1. Decision Making Chi Emodi Project and Contract Management Office December 9, 2015

2. Agenda FI$Cal Project Overview Decision Making Process Overview Levels of Decisions ODMF Tool and Communication Process Questions 2 December 2015 FI$Cal: Transparency. Accuracy. Integrity.

3. FI$Cal Project Overview The Financial Information System for California (FI$Cal) is a business transformation project for the State in the areas of budgeting, accounting, procurement, and cash management. For the first time, four Partner Agencies are working together to form the 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.3 December 2015

4. Decision Making 101 Decision-making is the selection of a course of action among several alternatives. A Decision is a final choice.  Decisions are documented as soon as the need for a choice among alternatives is identified. Documentation begins before the decision is made.  Decisions are be documented when: The decision may have an impact on the Project scope, cost, quality or schedule The decision will provide clear direction The decision may have an impact on Project deliverables The decision may impact maintenance and operations 4 December 2015 FI$Cal: Transparency. Accuracy. Integrity.

5. FI$Cal’s Process Operational Decision Making Framework (ODMF) – Provides FI$Cal with a structured approach for making and documenting Project-related decisions Key components of the ODMF are:  The Decision Making Escalation Tree / Matrix  A consistent, structured format  ODMF Meetings  A database of documented decisions ODMF does not redefine or replace existing processes where parameters associated for decision making formally exist  For example, the Risks and Issues (R&I) management process describes how to identify, evaluate, and mitigate risks. The ODMF is not be utilized to document risks in lieu of following the risk management process 5 December 2015 FI$Cal: Transparency. Accuracy. Integrity.

6. ODMF: Levels of Decision Making 6 December 2015 FI$Cal: Transparency. Accuracy. Integrity.

7. ODMF: Levels of Decision Making Goal: Enable decision-making at lower levels of the Project 7 December 2015 FI$Cal: Transparency. Accuracy. Integrity. 15% Level 4 – Project Executives 5% Level 5 – Steering Committee 80 % at Level 3 or below – Deputy Directors, Managers / Leads, Team Members

8. Decision Making Matrix 8 December 2015 FI$Cal: Transparency. Accuracy. Integrity.

9. ODMF Tool and Communication Process SharePoint form with workflow Team members receive email if item is overdue FTE for administration and reporting Weekly meetings (typically 5 decision items) Adjust number of weekly meetings depending on number of open decision items When decision is made an email is sent to those who need to know Decisions are also communicated by leadership at weekly staff meetings Why does this work?  ACCOUNTABILITY and PROCESS that’s enforced 9 December 2015 FI$Cal: Transparency. Accuracy. Integrity.

10. www.fiscal.ca.gov fiscal.cmo@fiscal.ca.gov FI$Cal: Transparency. Accuracy. Integrity.10 December 2015