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State of Kansas

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Statewide ERP/eProcurement Systems. State of Arkansas. State of Nebraska. State of Texas ... Kansas Lottery. Board of Nursing. Department of Corrections ... – PowerPoint PPT presentation

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Title: State of Kansas


1
State of Kansas Financial Management
System Needs Assessment Validation Focus Group
Kick-Off Meeting October 9, 2006
2
Meeting Agenda
  • Introductions
  • Project Governance
  • Project Overview
  • Key Activities
  • Requirements Validation
  • Business Case Analysis
  • Upcoming Activities
  • Questions

3
STA Company ProfileStatewide ERP/eProcurement
Systems
State of Tennessee
State of Arkansas
State of Nebraska
State of Texas
Commonwealth of Kentucky
State of Minnesota
State of Wisconsin
State of Texas
State of Nevada
4
Project Governance Organizational Structure
5
Project SponsorsMembership
  • Duane Goossen
  • Secretary of Administration
  • Carol Foreman
  • Deputy Secretary of Administration
  • Denise Moore
  • Executive Branch Chief Information Technology
    Officer

6
Project SponsorsRoles Responsibilities
  • Actively champion the project
  • Establish and cultivate legislative sponsors
  • Provide executive level support
  • Steering Committee and Project Team guidance
  • Monitor project progress
  • Provide clear direction
  • Ensure that the FMS initiative is aligned with
    the States strategic goals and objectives
  • Empower the team
  • Steering Committee and the Project Team
  • Assist with issue resolution
  • Resolve issues in a timely manner per the project
    issue escalation policy
  • Assist in removing obstacles
  • Secure required resources
  • Ensure funding/staff necessary to achieve project
    objectives

7
Steering CommitteeMembership
  • Chair - Carol Foreman, Deputy Secretary of
    Administration
  • Mary Blubaugh, Board of Nursing
  • Alan Conroy, Legislative Research Department
  • Gary Daniels, Department of Social
    Rehabilitation Services
  • Elaine Frisbie, Department of Administration
    Division of Budget
  • Kathy Greenlee, Department on Aging
  • Mike Hayden, Department of Wildlife and Parks
  • Lynn Jenkins, State Treasurer
  • Deb Miller, Department of Transportation
  • Reginald Robinson, Board of Regents
  • Howard Schwartz, Judicial Administrator
  • Joan Wagnon, Department of Revenue
  • Roger Werholz, Department of Corrections

8
Steering CommitteeRoles Responsibilities
  • Actively participate in Steering Committee
    meetings
  • Remove obstacles to project success
  • Actively champion the project
  • Communicate project status within respective
    agencies
  • Review and provide input to final report
  • December 11 December 14

9
Requirements Focus GroupMembership 25 State
Agencies
  • Legislative Research Department
  • Kansas Lottery
  • Board of Nursing
  • Department of Corrections
  • Department of Corrections Correctional
    Industries
  • Department of Revenue
  • Department of Social and Rehabilitation Services
  • Department of Education
  • State Treasurer
  • Judicial Branch
  • University of Kansas Medical Center
  • Kansas Department of Wildlife and Parks
  • Department on Aging
  • Department of Agriculture
  • Corporation Commission
  • Kansas Health Policy Authority
  • Department of Administration
  • Department of Health and Environment
  • Department of Transportation
  • Kansas Highway Patrol
  • Department of Labor
  • Department of Commerce
  • Juvenile Justice Authority
  • Kansas Public Employees Retirement System
  • Kansas State University

10
Requirements Focus GroupRoles Responsibilities
  • Review draft baseline system requirements prior
    to work sessions and come prepared to participate
  • Participate in all assigned requirements
    validation work sessions and provide quality
    feedback to ensure requirements properly reflect
    State of Kansas business needs
  • Serve as an ambassador for state agencies not
    in attendance.
  • Participate in final review of requirements
    during Agency Outreach sessions

11
Project OverviewWhat is ERP? FMS?
Enterprise Resource Planning (ERP) A
comprehensive suite of integrated modules
delivered by a single software vendor that
provides end-to-end support for statewide
administrative services For purposes of this
study, we will use the term Financial Management
System (FMS) rather than ERP since the scope of
the project includes financials and procurement
only due to current / future investment in the
SHARP system FMS is a proposed solution that
provides functionality similar to STARS, SOKI,
Central Setoff System, and other agency
administrative systems, but in a fully integrated
manner
12
Project Overview Why FMS?
  • Satisfy the needs of the agencies
  • Eliminate the proliferation of stand-alone agency
    systems
  • Avoid the cost associated with new agency
    administrative systems
  • Avoid the cost associated with maintenance/upgrade
    s of current systems
  • Significantly improve the quality, quantity, and
    timeliness of information
  • Effective decision-making
  • Efficient and accurate research capabilities
  • Enhanced ad hoc reporting and inquiry
    functionality
  • Streamline processing and control of electronic
    documents through workflow management
  • Facilitates document routing, review and approval

13
Project Overview Why FMS?
  • Streamline and simplify States business
    processes
  • Financial
  • Budgeting
  • Procurement
  • Other administrative operations
  • Improve operational efficiency
  • Commercially-available FMS systems include many
    features representing best management practices
  • Support Web-enabled self-service
  • State employees
  • Vendors conducting business with the State

14
Project Overview Why FMS?
  • Replace existing disparate systems
  • Costly to maintain
  • Difficult to administer
  • Automate and integrate
  • States financial accounting, procurement, asset
    management, and other administrative business
    processes within a single database
  • Provide single point of entry
  • Eliminate duplicate points of data entry
  • Eliminate duplicate databases
  • Simplify reconciliation
  • Reduce/eliminate paper documents
  • Reduce paper and handling costs (e.g., vouchers)
  • Simplify record retention and audit compliance

15
Project Overview Why FMS?
  • Take advantage of technology enablers
  • Web-enablement
  • Graphical user interface
  • Single integrated relational database
  • Real-time processing
  • Increased functionality based on best business
    practices
  • Modular integration
  • Integration with desktop office suite software
  • Sophisticated reporting and query capabilities
  • Audit trail / drill-down capabilities
  • Workflow management and electronic approvals
  • Flexible chart of accounts

16
Key Activities FMS Needs Assessment
  • Update the system requirements for a new
    integrated FMS
  • Update the business case analysis associated with
    implementing a new FMS
  • Determine whether there is a compelling business
    case for procuring/implementing an integrated
    statewide FMS
  • Submit recommendations regarding
  • Organizational best practices
  • Implementation best practices

17
Key Activities Timeline
FMS Needs Assessment Update
Validate Functional / Technical Requirements
Project Start-Up
Validate the Business Case
Dec
Sept
Oct
Nov
Business Case Analysis Report
Updated Needs Assessment
Organization / Implementation Best Practices
Key Deliverables
18
Project OverviewProposed FMS Functional Scope
  • PROCUREMENT
  • Solicitations (RFx)
  • Catalog Procurement
  • Reverse Auctions
  • Inventory Management
  • Commodity Management
  • Vendor Management
  • CORE FINANCIAL
  • General Ledger / Budgetary Control
  • Accounts Payable
  • Accounts Receivable Cash Receipting
  • Cash Management
  • Cost Allocation
  • Grant Accounting
  • Project Accounting
  • Asset Management
  • HR / PAYROLL
  • Automated Interfaces to/from SHARP

Common Database
  • BUDGET DEVELOPMENT INTEGRATION
  • Appropriation Budget

19
Project ScopeUpdate / Validate FMS Requirements
Functional and Technical Requirements Development
Process
Requirements from 2001 Needs Assessment Study

Baseline
Draft
Final
Focus
End User Community
Project Team
Requirements
Requirements
Requirements
Group
STA Requirements Toolkit
20
System Requirements Validation Guidelines
  • Focus on what the system must do not how. The
    system design will be completed after product
    selection.
  • Emphasize process change in lieu of software
    modifications to protect software warranties and
    facilitate future system upgrades.
  • Develop the system requirements at a level of
    detail required to differentiate among available
    products
  • Provide one requirement, not multiple
    requirements, per line item
  • Document each requirement in such a way as to
    support proper validation

21
System Requirements Validation Objectives
  • Included in Request for Proposal and used as a
    checklist against which to evaluate vendor
    offerings
  • Made part of the contract entered into with the
    selected vendor(s)
  • Monitored during implementation to ensure all
    requirements were met and that work was not
    performed to develop functionality that did not
    support the documented requirements

22
System Requirements Validation Organization
  • Functional Requirements
  • General Ledger and Budgetary Control
  • Asset Management
  • Accounts Payable
  • Accounts Receivable and Cash Receipting
  • Cash Management
  • Cost Accounting / Allocation / Activity Based
    Costing
  • Grant Accounting
  • Project Accounting
  • Purchasing
  • Inventory Management
  • Budget Development

23
System Requirements Validation Organization
  • General and Technical Requirements
  • Technical Architectural Requirements
  • System Performance
  • Security
  • System Navigation and User Friendliness
  • System Management
  • Automated Workflow Electronic Approvals
  • Reporting and Data Warehouse
  • Data Conversion Requirements
  • More data converted, greater expense and risk to
    State
  • Determine data conversion vs. data archive needs

24
System Requirements Validation Organization
  • Interfacing Systems
  • Target Systems
  • Interface Description
  • Direction of Transmission
  • Data Transmitted
  • Triggering Event
  • Frequency of Interface
  • Type of Interface
  • Level of complexity

25
System Requirements Validation Sample
Requirements
26
System Requirements Validation Vendor Response
Codes
  • SF Standard functionality
  • NR Provided in Next Release
  • MI Minor Modification
  • MA Major Modification to Source Code
    Required
  • RQ Provided through Reporting or Query Tool
  • CD Custom Development
  • TP Third Party Software Required
  • NA Cannot Meet Requirement

27
Upcoming Activities
  • Validate Functional Technical Requirements
  • October 2 November 21
  • Obtain Stakeholder Input and Approval
  • November 30 December 7
  • Conduct Agency Outreach Sessions
  • December 7 December 14
  • Updated Needs Assessment
  • December 11

28
Ongoing Project Information
http//da.ks.gov/ar/fms/
29
Questions?
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