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					STREAMLINED BANKING
      PROJECT
 IMPLEMENTION PHASE


                      1
    STREAMLINED BANKING

• Evaluate and re-engineer cash
          management
    –Reconciliation processes
    –Functionality
    –State of implementation



                                  2
          STREAMLINED BANKING

• Project Goals
  – Increase the success of the automated reconciliation
    function
     • Establish controls over data input
     • Increase the efficiency of automated process to reduce the
       time needed to reconcile
  – Fully implement a daily book to bank reconciliation
    process
     • Establish business processes that prevent reconciling items
       other than timing differences related to the redemption of
       warrants
     • Test and implement stale-dated warrant process
     • Test and implement a standard process to void warrants

                                                                     3
             STREAMLINED BANKING
                                                     SHARE
                                               Streamlined Banking
                                                Project Life Cycle

                                                                  Time

                                                                                    Phase 1
                                                                         Business Process Development,
                                                                              Testing, and Training
                                                                                    Phase 2
Business Requirements Definition   Software Functionality Assessment          Software Debugging,            Turnover
                                                                           Enhancement, and Testing
                                                                                    Phase 3
                                                                            Verify and Correct Data

                                     ·    List of Inefficiencies and       PHASE 1 -
·   Bank: Bank Statement                  Breakdowns in                    ·  Diagram Reconciliation     ·    Sustain
    Files (BAI File)                      Automated and Manual                Process                    ·    Maintain
·   Books: Registers,                     Reconciliation Processes         ·  Construct Proof of
    Journals, General Ledger,        ·    List of Data Needed to              Concept and Test
    Subsidiary Systems                    Successfully Execute             PHASE 2 -
·   Treasury: Consolidated                Automated Reconciliation         ·  Code Software
    Bank Statement                        Processes and to                    Enhancements and/or
·   Proof of Concept: Bank                Populate the Bank to Book           Make Configuration
    to Book Reconciliation                Reconciliation                      Changes
                                     ·    Comparison of List of            ·  Perform Unit,
                                          Data Needed to SHARE                Regression and User
                                          Data Dictionary                     Acceptance Testing
                                     ·    Cross Walk of Data and           PHASE 3 -
                                          Software Functionality to        ·  Verify and Correct Data
                                          the Proof of Concept
                                     ·    Interface Specifications
                                          for Subsidiary Systems




                                                                                                                         4
                                            STREAMLINED BANKING
      Fiscal Agent Bank
         Statements                                                                                                             Book to Bank Reconciliation Diagram
                                                                                                                                (A Reconciliation between SHARE’s Financial Tables and Treasury Table)

            BAI
            File
                                                                                                                    Keys for Comparing the Bank Statements to the Registers, the Registers to the Journals, and the Journals to the General Ledger
                                                                       Treasury                                                                                                                                                                                                                     Financials
                          Consolidated Bank Statement                                                                         Reconciling Item Reference                                                      Reconciling Item Reference
                     (Treasury Module Bank Statement Table)
                           NMS_BANK_STMT_ACTIVITY
                                                                                                                                                                         Reconciling Item Reference
                                                                                                                                                                                                                                                                                General Ledger
                                            Type of Bank                   Bank Codes                                                                                                                                                                                         (GL Module Tables)
  Bank Accounts
                                            Account Data                                                                                                Financials
 (and cash flow between
        accounts)                         Loaded into Table                                                             Cash Receipts and Disbursements Register                                                               Financials
                                                                                                                            (Cash Mangement Module Tables)
                                      ·    3rd Party ACH           ·        455 & 466; 165                                                                                                              Accounts Payable Journal
                                                                            and 166                                                                                          Payment ID                                                                 Journal ID
                                           payments (H, K, L,                                                                                                                                              (AP Module Tables)
                                                                            (returns); 938                 A                                                                                                                                               “AP”
 Warrant Accounts                          M, O, P, S, V series)                                                                B &D Warrant ACH Register                                               NMS_VCH_WARRANT_AP2
  4276144453                                                                                                                     NMS_BNK_RCN_DISB_AP
                                      ·    A, B, & D Wires,                                                                        (“B” and “D” Warrants)
     Through                               “ACHs” and Warrant
  4276144563                               Payments. D, H, K, L,       ·     475 & 455
                                           M, O, P, S, and V                                                                                                                                                                   Financials
                                           Warrant Payments
                                                                                                                            Payment Load Warrant ACH Register                    Date,          Payment Load Journal(AP Module Tables)
   Inter-account
                          B                                                                                                   NMS_PYMTLD_BNK_RCN_DISB                         Journal ID &
  Transfers (ZBA)
                                                                                                                                  (“B” and “D” Warrants)                        Warrant                                                              Journal ID
                                                                                                                                                                                                NMS_PYMTLD_PAYMENT_TBL_PRIVATE                         “EXT”
                                                                                                                                                                                Number                   (Payment Load)
                                                                                             Warrant Number
  Master Warrant                                                                              Or ACH/Wire
    Account                                                                                    Reference
   427614631                                                                                                                     3rd Party Warrant Register
                                                                                                                                BNK_RCN_TRAN_3RD_PARTY
                                                                                                                                                                                                                               Financials
                                                                                                                                  (“K,L,M,O,P,S,H, and V”)

                                                                                                                                                                                                             Payroll Journal                                                 Cash Accounts
                                                                                                                                                                                                          NMS_PAYROLL RECON                                          NMS_GL_JOURNAL_LINE_ALL_CASH
                                                                                                                                                                                                             (Finance Activity)
                                                                                                                            Payroll A Warrant and ACH Register                Warrant and
                                                                                                                            NMS_RECON_PR_DAILY_ACTIVITY                       ACH Total                    Summary Pivot Table
                                                                                                                                                                                                                                                     Journal ID
                                                                       ·     275, 575, and                                                                                                                                                              “PR”         Payroll Liability and Expenditure Accounts
 Inter-account                                                                                                                                                                                            Payroll Register
                      B               ·    Transfers                         577                                                                                                                                                                                                NMS_GL_JRNL_PR
Transfers (ZBA)                                                                                                                                                                                  NMS_PAYROLL_RECON_HCM_PRIVATE
                                                                                                                                                                                                                                                                                NMS_GL_JRNL_LIAB
                                                                                                                                                                                                         NMS_PAY_CHECK
                                                                                                  Date, Sequence
                                                                                                                            Inter-bank Account Transfer Register
                                                                                                   Number, and                                                               Should Net to
                                                                                                                                   NMS_CM_ZBA_ACTIVITY
                                                                                                      Amount                                                                    Zero
                                                                                                                                                                                                                               Financials
      Depository Accounts                                                                                                                                                                              Accounts Receivable Journal
         4276144660                   ·    Cash Receipts for                                                                     Cash Receipts Register                                                    (AR Module Tables)
                                                                                                                                                                                                                                                     Journal ID
           through                         Specific Programs       ·        115-399 & 937             Deposit IDs                                                             Deposit ID                                                               “AR”
                                                                                                                             NMS_RECON_DEP_ALLACCT_DLY                                                  NMS_AR_ENTRIES_ELENA
         4276144903                                                                                                                                                                                                                                    “”DJ”
                                                                                                                                                                                                            NMS_DJ_MODULE

         Inter-account
                              B                                                                                                                                                                                                Financials
        Transfers (ZBA)
                                  ·       General Cash Receipts                                                                                                                                                                                      Journal ID
                                  ·       Overnight Investments                                                                                                                                            General Journal                             “AGY”
                                                                                                           System
 Master Depository                ·       Bank Adjustments             ·     115 &                                             External Transactions Register                  Journal                    (GL Module Table)                            “ALT”
                                                                                                          Generated
     Account                      ·       ACH and Wire Payments              409-699                                                BNK_RCN_TRAN_XT                              ID                   NMS_GL_GENERAL_JOURNAL                           “CFR”
                                                                                                          Reference
   427614631                              Related to H, K, L, M,                                                                                                                                                                                        “CM”
                                  ·       O, P, S, and V Warrant                                                                                                                                                                                       “EX3”
                                          Activity
                                                                                                                                        Summary Total


                                                                                                                                                    Financials

                                                                                                                                   3rd Party ACH Register                       Warrant                   SHASE Subsidiary Systems:
                                                                                                  A           Amount
                                                                                                                                                                                Number                     TRD, HSD, CYFD, & DWS                                                Audited Financial
                                                                                                                                                                             State Agency                                                                                         Statements
                                                                                                                                                                             Reconciliation
                                                                                                                                                                                Report                                                                                                         Revise 9-22-2009




                                                                                                                                                                                                                                                                                                                  5
             STREAMLINED BANKING

• Outcomes and Deliverables
   – Identify, design, test, and implement procedural and system
     changes
       • Ability to automatically match the bank statement data to the
         financial registers on a daily basis
   – Design, test, and implement a daily book to bank reconciliation
     process
       • Ability to reconcile the general ledger to the journals, the journals to
         the financial registers, and the registers to the fiscal agent bank
         statements
       • Ability to accurately report financial data
       • Audit trail from the bank statements, to the financial registers, to the
         journals, to the general ledger, to the financial statements
   – Verify reconciliation data from June 30, 2006 through project
     completion
       • Ability to provide accurate outstanding information to the stale-
         dated-warrant process and the reconciliation process

                                                                                6
                          STREAMLINED BANKING

• Streamlined Banking Project Timeline

                                  10/01/2009-11/30/2009

                                   Planning Phase              12/01/2009-6/30/2010
        7/01/2009-9/30/2009
                                                                       -                     7/16/2010-8/31/2010
             Initiation Phase                               Implementation Phase
                                                                                                  Closeout




 7/01/2009                      10/1/2009      12/01/2009                             6/30/2010            8/31/2010




                                                                                                                       7
                STREAMLINED BANKING

• Project Progress:
   – Initiation Phase
       •   Defined business requirements
       •   Determined project goals and deliverables
       •   Developed Project Management Plan
       •   Performed software functionality assessment
       •   Developed list of procedural and configuration changes
       •   Constructed Proof of Concept
   – Planning Phase
       •   Developed Implementation Plan documents
       •   Developed preliminary Project Schedule
       •   Sent Requests for Quotes for IV&V Contractor
       •   Developed Scope of Work for development and data cleanup contractors
       •   Identified resource requirements
       •   Received waiver for a TARC review
       •   Initiated development of Project Request Forms
       •   Drafted MOU between DoIT, DFA, and STO
                                                                                  8
        STREAMLINED BANKING

• Implementation Phase
  – Configuration design implemented in Cash
    Management module
  – UAT and Integration Testing
  – Implementation of business process changes
  – Implementation of daily book-to-bank
    reconciliation process
  – Data cleanup completed

                                                 9
               STREAMLINED BANKING
               Budget By Project Phase

PHASES             PLANNED              AMOUNT
                   CERTIFICATION DATE
Initiating         Completed                      $0.00
Planning           October 28, 2009         $410,000.00
Implementing       November 18, 2009        $830,000.00
Closing            August 2010                    $0.00
TOTAL                                      $1,240,000.00




                                                      10
               STREAMLINED BANKING
              Budget By Type Of Expense
ITEM                               DESCRIPTION                             ESTIMATE
Consulting Services                For Software Functionality Assessment    $280,000.00

Consulting Services                For Data Cleanup                         $885,000.00

IV&V                                                                         $25,000.00

Agency Staff and Project Manager   Costs not included in this estimate

Hardware                                                                          $0.00

Software                                                                          $0.00

Support                            Annual Software and Hardware                   $0.00
                                   Maintenance paid by DoIT
Contingency                                                                  $50,000.00

TOTAL BUDGET                                                               $1,240,000.00



                                                                                      11

				
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