Change Discussion Guides  Understand the impacts of the FI$Cal business processes  Use the support from the Change Network and your DIT  Prepare for change discussions with your staff Conduct Change Discussions at Departments, April 18-May 13, 2016  Departments complete and track change discussions with staff  Provide FI$Cal with confirmation of complete change discussions  Manage questions and concerns through escalation process Register for and Participate in End-User Training (May-July 2016) Participate in the 3 rd User Readiness Survey, May 16–May 27, 2016  Results will be compared to the baseline and mid-Release surveys to measure end-user progress along the Change Commitment Curve FI$Cal: Transparency. Accuracy. Integrity.50 Next Steps A April 2016

FI$Cal Project Information: or the FI$Cal Project Team at: FI$Cal: Transparency. Accuracy. Integrity.51 Questions April 2016