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					     Statewide Financial System (SFS)




SFS Key Stakeholder Meeting
       Tuesday, March 15, 2011




                                        Statewide Financial System
Agenda
 Phase 1 Agency Update
 Mid-Year Conversion Approach Confirmed
 Testing
 Role Mapping Governance Process
 Release 2B Security Update
 Reporting Inquiry Tool Access
 Additional Modules Open to Future Phase Agencies
 Deployment
 Upcoming M ti
 U    i Meetings
 Q&A



                                                    2
                      Statewide Financial System
Phase 1 Agency Update




                                   3
      Statewide Financial System
Phase 1 Agency Update
Seven Future Phase agencies will now be included in Phase 1 Go-Live:

                      (   )
  Council on the Arts (ART)

  Office of Children and Family Services (OCFS)

  Governor’s Traffic Safety Committee (GTSC)
  Governor s

  Office of Alcoholism and Substance Abuse Services (OASAS)

  Office of Mental Health (OMH)

  Office for People with Developmental Disabilities (OPWDD)

  Workers
  Workers’ Compensation Board (WCB)




                                                                       4
                          Statewide Financial System
Phase 1 Agency Update
Selected after thorough due-diligence process:
   Agency accepts PeopleSoft-delivered functionality
   Agency is committed to supporting transition to Phase 1 including a
   designated project manager
   Business process alignment and optimization
   B i               li     t d ti i ti
   Commitment to the adoption of the centralized business model
   Cost avoidance
   Retirement of legacy system




                                                                         5
                         Statewide Financial System
Phase 1 Agency Update
Next steps:
  New Phase 1 Agency Kickoff
     March 15, 1:00 – 4:00 PM, Training Room D
  New Phase 1 Agency Impact Assessment Session – Budget
     March 17, 9:00 AM – 12:00 PM, Training Room D
  New Phase 1 Agency Impact Assessment Session – General
  Ledger
     March 17, 1:00 – 4:00 PM, Training Room D
               g   y                  p
  New Phase 1 Agency Task List Workshop
     March 18, 9:00 AM – 12:00 PM, Training Room D




                                                           6
                        Statewide Financial System
Mid-Year C
Mid Y           i
         Conversion
Approach Confirmed
 pp




                                  7
     Statewide Financial System
Mid-Year Conversion Decision
 3 options were defined and vetted with OSC, DOB, Phase 1 Agency
     Representatives and Future Phase Agency Representatives
  Mid-Year Conversion Approach Confirmed:
     CAS (Central Accounting System) and GLS (General Ledger System)
                            p
     will be closed as of September 30, 2011
     A new 6-month year in SFS will begin on October 1, 2011
     All data will be converted on October 1, 2011, similar to the conversion
                                        1,
     process that was planned for April 1 2011
     Reporting will be required out of both CAS and SFS for 6 months until
     the next fiscal year starts on April 1, 2012
     The SFS Program will add YTD to the Conversion Program, in tandem
     with retaining the Life- to-Date amounts



                                                                                8
                          Statewide Financial System
   Testing




                             9
Statewide Financial System
Testing Summary
                                                       Design   Build   Test   Deploy
 End-to End (E2E) Bulkload Testing
     Cycle 1 – 2/8 through April timeframe
     Cycle 2 – April through June timeframe
     Cycle 3 – Late summer
 U    Acceptance Testing (UAT) Online
 User A    t     T ti          O li
    April through August timeframe
 Communication will be distributed the week of March 28 regarding the
 start of E2E Cycle 2 and UAT Online




                                                                                10
                         Statewide Financial System
End-to-End (E2E) Bulkload Testing
                                                              Design   Build   Test   Deploy
 E2E Bulkload Testing – Cycle 1
    Currently processing files for 4 agencies; other agencies pending
    Have addressed various defects discovered as part of initial testing
    Compiled some FAQs to help avoid common startup issues experienced
     y                g
    by the 4 initial agencies
    Have successfully processed budgets, contracts, purchase orders,
    vouchers
        Cycle to   ti    through A il ti f
    E2E C l 1 t continue th    h April timeframe
    Each Agency should determine schedule for participating with E2E
    Bulkload Testing




                                                                                       11
                          Statewide Financial System
User Acceptance Testing (UAT) Online
                                                             Design   Build   Test   Deploy
 UAT Online Basics
     Structured, coordinated calendar of testing of business processes
     This is not Training
     Goal: Validate functionality of online transactions
     O li P        ti A ti iti
 UAT Online Preparation Activities
     Online test scripts drafted
     UAT calendar drafted
     “Dry Run” activities commenced
     Conversion programs run in UAT test environment
     UAT Test Lab set up and configured




                                                                                      12
                            Statewide Financial System
User Acceptance Testing (UAT) Online
                                                                  Design   Build   Test   Deploy
 UAT Online Logistics
    Attendance at any test session limited to 1 representative per GLBU for
    most agencies
      o Exceptions will be made at the discretion of the SFS Program

            g                                     g   y
    Hosted agencies can elect to have their host agency send an additional
    attendee on their behalf
    SFS will request that Agency sign-up for specific topic areas and identify
    participants for each
    Agencies will be able to test the functions to which they are role-mapped
    (i.e. they can only test the functions in the system they are using)
    Beginning of April:
      o UAT Kickoff
      o Other preparatory activities


                                                                                           13
                             Statewide Financial System
Role M  i G
R l Mapping Governance
       Process




                                   14
      Statewide Financial System
Role Mapping Updates – Production
  For COA Profile and new Vendor request only, Agency Security
  Coordinators will request changes to user access to the production
                                    (Helpdesk@sfs.ny.gov)
  system through the SFS Helpdesk (Helpdesk@sfs ny gov)
  Working to set up web-based access for Agency Security
  Coordinators to request changes; will roll this out to the Security
  Coordinators when ready
  C di t         h      d




                                                                        15
                         Statewide Financial System
Role Mapping Updates – Test

   Role
  Mapping
 Used in UAT
               Segregation
                 f D ti
                of Duties
               Now – June
                                         Agency
                                         Updates
                                           July

                                                     Production
                                                      Updates
                                                    August – onward
                                                   through Help Desk

                                                                       16
                      Statewide Financial System
Release 2B Security Update




                                     17
        Statewide Financial System
Release 2B Security Update
 Agency user credentials process for Release 2B (Vendor Add and
 Cost Center Maintenance roles):
    Agency User ID and passwords will b sent out separately t
    A       U      IDs d             d ill be     t t         t l to
    SFS Security Coordinators in encrypted format (passwords for
    encrypted files will be sent in a separate e-mail to Security
    Coordinators) )
    Agency User IDs and passwords will be sent starting March 25
    Communication sent last week to SFS Security Coordinators and
    A      C di t         tli i distribution instructions
    Agency Coordinators outlining di t ib ti i t ti




                                                                       18
                         Statewide Financial System
Release 2B Security Update
 Vendor user credentials process:
    A single Vendor-Designated SFS Security Administrator will receive
                        e-mail      OSC s     (VMU@osc.state.ny.us)
    an SFS registration e mail from OSC’s VMU (VMU@osc state ny us)
    All additional SFS vendor user credentials must be generated and
    managed by this Vendor SFS Security Administrator
    All Vendor users will be able to reset their passwords online




                                                                         19
                         Statewide Financial System
Reporting Inquiry
  Tool Access




                                20
   Statewide Financial System
Reporting Inquiry Tool Access
 Report Catalog contains 500+ reports
    363 custom reports
    162 delivered reports
 Team is assessing impact of providing inquiry access to future
 phase agencies
    Meet the need currently provided by CAS inquiry screens
                                p       q
    Will reduce the number of reports required
 Establish reporting workgroups
    Comprising OSC, DOB, and Agencies
    Review / identify reports no longer needed
    Kickoff meeting to be scheduled for mid-April


                                                                  21
                            Statewide Financial System
Additional Modules Open
to Future Phase Agencies




                                    22
       Statewide Financial System
Budget and T & E Modules Functionality
  The following modules will be opened to All Agencies:

        g
     Budget Journals

     Travel and Expense Module




                                                          23
                       Statewide Financial System
Budget Journal Module
 The following five functions will be available:
    Budget Transfers
    Budget Journals
    Budget Interunit Transfer
    Review Budget Exceptions for Budget Journals
    Worklist Access (if budget journal rejected)




                                                      24
                         Statewide Financial System
Travel & Expense Module
                Using SFS                                   Bulkloading

          p
Taxable expenditures will be interfaced         g                 p                  g
                                              Agencies will be responsible for sending
to PayServ to be recorded on employee         taxable expenditures to PayServ to be
W2s                                           recorded on W2s
Agencies can continue to process credit       Agencies will only be allowed to submit
card items along with employee                the Net amount to be paid to an
reimbursable items to facilitate              employee
reconciliation
T     l Authorization f    ti
Travel A th i ti functionality tlit to        Obt i t
                                              Obtain travel approvals th
                                                          l                h     il
                                                                   l through e-mails
obtain approval prior to travel               or paper based system

Document attachment capability can            Documentation is manually attached to
facilitate Agency approval processes          expense reports or maintained in
                                              Agency’s storage space



                                                                                        25
                               Statewide Financial System
Travel & Expense Module
             Using SFS                                  Bulkloading

              y         p
Automatically validates per diem                  y         p
                                          Manually validate per diem amounts and
amounts and lodging rates maintained      lodging rates or maintain in Agency
centrally in the SFS                      system


Record and report on DOB approval for     Continue tracking and reporting DOB
Travel Authorizations and Expense         approvals using current process
Reports

Users receiving ACH payments will have Employees continue to contact travel
inquiry capability to review payments  unit for payment information
       p
and expense history  y




                                                                                26
                           Statewide Financial System
Deployment




                             27
Statewide Financial System
Agency Implementation Team (AIT)
  Agency Coordinator:
     Leads agency preparation for SFS go-live
     Supports overall change with the agency
  Communications Liaison:
     Disseminates communications throughout the agency
  Workforce Readiness Liaison:
     Supports business process changes
     Works with Unions/GOER on role impacts
    p
  ImpleMentor:
     Conducts information sessions to educate
     Establishes user groups


                                                         28
                       Statewide Financial System
Leading Change Workshop Objectives
Phase 1 Leading Change Workshop (make-up session in May)
   Provide tools and resources to help the AIT prepare for “Go-Live”
   Create a Communications, Workforce Readiness and ImpleMentor action plan
   to be implemented at your Agency
   Monthly follow-up calls/workshops to support action plans
Future Phase Leading Change Workshop (in May)
   Provide tools and resources to help the AIT prepare for “Go-Live”
   Identify Communications, Workforce Readiness and ImpleMentor team
   members
                            ,                         p                p
   Create a Communications, Workforce Readiness and ImpleMentor action plan
   to be implemented at your agency
   Monthly follow-up calls/workshops to support action plans



                                                                         29
                          Statewide Financial System
Task List Update
   All agency task lists must be submitted by NOON on the last day of
   each month
   Be sure to add “one-off” tasks received during the month to full task
   list when received
                              one off
   Important to update these “one-off” tasks on Task List, not via
   individual e-mails to Feedback
   Outstanding uncompleted COA tasks have been updated to reflect
   status of Not Applicable items


The updated Agency task list is located at:
http://www.sfs.ny.gov/programElements/tasklist_template.htm



                                                                           30
                          Statewide Financial System
Upcoming Key Stakeholder Meetings
 Upcoming Key Stakeholder Meetings (generally the third Tuesday of
 each month):
    April
    A il 19
    May 17
    June 21
    July 19
    August 16
    September 20
    October 18




                                                                     31
                      Statewide Financial System
Questions?
 Contact us at: feedback@sfs.ny.gov
 Visit our website: www.sfs.ny.gov




                                                      32
                         Statewide Financial System

				
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