Agency KickOff

1

• IWG Meeting
• December 11, 2003

2
Agenda

• Session 1 Functional Group (130 - 245)
• Requirements Confirmation Workshop Update
• Chart of Accounts Presentation
• Review Agency Information Request Agency Unique
  Data Elements
• Break (245 300)
• Sessions Technical Group (300 415)
• Overview of Project Structure, Timeline
  Activities
• Discussion of Agency Technical Roles
• Review of Agency Interface Survey and next steps

3
Requirements Confirmation Workshop Update

• Completed three Chart of Accounts (COA)
  Workshops
• Completed four of five Record to Report
  Workshops
• Next weeks workshop schedule
• Monday, Dec. 15 Record to Report (Expansion
  Options/Sets Certified Forwards)
• Tuesday, Dec. 16 Grants/Projects (Grants
  Billings/Draws)
• Wednesday, Dec. 17
• Asset Management (Overview, Requirements,
  Capitalization)
• Chart of Accounts
• Grants/Projects (Projects)
• Thursday, December 18
• Asset Management (Asset Acquisitions and Other
  Asset Transactions)
• Chart of Accounts

4
Grant Workshop Changes

• Each agency will be interviewed regarding their
  grants and projects to provide Project Aspire
  with more in-depth knowledge
• The following agencies have already been
  interviewed DOH, DCF, DCA and Military Affairs
• Process for setting up interviews
• An e-mail has been sent out to all agencies
  requesting their participation in interviews
• A calendar has been sent with the e-mail with
  open slots available for interviews (selecting
  three date options that best meet the agencys
  needs)
• Please respond to this request through the FLAIR
  Inbox by Dec. 16, 2003
• After responses are received, confirmations will
  be sent to each agency with the exact date, time
  and location
• After grant interviews have been completed,
  another grant workshop will be held on January
  27, 2004 to wrap up the findings from the
  interviews.

5
Remaining Requirements Confirmation Workshop
Schedule

• Week of January 5-9, 2004
• AR/Billing Workshops
• Procure to Pay Workshops
• Treasury Workshops
• Chart of Accounts Workshops
• Week of January 12-16, 2004
• Chart of Accounts Workshops
• Week of January 19-23, 2004
• Chart of Accounts Workshops
• Week of January 26-30, 2004
• Grant Workshop for Follow-up
• Reporting Workshops

6

• Chart of Accounts
• Presentation

7
Agenda

• Overview of the Process
• Chart of Accounts Vision
• PeopleSoft Delivered Chartfields
• Mapping to Date

8
Overview of the Process

• Work Product What is the end result?
• Process Analysis Meetings
• Participants
• Meeting Style
• Feedback
• Homework
• Meeting Schedule / Deadlines
• Meeting Schedule See Workshop Timeline Handout
• 1/15 Deadline (Draft COA)
• 4/30 Deadline (Final COA Design)
• Next Steps/Communications
• IWG Presentations
• Executive Committee updates
• Draft document updated continuously and
  distributed periodically

9
Guiding Principals

• One PS Chartfield only one coding concept
• Use the fewest chartfields possible
• Emphasize good design over conversion and
  interfaces
• Minimal Smartcoding
• No Chartfield-related modifications
• Eliminate shadow systems where possible
• Assume that the CAFR comes from PeopleSoft

10
States Vision on To-Be Chartfields

• Strategic Program
• Project/Grant
• Funding Source
• Activity
• Location

• OLO
• Fund
• Appropriation
• Organization
• GL Account
• Object

11
PeopleSoft Delivered Chartfields

• Budget Reference
• Product
• Project
• Chartfield 1
• Chartfield 2
• Chartfield 3
• Affiliates (BU, Fund, Op. Unit)

• Business Unit
• Operating Unit
• Fund
• Account/Alt Account
• Department
• Program
• Class

12
Mapping to Date

• See Spiderweb handout
• Key point this is the mapping as of today.
  Analysis is ongoing. This mapping may change
  over the next several months.

13
Agency Information Request

• Purpose
• Assist with development of new chart of accounts
• Assist with Conversion and Interface Strategy
• Focus of Request
• Use of agency-unique fields
• Commitment (Budget) control from the agency
  perspective
• Process
• Request with attached spreadsheet was e-mailed
  out on 12/9/03
• Agency Advocates will work with their agencies to
  complete the spreadsheet
• Completed spreadsheets are due to Project Aspire
  (via the FLAIR Inbox) by 12/29/03

14
Project Aspire Overview December 11, 2003
15
This Project is About

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

16
Business Transformation Vision
17
Project Vision

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

18
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.
19
Project Governance Structure
20
Project Work Stream Areas of Responsibility

21
Project Work Stream Areas of Responsibility
Technical Group
Technical Implementation Team Network
Facilities Technical environment Software
installation and maintenance Site Survey Disaster
recovery Hardware / configuration
mgmt. Performance tuning Production capacity
requirements DBA
Enterprise Integration Team Reporting
Infrastructure Interfaces FFMS
Development Team Modifications coding and
testing Reports development Data Conversions
develop, test, implement
22
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

23
Overview Roles Responsibilities
24
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

26
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
• Team roles will include

• Functional
• Technical
• Training

28
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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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

31
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

32
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

33
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

34
Project Aspire Overview Implementation Strategy
35
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

36
Agency Technical Role
37
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 Technical Team roles listed below

• Technical
• Data Conversions / Mapping
• Shadow System Infrastructure Assessment
• Interface Build/Test
• Security
• Report Administrator

38
Agency Technical 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
Launch AITs a. Identify Technical Lead b.
Identify Technical Team
Impact Analysis and change
Assemble Team
Participate in Agency SWAT Teams
Support System Integration and Testing
Support Agency Rollout
Participate in your AIT Kick-off
Prepare Data Cleansing and Conversion Plan
Schedule and Operations Support
Identify Agency Financial Systems a. ID
Functional Owner b. ID Tech Support
Build and Test Interfaces
System Analysis a. Infrastructure b. Data
39
The Technical Work Group

• Technical Lead
• Application Development Group Contact
• Agency system modifications
• Data conversions
• Reports
• Integration Group Contact
• Interfaces
• Infrastructure Group Contract
• Network
• Hardware
• Security

40
The Technical Work Group

• We need the names of your Agency
• Technical Team Lead
• Application Development Group Contact
• Integration Group Contact
• Infrastructure Group Contact
• Please e-mail these names to Flair_Inbox_at_dfs.state
  .fl.us by close of business Monday, 12/29/03
• We will e-mail the interface list by agency to
  the named Technical Lead

41
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

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Questions?