Small Agency Meeting June 24, 2008 Sunflower Project Statewide Financial Management System

2 Agenda  Project Purpose, Scope and Timeline  Update on Project Activities

33 Outreach to Agencies Recognize the need to reach out to small agencies, boards and commissions

4 A&R and Most Programmatic Agencies Have a Collection of Disparate Systems A/P Asset Mgmt Cash Mgmt Purchasing STARS & Other Central Systems Receipting Revenue Agency 1’s Systems A/P Asset Mgmt Cash Mgmt Purchasing Receipting Revenue Grants/ Projects/ Cost Cntrs Agency 2’s Systems A/P Asset Mgmt Cash Mgmt Purchasing Receipting Revenue Grants/ Projects/ Cost Cntrs Agency 4’s Systems A/P Asset Mgmt Cash Mgmt Purchasing Agency 4’s Systems A/P Asset Mgmt Cash Mgmt Purchasing Grants/ Projects/ Cost Cntrs

5 Financial Management System (FMS) Definition: “A comprehensive suite of integrated modules delivered by a single software vendor that provides end-to-end support for statewide administrative services” The FMS will not include the extensive materials management and manufacturing elements found in many Enterprise Resource Planning (ERP) systems.

6 FMS Will Consolidate Administrative Systems, Integrate Agency Business Functions and Interface w/ Programmatic Systems Agency 2 Agency 1 Agency 4 Agency 3 GL Reporting Asset Mgmt Cash Mgmt Purchasing Receipting Revenue A/P FMS Data Archiving A/R

7 Project Scope  “Big Bang” implementation  Software modules include: General ledger Purchasing Accounts payable Asset management Project and grant accounting Data warehouse and reporting Accounts receivables and billing (optional for pilot)

8 Planning Design Configuration/Development/Testing Integration Acceptance Testing Testing Kick-off 10/08 01/09 03/09 01/10 03/10 07/10 Go-Live 07/01/10 Project Timeline  Project kick-off Oct 2008  Go-live July 2010  Twenty-one month duration

9 Planning Design Configuration/Development/Testing Integration Acceptance Testing Testing Kick-off Complete design of chart of accounts & publish interface standards to agencies Agency interface development, modifications to existing systems and initial data conversion/loading complete 8-10 month timeframe for agencies to: 1.Set-up development & test environments 2.Attend technical training 3.Modify systems 4.Develop interfaces (as required) 5.Extract and clean-up data and validate data loading 6.Develop agency-specific reports (75% of reports through central reporting portal) 7.Develop testing plans and prepare for integration testing 8-10 month timeframe for agencies to: 1.Set-up development & test environments 2.Attend technical training 3.Modify systems 4.Develop interfaces (as required) 5.Extract and clean-up data and validate data loading 6.Develop agency-specific reports (75% of reports through central reporting portal) 7.Develop testing plans and prepare for integration testing 10/08 01/09 03/09 01/10 03/10 07/10 Expected critical path Go-Live 07/01/10 Project Timelines and Agency Planning

10 Update of Project Pre-Implementation Activities  Systems Integrator Presentations & Software Demonstrations - complete  Review of current Chart of Accounts & Preliminary Design of new Chart – complete  Sources of vendor information and clean-up issues – complete  Key Project Team Positions

11 Creation of Evaluation Team  16 members from various State Agencies

12 Software demonstrations (Oracle) held during week of May System Integrator presentations held May  23 agencies attended the meetings  93 individuals attended the demonstrations

13 “Prototype” Chart of Accounts A prototype chart of accounts with a crosswalk from STARS is provided below. (SHARP uses the PS Department chartfield.) STARSPeopleSoft Agency => Business Unit Division => Department Fund => Fund Budget Unit=> TBD Object => Account PCA => Program Budget Fiscal Year=> Budget Reference n/a=> Project n/a=> Activity Two additional optional (agency-specific) chartfields will probably be included.

14 Vendor File Consolidation  Description of STARS and PMP vendor files (common and dissimilar data elements), issues and concerns;  Identification of agencies which may have their own purchasing systems and vendor files which are used in STARS Satellite which bypasses system edits (see STA’s Analysis of Agency Systems deliverable);  Assessment of what type of data clean-up will be required as part of conversion.  Description of the “as-is” processes (in narrative form and flowcharts, if appropriate) currently used to update both STARS and PMP vendor files; and  Recommendations for the approach to any data cleansing where identified. Completed document can be found at:

15 Project Staffing

16 Project Staffing

17 Project Staffing

18 Project Staffing

19 Update of Project Pre-Implementation Activities – In Process  Outreach to Small Agencies and State Hospitals – May/June  Agency Readiness and Impact Assessment – May/June  Review of Objects Codes and Commodity Codes – May/June  Business Process Mapping – June thru September  Building the Project Team – on-going

20 Small Agencies Need Special Attention  Small Agency Survey STARS – direct data entry, upload Use of SOKI – direct data entry, upload Other systems containing financial information Identify “points of pain”  Would establishing a Small Agency Advisory Group be helpful ??? Critical mass in problem resolution Enable common solutions to common problems Identify IT challenges and provide assistance Gain a level of influence  Who would be interested in participating?

21 Discussion/Questions For additional information on the project, please see the project website: Questions can be submitted to