Agency KickOff

1
Project Aspire Agency Kick-Off Event
November 6, 2003
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Welcome Meeting Purpose

• Welcome to Project Aspire!
• Meeting Purpose
• Provide you with information about the Project
• Welcome you to the Team
• Provide you with a clear understanding of your
  role on the Project
• Answer your questions

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You are Here Today Because

• You want to be part of this endeavor
• You have been selected to represent your Agency
• You bring knowledge and experience
• You want to play a critical role in the States
  financial future
• You want the opportunity to make an impact

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Session Outcomes

• Hear from top leadership on the importance of the
  project and the role agencies will play in its
  success
• Develop common understanding of Project Aspire
  goals, approach and major milestones
• Understand the roles of Agency Leadership,
  Advocates and Coordinators, and next steps to
  support the process
• Identify agency critical success factors and
  preferred communication vehicles
• Connect Agency Financial Leaders with Advocates
  and Coordinators
• Generate excitement, team spirit and momentum

Our Objectives for Today are Orientation and
Team Building
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Todays Agenda
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Meeting Ground Rules

• Stay focused on agenda topic being discussed
• Speak openly and honestly - all inputs are valued
• Return from breaks and activities on time
• Ask clarifying questions
• Participate in all activities

7

• Project Aspire
• Overview

8
This Project is About

• PeopleSoft Implementation
• Business Transformation
• New Technology
• Integration with Other Systems
• Change Management

9
Business Transformation Vision
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Project Vision

• ONE SYSTEM
• ONE ANSWER
• ONE SET OF TRANSACTIONS
• LESS RECONCILIATION

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Project Objectives

• Develop an effective statewide budgeting and
  financial management system
• Provide timely, accurate, complete and integrated
  financial data
• Automate and standardize reporting mechanisms
• Provide information to support decision-making
• Improve cash management / federal earnings
• Increase internal and external customer
  satisfaction
• Reduce manual processes and reliance on shadow
  systems

On Time. On Budget. On Function.
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Project Governance Structure
13
Project Governance Structure
14
Project Work Stream Areas of Responsibility
15
Project Work Stream Areas of Responsibility
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Project Aspire Phases
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Project Timeline
Go-Live Wave 2
Go-Live Wave 1
Go-Live Wave 3
COA Finalized and Mapped
UAT Completed
2004
2003
2005
J
D
J
F
M
A
M
J
J
A
S
O
N
D
J
F
M
A
M
J
J
A
S
D
N
O
O
N
Mobilization
Requirements Confirmation
Configuration/Development
Implementation/ Agency Rollout
Post Production Support

• Mobilization
• Project Plans
• Staffing
• Deliverable Templates

• Requirements Confirmation
• Future State Design
• Functional Requirements
• Gap Analysis
• Chart of Accounts Redesign and Mapping
• Interface, Conversion Design
• Hardware Installation

• Configuration/Development
• Detail Design
• Functional Specifications
• Test Scripts
• CRP Tests
• Technical Development
• User Training Manuals

• Implementation/ Agency Rollout
• System/Integration Testing
• User Acceptance Testing
• End User Training
• Final Conversions
• Cutover Activities
• Implementation Waves1-3

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• Tom Gallagher
• Chief Financial Officer
• State of Florida

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• Break

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• Project Aspire
• Overview, continued

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Agency Activities High Level Critical Path
Rollout Wave 1 Jul 05 Wave 2 Oct 05
Wave 3 Dec 05
Requirements Confirmation Nov 03 Apr 04
Mobilization Sep 03 Oct 03
Configuration May 04 Dec 04
Implementation Jan 05 Apr 05
Build and Test Interfaces
Hold Agency Kick-off
Assemble Team
Deploy Agency SWAT Teams
Finalize End-User Support Plan
Prepare Data Cleansing and Conversion Plan
Continue Go-Live Prep Events for Waves 2 and 3
Participate in Workshops
Conduct Readiness Assessment
Launch AITs
Develop Agency-Specific Policies Procedures
Conduct End-User Training
Assess Agency Impacts
Begin Data Conversion
Complete Agency Role Mapping
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Overview Roles Responsibilities
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Roles Responsibilities Financial Leader

• Assign staff to the Agency Implementation Team
• Attend Process Design Review Sessions and
  provide input
• Develop agency-specific policies and procedures
• Monitor agency progress from Agency Dashboard and
  Agency Implementation Plan
• Raise issues, concerns, and proposed solutions to
  the Agency Coordinator
• Sponsor agency communication events
• Manage workforce transition issues
• Champion Project Aspire for the agency

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Roles Responsibilities Agency Coordinator

• Manage preparation and implementation of Aspire
  within agency
• Communicate Project Aspire agency information
  to the appropriate people within their
  organization
• Raise issues, concerns, and proposed solutions
  to the assigned Agency Advocate
• Provide regular status of AITs progress to the
  assigned Agency Advocate for the Agency
  Dashboard
• Ensure that activities in the Agency
  Implementation Plan are completed on time
• Engage staff from the agency when needed and
  manage completion of their work assignment

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Roles Responsibilities Agency Advocate

• Communicate with agency
• Educate AIT members on use of tools templates
  created by AIST
• Track and report agency progress / readiness
• Identify SMEs for participation in workshops
  (with Coordinator)
• Support communications effort within agency,
  including conducting events to communicate
  process design, business rules, and role
  impacts on jobs
• Collect agency-specific information for project
  strategy
• Identify areas for additional support from
  Project Team to agencies

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Roles Responsibilities - AIT

• Execute activities on the Agency Implementation
  Plan and drive tasks to on-time completion
• Provide regular status of progress against the
  readiness activities to the Agency Coordinator
• Examples of Team roles listed below

• Functional
• Subject Matter Experts
• Development of agency accounting policies
  procedures
• Data Cleansing
• Financial Reporting
• Role Mapping
• Technical
• Data Conversions
• Shadow System Infrastructure Assessment
• Interface Build/Test
• Security
• Report Administrator

• Training
• Training Coordinator
• Site Champions (Go-To person during Go-Live)
• Agency Specialist (provides Agency's
  perspective during training)

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Roles Responsibilities - AIST

• Manage AIST resources so that project goals,
  deliverables and agency acceptance is achieved
• Build tools to assist AITs in completing agency
  activities
• Provide support to AITs in completing agency
  activities
• Track and report agency progress in performing
  key activities to Project Team
• Help gain agreement on leadership strategy and
  AIT membership
• Collaborate with the Project Office, Technical
  Team, and Application Software Team when needed
• Participate in Organizational Change Management
  (OCM) activities

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Agency Dashboard What is it?

• Key agency activities due dates for
  Requirements Confirmation Phase are identified
• Advocates, with Coordinator input, report status
  of activities at regular intervals
• Red, Yellow and Green status indicators are used
  for reporting
• Reports are disseminated to Financial Leaders and
  to Project Team
• Support is deployed to agencies based on issues

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Agency Dashboard - Purpose

• Agency readiness is a key Critical Success Factor
  for Project Aspire
• A mechanism is needed to foster communications
  between agencies and the Project Team and to
  provide a vehicle to identify when and where help
  is needed
• An Agency Dashboard tracking each agencys
  progress toward completing critical activities is
  a tool to facilitate agency readiness

Success of Project Aspire will be determined at
the agency level
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Agency Dashboard - Objectives

• Measure and report agency accomplishments on
  critical tasks to
• Advocate/Coordinator
• Agency Financial Leaders
• Agency Heads
• Project Office
• Executive Sponsor
• Track agency progress in performing key
  activities
• AIT
• Workshop Briefings
• Implementation Strategy Analysis
• Workforce Transition
• Identify areas for additional support from
  Project Team to agencies
• Define content for communications with Agency
  Financial Leaders across the life cycle of the
  project

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Dashboard Support Deployment Process

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Project Aspire Workstreams At a Glance
Rollout Wave 1 Jul 05 Wave 2 Oct 05 Wave
3 Dec 05
Requirements Confirmation Nov 03 Apr 04
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04

• Hold Workshops
• Finalize future state To Be Processes
• Finalize Fit-Gap Analysis

• Develop Test Scripts
• Hold Conference Room Pilots (CRPs)
• Conduct To Be Financial Policy and Process
  Briefings

• Participate in Agency SWAT Teams and End-User
  Support Activities
• Execute System Cut-Over Plan final Data
  Conversion

• Execute System, Integration and User Acceptance
  Tests
• Complete Data conversion programs Testing

ApplicationSoftware

• Install Hardware
• Establish development and technical testing
  environment
• Analyze interfaces, conversions and reports

• Establish quality assurance and testing
  environment
• Complete Data Cleansing
• Design build Interfaces

• Post-Implementation Support

• Establish production environment
• Test interfaces and conversions

Technical

• Conduct stakeholder interviews
• Develop Agency implementation support plan
• Launch Agency Implementation Teams (AITs) and
  develop the change readiness assessment tool

• Define role requirements
• Complete Agency Role Mapping
• Implement Knowledge Transfer Plan
• Create Help Desk plan

• Finalize training materials
• Train users
• Finalize Help Desk and End-User Support Plan
• Conduct Go-Live Prep Events

Organizational Change Management

• Deploy Agency SWAT Teams
• Conduct Lessons Learned Events
• Continue Go-Live Prep Events for Waves 2 and 3

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Application Software Work-Stream
Rollout Wave 1 Jul 05 Wave 2 Oct 05 Wave
3 Dec 05
Requirements Confirmation Nov 03 Apr 04
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04

• Hold Workshops
• Finalize future state To Be Processes
• Finalize Fit-Gap Analysis

• Develop Test Scripts
• Hold Conference Room Pilots (CRPs)
• Conduct To Be Financial Policy and Process
  Briefings

• Execute System, Integration and User Acceptance
  Tests
• Complete Data conversion programs Testing

• Participate in Agency SWAT Teams and End-User
  Support Activities
• Execute System Cut-Over Plan final Data
  Conversion

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Application Software Overview

• Application Software Work Stream Overview
• Define activities of Application Software Team
  during the upcoming phase
• Establish the Application Team participants for
  the various workshops
• Upcoming Activities for Application Team
• Implementation Strategy Development
• Chart of Accounts Analysis and Preliminary Design
• Requirements Confirmation Workshops
• To-Be Business Process Workshops

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• Project Aspire Overview
• Implementation Strategy Update

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Implementation Strategy - Objective

• To provide an overall agency implementation and
  rollout strategy which serves as a guide for the
  Agency Rollout Phase

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Fundamental Shift in Strategy

• Agency rollout will begin on July 1, 2005 rather
  than December, 2004
• PeopleSoft system will be the Book of Record for
  the fiscal year ending June 30, 2006
• Full functionality of the PeopleSoft system will
  be deployed at agency rollout
• Users will attend just-in-time training during
  their agencys roll-out phase

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Strategy Development Process

• Updated Draft Implementation Strategy was
  developed in early October, 2003
• Draft Strategy contains the following
• Strategy assumptions
• Current versus proposed timeline
• Process flows for current state, transition
  state, and future state
• Open items to be worked out
• Agency rollout considerations

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Strategy Development Process (contd)

• Implementation Strategy was presented to
  Interagency Work Group (IWG) on October 9, 2003
• Feedback was documented and has been incorporated
  into Strategy
• A briefing will be held with Agency Advocates
• Detailed Implementation Strategy Workshops will
  be held with agencies in December through March
• Adopt Agency Rollout Schedule by the end of
  Requirements Confirmation Phase

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Technical Workstream
Rollout Wave 1 Jul 05 Wave 2 Oct 05 Wave
3 Dec 05
Requirements Confirmation Nov 03 Apr 04
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04

• Install Hardware
• Establish development and technical testing
  environment
• Design interfaces and conversions

• Establish quality assurance and testing
  environment
• Complete Data Cleansing
• Build Interfaces

• Establish production environment
• Test interfaces and conversions

• Post-Implementation Support

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Technical Track

• Answering the what, why and when of the Technical
  workstream
• Technical workstream environment
• Technical Work Group
• Goals and Objectives
• Project Timeline

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Technical Environment

• Technical Work Stream Sub-Tracks
• Agency Support
• Project Aspire Software and Tools
• Establish the Technical Work Group
• Knowledge and skills
• Roles and responsibilities
• Goals and Objectives
• Ensure agency technical needs are met
• Transfer of knowledge and training
• Assist with technology refresh requirements and
  planning

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Overview of Project Technical Timeline
9/03 1/04 4/04
7/04 10/04 1/05
4/05 7/05
10/05 1/06
F/Y 2003-2004
F/Y 2004-2005
F/Y
2005-200600
Wave 2 10/05
Requirements Confirmation
Wave 1 07/05
Wave 3 12/05
Post Impl
Configuration
Implementation Preparation
Mobilization
A
B
C
D
E
Key Technical Activities A Equip Agency
Advocates with Computers and Train on Office
Software B Technical Coordination of Site
Surveys and Analysis/Evaluation of Interfaces C
Knowledge Transfer and Infrastructure Design D
Application Development and Skills Transfer E
Address Technical Needs of Users
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OCM Workstream
Rollout Wave 1 Jul 05 Wave 2 Oct 05 Wave
3 Dec 05
Requirements Confirmation Nov 03 Apr 04
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04

• Conduct stakeholder interviews
• Develop agency implementation support plan
• Launch Agency Implementation Teams (AITs) and
  develop the change readiness assessment tool

• Define role requirements
• Complete Agency Role Mapping
• Implement Knowledge Transfer Plan
• Create Help Desk plan

• Deploy Agency SWAT Teams
• Conduct Lessons Learned Events
• Continue Go-Live Prep Events for Waves 2 and 3

• Finalize training materials
• Train users
• Finalize Help Desk and End-User Support Plan
• Conduct Go-Live Prep Events

45
Organizational Change Management Activities

• Agency Advocates and Coordinators will assist the
  OCM Team by
• Identifying interviewees
• Organizing focus groups
• Distributing collecting surveys
• Developing the Agency Implementation Support Plan
• Launching the Agency Implementation Teams (AITs)
• Developing the Change Readiness Assessment Tool
• Mapping agency roles

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• Strategic Business Issues Plan

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Business Rules and Strategic Business Issues
(SBIs) What is the difference?
SBIs
Operational Business Rules
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What is the difference? (contd)
Business Rules
SBIs

• Day-to-day operational business rules
• Approval process system standards or workflow
• Commitment control tolerance levels

• Changes to existing strategic business issues
  that impact the new system
• New strategic business issues leveraged by the
  new system
• Strategic business issues broader than the system

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What is the difference? (contd)
SBI Samples

• Commitment Accounting
• Recognize timing of the obligation (encumbrance
  or A/P) to expend state funds at the time a
  commitment (P.O., contracts, etc.) is made for
  goods or services
• Duplicate Warrants
• Should Duplicate Warrants be processed the way
  they are done today which effect budget and
  escheats?
• Revenue Recognition
• Record and compare estimated revenues to actual
  revenues collected
• Certified Forward
• Must change to comply with new financial
  reporting requirements

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SBI Plan - Purpose

• Provide a framework for the SBI Task Force in
  resolving strategic business issues
• Outline a process and strategy for
• Identifying, organizing, classifying, and ranking
  strategic business issues
• Determining and evaluating options, creating
  recommendations, forging consensus, and driving
  decisions
• Developing new Strategic Business Rules

Critical Success Factor Getting decisions made in
a timely manner
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Plan Approach Decision Escalation Process
CFO
SBI Task Force
Board of Directors
Executive Committee
Strategic Business Issues Identified during
Workshops
Strategic Business Issues Assessed by SBI Task
Force
Note Some SBIs will need to be reviewed and
approved by the Legislature
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SBI Milestones

• Finalize team, approach, and timeline
  Nov 3, 2003
• Identify, Rank, and Select SBIs to be analyzed
  Nov 30, 2003
• Identify options to the appropriate decision-
• makers Dec 31, 2003
• Determine recommendations
  Feb 28, 2004
• Finalize decisions Mar 31, 2004

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Strategic Business Team
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Why?

• We can no longer conduct business as usual
• We need real-time, on-line information
• Its a new world with new demands
• We need to seize the momentnow is the time

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• Q A

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• Breakout Session Agency Critical
• Success Factors

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Agency Critical Success Factors Breakout

• Agency Financial Leaders partner with Agency
  Advocates/ Coordinators to answer the following
• From your point of view, how would you define
  successful agency implementation of Project
  Aspire for your agency?
• What are the key actions that your agency must
  take to facilitate successful implementation of
  the new system and processes? Choose the 1 CSF
  from your list.
• Validate agency system critical success factors
  (CSF) identified with the Agency Survey, and pick
  the 1 CSF for implementation at the agency
  level.
• When finished, complete the Successful
  Implementation Inventory be prepared to offer a
  brief report out, if requested
• Please turn the form into your Table Coordinator

57
58

• Lunch
• Event resumes promptly in 60 minutes
• Breakout sessions will continue

59

• Breakout Session Agency Risks and Mitigating
  Strategies

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Agency Risks and Mitigating Strategies Breakout

• Agency Financial Leaders partner with Agency
  Advocates/ Coordinators to answer the following
• Identify risks/obstacles that are specific to
  your agency
• Validate the risks/obstacles identified with the
  Agency Survey and compare them to the
  risks/obstacles that were identified in 1., above
• Select the Top 3 risks/obstacles specific to your
  agency and complete the Agency Role Impact Matrix
  to identify the impact that Agency Leaders,
  Advocates and Coordinators can have on each
  risk/obstacle
• Be prepared to offer a brief report out, if
  requested, and then turn the form into your Table
  Coordinator

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• Break

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• Breakout Session
• Roles and Activities
• Financial Leadership

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Guidelines for an Effective Financial Leader

• Demonstrate project commitment
• Promote change in agencys business processes
• Make timely decisions and garner agreement
• Communicate with staff regarding the project

64
Agency Financial Leader Key Activities by Project
Phase
Rollout Wave 1 Jul 05 Wave 2 Oct 05 Wave 3
Dec 05
Requirements Confirmation Nov 03 Apr 04
Mobilization Sep 03 Oct 03
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04

• Assign Agency Advocates
• Assign Agency Coordinators
• Participate in Agency Kick-off Event

• Participate in Workshops
• Assign Agency SMEs
• Attend Briefing Sessions
• Promote AIT Kick-off
• Review/Approve Implementation Strategy Plan
• Review Agency Impact Assessment
• Monitor progress against Agency Dashboard

• Develop Agency-Specific Policies Procedures
  and Training Plan
• Address Workforce Transition Issues based on
  Agency Role Mapping
• Review CRP Results
• Review Agency Implementation Plan
• Monitor progress on Interface Development and
  Data Cleansing Activities
• Monitor progress on Agency Dashboard
• Monitor progress against Agency Dashboard

• Finalize and execute Agency Implementation Plan
• Monitor Agency-Specific Financial Policy
  Procedures Training
• Assure Wave 1 Participation in End-User Training
• Review Agency Readiness Assessment
• Review End-User Support Plan
• Sponsor Wave 1 Go-Live Prep Events

• Deploy Agency SWAT Teams
• Sponsor Lessons Learned Events
• Continue Go-Live Prep Events for Waves 2 and 3
• Assure Participation in Wave 2 and Wave 3
  End-User Training
• Sponsor Agency Cutover Celebration

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Agency Financial Leader Key Activities by Project
Phase
Rollout Wave 1 Jul 05 Wave 2 Oct 05 Wave 3
Dec 05
Requirements Confirmation Nov 03 Apr 04
Mobilization Sep 03 Oct 03
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04

• Assign Agency Advocates
• Assign Agency Coordinators
• Participate in Agency Kick-off Event

• Participate in Workshops
• Assign Agency SMEs
• Attend Briefing Sessions
• Promote AIT Kick-off
• Review / Approve Implementation Strategy Plan
• Review Agency Impact Assessment
• Monitor progress against Agency Dashboard

• Develop Agency-Specific Policies Procedures
  and Training Plan
• Address Workforce Transition Issues based on
  Agency Role Mapping
• Review CRP Results
• Review Agency Implementation Plan
• Monitor progress on Interface Development and
  Data Cleansing Activities
• Monitor progress against Agency Dashboard

• Finalize and execute Agency Implementation Plan
• Monitor Agency-Specific Financial Policy
  Procedures Training
• Assure Wave 1 Participation in End-User Training
• Review Agency Readiness Assessment
• Review End-User Support Plan
• Sponsor Wave 1 Go-Live Prep Events

• Deploy Agency SWAT Teams
• Sponsor Lessons Learned Events
• Continue Go-Live Prep Events for Waves 2 and 3
• Assure Participation in Wave 2 and Wave 3
  End-User Training
• Sponsor Agency Cutover Celebration

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Leadership Activities 11/03 through 4/04

• Participate in Workshops
• Assign Agency SMEs
• Attend Advocate Briefings
• Assign Agency Implementation Team (AIT) members
  and promote AIT Kick-off
• Support Implementation Strategy activities
• Review/Approve Implementation Strategy Plan
• Review Agency Impact Assessment
• Monitor progress against Agency Dashboard

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Leadership Activities Support Workshops

• Agency Advocates/Coordinators will manage the
  identification of participants
• Financial Leaders will provide support by
• Reviewing list of Subject Matter Experts (SMEs)
  developed by Agency Coordinator
• Assigning responsibility of SME roles to
  individuals
• Ensuring participants attend workshops, as
  requested by Project Team

68
Leadership Activities Attend Briefings on
Workshops

• The AIST will drive development and execution
  of agency briefings on workshops. Leadership
  activities include
• Sponsor event by sending communications to AIT
  and agency leadership
• Review presentation and delivery approach
• Attend Briefing Sessions
• Determine impacts to current
• Agency Processes
• Policies Procedures
• Business Systems
• Provide feedback to Agency Advocate on design
  results
• Update AIT Plan as appropriate

69
Leadership Activities Assign Agency
Implementation Team Members

• Representatives from each agency will be
  identified to support Project Team and agency
  activities. Examples of Team roles are
• Functional
• Subject Matter experts for Functional Areas
  (i.e., Chart of Accounts, A/R, A/P, etc)
• Development of Agency Accounting Polices and
  Procedures
• Data Cleansing
• Financial Reporting
• Role Mapping
• Technical
• Data conversions
• Shadow System Infrastructure Assessments
• Interface Build/Test
• Security
• Reporting
• Training
• Site Champions (Go-To person during Go-Live)
• Agency Specialist (provides Agencys perspective
  during training)
• Training Coordinator

70
Leadership Activities Promote AIT Kick-Off

• Agency Advocate / Coordinator will drive
  development and execution of AIT Kick-off.
  Leadership activities for the launch include
• Approve event date and time
• Sponsor event by sending communications to AIT
  and agency leadership
• Review presentation and delivery approach
• Develop talking points for opening remarks
• Attend Kick-off meeting and deliver opening
  remarks

71
Leadership Activities Implementation Strategy
Activities

• Leaders will support Coordinators and Advocates
  with the gathering and compilation of key agency
  data for Implementation Planning

Agency Impact Assessment

• Technical Architecture
• Interfaces/conversions
• Shadow Systems
• Network Infrastructure
• Agency Reports

Implementation Strategy Plan

• Operation Profile
• User Profile (number, type)
• Geographic location
• Complexity of business system integration
• Special transactions
• Business cycle
• Other considerations

72
Leadership Activities Monitor Progress Against
Agency Dashboard

• Reporting will occur on a regular basis and at
  appropriate milestones
• Dashboard Content
• Each agency listed
• Key activities due dates for Requirements
  Confirmation Phase
• Red, Yellow, Green status reporting with
  descriptions
• Leader Activities
• Review progress reports
• Report status to Agency Leadership
• Resolve issues that may arise

73
Project Aspire Timeline of Activities
74

• Requirements Confirmation Phase Workshops

75
Purpose of Workshops

• Overall Purpose of Workshops during the
  Requirements Confirmation Phase
• To align the Aspire Initiative PeopleSoft ERP
  Implementation Solution with the day-to-day
  business of the State of Florida
• To design and document the best solution for the
  State of Florida, determining opportunities and
  gaps present in the new system
• To create the foundation for the design of new
  system and to produce the Conceptual Design
  Deliverable for next project phase

76
Types of Workshops

• Chart of Accounts (COA) Design Workshops
• Map current coding elements to PeopleSoft
  delivered chartfields
• Determine commitment control approach
• Requirements Confirmation Workshops
• Confirm current business processes and critical
  system requirements
• Produce preliminary to-be process flows and
  fit-gap analysis
• To-Be Business Process Workshops
• Preview preliminary to-be business processes on
  PeopleSoft
• Produce Conceptual Design and Fit-Gap Analysis

77
Workshops Details

• Chart of Accounts Design Workshops
• Map the current coding elements to the PeopleSoft
  delivered chartfields
• Establish naming conventions for chartfields will
  be documented
• Design commitment control approach

The COA Design Workshop is a key deliverable in
the early stages of a PeopleSoft Financials
implementation
78
Workshops Details

• Requirements Confirmation Workshops
• Primary Activities During Workshops
• Confirm current business processes
• Review critical system requirements
• Identify critical policies
• Review reporting needs
• Work Products
• Preliminary Fit-Gap analysis
• Preliminary To-Be Process Flows

79
Workshops Details

• To-Be Business Process Workshops
• Primary Activities During Workshops
• Preview future state prototype on the PeopleSoft
  system
• Consider and analyze best practices
• Identify new opportunities
• Document the gaps
• Identify generate policy and procedure change
  alternatives
• Review reporting needs
• Deliverables
• Conceptual Design
• To-Be Business Process Flows
• Fit-Gap Analysis
• Reports
• COA Design
• Implementation Strategy

80
Preliminary Workshop Schedule

• COA Workshops Dec 1 Jan 16
• Requirements Confirmation Workshops
• Record to Report Dec 8 Dec 12
• Grants/Contracts/Projects Dec 8 Dec 19
• Asset Management Dec 15 Dec 19
• AR/Billing Jan 5 Jan 9
• Procure to Pay Jan 5 Jan 9
• Treasury Jan 5 Jan 9
• EPM Jan 5 Jan 9
• To-Be Process Workshops February March

81
Proposed Workshop Attendees

• Generally, workshops will be limited to 20 people
  identified as subject matter experts (SMEs) in
  the business process area being discussed
• Workshop report-outs will be made to the IWG
• SMEs attending the workshops may come from the
  following groups
• Core Project Team
• Agency Advocates
• Agency Coordinators
• Agency Implementation Team (AIT)
• Strategic IT Personnel
• Other Stakeholders

Approximately 20 people will attend the Workshop
82

• Lessons Learned from Other States

83
Lessons Learned from Other States

• Arkansas
• Georgia
• Pennsylvania

84

• Breakout Session
• Communications Vehicles Focus Group

85
Identify Communications Vehicles

• Provide understanding, involvement and feedback
• Foster broad commitment and follow-through action
• Communicate the right information to the right
  people at the right time
• Support consistent, timely and clear messages

This is no simple task We need your help
86
Communications Vehicles Focus Group Activities

• Confirm and add to communications vehicles
  identified through Agency Questionnaire
• Identify which are best for your Agency and why
• Describe a successful communications plan and
  what your role will be in it

87
Communications Vehicles Inventory

• Project website
• E-mail
• Newsletter
• Presentation
• Focus Groups
• Road Shows / Town Halls
• Voice-mail
• Flyer
• Poster
• Videos
• Other

88

• Break

89

• Breakout Session
• Roles and Activities
• Agency Advocates Agency Coordinators

90
Guidelines for an Effective Advocate/Coordinator

• Identify problems and work together to
  identify solutions
• Ensure criticism is constructive and solution
  oriented
• Be champions of change
• Maintain a positive attitude
• Have fun!

91
Agency Advocate Key Activities by Project Phase
Rollout Wave 1 Jul 05 Wave 2 Oct 05
Wave 3 Dec 05
Requirements Confirmation Nov 03 Apr 04
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04
Mobilization Sep 03 Oct 03

• Identify Agency Advocates

• Participate in Agency Kick-off Event
• Support Workshops
• Assist with selection of SMEs for each workshop
• Assist in Workshop Briefings
• Attend project team training
• Assist with creation of AIT and kick-off
  activities
• Collect Implementation Strategy information
• Report agency progress against Agency Dashboard

• Assist with agency role mapping security
  profiles
• Participate in Conference Room Pilot
• Assist with developing Agency Implementation Plan
• Assist with the development of Interfaces and
  Data Cleansing activities
• Report agency progress against Agency Dashboard

• Finalize and execute Agency Implementation Plan
• Assure Wave 1 participation in End-User Training
• Manage and Report Agency Readiness Assessment
• Develop End-User Support Plan
• Facilitate Wave 1 Go-Live Prep Events

• Deploy Agency SWAT Teams
• Document and communicate Lessons Learned Events
• Continue Go-Live Prep Events for Waves 2 and 3
• Assure participation in Wave 2 and Wave 3
  End-User Training
• Act as SME for remaining roll-out waves

92
Agency Coordinator Key Activities by Project Phase
Rollout Wave 1 Jul 05 Wave 2 Oct
05 Wave 3 Dec 05
Requirements Confirmation Nov 03 Apr 04
Implementation Jan 05 Apr 05
Configuration May 04 Dec 04
Mobilization Sep 03 Oct 03

• Identify Agency Coordinators

• Participate in Agency Kick-off Event
• Support Workshops
• Ensure attendance of designated SMEs from agency
• Attend Workshop Briefings
• Create AIT and Kick-off activities
• Coordinate the collection of Implementation
  Strategy information
• Report progress on the Agency Dashboard to Agency
  Advocate

• Assist with the development of agency-specific
  policies procedures and Training Plan
• Complete agency Role Mapping Security Profiles
• Review CRP Results
• Develop Agency Implementation Plan
• Coordinate the development of Interfaces and Data
  Cleansing activities
• Report progress on the Agency Dashboard to the
  Agency Advocate

• Finalize and execute Agency Implementation Plan
• Coordinate agency-specific policy and procedure
  training
• Assure Wave 1 participation in End-User Training
• Review Agency Readiness Assessment
• Review End-User Support Plan
• Communicate the Wave 1 Go-Live Prep Events

• Deploy Agency SWAT Team
• Communicate Lessons Learned Events
• Communicate Go-Live Prep Events for Waves 2 and 3
• Assure participation in End-User Training for
  Agency Staff
• Conduct Agency Cutover Celebration

93
Advocate Activities 11/03 through 4/04

• Support Workshops
• Assist with selection of Subject Matter Experts
  (SMEs)
• Assist in Workshop Briefings
• Attend Project Team Training
• Assist with creation of Agency Implementation
  Team and Kick-off activities
• Collect Implementation Strategy information
• Report agency progress against Agency Dashboard

94
Coordinator Activities 11/03 through 03/04

• Support Workshops
• Ensure attendance of SMEs
• Attend Workshop Briefings
• Create Agency Implementation Team and conduct
  Kick-off activities
• Coordinate the collection of Implementation
  Strategy information
• Report agency progress for Agency Dashboard to
  Agency Advocate

95
Advocate and Coordinator Activities Support
Workshops

• Workshops will be conducted to confirm
  requirements and build the new design
• Advocates will assume a facilitation role for
  the Project by
• Communicating the schedule and participation
  requirements for each workshop to the Agency
  Coordinator and Financial Leader
• Providing guidance to the Agency Financial
  Leadership on the selection of SMEs for each
  workshop, if needed
• Assisting with the documentation of workshop
  outcomes
• Assisting with briefings to agency stakeholders

96
Advocate and Coordinator Activities Support
Workshops, (contd)

• Coordinators will provide support to the Agency
  by
• Ensuring participants are informed of the
  workshop schedules and can attend
• Providing guidance to the Agency Financial
  Leadership on the selection of SMEs for each
  workshop, if needed
• Ensuring attendance by agency stakeholders at the
  agency briefings

97
Advocate and Coordinator Activities Workshop
Activities Timeline
98
Advocate Activities Attend Project Team Training

• Project Team Training is designed to develop
  required skills for Advocate success on the
  Project. Agency Advocate training will include
• Project Tools
• PMOnline
• Policies Procedures
• Agency Dashboard
• Office applications as needed (e.g., Project,
  Visio, etc.)
• PeopleSoft
• Overview courses
• G/L Commitment Control
• Specific Modules, as appropriate
• Performance
• Maximizing Team Performance
• Facilitation

99
Advocate Activities Training Curriculum
100
Advocate Activities Advocate Training Timeline
101
Advocate and Coordinator Activities Creation of
Agency Implementation Team
102
Advocate and Coordinator Activities AIT
Kick-off Objectives

• The AIT will officially launch with a kick-off
  event in each agency with the following
  objectives
• Communicate Project Aspire scope, approach and
  timeline
• Introduce AIT members define responsibilities
• Overview AIT activities over project life cycle
• Detail AIT activities for Requirements
  Confirmation Phase
• Establish communications mechanisms

103
Advocate and Coordinator Activities AIT Launch
Timeline
104
Advocate and Coordinator Activities
Implementation Strategy Data Collection
Coordinators will facilitate the gathering of key
agency data and Advocates will manage the
compilation for use by the Project Team for
implementation planning. Information will be
collected in two phases

• Operational Profile
• User Profile (number, type)
• Geographic location
• Complexity of business system integration
• Special transactions
• Business cycle
• Other considerations

• Technical Architecture
• Interfaces/Conversions
• Shadow Systems
• Network Infrastructure
• Agency Reports

105
Advocate and Coordinator Activities
Implementation Strategy Information Timeline
106
Coordinator Activities SBI Agency Activity
Timeline
107
Advocate and Coordinator Activities Report
Progress on Agency Dashboard

• Coordinators will communicate to Advocates status
  on the Agency Dashboard
• Advocates will prepare Agency Dashboard reports
• Training for Agency Dashboard reporting will be
  provided to Advocates
• Reporting will occur on a regular basis and at
  appropriate milestones
• Dashboard Content
• Each agency listed
• Key activities due dates for Requirements
  Confirmation Phase
• Red, Yellow, Green status reporting, with
  descriptions

108
Advocate Activities Agency Liaison

• A core component of advocate activities is
  acting as the Liaison between Project Aspire and
  the Agency examples include
• Communicating project status and milestones to
  agency stakeholders
• Communicating issues raised by agency
  stakeholders to the Project Aspire team
• Coordinating outreach to agencies for information
  gathering from all Project Aspire workstreams

Liaison activities will occur continually
throughoutthe project
109
Advocate and Coordinator Activities Timeline of
Activities
110

• Requirements Confirmation Phase Workshops

111
Purpose of Workshops

• Overall purpose of Workshops during the
  Requirements Confirmation Phase
• To align the Aspire Initiative PeopleSoft ERP
  Implementation Solution with the day-to-day
  business of the State of Florida
• To design and document the best solution for the
  State of Florida, determining opportunities and
  gaps present in the new system
• To create the foundation for the design of the
  new system and to produce the Conceptual Design
  Deliverable for the next project phase

112
Types of Workshops

• Chart of Accounts (COA) Design Workshops
• Requirements Confirmation Workshops
• To-Be Business Process Workshops

113
Workshops Details

• Chart of Accounts Design Workshops
• Map the current coding elements to the PeopleSoft
  delivered chartfields
• Establish naming conventions for chartfields will
  be documented
• Design commitment control approach

The COA Design Workshop is a key deliverable in
the early stages of a PeopleSoft Financials
implementation
114
Workshops Details

• Requirements Confirmation Workshops
• Primary activities during workshops
• Confirm current business processes
• Review critical system requirements
• Identify critical policies
• Review reporting needs
• Work products
• Preliminary Fit-Gap analysis
• Preliminary To-Be Process Flows

115
Workshops Details

• To-Be Business Process Workshops
• Primary activities during workshops
• Preview future state prototype of the PeopleSoft
  system
• Consider and analyze best practices
• Identify new opportunities
• Document the gaps
• Identify generate policy and procedure change
  alternatives
• Review reporting needs
• Deliverables
• Conceptual Design
• To-Be Business Process Flows
• Fit-Gap Analysis
• Reports
• COA Design
• Implementation Strategy

116
Preliminary Workshop Schedule

• COA Workshops Dec 1 Jan 16
• Requirements Confirmation Workshops
• Record to Report Dec 8 Dec 12
• Grants/Contracts/Projects Dec 8 Dec 19
• Asset Management Dec 15 Dec 19
• AR/Billing Jan 5 Jan 9
• Procure to Pay Jan 5 Jan 9
• Treasury Jan 5 Jan 9
• EPM Jan 5 Jan 9
• To-Be Process Workshops February March

117
Proposed Workshop Attendees

• Generally, workshops will be limited to 20 people
  identified as subject matter experts in the
  business process area being discussed
• Workshop report-outs will be made to the IWG
• Subject matter experts (SMEs) attending the
  workshops may come from the following groups
• Core Project Team
• Agency Advocates
• Agency Coordinators
• Agency Implementation Team (AIT)
• Strategic IT Personnel
• Other Stakeholders

Approximately 20 people will attend the Workshop
118
Technical Work Stream Overview

• Aspire Project Team and agency support
• Support the Aspire Project Team and agency users
  with connectivity and infrastructure needs
• Aspire project tools
• Support agency access using Integration Broker
  and EPM

119
Point to Point
120
Integration Broker
121
Establish the Technical Work Group

• Knowledge of
• Agency network and VPN strategy
• Agency security policies and capabilities
• Agency software and hardware infrastructure
• Agency interfaces with FLAIR
• Roles and responsibilities
• Responsible for working with and assisting the
  Agency Advocates
• Facilitate technical integration with agency
  business systems

122
Goals and Objectives

• Ensure agency technical needs are met
• The Technical Group will work very closely with
  the agencies
• Aspire project tools will be agency accessible
• Transfer of knowledge and training
• By working side-by-side with the Technical Group,
  agencies will have first-hand knowledge of the
  project tools used to develop the new system
• The identified agency technical staff will
  receive training from the Aspire Project Team
  Technical Group
• Technology refresh
• The Technical Group will provide hardware and
  software requirements recommendations to the
  agencies

123

• Break

124

• Next Steps and Close

125
Next Steps

• Complete Evaluation Form
• Advocate Orientation November 7, 2003, Fletcher
  Building, Room 250, 900 AM 300 PM
• IWG Meeting November 20, 2003, Burns Building,
  130 PM 330 PM
• Workshops
• Advocate training
• Build AITs