Professional Documents
Culture Documents
Introductions
Project Governance
Project Overview
Key Activities
Requirements Validation
Business Case Analysis
Upcoming Activities
Questions
Project Governance
Organizational Structure
Project Sponsors
Membership
Duane Goossen
Secretary of Administration
Carol Foreman
Deputy Secretary of Administration
Denise Moore
Executive Branch Chief Information Technology
Officer
Project Sponsors
Roles & Responsibilities
Actively champion the project
Establish and cultivate legislative sponsors
Steering Committee
Membership
Steering Committee
Roles & Responsibilities
Actively participate in Steering Committee meetings
Remove obstacles to project success
Actively champion the project
Communicate project status within respective
agencies
Review and provide input to final report
December 11 December 14
Project Overview
What is ERP? FMS?
Enterprise Resource Planning (ERP) A
comprehensive suite of integrated modules
delivered by a single software vendor that
provides end-to-end support for statewide
administrative services
For purposes of this study, we will use the term
Financial Management System (FMS) rather than
ERP since the scope of the project includes
financials and procurement only due to current /
future investment in the SHARP system
FMS is a proposed solution that provides
functionality similar to STARS, SOKI, Central
Setoff System, and other agency administrative
systems, but in a fully integrated manner
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Project Overview
Why FMS?
Satisfy the needs of the agencies
Eliminate the proliferation of stand-alone agency systems
Avoid the cost associated with new agency administrative
systems
Avoid the cost associated with maintenance/upgrades of
current systems
Project Overview
Why FMS?
Streamline and simplify States business processes
Financial
Budgeting
Procurement
Other administrative operations
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Project Overview
Why FMS?
Replace existing disparate systems
Costly to maintain
Difficult to administer
Project Overview
Proposed FMS functionality for consideration
PROCUREMENT
HR / PAYROLL
Solicitations (RFx)
Catalog Procurement
Reverse Auctions
Inventory Management
Commodity Management
Vendor Management
Automated Interfaces
to/from SHARP
Common
Database
CORE FINANCIAL
General Ledger /
Budgetary Control
Accounts Payable
Accounts Receivable
& Cash Receipting
Cash Management
Cost Allocation
Grant Accounting
Project Accounting
Asset Management
BUDGET DEVELOPMENT
INTEGRATION
Appropriation Budget
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Key Activities
FMS Needs Assessment
Update the system requirements for a new integrated
FMS
Update the business case analysis associated with
implementing a new FMS
Determine whether there is a compelling business
case for procuring/implementing an integrated
statewide FMS
Submit recommendations regarding
Organizational best practices
Implementation best practices
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Key Activities
Timeline
FMS Needs Assessment
Update
Validate
Functional /
Technical
Requirements
Project
StartUp
Sep
t
Validate the
Business Case
Oct
Nov
Dec
Updated Needs
Assessment
Key Deliverables
Organization /
Implementation
Best Practices
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FMS Costs
Software
1
Hardware
Implementation
Upgrades
Ongoing Maint. & Mgmt.
Training
vs.
Data-Gathering
Approach
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Project
Team
Baseline
Focus
Requirements Group
Draft
Requirements
End User
Community
Final
Requirements
STA
Requirements
Toolkit
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Project Scope
FMS Needs Assessment
Functional Components
Procurement
Grants / Projects
Cash Management
General Ledger / Cost Allocation
Accounts Payable / Accounts Receivable
Inventory / Asset Management
Budget Development / Integration
HR / Payroll Integration
Data Warehousing / Reporting
General and Technical
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PU 19.00
PU 20.00
PU 21.00
PU 22.00
PU 23.00
PU 24.00
PU 25.00
PU 26.00
PU 27.00
PU 28.00
PU 29.00
Business Requirements
Vendor
Response
Comments
Vendor Files
System provides the ability to track and to report/inquire on vendor
performance including delivery, complaints (including complaints about
discrimination allegations) and resolution.
System provides the ability to search for a vendor by commodity
code/number/description and by vendor number/name. (Attach vendor to
commodity).
System can infer default vendor information from the vendor master file
when creating requisitions and purchase orders.
System provides the ability to automatically carry forward a vendor
number to the next transaction (i.e., requisition to PO and PO to invoice),
optional on requisition.
System provides the ability to assign status codes to vendors (i.e.,
inactive) and this status can vary by agency or facility (i.e., a vendor can
be blocked from use by certain agencys/facilities but not blocked for
other agencys/facilities).
System maintains pricing information, quantity breaks, freight terms and
shipping information for each vendor.
System tracks vendor by performance / history, date added / deleted or
inactivated and reason.
System provides the ability to classify one-time vendors and to check
whether already on file based on multiple criteria (e.g., FEIN, SSN, etc.).
System can delete or deactivate vendor from vendor listing by date with
reason. Historical data would be retained.
System rates vendor at each event point based on user-defined criteria
and these ratings are displayed at each point in the procurement
process.
Vendor numbers (numeric and alphanumeric) can be system generated
or assigned manually.
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Adjutant General
Department on Aging
Department of Agriculture
Department of Administration
Department of Health and Environment
Department of Transportation
Highway Patrol
Department of Labor
Department of Commerce
Juvenile Justice Authority
Department of Corrections
Department of Revenue
Social and Rehabilitation Services
State Treasurer
Judicial Branch
Department of Wildlife and Parks
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Project Risks
Specifically related to the FMS Needs Assessment
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Upcoming Activities
Validate Functional &Technical
Requirements
October 2 November 21
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Future Meetings
October Meeting
October 25
2:00 p.m. 4:00 p.m.
November Meeting
November 16
2:00 p.m. 4:00 p.m.
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Questions?
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