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Gap Analysis Results Update 112912
Gap Analysis Results Update 112912
Gap by Module and Current Status Row Labels Still An Issue AP AR FXA GL GM Grand Total Count of # 2 3 1 1 4 11
Gap Items Still at Issue Row Labels Still An Issue 25 Automated Billing Resource-Related Billing (as well as Billing Plan-based billing) are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP. DOT GM 26 Automated update of grant objects for payroll DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year. Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system. DHEC GM 33 Legacy system provides budgeting and reporting at detailed level not currently supported by SAP. SDE has a project accounting system that tracks at the grant, function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy sub-program field does not map to any existing objects in SAP. SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system. SDE GM 37 Some agencies have more than one external fund Some agencies have externally multi-funded grants, which have more than 1 external fund. That is not allowed in SAP's grant master data and does not affect many grants. Various GM 63 Discounts Standard SAP functionality exists that will process discounts for vendors based on payment terms. This is currently not used widely in the SCEIS solution, so needs to be updated to reflect phase 3 & 4 agency business requirements and tested. Examples of requirements include, the ability to take discounts based on volume purchased and meet certain purchasing thresholds. Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment discounts used by the agencies will all be able to be handled via standard SAP AP discount terms. The volume-type discounts are related to Purchasing, and should be added to the P.O. No other FRICE items were noted. DOC, ESC, VRD AP 75 Positive Pay As we are onboarding VRD composite reservoir activities for Work Training Centers, SCEIS will need to produce a positive pay file for this activity. VRD AP 92 Quantity based billing Several agencies need the ability for the system to calculate the bill based on rate and quantity. The current SCEIS AR solution will not accomodate this requirement, as it relies on the end user performing that calculation before entering. Agencies with inventory sale billing will be using the SD module to bill which will handle this requirement. Agencies that are non-inventory related, we will need further requirements to understand this requirement. DPS, DJJ, BCB, ORS, DOC AR 93 Recurring The ability to systematically create recurring receivables for agencies which we are currently not doing in the SCEIS AR module. This requirement can be accomodated using standard AR functionality, that is currently not configured or tested. For inventory related billing there are several recurring billing options. DHHS, DDSN, DSS, DHEC, ORS AR
107 Receipts DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement. DSS AR 113 Automate Asset Shell creation When purchasing multiple like assets, SCEIS requires the creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process. All FXA 139 Additional Levels of Approval The current SCEIS Journal Entry workflow has one level of approval within the agency, many agencies have identified the requirement to have an additional level Agency can implement a manual approval level DMH, GL Grand Total
Gap Proposed Decision GAP Analysis - Feedback Classificati Agencies Business Solution Responsible Review Findings on Affected Criticality Type By Required Status Resource-Related Billing (as well as Billing Plan-based billing) System DOT Configuratio Low Post July, 2010 Future Phase are not configured in SCEIS. Currently, no such billing is done n in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP. DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year. Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system. System DHEC Low Business Process Procedure Phase 3 Gap to be addressed
26 Still An Issue
ECC
GM
Master Data
Medium
HOLD
Unknown
N/A
33 Still An Issue
ECC
GM
Legacy system Passthrough Funding provides budgeting and reporting at detailed level not currently supported by SAP.
SDE has a project accounting system that tracks at the grant, System function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy subprogram field does not map to any existing objects in SAP. SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system.
SDE
Low
FRICEW item
Out of Scope
Future Phase
High
37 Still An Issue
ECC
GM
Master Data
Some agencies Some agencies have externally multi-funded grants, which System have more have more than 1 external fund. That is not allowed in SAP's than one grant master data and does not affect many grants. external fund
Various
Medium
Phase 3
Gap to be addressed
Medium
IT124 Cycle 2
63 Still An Issue
ECC
AP
Invoices
Discounts
Standard SAP functionality exists that will process discounts System for vendors based on payment terms. This is currently not used widely in the SCEIS solution, so needs to be updated to reflect phase 3 & 4 agency business requirements and tested. Examples of requirements include, the ability to take discounts based on volume purchased and meet certain purchasing thresholds. Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment discounts used by the agencies will all be able to be handled via standard SAP AP discount terms. The volume-type discounts are related to Purchasing, and should be added to the P.O. No other FRICE items were noted.
Configuratio n
Gap to be addressed
Medium
For testing purposes this ITXX Cycle functionality will be 3 added into an existing script for cycle 3.
75 Still An Issue
ECC
AP
Payment Processing
Positive Pay
As we are onboarding VRD composite reservoir activities for System Work Training Centers, SCEIS will need to produce a positive pay file for this activity.
VRD
Medium
FRICEW item
Phase 3
Gap to be addressed
Medium
(FF007)
Moved to Treasury
92 Still An Issue
ECC
AR
Invoicing
93 Still An Issue
ECC
AR
Invoicing
Recurring
Several agencies need the ability for the system to calculate System the bill based on rate and quantity. The current SCEIS AR solution will not accomodate this requirement, as it relies on the end user performing that calculation before entering. Agencies with inventory sale billing will be using the SD module to bill which will handle this requirement. Agencies that are non-inventory related, we will need further The ability to systematically create recurring receivables for System agencies which we are currently not doing in the SCEIS AR module. This requirement can be accomodated using standard AR functionality, that is currently not configured or tested. For inventory related billing there are several recurring billing options.
Configuratio n
Phase 3
Gap to be addressed
High
Integration issue
IT108 Cycle 2 w/ SD
Medium
Configuratio n
Phase 3
Gap to be addressed
Medium
Findings DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement.
Gap Proposed Decision GAP Analysis - Feedback Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required Status System DSS FRICEW item Low Post July, 2010 Future Phase
Solution Description
ECC
FXA
When purchasing multiple like assets, SCEIS requires the System creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process.
All
Medium
Workforce Transition
Out of Scope
Future Phase
High
ECC
GL
The current SCEIS Journal Entry workflow has one level of approval within the agency, many agencies have identified the requirement to have an additional level Agency can implement a manual approval level
System
DMH,
Medium
Workforce Transition
Out of Scope
Future Phase
Medium
TARS is retired
10 Process Change
ECC
FM
Master Data
FM
Master Data
Carry Forwards
Agencies need the ability to identify specific appropriations Agency by fiscal year, within a fund. SCEIS can define new additional Business functional areas to meet this requirement. Process
BCB
Low
Unnecessary
Gap to be addressed
Low
EF407
IT124 Cycle 1
FM
Master Data
Agencies are not aware of the use of the Z indicator (5th digit Agency in SCEIS Fund) to designate specific fund types. Will need to Business educate agencies on the GAAP fund types. Process
All
Low
Unnecessary
Gap to be addressed
Low
IT124 Cycle 1
10
6 PBF
ECC
FM
Budget
There are agencies that want to budget depreciation expense. Currently, no live agency today does budget depreciation expense but it can be done. In SAP however, there is not an AVC Check on the depreciation expense accounts. 4/30/2009 SHA no longer wants this funtionality per Kevin Lewis. CAB agrees to remove this gap.
SHA
Low
Workforce Transition
Low
11
FM
Budget
There are agencies that have a budget associated with funds Agency where in SAP we would not have an AVC Check. Budget can Business be created for these funds but this will need to be excluded Process from workflow approvals, interface to STARS and AVC. This is not a GAP but a business process and reporting issue
Medium
Configurat ion
Phase 3
Gap to be addressed
Medium
IT124 Cycle 2
12
FM
Year End Ability to encumber new fiscal year budget prior to start of FY
Current SAP Functionality does allow you to pre encumber Statewide for a new fiscal year. However, since this is a State wide Business system, the New Fiscal Year budget is not provided to SCEIS Process until two days prior to the beginning of a fiscal year. Most Agencies create future year Purchase Orders at least a month prior. DOC, DDSN, DHEC, DMH and many other agencies need to be able to encumber budget prior to the new fiscal year start. There is a standard form provided by SAP. No input has been System given as to the data content of the form. The use of Funds Reservations will be more widespread than current agencies, thus the need to create a form that can be sent to the vendor (in lieu of PO)
All
High
Decision MMO, ITMO, OSB, External CG SCEIS Policy Required decision Decisions
High
13
FM
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
Integration issue with N/A MM (FF001) Deleted and merged with a MM form.
HOLD
14
FM
Currently Funds Reservations are entered by the Budget System Managers, due to the nature of the business and size of the remaining agencies to be implemented, this process will need to be pushed out to other end user roles. There is no workflow process or approval for funds reservations but requirements guide that it should follow a similar process to a direct pay voucher.
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
(WF365)
IT97/99 Cycle 3
16
6 PBF
ECC
FM
The current SCEIS design for budget workflow, uses the System agency organizational structure to look for approvers for budget documents. It does not consider the cost/fund center that someone is assigned to but rather the agency. Due to the difference in size and complexity of organizational structure of phase 3 & 4 agencies, many have identified the requirement to be able to route based on cost/fund center.
FRICEW item
Phase 3
Gap to be addressed
High
17
10 Process Change
ECC
FM
Budget Business Rules The current SCEIS design for budget workflow does not Agency Workflo by Dollar consider any dollar amount whilst the document is being Business w Amount routed for approval. Several agencies have identified the Process requirement to exclude certain documents from all approvals if they fall below a dollar threshold. The business rules logic would need to be added to an already complicated workflow, to allow for automatic posting of certain transactions. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the state. In addition, it is not feasible to sustain the maintenance required to manage business rules by business area.
Low
Workforce Transition
Out of Scope
Future Phase
High
18
FM
Budget Netting of Workflo Budget w Transfers within the Agency that would typically require OSB Approval
As budget activity is occurring in a legacy accounting system, Statewide many agencies will net the transfers within their agency over Business the month before sending to OSB for approval. Currently the Process SCEIS budget workflow will not net activity within object code or department before sending to OSB for approval and thus the approval workload is likely to increase for OSB. SCEIS will require OSB to make a decision on which budget activity requires their approval and this logic will need to be enhanced in the Workflow.user. 4/30/2009: The CAB wants to avoid a customized process requiring an enhancement. They feel more information is required. Different approaches were discussed such as
High
FRICEW item
High
(WF367) Configuration IT99 Cycle of Consistency Check and 2 Development of Work Flow
20
FM
Availabil Ability to ity control budget Control at different levels within an agency (by org structure, programmatic level) Availabil Notification ity for exhausting Control budget at departmental level to agency central budget office
Example - BCB is allocated budget for programs that are adminstered by other agencies. They require documentation from agency receiving agency to different transfer budget and OSB will have Each has defined scenarios for reporting and Agency controlling budgets. In SAP, there is the ability to manage at Business this minute level, however, it would require extreme Process maintenance of AVC tables, which are controlled by the SCEIS Team. Currently, the agencies idenfited would like AVC at the Department Level within the Agency. Further details such as within the Department, AVC Control at the MAMI, Major, or Minor, as well as controlling by Program within the Department, have not been identified. Currently today the only AVC notification is based upon the Fund Center that is defined for the AVC check level. The requirement from these agencies would require an email notification to be sent to additional persons within the agency. Currently, system sends one message to end user defined in Master Data of Fund Center. Agency Business Process
DDSN, Low VRD, BCB, DMH, DHHS, SCPRT, DOC, SCSDB, Tech. DSS, SHA, Low DHHS
Workforce Transition
Out of Scope
Future Phase
High
21
10 Process Change
ECC
FM
FRICEW item
High
22
10 Process Change
ECC
FM
Availabil Warning at ity level of budget Control exhaustion not at lower budget level , Not Related to AVC Level but Budget Level
Currently today the only AVC notification is based upon the Fund Center that is defined for the AVC check level. This is not standard functionality for Public Sector based upon the Agency's decision to AVC at specific Fund Center Levels. These agencies want an email notification sent to Department Managers where Availablity Control is set at a higher level. Current SAP Functionality for AVC is the only automatic notification based upon the FC defined for AVC Control not Budgeting.
Workforce Transition
Phase 3
Gap to be addressed
High
Low Priority for FI team. OUT of Potential solutions SCOPE Business Object Dashboard/Modification to a existing FMAVCR01.
23
FM
In the Agencies today, there is a recording of Expenditure System Postings to a 6006 (or like) fund based upon a percentage that an external entity is responsible for cash outlay. This amount is initially booked as an expenditure but needs to be reclassed to a balance sheet account. There is standard SAP functionality to automatically post the liablity but need will need further clarification from agencies.
High
Configurat ion
Phase 3
Gap to be addressed
Medium
25
4 Still An Issue
ECC
GM
Billing
Automated Billing
Resource-Related Billing (as well as Billing Plan-based billing) System are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP.
DOT
Low
Configurat ion
Medium
Critical to DOT
Configure Solution
26
4 Still An Issue
ECC
GM
Master Data
DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year. Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system.
System
DHEC
Low
Phase 3
Gap to be addressed
Medium
HOLD
Unknown
N/A
27
10 Process Change
ECC
GM
It is important to display cash by sponsored program. Statewide Currently, GM configuration is not compatible with this Business requirement, but you are able to see cash by functional area Process (relationship exists between functional area and sponsored programs).
All
High
Configurat ion
Phase 3
Gap to be addressed
Low
Configure Solution
IT65 - Cycle 1
28
GM
Currently, users can use BI to see their cash by functional Indirect Multiple IDC DHEC has scenarios where multiple IDC rates are applied on System Cost rates charged a given line item. SAP does not do this and SCEIS will require to each line of more information regarding the volume of grants this affects. the grant For scenarios where recoveries are posted evenly across multiple funds, the agency will use standard functionality. When recoveries are distributed unevenly across funds, the agency will need to post indirect cost manually.
DHEC
Low
Phase 3
Gap to be addressed
High
N/A
29
GM
Indirect Cannot Cost calculate IDC on contract amounts greater than $25,000
When posting IDC, a certain sponsor will not allow the grantee to calulate IDC against amounts greater than $25,000 on a contract. They can still calculate against the first $25,000 - but nothing more. No BADIs exist that can perform this logic, so the only approaches are to modify the code or do a complex z transaction. Federal Dept of Ed mandate that only $25k of contract
System
SDE
Low
Training
Phase 3
Gap to be addressed
High
Refer to Gap 32. The cap on IDC calculation can be manually handled.
7/15 - This has been discussed in the KT Sessions to verify with users that this is not technically possible and will not be done.
N/A
31
GM
New GL accounts and Sponsored Classes could be created to accomodate this requirement this would be for a "handful" Agency There are multiple approaches- for passthrough functionality (sub-grants). We are currently not handling passthrough Business scenarios in SAP Grants Management, but we need to decide Process on the best method for setting up this data (for example, using sub-grants vs. sponsored programs for sub-grants).
Configurat ion
Phase 3
Gap to be addressed
High
Follow up required
IT65 - Cycle 1
32
GM
Same as live/non-live agencies, except that it is a slightly Agency different scenario. We need to set this data up in a way that Business we do not double count posting for sub-grants that also Process reside in SCEIS.
SDE, DPS
High
Configurat ion
Phase 3
Gap to be addressed
High
Follow up required
IT65 - Cycle 1
33
4 Still An Issue
ECC
GM
Legacy system Passthrough Funding provides budgeting and reporting at detailed level not currently supported by SAP.
SDE has a project accounting system that tracks at the grant, System function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy subprogram field does not map to any existing objects in SAP.
SDE
Low
FRICEW item
Out of Scope
Future Phase
High
34
10 Process Change
ECC
GM
SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system. Passthro Sub-grants can SAP's standard design does not allow external funds on sub- Statewide ugh not be set up grants. Their methodology is that once an agency receives Business Funding with external funds, those funds are theirs to use. Any of those funds that Process funds they pass on to sub-grantees, therefore, utilize internal funds. Master Data The requirement to use external funds for sub-grants Program We are not currently using any program income master data System Income in SAP GM. This is needed to discern program income (Master Data) revenue from other types of revenue.
All
Medium
Unnecessary
Gap to be addressed
Medium
35
GM
Phase 3
Gap to be addressed
Low
While building our pass- N/A through design, we found that this is not a true gap. Working with the functionality as-is will allow us to meet our design needs. Set up Master Data and N/A business process for Program Income
36
4 Process Change
ECC
GM
Budget
SAP has functionality that posts budget based on program income postings (and other rules). This is not currently set up in SCEIS.
System
Configurat ion
Phase 3
Gap to be addressed
Medium
IT65 - Cycle 1
38
GM
Master Data
Data This was done manually in the past, with as many as 200 System Conversion/up grants. In November, we are looking at thousands of grants. load program We need an upload program, since manual entry will not be possible.
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
FRICE Item (CF076) IT124 7/15/09 - Greta is still Cycle 2 working on this. As it is completed the team will unit test it and do central integration testing. Not part of a cycle.
39
GM
Budget
Conversion/up This was done manually in the past, with as many as 200 System load program grants. In November, we are looking at thousands of grants, which will result in many thousands of budget documents. We need an upload program, since manual entry will not be possible.
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
FRICE Item (CF075) OSS IT124 Note was opened on this Cycle 2 due to a BAPI problem. Will be tested internally when the issue is solved.
41
AP
Agencies want the ability to create individual vendor master Agency records. Currently the vendor would access and create a Business record directly through the CG self-service portal. The CG Process office is the "owner" of the vendor record and all new vendor records must processed through the portal.
DMH, DMV
Medium
N/A
Out of Scope
Future Phase
Medium
42
10 Process Change
ECC
AP
43
AP
44
MM
Vendor CrossCurrently PRT has vendors in their AS400 system that they Master referencing would need the ability to cross reference for tax Vendors identification purposes. Initial conversion/entry of these between vendors would require that each has a FEIN or Tax ID number systems for assigned. The transformation/crosswalk tables of legacy tax id values to SCEIS will reside outside of SCEIS, it's the agencies purposes responsibilty to ensure that the central vendor master record Vendor Ability to Initial conversion/entry of these vendors would require that Master update SCEIS each has a FEIN or Tax ID number assigned. The with transformation/crosswalk tables of legacy values to SCEIS crosswalks will reside outside of SCEIS, it's the agencies responsibilty to from ensure that the central vendor master record maps to their subsidiary vendor records. systems; Unclear whether this is Vendor Multiple Remit- Many vendors will have multiple remit-to addresses related Master to Addresses to the one FEIN vendor. These addresses are primarily used with PO related invoices and the ability to identify vendors use easily is required. Users need the ability to select Invoicing Parties (remit-to) with addresses different from the Order-from vendor. There is standard functionality in SAP that can meet this requirement but need to work with MM team to see how the relationships are mapped in current vendor file.
PRT
Low
Workforce Transition
Out of Scope
Future Phase
Low
ALL
Low
Workforce Transition
Out of Scope
Future Phase
Low
ALL
High
FRICEW item
Review in Process
High
HOLD - Future
46
AP
Vendor Need ability to Master enter "Attn Line" on Check, at the invoice level.
As the vendor file is statewide, the agency can request the Statewide additional remit-to vendor record created with reference to a Business specific office or person. This would need to be handled via Process the central vendor portal and not on the fly when entering an invoice. As SCEIS does not process the checks there is also the limitation of adding fields because they cannot be mapped on the outbound interface to STO. As we transition to the STO to SCEIS, options may be available to address this issue.
ALL
Low
Training
Out of Scope
Gap to be addressed
Medium
47
10 Process Change
ECC
AP
Vendor Smart Some users want the ability to smart number vendors by Statewide Master numbering of class or source type. Currently, vendor account groups are Business Vendors assigned specific number ranges. No other smart coding is Process involved. If users need to identify vendors by material types, etc., vendor searches by materials group, etc. are currently available.
ESC
Low
Training
Out of Scope
Gap to be addressed
Low
48
AP
The CG's office needs to give guidelines to agencies on the Statewide use of One-Time Vendors. Currently there is confusion Business amongst the agencies as to the appropriate use of a one time Process vendor. This functionality is currently available and active in SCEIS.
ALL
Low
Decision CG Required
Low
Craft email CG's office. N/A Business Process change. Requires no configuration change.
68
AP
The current SCEIS workflow does not route the approval System based on cost/fund center. Several of the phase 3 & 4 agencies are organizationally more decentralized than the current live agencies. Additional information will be required from the agencies regarding how delineated this approval needs to be.
All
High
FRICEW item
Phase 3
Gap to be addressed
High
50
AP
Minority Declassified Agencies will need to be able to identify and report on Vendors within a Fiscal qualified vendor activity for the year, even if the vendor has Year. been declassified during the year. The agencies minority business plan is based on the fiscal year, which means they should be given credit for any expenditures and should not be penalized for the vendor's certification lapsing within a given fiscal year.
System
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
This was initially FR002 but was folded into another FDS that is currently being developed by Jim Waites for MM.
51
AP
This is not current SAP functionality as there is not currently a validity period range. A vendor is either active or not. A BI solution is being researched to determine if a report can be built on history of minority indicator, within vendor of Statewide Invoice Conflicting SCEISbased is currently configured to allow a line item tolerance Toleranc Tolerance 5% (not to exceed $50), excluding sales tax and freight, this Business es Requirements was based on SAO requirements. Agencies are split on Process whether tolerances should be allowed but as SAP tolerance configuration is at a Company Code level. SCEIS needs to have one solution for all agencies without having to complete complex development. Tolerance functionality will not allow for reporting of when a tolerance is invoked or not, as it is considered to be an immaterial amount. The agencies that do not want a tolerance have already set up business processes within their tothe accomodate SAP configuration for tolerances is agency linked to company System code and is either on or off. Development would be required to have override capability at time of entering invoice. PRT has identified the requirement to be able to make changes to amount per item for purchases that will be available for resale. Many agencies identified the ability to have a manager override tolerances. Standard SAP functionality would allow the agency manager to manually release the invoice from being blocked with MRBR or the purchase order can be updated to reflect the correct price. have identified the need to change the Some agencies Statewide account assignment on a PO related invoice, at time of Business invoice entry. To meet this requirement in SAP, best Process practices would suggest that the PO is updated with the correct account assignment and then invoice entry can take place. There areis numerous potential impacts on agency the P.O. and System Currently SCEIS not configured to allow for an to enter an invoice before the goods receipt. Agencies should be allowed to enter and then let the system release once the GR is entered. Need to work with MM team on 3-way matching
52
AP
Yes High TECH, LLR, DHHS, SCJD, SHA, ESC, DHEC, VRD, BCB, SLED, ETV, ARCH, DMV, DOR PRT, BCB, Medium DSS
Low
Integration issue N/A Business Process change and requires no additonal configuration.
Phase 3
Gap to be addressed
Medium
N/A
53
10 Process Change
ECC
AP
Review in Process
High
Integration issue
54
AP
All
High
Configurat ion
Phase 3
Gap to be addressed
Medium
56
AP
Many agencies currently have interfaces or upload programs System into their current legacy financial systems for PO related invoices. SCEIS will need to build like functionality to meet the volume and frequency needs of these agencies.
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
(FI001) A new script will IT112 Cycle be needed for Cycle 3 3 testing. John chapman is working on the new script.
57
AP
58
AP
Invoice
Bank of America
Many agencies currently have interfaces or upload programs System into their current legacy financial systems for Direct Pay invoices. This program will give the agencies the capability of uploading invoices referencing funds reservations, passthrough grant invoices and for IDTS. SCEIS will need to build All Phase 3 & 4 agencies use Bank of America Works program System to manage the administration of their procurement cards. SCEIS will need to accommodate an interface to post these files (including invoices against POs and Funds Reservations) into SAP for timely processing but will standardize this across all agencies, as much as possible. The interface to process the file from Bank of America
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
All
High
FRICEW item
High
(FI002)A new script will IT111 Cycle be needed for Cycle 3 3 testing. John chapman is working on the new script.
59
AP
Invoices Recurring
Several agencies requested the ability to schedule recurring System payments for rent, utilities, etc. They will need to be able to process these against a PO, Funds Reservation or Direct Pays. Standard functionality exists to process recurring payments in AP. Several agencies have validations or enhancements in current accounting systems to read or validate data that is not financial related. Examples include the follwing; DOC & VRD - CPT & ICD9 codes-validate negotiated vendor rates for medical services, inmate numbers BCB - Retirement systems VRD - Claims/SSN SIF - Claim numbrs The codes are not standardised across the agencies or across System
60
8 Reporting
ECC
AP
DDSN, High PRT, ESC, VRD, DSS, DHEC, DJJ, DHHS, DOE, LLR, DMH, DOC, PRT, Low VRD, DOR, COMM, SCSIF, LLR, CHE, AG, DDSN, BCB
Configurat ion
Phase 3
Gap to be addressed
Medium
Training
Out of Scope
Gap to be addressed
High
Standard functionality IT109 Cycle exists to process 3 recurring payments in AP. A new script will be needed for Cycle 3 testing. John chapman is working on the new
64
8 Reporting
ECC
AP
DHEC
Medium
Out of Scope
Gap to be addressed
Medium
Manual based on vendor report and as DHEC is being onboarded with Travel Mgmt 2 months after golive
Manual based on vendor report and as DHEC is being onboarded with Travel Mgmt 2 months after golive
66
AP
Credits from large vendors that cannot be taken at one time, Agency must be able to spread over a span of time. The application Business of this credit would not necessarily apply to each vendor Process payment and would need to be able to apply credits as needed. There is enough flexibilty in credit memo functionality that they can be applied directly to a specific invoice, PO or netted in the payment program by vendor, due date and business area. Standard functionality would not automatically "spread" credits, but allow the agencies to of Currently, workflow design accommodates up to 3 levels approval within an agency. Agencies may need the ability to add additional levels of review/approval to the workflow process but this heavily depends on how complex their organzation structure is. The SCEIS team considers this a lower priority for Phase 3 & 4 and this can be addressed in a future phase, if deemed necessary.
DSS, DDSN
Low
Phase 3
Gap to be addressed
Low
67
AP
System
FRICEW item
CAB agreed on Future Phase 4/30/2009 that this gap should be considered Future Phase
Medium
69
10 Process Change
ECC
AP
70
10 Process Change
ECC
AP
Workflo Bus. Rules Some agencies identified the need to be able to route w Miscellaneous invoices for approval based on type of expenditure, specific vendor, travel, etc. The business rules to accommodate these requirements would be different for each agency. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the state. In addition, it is not feasible to sustain the maintenance required to manage rules by business Workflo Bus. Rules Some agencies identified the needbusiness to be able to route w Dollar Thresholds. invoices for approval based on type of expenditure, specific vendor, travel, etc. The business rules to accommodate these requirements would be different for each agency. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the Several agencies expressed concern with having mulitple levels of approval for a PO related invoice that successfully met the 3-way match for PO, GR and IR. The current workflow requires all PO related invoices to be treated the same way, regardless of the approvals on the PR or PO. The decision to let these invoices go straight to CG's office for audit needs to be agreed upon by the SAO and CG's office.
Low
Workforce Transition
Out of Scope
Future Phase
High
Workforce Transition
Out of Scope
Future Phase
High
71
AP
High
Medium
ALL
High
FRICEW item
Phase 3
Gap to be addressed
High
(FR003) A new script will IT119 be needed for testing In Cycle 3 Cycle 3
74
AP
Configurat ion
Phase 3
Gap to be addressed
Medium
VRD
Medium
FRICEW item
Phase 3
Gap to be addressed
Medium
(FF007)
Moved to Treasury
76
9 CO
ECC
CO
Internal Disaster cost Accounting for the costs related to disasters is very important System Orders accounting for two primary reasons. (1) Federal aid received has to be and allocation. properly accounted for in order to give the State the ability to report back to the Federal government how the funds were spent (2) Key government officials in State government may want to quantify the cost of a disaster for internal and/or public management purposes. Current design has not been used widely, thus needs to be tested more thoroughly to ensure that all integration points are considered (e.g. budget).
All
High
Configurat ion
Phase 3
Gap to be addressed
High
IT81 Cycle 2
77
9 CO
ECC
CO
Allocatio General ns
Without cost allocation, operational cost analysis and System management would suffer significantly as well as the ability to answer queries from State government officials.Most agencies do some form of cost allocation for various purposes, largely internal management reporting but some may be for grant reporting, health care cost allocations and other external reporting, which makes them essential. SAP has allocation functionality that has not yet been configured.
All
High
Configurat ion
Phase 3
Gap to be addressed
High
IT66 Cycle 1
79
9 CO
ECC
CO
Allocatio Statistical Key Statistical Key figures can be used to capture information System ns Figures such as, quantities on invoices, quantities of a material purchased, time charged, square footage or headcount, etc. These statistics can then be used for cost allocations purposes within SAP. Capital Project Projects Systems SCEIS currently would need to internal standardize the Statistical Key projects Figures as System SCEIS uses orders to track capital but there are drawbacks with this process. Project Systems allows for flexibility to track large, complex, multi-year activities.
Configurat ion
Phase 3
Gap to be addressed
High
We define the SKF Originally planned for and then Cycle 1 but moved to additional after Cycle 2 2010.
IT67 Cycle 1
80
PS
Configurat ion
Phase 3
Gap to be addressed
High
81
PS
Billing
Federal fund Need to be able to track project phases for matching of Fed reimbursemen Funds from other State entities, then bill the other agency t billing with the project number. This is critical because it involves Federal Funds. We will require more information from DHHS regarding this issue as it is heavily integrated scenario.
System
DHHS
High
Configurat ion
Review in Process
High
IT81 Cycle 2
82
PS
83
4 Process Change
ECC
PS
Agencies that have long - term construction projects withold a certain amount of retainage from contractor invoices. SAP does not have a particular function for this. This is critical functionality since retainage is an essential part of the contractor / State relationship and project management. It is also an important inducement for contractors to perform in One agency may have a project that is performed by another agency. An example of this is a project that is assigned to ESC but managed by the BCB State Engineer. In this case both agencies would want to have access to reports for that project. In the present configuration of SAP, reports may be viewed based on the agency to whom the project belongs. The ability to view accross business areas, is moderately important.
Configurat ion
Phase 3
Gap to be addressed
Medium
System
Configurat ion
Phase 3
Gap to be addressed
High
Set up in a Security Role. IT83 Cycle Will be tested with Roles 3 in Cycle 3
84
AR
Phase 3 & 4 agencies will be using the customer master Statewide records significantly more extensively than agencies have to Business date, this includes for AR and Sales & Distribution. The Process current process to request a new customer to be added to the statewide file involves filling out a form which is emailed and then manually added to the file. This current process will not be sufficient to handle the volume and complexity of new
All
High
High
86
AR
Custom Multiple "Bill Many agencies require the ability to have multiple addresses System er To"addresses for one customer master record. Users need the ability to Master bill to one or more parties or on behalf of someone with an address different from that customer master. These customer master records would also need to be identified easily by the end user as a "Bill-to" or "Ship-to" address. As SCEIS builds out the Customer Master process, this requirement will be accomodated.
High
Configurat ion
Phase 3
Gap to be addressed
Medium
87
10 Process Change
ECC
AR
Currently, SCEIS is configured to create a system generated number for customer master records and some agencies need some intelligence built into their numbering system.
System
Training
Out of Scope
Gap to be addressed
Medium
88
AR
As SCEIS builds out the Customer Master process, all numbers will be system generated. As all crosswalk and transformation rules for interfaces reside Custom Classifications Several agencies need the ability towill report on outside certain of System er classifications that are lower level than Customer Master Master Account Groups. Examples include but are not limited to; Private and Non-Private; Non-profit classifications; college and university classifications and fraudulent customers. SCEIS will need to accommodate differentiating these types of classifications to meet both state and federal requirements. Custom Conversion/up Agency customer master files will need to be converted via a System er load program program due to the volume. All customer master records Master customer have been converted manually to date. This will be for all master customers including those related to inventory management. records.
Configurat ion
Phase 3
Gap to be addressed
Low
89
AR
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
Using a field on the customer master called "industry". Agencies populate the field if needed in their cust. Mstr data conversion spreadsheet. Discussed during KT Sessions Integration issue (CF074B) Conversion File. Spreadsheet & Guide have been submitted to the agencies
IT105 Cycle 2
90
AR
Due to the number of subsidiary systems that rely on System customer master information being passed back and forth. It is required for SCEIS that we build an upload and download programs for customer master information.
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
Integration issue
91
AR
Ability to track a security deposit for a customer to offset System losses. The dollar amount on record pay that will cover losses when payment goes in arrears. SCEIS will track this via customer debit memos which can be manually offset against future receivables if necessary.
DMV
Medium
Configurat ion
CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3
Low
outstanding requirement IT108 Cycle in Progress and will be 2 tested in cycle 2. Script for invoicing.
93
4 Still An Issue
ECC
AR
Invoicin Recurring g
Phase 3
Gap to be addressed
Medium
94
AR
95
AR
Invoicin Billing by Line Most agencies that process AR will need to bill by line of g of Service service, however, this is unique to each agency. This can be achieved by breaking out revenue object codes for services but the consideration must be made to standardize this as much as possible across the agenices as we use a statewide chart of accounts. Some agencies such as DHHS accomplish Invoicin Interface Many agencies have identified the need to automatically g upload and download invoices for customers from information collected/transacted in a subsidiary system.
Phase 3
Gap to be addressed
Low
System
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
(FI006) "Billings and IT108 Collections" interface Cycle 2 program. Tested in cycle Cycle 3 2 & 3 for billing and payments.
96
AR
Currently, the SCEIS AR module design does not System automatically calculate interest. This process would need to be designed, configured and tested across the agencies. Currently most agencies manually calculate interest and they split between principal and interest, during payment application. For some, this interest is not included in the closing packages and the interest is reduced on their books and remitted to the state. ORS is currently the only agency to automatically calculate Agencies will need the ability to report on revenue that is billed vs collected. This report can be built in BI to accomodate this requirement but will need further information from agency about exact reporting requirements. System
Configurat ion
Phase 3
Gap to be addressed
High
Need more "Billings & Collections" information from Script. other agencies as to complexity of interest calculation
IT108 Cycle 2
97
AR
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
98
10 Process Change
ECC
AR
Postings Social Security Some agencies idenitifed the need to process Social Security Agency Claims claims that must be billed for benefits. Business For example, if VRD places the client in a position then VRD Process gets a refund on some of the benefits paid. ESC has similar program based on a fee schedule and therefore same design will apply for their agency. SCEIS will be able to capture this information as a miscellaneous receipt.
Configurat ion
CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3
Medium
Outstanding IT106 Cycle requirement in Progress 2 Cycle 3 and will be tested in cycle 2.
100
AR
Several agencies will need to be able to automatically System generate bills for customers, on a weekly/monthly/ad hoc basis. Each agency has their own format for their bill and want to create at least one bill per agency, which could easily be 30 forms. SCEIS will the output of the bill across Outside ofneed ORS,to allstandardize of the agencies listed have manual System dunning procedures for customers. SAP has the capability to automate and invoke dunning procedures for all agencies but this will need to be standardized across the agencies, as much as possible. All agencies expressed an interest in developing automated dunning procedures thus the SCEIS team considers this a future phase requirement. Agencies have identified the need to be able to produce customer statements for open items. SCEIS currently has an account statement available but this will need to be enhanced and consider the aging buckets. As with bills, we will need to standardize the output of the statement but allow for flexibility with logo per agency. System
101
AR
DHHS, High ORS, DSS, DOT, SLED, LLR, SCFC, ETV, CHE, DJJ, DMV, DHHS, Low DSIT, BCB, ORS, DJJ, DMV, DSS, VRD
FRICEW item
Phase 3
Gap to be addressed
Medium
FRICEW item
Phase 3
Gap to be addressed
Medium
102
AR
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
IT108 Cycle 2
103
AR
All agencies will require AR aging report based on standard aging buckets (e.g. 30, 60, 90). A BI report will be built to accommodate this requirement.
System
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
(FR005) Reporting
IT105 Cycle 2
104
8 Reporting
ECC
AR
All Medicaid related agencies will need the ability to report System to report on billed vs collected revenue for medicaid. The uncollected revenue may need to be written off to a contra uncollectable revenue account, which would also need to be included in the report.
FRICEW item
Phase 3
Gap to be addressed
Medium
(FR006 Originally) Moved IT67 to CO and requirements Cycle 2 changed per Martin Cycle 3 Taylor. New Development for a cost report. (Now assigned to CO and assigned RF406)
106
AR
System
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
(FI006) Interface
IT100 Cycle 3
107
4 Still An Issue
ECC
AR
DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement.
System
DSS
Low
FRICEW item
Medium
108
AR
Agencies agreed upon having one level of automated System approval for deposits required within the Agency and STO rejection notification. Current deposit workflow is kicked off after the agency has posted the deposit and the STO approval is automated. Enhancement to add one level of approval within agency.
FRICEW item
Phase 3
Gap to be addressed
Medium
109
AR
IDT
The current SCEIS IDT process for live to live agency transactions will not be adequate for the Phase 3 & 4 agencies because of volume and complexity of transactions. Currently the Live to Live process relies on a SCEIS team member to clear the transactions, does not accomodate partial payments and is cumbersome for end users. The volume of IDTs will be significantly higher with the next 2 phases and this process needs to be addressed before they go-live. To fix this process would require coordination from CGs Office and SCEIS team to address business process and system constraints.
All
High
FRICEW item
Phase 3
Gap to be addressed
High
(FE004/EF375) Combined
111
10 Process Change
ECC
AR
Imaging Checks
Some agencies identified the potential requirement to link Statewide images of deposited and return checks back to individual Business receivables/customers. This requirement can be Process accomodated in SCEIS but would be very cumbersome for the agency to apply these images to reversals. Need decision from SAO as to whether is this an audit requirement.
DHHS, DDSN,
Medium
Medium
Not in Scope
N/A
112
10 Process Change
ECC
FXA
Asset Capitalization SCEIS does not have an automated capitalization trigger in Statewide Procure trigger procurement process. Currently all agencies want some sort Business ment of logic built into the workflow to automatically determine Process what is a fixed asset or low value asset based on dollar amount or NIGP code. This functionality is not available in SAP. The current process is to rely on procurement personnel or accountants to know the capitalization policy and ensure that the accounting for every transaction is appropriate.
All
High
Training
Out of Scope
Gap to be addressed
Medium
113
4 Still An Issue
ECC
FXA
When purchasing multiple like assets, SCEIS requires the System creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process.
All
Medium
Workforce Transition
Out of Scope
Future Phase
High
115
FXA
Phase 3
Gap to be addressed
Medium
116
FXA
Master Disposal codes SCEIS does not have any asset disposal reason codes System Data/Re currently configured. Need to track asset disposals by various porting tracking codes for reporting purposes. This requirement is driven by internal management requirements and practices.
All
Medium
Configurat ion
Phase 3
Gap to be addressed
Medium
7-22-09 All Master Data IT110 GAPs are dependant on Cycle 3 FRICE development. Will be tested in Cycle 3.
117
4 Process Change
ECC
FXA
Asset tracking and history by employee not available in SAP System as configured. Need ability to track the history of assets (e.g., who has been assigned the firearm throughout its life?). This is critical for sensitive items. Asset trade in process and accounting differs by agency. It is Statewide up to the State to determine whether all agencies should Business follow the same way of calculating trade ins. The differences Process are likely to be immaterial from a financial accounting standpoint.
Review in Process
High
HR/PY Integration
IT110 Cycle 3
118
FXA
All
Medium
Medium
Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.
119
FXA
SCEIS will need decision from CG and SAO as to how this should be handled across all agencies. Depreci Salvage value Some agencies use a salvage value in determining Statewide ation calculation depreciation and others don't. The difference in methods is Business likely to be immaterial but may have some importance from Process a State-wide accounting consistency standpoint. SCEIS will need decision from CG and SAO as to how this should be handled across all agencies. Agencies do not have common treatment of freight or sales Statewide and use tax calculation for capitalization purposes. This also Business may be insignificant financially although inconsistent from an Process accounting standpoint. SCEIS will need decision from the CG's Office as to how this should be handled. Certain agencies depreciate assets based on an AHA (American Hospital Association) schedule for In-facility assets. This is to conform to regulatory reporting standards and is critical. SAP is presently not configured for such depreciation accounting. SCEIS will need decision from CG's Office & SAO as to how Statewide Business Process
All
Medium
Medium
Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.
120
FXA
Asset Follow on Acquisiti vendor on charges affecting capitalization value Depreci American ation Hospital Association depreciation rules -- not separately defined in SAP
All
Medium
Decision CG Required
Medium
Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.
121
FXA
High
Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.
123
10 Process Change
ECC
FXA
Asset Assets on loan Need to track assets on loan to agency in the system. SAP System Acquisiti has no functionality to track loaned assets. Only one agency on expressed this as a requirement.
VRD
Medium
Phase 3
Gap to be addressed
Medium
IT110 Cycle 2
124
FXA
Need to distinguish between assets donated and assets System confiscated for management reporting. SAP is not currently configured to make this distinction. Most agencies will need the ability to record assets that were donated without a financial impact.
All
Medium
Configurat ion
Phase 3
Gap to be addressed
Medium
IT110 Cycle 2
125
10 Process Change
ECC
FXA
Pass-Through grant related assets need to be accounted for System but not recorded on the agency's books. SAP does not have the capability to record assets in the Asset Management Module without them being on the books. Recommend that agencies use spreadsheets to track these assets. 4/30/2009: DPS does not need this to be treated as an asset in SCEIS. DPS wants to be able to add the asset information to a text field on an invoice, and then be able to download that asset information from a report. CAB and DPS agree this is a workforce transition issue. Multiple agencies identified the need to attach System scanned/electronic documentation to asset records because of scrapping, donations, transfers etc. Imaging is not currently active in the fixed asset module
Workforce Transition
CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3 as Workforce Trasnisition issue
Medium
Need more information from these agencies as to whether there is a grantor requirement.
IT65 Cycle 2
126
FXA
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
Imaging Integration
IT110 Cycle 2
127
GL
The current petty cash process designed and configured in SCEIS is not widely used and the impact of onboarding agencies with significantly higher volumes of data needs to be addressed. The process will need to take into consideration closing package requirements and agency requirements.
128
GL
Postings Change Funds BCB, DMV and PRT have several petty cash/change making Agency funds that will need to be accomodated into the SCEIS Business solution. PRT also needs to track the replenishment of stolen Process funds separately.
DHHS, Medium SCSGC, Gov, DOR, DAODAS, SCFC, Adj Gen, ETV, SCJD, AG, Medium BCB, DMV, PRT
Unnecessary
Gap to be addressed
Medium
Unnecessary
Gap to be addressed
Medium
7/31/09 check w/Kay IT97 Cycle Incomplete - Pending 2 additional information from agencies. Anticipated solution will require creation of master datano 7/31/09 same asconfig 127 or IT97 Cycle 3
130
GL
CJA, BCB, Medium DOT, Gov, SHA, PPP, DHHS DOC, BCB, High ESC, AG
Unnecessary
Gap to be addressed
Medium
n/a
131
GL
Configurat ion
Phase 3
Gap to be addressed
Medium
ITXX Cycle 3
132
GL
High
Configurat ion
Phase 3
Gap to be addressed
High
7/31/09 Chuck & IT108 Cycle Susanne F. Ph3-Nov 1 - A 3 report in BW- Production was modified to produce a report. "FI vendor actuals (open) by Exp/Rev". To be used by agencies initially. This only addresses the upcoming AP payments due but no actual cash balances. Agencies will be required to pull that data separately and compare. Look at FE006/EF001B Ph3-Post development ASAP Additional reports to combine CASH balances with pending transactions into one report will be needed as a more comprehensive solution. Additional TBD/financeial statement impact - Need to evaluate SEPARATE issue on CASH FLOW management and reporting. Implementation of the
134
GL
Cash Borrowing Availabil Limits ity Control Cash By Grant & Availabil Phase ity Control
135
4 Reporting
ECC
GL
Some agencies control the amount of cash that can be processed over the balance by instituting borrowing limits. This is related to restricted and earmarked funds not Federal funds. Currently the enhancement either stops or doesn't stop the transaction due to cash availability, the program would need to be changed considerably to institute Many agencies need the ability to control cash by fund and grant, specifically for non Federal Funds. The current SCEIS Cash by Fund enhancement does not consider grant, thus the enhancement will need to be updated.
DHHS, Medium DSS, Lt Gov, CJA, BCB, AG & SCPRT DHHS, Medium DSS, Lt Gov, DOC, BCB, VRD, Gov, DOR, DAODAS, LLR All High
Workforce Transition
Out of Scope
Future Phase
High
Interfund loans
System
FRICEW item
Phase 3
Gap to be addressed
High
7/20/09 - Originally ? EF001B - submitted to Tech 5/12, changed from FE006 to EF001B. On Hold per Tanya 5/14/09.
136
GL
137
GL
138
GL
Many agencies have composite reservoir accounts to System expedite check/deposit processing for their varying business requirements. These accounts are given out by the STO's Office to the agency and the agency is required to balance the account via bank statement. To date we have not bought in the activity of any of the composite reservoir accounts into SCEIS but at least two agencies will require that we do. DMH has 2 composite reservoir accounts that are currently running in SAP and have check printing capabiliites. VRD has a composite reservoir account(s) that is used in their Work Banking Non-STARS Several agencies operate cash/bank accounts that are not System bank accounts recorded in STARS. The activity/balance of these accounts are recorded for Statewide purposes on a closing package. Some of these accounts will need to be tracked in SCEIS but not reported to STARS for statewide purposes, this can be accomplished by filtering out this activity via the interface. It is unclear how many bank accounts this represents and what activity will be recorded. Below are examples gathered Journal Differentiate The current SCEIS Journal Entry workflow has all journal System entries routed to CG for approval. The volume of Journal Entry between Entries will significantly increase with the Phase 3 and 4 Workflo internal and agencies and many of these documents will not need to be w external journal entries approved outside of the agency. for CG
Configurat ion
Phase 3
Gap to be addressed
High
7/31/09 - On going with ITXX Cycle Susanne F & Tanya. 3/4 Meetings being held. Treasury in Process.
All
Medium
Configurat ion
Phase 3
Gap to be addressed
High
Phase in as decided.
All
High
FRICEW item
Phase 3
Gap to be addressed
Medium
Business rules will need to be added to WF to only send JE's to CG's office that are required (WF272) 7/23/09 Additional discussions
IT118/119C ycle 3
140
GL
Transfers Currently the CG's Office will enter Journal Entries manually System between into STARS for those that cross agencies. Agencies have the departments ability to transfer cash from one agency to another, based on within an legislative requirements. Currently SCEIS security is locked by agency or inter- Business Area, only SCEIS team members or Statewide agency journal functions would have the ability to create this document. entries Need to design and develop a process to accomodate this business requirement. Example - DMV/DOR collects money on behalf of other agencies and then will distribute back to the agency as required. Several agencies prepare their own financial statements, either on a monthly, quarterly or annual basis. The statements are required to report to their boards on a monthly or quarterly basis. Agencies that process separate financial statements are also used for inclusion in CAFR preparation, rather than filling out closing packages.
All
High
FRICEW item
SCEIS FI
CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3
High
7/31/09 No IT99, configuration required. 118/119 Security: Security Role Cycle 3 requirements provided to security team. Workflow: Rule added to JE workflow FDS requirements to send these documents to the CG. RF404 BI Reports 7/20/09 - Pending final FDS. Being reviewed with the BW team. TBD? ITXX Cycle 3/4
141
GL
System
FRICEW item
Phase 3
Gap to be addressed
Medium
142
8 Reporting
ECC
GL
Reportin Calendar Year ORS and VRD are required to report to external entities System g based reports based on the calendar year, rather than Fiscal Year or Federal Fiscal Year. VRD is required to report on W-2 information for nonemployees for their Work Training Centers. The system that this processing occured in is being decommissioned by SCEIS
FRICEW item
Phase 3
Gap to be addressed
Medium
RF405
BI Reports ITXX Cycle 7/20/09 - Pending final 3/4 FDS. Being reviewed with the BW team. TBD
143
FXA
High
Configurat ion
Phase 3
Gap to be addressed
Medium
7-22-09 All Master Data IT110 GAPs are dependant on Cycle 3 FRICE development. Will be tested in Cycle 3.
144
10 Process Change
ECC
MM
SCEIS system was configured to allow changes up to 10% of Agency total value of PO. Many agencies who are live on SCEIS want Business this restriction to be taken away as it is creating additional Process work. With the existing tolerance, a change or modification (amendment) greater than 10% of the original PO amount cannot be made. The purchase order has to be cancelled and another shopping cart created, approved and a new PO has to be created. Some of the agencies not live on SCEIS also want the tolerances restrictions removed, but some do not. The MM Team spoke to the MMO CPO and Senior Auditor
Workforce Transition
Medium
146
MM
DMH is on SAP. They have one step release strategy for Agency approval of purchase orders. SCEIS does not have any release Business strategy for purchase orders. Process
Configurat ion
Medium
One level release strategy has been configured for required agencies.
IT116 Cycle 1
147
MM
DMH is on SAP. They use framework orders (with and Agency without encumbrance). Business SCEIS does not use this functionality currently because it Process does not allow use of multiple account assignments on single line items. Other agencies will also need to create framework purchase orders without funds encumbrance.
All
High
Configurat ion
Phase 3
Gap to be addressed
Medium
IT125 Cycle 1
150
7 SRM
SRM
SRM
DMH pre-encumbers funds when they create requisition in System their current SAP system. SCEIS uses SRM to create shopping cart (equivalent to requisition). Shopping cart does not preencumber funds.
Workforce Transition
Out of Scope
Future Phase
High
Funds can be encumbered by using a funds reservation. The funds reservation will need to be cancelled when the PO is created.
152
10 SRM
SRM
MM
Contract Additional DMH uses different contract types for reporting purposes. s contract types Current SCEIS system allows one type of Agency contract "Agency Value Contract". Follow up discussions are needed with DMH to finalize this GAP.
DMH
Medium
Workforce Transition
Out of Scope
Review in future
Low
153
10 SRM
SRM
MM
DOT and HHS would require system to encumber funds on contract creation. Current SCEIS system does not encumber funds on contract creation.
DOT, DHHSHigh
Workforce Transition
Out of Scope
Future Phase
Low
Not standard SAP Create funds reservation functionality. for contracts or create a purchase order rather than contract.
154
10 SRM
SRM
MM
155
10 Process Change
SRM
MM
DOT uses smart numbering system for contracts. This is done for reporting purposes. SCEIS uses system assigned sequential number for contracts. DOT also has smart numbering for inventory. SCEIS will use sequential numbers Contract Workflow VRD and DMV require 3 to 5 approvals when contract is s approval when changed. SCEIS system does not have workflow approval contracts are process for contracts. changed Follow up discussions are needed to finalize this GAP.
DOT
Medium
Training
Out of Scope
Future Phase
Medium
Workforce Transition
Out of Scope
Medium
Smart numbering can be assigned in a custom field and reports can be generated based on such Create contract change N/A approvals outside of SCEIS or use PO and release strategy instead of contract.
155
10 SRM
SRM
MM
Contract Workflow VRD and DMV require 3 to 5 approvals when contract is s approval when changed. SCEIS system does not have workflow approval contracts are process for contracts. changed Follow up discussions are needed to finalize this GAP.
Decision Required
Out of Scope
Medium
Approve contract changes outside SCEIS system or use PO and release strategy.
156
10 SRM
SRM
MM
Contract Track different Agencies need to track different versions of contract. Statewide s versions of Version control was originally implemented in SCEIS but then Business contract had to be turned off as it records every change (example: a Process typo) as a revision. Version control can be configured to be based on specific fields (e.g. price, qty,)
All
Medium
Configurat ion
Phase 3
SCEIS will not configure Version control for Phase 3. Agenceis will be able to track changes to contract if changes are made in the SCEIS system. (Any attachment changes will not be
159
10 Process Change
ECC
MM
DMH - When invoice amount is greater than PO, they update Agency the requisition which triggers release strategy on requisitions Business and then PO is updated based on approved requisition. In Process current SCEIS system we do not have requisitions in ECC.
DMH
Medium
Workforce Transition
Reviewed Process
Medium
160
MM
Purchas Conversion/Lo This was done manually in the past as volume was not much. Statewide e Order ad Program In November, we are expecting large number of open PO's. Business for POs We need an upload program, since manual entry will not be Process possible.
All
Medium
FRICEW item
Phase 3
Gap to be addressed
Medium
N/A
161
3 SRM
ECC
MM
162
PS
Conversion Program
For agency contracts, plant is specified at the line item level. So far we have had one plant per agency. Hence, the contract created for a plant could be used by all users in that agency. After November go-live, we would have some agencies with multiple plants. In order to use the contract agencywide, buyers will have to replicate all line items in contract to incorporate all plants within a agency. This could become cumbersome if there are multiple line items on a contract. To date, SCEIS has not used Project Systems and has had the ability to load capital projects manually using the internal order. The volume of WBS elements for Phase 3 & 4 agencies will require a program to be used to convert into SAP format.
Low
FRICEW item
Reviewed Process
Low
All
High
FRICEW item
Phase 3
Gap to be addressed
High
(FC001)
IT80 Cycle 2
164
PS
4/30/2009: Per Kevin Lewis this is no longer a gap. The SPIRS number does not need to be validated. We can use an existing text field to capture and search on SPRIS#. Planning Conversion for Agencies will be using the planning function in Project Agency Planning Data Systems to track planned budget vs actual costs. Due to Business volume, agencies would need the ability to convert this data Process via a program.
All
Low
FRICEW item
CAB agreed on Future Phase 4/30/2009 that this gap is a future phase requirement. Phase 3 Gap to be addressed
Medium
166
AP
Need the ability to add additional payees to the check, while System still maintaining a single vendor record. Most commonly for legal or claims settlements where a check may be issued to an individual but have an attorney/trust included as an additional payee. This will need to be addressed in the Nov 09 phase.
ALL
High
FRICEW item
Medium
IT102 Cycle 3
165??
10 Process Change
ECC
AR
BCB and other GAFRS agencies require a remittance slip to be produced from SCEIS to make the deposit process streamlined. Large volume of invoices are printed from subsidiary systems which do not have any SCEIS numbering associated on the bill. Thus when interfaced in a form will need to be produced to send along with the invoice to the customer
BCB
High
FRICEW item
Phase 3
Gap to be addressed
Low
TARS is retired