Information Technology

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Information Technology Advisory Board
Sunflower Project Kansas Financial Management
System Gary Schneider 785.296.2660 Gary.Schneid
er_at_da.ks.gov April 15, 2008
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Todays Agenda

• Project Status
• Project Governance Structure and Team
• Project Timelines and Agency Planning

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AR and Most Programmatic Agencies Have a
Collection of Disparate Systems
Asset Mgmt
Asset Mgmt
Receipting Revenue
Receipting Revenue
A/P
A/P
Agency 1s Systems
Agency 2s Systems
A/P
Cash Mgmt
Cash Mgmt
Purchasing
Purchasing
Grants/ Projects/ Cost Cntrs
Grants/ Projects/ Cost Cntrs
Receipting Revenue
Asset Mgmt
STARS Other Central Systems
Purchasing
Asset Mgmt
Cash Mgmt
A/P
Agency 4s Systems
Cash Mgmt
Purchasing
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FMS Will Consolidate Administrative Systems,
Integrate Agency Business Functions and
Interface w/ Programmatic Systems
Agency 2
Agency 1
GL
A/P
Asset Mgmt
Purchasing
FMS
Cash Mgmt
Receipting Revenue
Reporting
Data Archiving
Agency 3
Agency 4
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Analysis Summary of Agency Systems
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Project Status

• Pre-proposal Bidders Conference held February
  28th
• Bids due April 16th
• Current Pre-Implementation Activities
• Developing demo scripts
• Reviewing chart of accounts
• Reviewing all sources of vendor information
• Building project team

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Project Governance Structure Team
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Project Timelines and Agency Planning
May 12th June 13th Aug Oct
Oct Nov On-going
Agencies Perform Impact Assessment
Complete Vendor Selection Develop
Detailed Project Plan
Agencies Develop/Submit Project Plans
Agency Liaisons Assist Agencies Monitor Plans
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Project Timelines and Agency Planning

• Using a template provided, agencies perform
  impact assessment of
• Systems to be interfaced
• Systems to be de-commissioned

July 15th
August 15th
April 16th
June 13th
June 30th
July 9th
May 12th
Begin Project Planning
Begin Contract Negotiations
Strawman Chart of Accounts Provided to
Agencies
3rd Round Scoring Complete
Agencies Submit Impact Assessment
Proposals Due
Revised Offers Due
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Project Timelines and Agency Planning

• Objectives of Impact Assessment
• Ensure that agencies have adequately
  analyzed/sized the effort to
• modify systems to be interfaced and/or
• de-commission systems and convert data
• Identify any resource constraints (personnel,
  test environments, etc.) in time to remedy
• Identify and resolve any conflicting agency
  initiatives
• Identify and resolve any impediments agencies may
  have in meeting the approx 8-month time window
  and work with agencies to modify existing systems

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Project Timelines and Agency Planning
Agency interface development, modifications to
existing systems and initial data
conversion/loading complete
Complete design of chart of accounts publish
interface standards to agencies
10/08 01/09 03/09
01/10 03/10
07/10
Expected critical path
Planning Design Configuration/Developme
nt/Testing Integration Acceptance
Testing Testing

• 8-10 month timeframe for agencies to
• Set-up development test environments
• Attend technical training
• Modify systems
• Develop interfaces (as required)
• Extract and clean-up data and validate data
  loading
• Develop agency-specific reports (75 of reports
  through central reporting portal)
• Develop testing plans and prepare for integration
  testing