 OSA MeetingMay 17, 2013

 Project Vision  Scope, Governance, Benefits  Timetables & Next Steps  Realizing the Vision - Procurement  Questions 2

 The Vision o Replacement of our outdated core financial systems with the latest information technology o Standardized best business practices o Statewide focus o Empowered users o Better customer service 3

 Executive sponsorship and guidance o Executive Steering Committee o Operations Governance Committee o Project Steering Committee  Project core team  Project extended team 4

End-User Purchasing Financial Management Procurement Performance Budgeting Solicitation Management Contract Management Vendor Self-Service General Accounting Budget Control Accounts Payable Accounts Receivable Cost Acctg./ Allocation Performance Measures Salary & Benefits Forecasting Budget Formulation Budget Book Publishing Inventory Grant Lifecycle Management Treasury Accounting Asset Management COFRS II/ Portal for Single Sign-On infoAdvantage Warehouse Administration / Security / Workflow 5

 Major conceptual changes from current COFRS o System is transaction based—not balances based o Commodity code drives much of what occurs o Customers/debtors will be in the system o Budget formulation is integrated 6

 Sunset Legacy Systems  Minimize Interfaces  Eliminate Customizations  Rely on Configurability  Leverage Standardized Best Practices 7

 BIDS system will be replaced by CGI’s Advantage ® system (“new COFRS”)  All solicitation will occur in new system o Solicitation development o Vendor solicitation mgmt/review Via Vendor Self Services (VSS)  Construction is part of Goods & Services in new system  Vendor registration with State under review o No decisions yet 8

 Increased Functionality  Increased Efficiency o Real-time transactions o Online reports o Electronic workflow and approvals  Elimination of Redundant Data Entry  Automated Financial Reporting and Decision Support  Automated Budget Preparation/Iteration  More Control Over Your Work 9

 Fiscal Discipline  Financial Accountability  Government Transparency  Cost-beneficial Controls  Fewer Interfaces to Maintain and Support  Risk Reduction  Better Customer Service 10

COFRS Upgrade Phase Project Planning and Management Envision Phase (Prototyping, Fit-Gap Analysis, etc.) Create Phase (Software Installation, Training, etc.) Achieve Phase (Production Cut-over, Go-Live, etc.) Post Implementation Go-Live (July 2014) 11

 Configuration  Review of decisions made in configuration with three separate groups o Budget o Procurement o Accounting  Testing  Documenting - Review and re-write of rules, policies and procedures  Training 12

Configuration Training April-June for those who will work with CGI to configure the State’s system to best meet our needs Technical TrainingMay-June 2013 – for those who will be developing interfaces and writing reports Train-the-Trainer Training 2013 August 2013 – for State personnel who will be training other State employees to use the system End User Training Feb - May for end users of the new system. * Training dates for other than Configuration Training are estimates 13

“ Optimize the use of standardized processes within a decentralized organization” The Solution to Achieve our Vision: 14

Leverage strength in standardized and common processes Less complex/cumbersome approval processes More transparent procurement cycle Singular integrated solution to manage work, data, reports, etc. IMPROVING OPERATIONS 15

Requisition Solicitation Solicitation Response/Eval. Award PO/CT Post Award Single Solution: Procurement to Payment 16

Today - Multiple, disparate systems…. 17

 Duplicating COFRS will squander a valuable opportunity  20+ years of COFRS customization will not come “out of the box” with Advantage  Creative solutions are available within configuration  20+ years of ad hoc business process solutions are inconsistent and inefficient  We need your help in finding creative business process solutions 18

 Ensuring Agency Involvement  Communicating Openly and Often  Focusing on the Greater Good  Collaboration Is Key Thank You for Your Participation! 19

Bob Jaros, Project Sponsor Kyle Schlenker, Project Procurement Lead 20