Project SIGMA SAAABA Ruth Schwartz, SIGMA Director April 25, 2017

SIGMA Agenda SIGMA Status and Accomplishments Time, Expense, Leave and Labor (TELL) Vendor and July 31 Go Live SIGMA Permanent Organization Questions Give examples of collaboration

Business Days to ‘Go Live’ Project Schedule Business Days to ‘Go Live’ Budget Development and Procurement 68 Days Core Financials 112 Days Time, Expense, Labor and Leave 122 Days

SIGMA Milestones Phase 1.5 Phase 2 SIGMA Budget went live August 1, 2016!! State Budget Office has transitioned into ownership of the system Budget Book closed February 9, 2017, using SIGMA!! Phase 2 System Test Completed Budget Preparation and Procurement Go-Live Budget Phase 2 System Test Underway July 31, 2017 End-to-End / Recovery Test Completed Financial Go-Live UAT Approved by Governing Board March 1, 2017!! October 2, 2017 UAT Underway TELL Go-Live ** Time Entry for End Users Begins 10/8 -10/21 pay cycle

Celebrating Accomplishments SIGMA Budget FHWA Certification Kick-off FY18 Budget Book produced from SIGMA Budget User Acceptance Tester Training Knowledge Transfer Activities Testing Organizational Change Management and Communications Successful completion End-to-End Testing User Acceptance Testing Under Way Agency Change Lead Outreach revitalized Approval to start Phase 2 Budget System Test SIGMA 101 and Videos—Lisa will talk about

SIGMA Employee Self Service (ESS) and TELL Time, Expense, Leave and Labor (TELL)

SIGMA ESS Home Page

SIGMA ESS Time and Leave Tab

SIGMA ESS Employee Timesheet Creation

SIGMA ESS - Employee Timesheet Entry

SIGMA Employee Travel and Expense

SIGMA Employee Travel Authorization (Only for Agencies that Require)

SIGMA Employee Travel Authorization, cont’d

SIGMA Employee Travel and Expense Report

SIGMA Employee Travel and Expense Report

SIGMA Procurement and Vendor Self Service (VSS) July 31st Procurement Go Live Includes: New year solicitation and requisition processes VSS access for business opportunities and solicitation responses Does not include the following functions, which will be implemented October 1st: Award and purchase order functionality, along with the related integration in financials (“procure-to-pay”) Grant opportunity and award functionality VSS use of invoicing and financial transaction functionality

SIGMA VSS Welcome Guest Access will allow users to view business and grant opportunities, but will not allow for response on line until they are registered. Reference documents will provide detailed information on how to register, update existing information, and also detailed information related to business and grant opportunities.

SIGMA VSS Account Information

SIGMA VSS Financial Transactions Potential grantees may register for one particular grant program or choose a broader series of commodity codes to cover more grant opportunities, for example if they choose G01 they will receive all grants related to Agriculture. The best way to search for grant commodity codes would be to change select Yes for Grant. To choose all grant commodity codes the easiest way would be to select all major categories G01-G22

SIGMA VSS Business Opportunities

SIGMA VSS—Solicitation Responses

SIGMA VSS Catalog Management Additional users maybe added to view only or full access to respond to business or grant opportunities.

SIGMA VSS Grant Opportunities

SIGMA VSS Grant Applications

SIGMA VSS and Procurement Outreach Activities Communications Vendor/VSS and Procurement Postcards prior to July 31 Go Live State of Michigan SIGMA Vendor/VSS and Procurement website for updated information State Agency websites will carry information important to agency Remittance Advice Inserts to update vendor/payees and recipients on current information Pilot Groups Vendor/VSS—May 22 Local Entity—May 25 Demo Sessions: Vendor/VSS Sessions June 14—2 sessions June 21—2 sessions Procurement Local Entity June 15 June 22

SIGMA Benefits and Standardization

SIGMA Benefits Greatly improved reporting and data entry Makes moving from job to job and agency to agency easier Reduced training for new hires Improved project and grant reporting Budgeting and processing with one system Streamlined business processes work similarly across departments.

SIGMA Standardization—Chart of Accounts

SIGMA Long-Term Organization Establishing the support organization concurrent with remaining project activities. Organization will be staffed and ready to support all stakeholders and end users October 1, 2017. Interim support for Budget and Procurement will occur through the OFM Help Desk, the SIGMA Budget Help Desk and the Project Team.

SIGMA Long-Term Organization Chart Post Go Live Support

SIGMA Communications Website News Feeds Frequently Asked Questions Presentations Project Announcements Training Agency Implementation Guide Contact Us https://stateofmichigan.sharepoint.com/teams/SBO/project_sigma/SitePages/Inside%20Project%20SIGMA.aspx

Questions?