florida palm logo · 2018-04-24 · executive steering committee meeting. florida palm project...
TRANSCRIPT
ROLL CALL AND
OPENING REMARKS
FACILITATOR: RYAN WEST, CHAIR
Executive Steering Committee Meeting
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04/25/2018
REVIEW OF MARCH 28, 2018
MEETING MINUTES
FACILITATOR: MELISSA TURNER
Executive Steering Committee Meeting
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04/25/2018
FLORIDA PALM PROJECT
UPDATE
FACILITATOR:
MELISSA TURNER
Executive Steering Committee Meeting
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04/25/2018
Executive Steering Committee Meeting
Florida PALM Project UpdateBudget – FY 2017-18 Spend Plan
Category Projected IncurredRemaining
Balance
%
Remaining
Salaries and
Benefits
$3,033,104.88 $2,162,707.49 $870,397.39 29%
Special Category $2,311,692.03 $1.653,646.13 $658,045.90 28%
Risk Management
Insurance
$3,304.00 $3,304.00 $0.00 0%
DMS Transfer $16,770.00 $12,577.50 $4,192.50 25%
Total $5,364,870.91 $3,832,235.12 $1,532,635.79 29%
FY 2017-2018 Spend Plan Summary
As of March 31, 2018
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04/25/2018
Since the last ESC meeting, there have been no
new risks or issues reported or closed
Risks and issues with high probability and impact
will continue to be shared via monthly status
reports and discussed (if necessary or as
requested) with the ESC
Executive Steering Committee Meeting
Florida PALM Project UpdateRisks and Issues
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04/25/2018
Processed PCR 28◦ Accounted for additional capacity by the Project Team
◦ Extended acceptance date for one deliverable
◦ Added two deliverables
Benefits Register Template
Technical Naming Standards Approach
Executive Steering Committee Meeting
Florida PALM Project UpdateSchedule – Readiness Activities
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04/25/2018
Negotiation Activities (04/18/2017 – 06/20/2018)◦ Appoint negotiators (08/16/2017)
◦ Support negotiator strategy sessions (In Progress)
◦ Conduct negotiations (In Progress)
◦ Make recommendation
◦ Post Intent to Award
◦ Execute contract
Executive Steering Committee Meeting
Florida PALM Project UpdateSchedule – SSI ITN
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04/25/2018
Executive Steering Committee Meeting
Florida PALM Project UpdateScope – Project Organization Updates
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04/25/2018
ProjectDirector
Business Process Standardization
Manager
System and Data Strategy Manager
DeputyProject Director
Organizational
Change Management Manager
Project Management
Office Manager
Technical Architect
Technical Analyst
Budget Preparation
to ReversionLead
Record to Report
Lead
Payroll Lead
Procurement to
Payment Co-Lead
Grant Application to
Closeout; Project Development to Closeout Lead
Acquisition to Disposal Lead
Sr. Project Analyst
Staffing Lead
Knowledge
Transfer & Training Team Manager
Organizational
Change Specialist
Agency Readiness
Team Manager
Technical Analyst
Organizational Change Management (OCM) TrackProject Management Office (PMO) Track
Business Process Standardization (BPS) Track
System and Data Strategy (SDS) Track
Accounts
Receivable/Billing to Receipt Lead
Cash Inflow to Outflow; Treasury
Mgmt Lead
Reporting Lead
Assistant to the Project
Director
Administrative Assistant
Procurement Lead
OIT Liaison
A&A, TRM Liaison
Project Analyst
Quality Assurance
Specialist
Communications
Specialist
Organizational
Change Specialist
Organizational
Change Specialist
Organizational
Change Specialist
Organizational
Change Specialist
Team Manager #2
Team Manager #3
Team Manager #1
Procurement to
Payment Co-Lead
Acquisition
Disposal & Cash Inflow to Outflow; Treasury Mgmt
Analyst
Grant Application to Closeout; Project Development to Closeout Analyst
Budget; Record to
Report Analyst
Integration &
Analytics Team Manager
Application Solution Development Team
Manager
Technical Architect
Technical Analyst
Infrastructure Team
Manager
Desktop Support
Security / Network
Lead
Environment Lead
Financial Manager
LEGEND:• Dark Blue = Established PDs (Proj Director s Office)
• Medium Blue = Established PDs
• Light Blue = To Be Established PDs
• Red = Track Managers
Executive Steering Committee Meeting
Florida PALM Project UpdateScope – Accomplishments
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Conducted Stakeholder Assessments with 16
entities Administrative Hearings
Agriculture and Consumer Services
Children and Families
Elder Affairs
Environmental Protection
Financial Services
Highway Safety and Motor Vehicles
Health
Legal Affairs
Lottery
Management Services
Military Affairs
Professional and Business
Regulation
Public Service Commission
Revenue
State
04/25/2018
Executive Steering Committee Meeting
Florida PALM Project UpdateScope – Accomplishments
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Continued development of Process Analysis
Documents ◦ Ongoing collaboration with DFS Divisions/Offices,
agencies, and FFMIS partners to gain a further
understanding of key business processes across 10
Process Areas
◦ Closed out 15 business processes and provided final
documents to contributing entities
◦ Continued development of 24 additional business
processes
04/25/2018
Executive Steering Committee Meeting
Florida PALM Project UpdateScope – Accomplishments
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Accepted Benefits Realization Management
Strategy
Prepared Major Project Deliverable for ESC
approval◦ Conducted remaining one-on-one meetings with ESC
members
◦ Finalized draft document for ESC review/approval
04/25/2018
Approval of Major Project Deliverable – Initial Draft
Recommendations of Statutory Changes
04/25/2018Executive Steering Committee Meeting
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Voting Actions
FACILITATOR: GRAEME FINLEY
Executive Steering Committee Meeting
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04/25/2018
Complete for Q3 of FY 2017-18◦ Proactive review focused on the ability of DFS to meet likely
needs of DDI◦ Independently reviewed capabilities and processes within Florida
PALM Project and support divisions
Eight of eleven original recommendations completed and being monitoring
Nearly complete◦ Florida PALM to develop a formal process for requesting and
tracking input from its DFS Stakeholders◦ DFS Stakeholders should establish and provide a business
calendar that identifies peak operational periods
In Process◦ DFS Functional Stakeholders should initiate a data quality review
for the data elements most likely to be required by Florida PALM
04/25/2018Executive Steering Committee Meeting
IV&V AssessmentDFS Readiness Assessment Update
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IV&V evaluation focused on Project and
Department DDI readiness ◦ Pre-DDI activity execution progressing as expected
◦ Focus continues to be on better understanding current
state
Executive Steering Committee Meeting
IV&V AssessmentMonthly Assessment – March 2018
Overall Pre-DDI Execution Assessment Status
Green
On track per current timeline
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04/25/2018
Pre-DDI formed the foundation◦ Project Vision: definition and goals
◦ Team structure: organization, roles, and responsibilities
◦ Solution Selection: software and system integrator
Leverage the Florida PALM culture◦ Open and direct communication
◦ External / service orientation
◦ Adherence and compliance with polices
◦ Team development focus
04/25/2018Executive Steering Committee Meeting
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IV&V AssessmentChanging Gears – Transition to DDI
Frequent drivers of ERP project success:
◦ Effective governance
◦ Sponsor support and commitment
◦ User buy-in and adaptation to new processes
◦ Ability to make and stick to decisions is a common factor in
all of the above
Questions to Answer before Making a Decision
◦ Do you have enough information to make a decision?
◦ Have all stakeholders weighed in?
◦ Do the benefits out-weigh cost, and/or schedule impact?
◦ Does the decision increase or decrease risk?
◦ Does this decision align with the Project vision and goals?
04/25/2018Executive Steering Committee Meeting
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IV&V AssessmentCritical Success Factor – Decision Making
FACILITATOR: MELISSA TURNER
Executive Steering Committee Meeting
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04/25/2018
Executive Steering Committee Meeting
Upcoming Activities
Continue work on:◦ Reporting Workgroup Strategy◦ Case for Change Materials◦ Stakeholder Assessments◦ Florida PALM DDI Website Strategy◦ Knowledge Transfer Sessions with the Project Team◦ Integration Point Gap Analysis – Cycle 3◦ Data Assessment◦ Reporting Inventory Analysis◦ Technical Naming Standards Approach◦ Internship Strategy for Florida PALM◦ Pre-DDI Closeout Plan◦ Communication Exchange Hub Analysis◦ Benefits Register Template
Support SSI ITN
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04/25/2018
FACILITATOR: MELISSA TURNER
Executive Steering Committee Meeting
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04/25/2018
NEXT MEETING
WEDNESDAY, MAY 23, 2018
BUILDING 2, ROOM 1250
CONTACT INFORMATION
MYFLORIDACFO.COM/FLORIDAPALM