gap update - south carolinasceis.sc.gov/documents/gap_analysis_results_update_… · xls file ·...

Gap by Current Status

Row Labels Count of #Still An Issue 11Already Completed 102Process Change 30CO 4PBF 2SRM 8Reporting 5Grand Total 162

Gap by Module and Current Status

Row Labels Count of #Still An Issue

AP 2AR 3FXA 1GL 1GM 4

Grand Total 11

Gap Items Still at Issue

Row LabelsStill An Issue25Automated BillingResource-Related Billing (as well as Billing Plan-based billing) are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP.DOTGM26Automated update of grant objects for payroll

DHECGM33Legacy system provides budgeting and reporting at detailed level not currently supported by SAP.

SDEGM37Some agencies have more than one external fundSome agencies have externally multi-funded grants, which have more than 1 external fund. That is not allowed in SAP's grant master data and does not affect many grants.VariousGM63Discounts

DOC, ESC, VRDAP75Positive Pay As we are onboarding VRD composite reservoir activities for Work Training Centers, SCEIS will need to produce a positive pay file for this activity.VRDAP92Quantity based billing

DPS, DJJ, BCB, ORS, DOCAR93Recurring

The ability to systematically create recurring receivables for agencies which we are currently not doing in the SCEIS AR module. This requirement can be accomodated using standard AR functionality, that is currently not configured or tested. For inventory related billing there are several recurring billing options.DHHS, DDSN, DSS, DHEC, ORS

DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year.

Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system.

SDE has a project accounting system that tracks at the grant, function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy sub-program field does not map to any existing objects in SAP.

SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system.

Standard SAP functionality exists that will process discounts for vendors based on payment terms. This is currently not used widely in the SCEIS solution, so needs to be updated to reflect phase 3 & 4 agency business requirements and tested. Examples of requirements include, the ability to take discounts based on volume purchased and meet certain purchasing thresholds.

Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment discounts used by the agencies will all be able to be handled via standard SAP AP discount terms. The volume-type discounts are related to Purchasing, and should be added to the P.O. No other FRICE items were noted.

Several agencies need the ability for the system to calculate the bill based on rate and quantity. The current SCEIS AR solution will not accomodate this requirement, as it relies on the end user performing that calculation before entering. Agencies with inventory sale billing will be using the SD module to bill which will handle this requirement. Agencies that are non-inventory related, we will need further requirements to understand this requirement.

AR107ReceiptsDSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement.DSSAR113Automate Asset Shell creation

When purchasing multiple like assets, SCEIS requires the creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process. AllFXA139Additional Levels of Approval

DMH,GLGrand Total

The current SCEIS Journal Entry workflow has one level of approval within the agency, many agencies have identified the requirement to have an additional level

Agency can implement a manual approval level

FF0000GAP Analysis - Feedback

# System Module Process Area Gap Findings Status Solution Description Test Script 25 ECC GM Billing System DOT Low Post July, 2010 Future Phase Medium Critical to DOT Configure Solution

26 ECC GM Master Data System DHEC Low Phase 3 Medium HOLD Unknown N/A

33 ECC GM Passthrough F System SDE Low FRICEW item Out of Scope Future Phase High

37 ECC GM Master Data System Various Medium Phase 3 Medium

63 ECC AP Invoices Discounts System High Medium Delay until STARS is retired

75 ECC AP Positive Pay System VRD Medium FRICEW item Phase 3 Medium (FF007)

92 ECC AR Invoicing System High Phase 3 High Integration issue

93 ECC AR Invoicing Recurring System Medium Phase 3 Medium "Recurring Billing" script

Updated Status Name

Gap Classification

Agencies Affected

Business Criticality

Proposed Solution Type

Decision Responsible By

Review Required

Complexity of Solution*

PMO Review Comments

Training Course (if applicable)

Still An Issue

Automated Billing

Resource-Related Billing (as well as Billing Plan-based billing) are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP.

Configuration

Still An Issue

Automated update of grant objects for payroll



Business Process Procedure

Gap to be addressed

Still An Issue

Legacy system provides budgeting and reporting at detailed level not currently supported by SAP.



Still An Issue

Some agencies have more than one external fund

Some agencies have externally multi-funded grants, which have more than 1 external fund. That is not allowed in SAP's grant master data and does not affect many grants.


Gap to be addressed

Create new internal/external funds

IT124 Cycle 2

Still An Issue


Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment discounts used by the agencies will all be able to be handled via standard SAP AP discount terms. The volume-type discounts are related to Purchasing, and should be added to the P.O. No other FRICE items were noted.

DOC, ESC, VRD

Configuration

More information needed

Gap to be addressed

For testing purposes this functionality will be added into an existing script for cycle 3.

ITXX Cycle 3

Still An Issue

Payment Processing

As we are onboarding VRD composite reservoir activities for Work Training Centers, SCEIS will need to produce a positive pay file for this activity.

Gap to be addressed

Moved to Treasury

Still An Issue

Quantity based billing


DPS, DJJ, BCB, ORS, DOC

Configuration

Gap to be addressed

IT108 Cycle 2 w/ SD

Still An Issue

The ability to systematically create recurring receivables for agencies which we are currently not doing in the SCEIS AR module. This requirement can be accomodated using standard AR functionality, that is currently not configured or tested. For inventory related billing there are several recurring billing options.

DHHS, DDSN, DSS, DHEC, ORS

Configuration

Gap to be addressed

IT109 Cycle 2


# System Module Process Area Gap Findings Status Solution Description Test Script

Updated Status Name

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


107 ECC AR Receipts System DSS Low FRICEW item Post July, 2010 Future Phase Medium

113 ECC FXA System All Medium Out of Scope Future Phase High

139 ECC GL System DMH, Medium Out of Scope Future Phase Medium ?

Still An Issue

Non-AR Receipts

DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement.

Still An Issue

Asset Procurement

Automate Asset Shell creation

When purchasing multiple like assets, SCEIS requires the creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process.

Workforce Transition

Still An Issue

Journal Entry Workflow

Additional Levels of Approval





# System Module Gap Findings Status Solution Description Test Script 4 3 ECC FI PCA System High High To be decided (FE001)

5 3 ECC FI PCA System High High (FE001)

6 10 ECC FM Low Unnecessary Low FF367

7 3 ECC FM BCB Low Unnecessary Low EF407

8 3 ECC FM All Low Unnecessary Low

Updated status

Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


Already Completed

PCA codes (fund splitting)

Several agencies utilize PCA codes to simplify data entry. The user enters a code, and the line items are automatically populated with fields such as Fund and Grant. SAP has a fund splitting functionality, but it has only been rolled out for document chains (purchase requisitions, purchase orders, and invoices) and earmarked documents (Funds Management-specific documents). SAP plans to roll out the functionality to more types of transactions in the future.

SCEIS team has prototyped a custom solution to address PCA and will meet with affected agencies to review prospective design.

DHHS, Lt Gov, Gov, DSS

FRICEW item

CAB agreed on 4/30/2009 that this gap should be addressed in Phase 3

Gap to be addressed

IT118/119 Cycle 3

Already Completed

PCA codes on sub-grantee postings would split in-kind match on invoices, which must not be paid.

PCA codes related to sub-grantees can split many ways, such as federal, state (cost-match), and local (in-kind match). The in-kind match line items are currently posted to invoices in GAFRS but not paid. We are unaware of a way to have a line item on an invoice go unpaid.

SCEIS team has prototyped a custom solution to address PCA and will meet with affected agencies to review prospective design, which includes Certified Public Expenditures.

Lt Gov, DHHS

FRICEW item


Gap to be addressed

IT118/119 Cycle 3

Process Change

Master Data

Funds used to represent other funding sources

General consensus was that funds were used to represent Grants in Legacy System. SCEIS Design is to use Grants Management to Represent those funds. Often used to represents Grant but all understand that will be Grant Master will be used in the future

Examples from workshops:- Adj Gen - Use a sep fund to track contracts in 3056 (privately funded grant)- DMH – Uses fund to track for donations, are not tracked in STARS. Composite Reservoir/Cash & Cash Equvialents- State Housing – Funds used that represent Bank of New York Money – Trust fund expenditures, recorded in CG STARS as negative revenue(Composite Reservoir)- Judicial – Composite Reservoir accounts, state auditors office tracked in sep fund. Cash acct tracked by STO. - DSS – Epay settlement account (PubA) written out of sep bank acct, return amounts go to a sep account.- ORS – Regulatory Staff – automation around composite reservoir accts- ESC – transferring funds out of trust fund to UIA. Fiduciary Fund potentially

Agency Business Process

DHEC, Adj Gen, DMH, SHA, DSS, ORS, ESC


Gap to be addressed

ITXX Cycle 3/4

Already Completed

Master Data

Carry Forwards

Agencies need the ability to identify specific appropriations by fiscal year, within a fund. SCEIS can define new additional functional areas to meet this requirement.



Gap to be addressed

IT124 Cycle 1

Already Completed

Master Data

Use of Z Indicator for Fund Master Data

Agencies are not aware of the use of the Z indicator (5th digit in SCEIS Fund) to designate specific fund types. Will need to educate agencies on the GAAP fund types.



Gap to be addressed

IT124 Cycle 1


# System Module Gap Findings Status Solution Description Test Script Updated status

Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


9 3 ECC FM Budget DHEC Not ApplicaN/A Unnecessary N/A No Solution Required N/A

10 6 PBF ECC FM Budget SHA Low Closed Low

11 3 ECC FM Budget Medium Phase 3 Medium

12 3 ECC FM All High MMO, ITMO, High

13 3 ECC FM System All High Phase 3 Medium N/A HOLD

Already Completed

Automated Budget reconciliation

As SCEIS will be the agency accounting system and the Statewide Book of Record, there will be no need to reconcile between two systems. DHEC – DB with STARS level budget data which they use to reconcile to their agency level system (Oracle)

No Solution Required

Gap to be addressed

Budget Depreciation Expense

There are agencies that want to budget depreciation expense. Currently, no live agency today does budget depreciation expense but it can be done. In SAP however, there is not an AVC Check on the depreciation expense accounts. 4/30/2009 SHA no longer wants this funtionality per Kevin Lewis. CAB agrees to remove this gap.



CAB agreed on 4/30/2009 that this Gap can be Closed

Follow-Up with SHA

Already Completed

Budget for unbudgeted funds

There are agencies that have a budget associated with funds where in SAP we would not have an AVC Check. Budget can be created for these funds but this will need to be excluded from workflow approvals, interface to STARS and AVC. This is not a GAP but a business process and reporting issue


B&CB, DHEC, VRD, DMH, Tech

Configuration

Gap to be addressed

IT124 Cycle 2

Already Completed

Year End

Ability to encumber new fiscal year budget prior to start of FY

Current SAP Functionality does allow you to pre encumber for a new fiscal year. However, since this is a State wide system, the New Fiscal Year budget is not provided to SCEIS until two days prior to the beginning of a fiscal year. Most Agencies create future year Purchase Orders at least a month prior. DOC, DDSN, DHEC, DMH and many other agencies need to be able to encumber budget prior to the new fiscal year start.

SCEIS requires Statewide guidance from OSB, MMO, CG, & ITMO as SAP can accomodate either requirement. This is not a system gap but a policy gap, as both agency level and statewide level processes will be occurring in the same

Statewide Business Process

Decision Required

External SCEIS decision

Policy Decisions

Proposed solution by 12/31

Already Completed

Funds Reservation

Form for Funds Reservations

There is a standard form provided by SAP. No input has been given as to the data content of the form. The use of Funds Reservations will be more widespread than current agencies, thus the need to create a form that can be sent to the vendor (in lieu of PO)

FRICEW item

Gap to be addressed

Integration issue with MM (FF001) Deleted and merged with a MM form.



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


14 3 ECC FM System All High Phase 3 Medium (WF365)

15 3 ECC FM PRT Medium Phase 3 Low N/A

16 6 PBF ECC FM System High Phase 3 High (WF277)

17 10 ECC FM Low Out of Scope Future Phase High

Already Completed

Funds Reservation

Workflow for Funds Reservation Approval

Currently Funds Reservations are entered by the Budget Managers, due to the nature of the business and size of the remaining agencies to be implemented, this process will need to be pushed out to other end user roles. There is no workflow process or approval for funds reservations but requirements guide that it should follow a similar process to a direct pay voucher.

FRICEW item

Gap to be addressed

IT97/99 Cycle 3

Already Completed

Funds Reservation

Smart numbering for Funds Reservation Document

Currently, SCEIS does not have any logic in the numbering of Funds Reservation documents, much like Purchase Orders. PRT has some concern in being able to identify their Funds Reservations from other agencies. A matchcode could be created to view Funds Reservations by Business Area


Configuration

Gap to be addressed

Need to find out whether we can configure a match code for business area on FMX3 7/15/09 - Connie outlined the plan to cover this during the training classes. This is available by using reporting options.

Budget Workflow

Business Rules by Organization Structure

The current SCEIS design for budget workflow, uses the agency organizational structure to look for approvers for budget documents. It does not consider the cost/fund center that someone is assigned to but rather the agency. Due to the difference in size and complexity of organizational structure of phase 3 & 4 agencies, many have identified the requirement to be able to route based on cost/fund center.

DDSN, DMH, DHEC, DMV, DPS

FRICEW item

Gap to be addressed

IT99 Cycle 3

Process Change

Budget Workflow

Business Rules by Dollar Amount

The current SCEIS design for budget workflow does not consider any dollar amount whilst the document is being routed for approval. Several agencies have identified the requirement to exclude certain documents from all approvals if they fall below a dollar threshold. The business rules logic would need to be added to an already complicated workflow, to allow for automatic posting of certain transactions. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the state. In addition, it is not feasible to sustain the maintenance required to manage business rules by business area.


DDSN, DMV, SHA, DMH, DPS, DHEC,




Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


18 6 ECC FM High Finance Team High

19 6 ECC FM All High High

20 3 ECC FM Low Out of Scope Future Phase High

21 10 ECC FM Low Post July, 2010 Future Phase High

22 10 ECC FM Low Phase 3 High

Already Completed

Budget Workflow

Netting of Budget Transfers within the Agency that would typically require OSB Approval

As budget activity is occurring in a legacy accounting system, many agencies will net the transfers within their agency over the month before sending to OSB for approval. Currently the SCEIS budget workflow will not net activity within object code or department before sending to OSB for approval and thus the approval workload is likely to increase for OSB. SCEIS will require OSB to make a decision on which budget activity requires their approval and this logic will need to be enhanced in the Workflow.user.

4/30/2009: The CAB wants to avoid a customized process requiring an enhancement. They feel more information is required. Different approaches were discussed such as workflow all transactions to OSB but to specific analysts established by OSB or educate agencies on proper budgeting practices. Pat O'Cain suggested having a follow-


DMH, DMV, DDSN, DHEC, DPS

FRICEW item

Review in Process

(WF367) Configuration of Consistency Check and Development of Work Flow

IT99 Cycle 2

Already Completed

Budget Workflow

Budget Transfers between agencies

Currently the CG's Office will enter Budget Transfers manually into STARS for those that cross agencies. Agencies have the ability to transfer budget from one agency to another, based on legislative requirements. Currently SCEIS security is locked by Business Area, only SCEIS team members or Statewide functions would have the ability to create this document. Need to design and develop a process to accomodate this business requirement.

Example - BCB is allocated budget for programs that are adminstered by other agencies. They require documentation from receiving agency to transfer budget and OSB will have final approval on these transactions.


FRICEW item

CABCAB agreed on 4/30/2009 that this gap should be addressed in Phase 3

Gap to be addressed

(FW004) New Script may be needed. WF development. Configuration - New Doc Type and Budget Types

IT99 Cycle 3

Already Completed

Availability Control

Ability to control budget at different levels within an agency (by org structure, programmatic level)

Each agency has defined different scenarios for reporting and controlling budgets. In SAP, there is the ability to manage at this minute level, however, it would require extreme maintenance of AVC tables, which are controlled by the SCEIS Team. Currently, the agencies idenfited would like AVC at the Department Level within the Agency. Further details such as within the Department, AVC Control at the MAMI, Major, or Minor, as well as controlling by Program within the Department, have not been identified.


DDSN, VRD, BCB, DMH, DHHS, SCPRT, DOC, SCSDB, Tech.


Process Change


Notification for exhausting budget at departmental level to agency central budget office

Currently today the only AVC notification is based upon the Fund Center that is defined for the AVC check level. The requirement from these agencies would require an email notification to be sent to additional persons within the agency. Currently, system sends one message to end user defined in Master Data of Fund Center.


DSS, SHA, DHHS

FRICEW item

Process Change


Warning at level of budget exhaustion not at lower budget level , Not Related to AVC Level but Budget Level

Currently today the only AVC notification is based upon the Fund Center that is defined for the AVC check level. This is not standard functionality for Public Sector based upon the Agency's decision to AVC at specific Fund Center Levels. These agencies want an email notification sent to Department Managers where Availablity Control is set at a higher level. Current SAP Functionality for AVC is the only automatic notification based upon the FC defined for AVC Control not Budgeting.


DDSN, DMH, DHHS, DHEC, DMV, ETV, DSS, PPP


Gap to be addressed

Low Priority for FI team. Potential solutions - Business Object Dashboard/Modification to a existing FMAVCR01.

OUT of SCOPE

7/15/09 also developing an enahncement for Avail. Control (FE003) ON HOLD



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


23 3 ECC FM System High Phase 3 Medium HOLD

24 3 ECC FM Automate upload of budget activity (including transfers) System All High Phase 3 High

25 4 ECC GM Billing System DOT Low Post July, 2010 Future Phase Medium Critical to DOT Configure Solution

26 4 ECC GM System DHEC Low Phase 3 Medium HOLD Unknown N/A

27 10 ECC GM Postings All High Phase 3 Low Configure Solution

28 4 ECC GM System DHEC Low SCEIS FI Phase 3 High N/A

Already Completed

Business Process

Certified Public Expenditure (CPE)

In the Agencies today, there is a recording of Expenditure Postings to a 6006 (or like) fund based upon a percentage that an external entity is responsible for cash outlay. This amount is initially booked as an expenditure but needs to be reclassed to a balance sheet account. There is standard SAP functionality to automatically post the liablity but need will need further clarification from agencies.

B&CB, DHEC, DSS, Lt Gove, DOC, DDSN, DSS

Configuration

Gap to be addressed

State Qn - Is budget entered for 6006 (or like) funds?

Notes carry over in Status reports 7/15/09

Already Completed

Budget Postings

Upload Program

FRICEW item

Gap to be addressed

(FI009 / IF386) 7/20/09 No status on development. New script may be required.

IT97 Cycle 2

Still An Issue

Automated Billing

Resource-Related Billing (as well as Billing Plan-based billing) are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP.

Configuration

Still An Issue

Master Data

Automated update of grant objects for payroll




Gap to be addressed

Process Change

Cash by sponsored program in GM

It is important to display cash by sponsored program. Currently, GM configuration is not compatible with this requirement, but you are able to see cash by functional area (relationship exists between functional area and sponsored programs).

Currently, users can use BI to see their cash by functional area, which relates to sponsored program. A minor config change (and what should be small amount of testing) could get them cash directly at the sponsored program level.


Configuration

Gap to be addressed

IT65 - Cycle 1

Already Completed

Indirect Cost

Multiple IDC rates charged to each line of the grant

DHEC has scenarios where multiple IDC rates are applied on a given line item. SAP does not do this and SCEIS will require more information regarding the volume of grants this affects.

For scenarios where recoveries are posted evenly across multiple funds, the agency will use standard functionality. When recoveries are distributed unevenly across funds, the agency will need to post indirect cost manually.


Gap to be addressed



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


29 4 ECC GM System SDE Low Training Phase 3 High N/A

30 3 ECC GM SDE, DPS Medium Phase 3 Medium

31 3 ECC GM High Phase 3 High Follow up required

32 3 ECC GM SDE, DPS High Phase 3 High Follow up required

33 4 ECC GM Passthro System SDE Low Out of Scope Future Phase High

34 10 ECC GM All Medium Unnecessary Medium N/A

35 3 ECC GM System Medium Phase 3 Low N/A

Already Completed

Indirect Cost

Cannot calculate IDC on contract amounts greater than $25,000

When posting IDC, a certain sponsor will not allow the grantee to calulate IDC against amounts greater than $25,000 on a contract. They can still calculate against the first $25,000 - but nothing more. No BADIs exist that can perform this logic, so the only approaches are to modify the code or do a complex z transaction.

Federal Dept of Ed mandate that only $25k of contract expenditures are available for IDC. Continue to follow process

Gap to be addressed

Refer to Gap 32. The cap on IDC calculation can be manually handled.

7/15 - This has been discussed in the KT Sessions to verify with users that this is not technically possible and will not be done.

Already Completed

Passthrough Funding

Passthrough as allocations using detail level expenses

Currently, allocation to sub-recipients are charged to a general ledger account (517*) that represent allocations. There is no current approach in SAP which would be able to both show a line item as allocation-related and give the detail of type of expense (labor, supplies, etc.).

New GL accounts and Sponsored Classes could be created to accomodate this requirement - this would be for a "handful" of such accounts. Although DPS discussed the potential need for hundreds, we can only realistically



Gap to be addressed

IT65 - Cycle 1

Already Completed

Passthrough Funding

Passthrough functionality for one live/non-live agency

There are multiple approaches for passthrough functionality (sub-grants). We are currently not handling passthrough scenarios in SAP Grants Management, but we need to decide on the best method for setting up this data (for example, using sub-grants vs. sponsored programs for sub-grants).


SCSGC, LT GOV, CHE

Configuration

Gap to be addressed

IT65 - Cycle 1

Already Completed

Passthrough Funding

Passthrough functionality for two live agencies

Same as live/non-live agencies, except that it is a slightly different scenario. We need to set this data up in a way that we do not double count posting for sub-grants that also reside in SCEIS.


Configuration

Gap to be addressed

IT65 - Cycle 1

Still An Issue

Legacy system provides budgeting and reporting at detailed level not currently supported by SAP.



FRICEW item

Process Change

Passthrough Funding

Sub-grants can not be set up with external funds

SAP's standard design does not allow external funds on sub-grants. Their methodology is that once an agency receives funds, those funds are theirs to use. Any of those funds that they pass on to sub-grantees, therefore, utilize internal funds.

The requirement to use external funds for sub-grants complicates master data set-up, budgeting (including availability control), and reporting (including CAFR & FFA Schedule).



Gap to be addressed

While building our pass-through design, we found that this is not a true gap. Working with the functionality as-is will allow us to meet our design needs.

Already Completed

Master Data

Program Income (Master Data)

We are not currently using any program income master data in SAP GM. This is needed to discern program income revenue from other types of revenue.

DHEC, COMM, VRD, DMH, SHA


Gap to be addressed

Set up Master Data and business process for Program Income



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


36 4 ECC GM Budget System Medium Phase 3 Medium Set up business process

37 4 ECC GM System Various Medium Phase 3 Medium

38 4 ECC GM System All High Phase 3 Medium

Process Change

Program Income (Revenues increasing Budget)

SAP has functionality that posts budget based on program income postings (and other rules). This is not currently set up in SCEIS.

DHEC, COMM, VRD, DMH, SHA

Configuration

Gap to be addressed

IT65 - Cycle 1

Still An Issue

Master Data

Some agencies have more than one external fund

Some agencies have externally multi-funded grants, which have more than 1 external fund. That is not allowed in SAP's grant master data and does not affect many grants.


Gap to be addressed

Create new internal/external funds

IT124 Cycle 2

Already Completed

Master Data

Data Conversion/upload program

This was done manually in the past, with as many as 200 grants. In November, we are looking at thousands of grants. We need an upload program, since manual entry will not be possible.

FRICEW item

Gap to be addressed

FRICE Item (CF076) 7/15/09 - Greta is still working on this. As it is completed the team will unit test it and do central integration testing. Not part of a cycle.

IT124 Cycle 2



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


39 4 ECC GM Budget System All High Phase 3 Medium

40 8 ECC GM FFA Schedule System All High Phase 3 High (FR001)

41 10 ECC AP Medium N/A Out of Scope Future Phase Medium

42 10 ECC AP PRT Low Out of Scope Future Phase Low

Already Completed

Conversion/upload program

This was done manually in the past, with as many as 200 grants. In November, we are looking at thousands of grants, which will result in many thousands of budget documents. We need an upload program, since manual entry will not be possible.

FRICEW item

Gap to be addressed

FRICE Item (CF075) OSS Note was opened on this due to a BAPI problem. Will be tested internally when the issue is solved.

IT124 Cycle 2

Already Completed

Reporting

Automate the schedule of Federal Financial Assistance reports (BI Reports)

FRICEW item

Gap to be addressed

IT65 - Cycle 2

Already Completed

Vendor Master

Ability to create own vendor records

Agencies want the ability to create individual vendor master records. Currently the vendor would access and create a record directly through the CG self-service portal. The CG office is the "owner" of the vendor record and all new vendor records must processed through the portal.


DMH, DMV

Process Change

Vendor Master

Cross-referencing Vendors between systems for tax id purposes

Currently PRT has vendors in their AS400 system that they would need the ability to cross reference for tax identification purposes. Initial conversion/entry of these vendors would require that each has a FEIN or Tax ID number assigned. The transformation/crosswalk tables of legacy values to SCEIS will reside outside of SCEIS, it's the agencies responsibilty to ensure that the central vendor master record maps to their vendor records.



Highly critical to agency not SCEIS



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


43 3 ECC AP ALL Low Out of Scope Future Phase Low

44 3 ECC MM ALL High High HOLD - Future

45 3 ECC AP ALL Medium Training Out of Scope Low

46 10 ECC AP ALL Low Training Out of Scope Medium

47 10 ECC AP ESC Low Training Out of Scope Low

Already Completed

Vendor Master

Ability to update SCEIS with crosswalks from subsidiary systems; Unclear whether this is for ongoing processing after go-live

Initial conversion/entry of these vendors would require that each has a FEIN or Tax ID number assigned. The transformation/crosswalk tables of legacy values to SCEIS will reside outside of SCEIS, it's the agencies responsibilty to ensure that the central vendor master record maps to their vendor records.




Already Completed

Vendor Master

Multiple Remit-to Addresses

Many vendors will have multiple remit-to addresses related to the one FEIN vendor. These addresses are primarily used with PO related invoices and the ability to identify vendors use easily is required. Users need the ability to select Invoicing Parties (remit-to) with addresses different from the Order-from vendor. There is standard functionality in SAP that can meet this requirement but need to work with MM team to see how the relationships are mapped in current vendor file.

After gap analysis, it was determined that the current SCEIS vendor process and master data would require several modifications (development work) and a "clean-up of the vendor master data. 1) The MM team (Jim Waites) and the


FRICEW item

Additional Information Required

Review in Process

Already Completed

Vendor Master

Ability to change address at time of invoice.

Currently, you can select from multiple invoicing parties at invoice entry, but only select from vendors currently registered in SCEIS. No address changes currently allowed on the fly as the vendor record would need to be added or changed in SCEIS.


Gap to be addressed

Already Completed

Vendor Master

Need ability to enter "Attn Line" on Check, at the invoice level.

As the vendor file is statewide, the agency can request the additional remit-to vendor record created with reference to a specific office or person. This would need to be handled via the central vendor portal and not on the fly when entering an invoice. As SCEIS does not process the checks there is also the limitation of adding fields because they cannot be mapped on the outbound interface to STO.

As we transition to the STO to SCEIS, options may be available to address this issue.


Gap to be addressed

Process Change

Vendor Master

Smart numbering of Vendors

Some users want the ability to smart number vendors by class or source type. Currently, vendor account groups are assigned specific number ranges. No other smart coding is involved. If users need to identify vendors by material types, etc., vendor searches by materials group, etc. are currently available.


Gap to be addressed



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


48 3 ECC AP ALL Low CG Low N/A

68 3 ECC AP System All High Phase 3 High

49 10 ECC AP DOT Low OSMBA Low N/A

50 3 ECC AP System All High Phase 3 Medium

51 3 ECC AP High MMO, SAO Low N/A

Already Completed

One-Time Vendors

One-Time vendors use

The CG's office needs to give guidelines to agencies on the use of One-Time Vendors. Currently there is confusion amongst the agencies as to the appropriate use of a one time vendor. This functionality is currently available and active in SCEIS.


Decision Required


Policy Decisions

Craft email CG's office. Business Process change. Requires no configuration change.

Already Completed

Workflow

Bus. Rules - based on organizational alignment

The current SCEIS workflow does not route the approval based on cost/fund center. Several of the phase 3 & 4 agencies are organizationally more decentralized than the current live agencies. Additional information will be required from the agencies regarding how delineated this approval needs to be.

FRICEW item

Gap to be addressed

Process Change

Minority Vendors

Federal Minority Vendor Statuses

Currently DOT uses their own minority vendor statuses, not OSMBA statuses. The SCEIS solution for reporting on Minority status is currently certified by the Office of Small and Minority Business Administration and does not include status for states other than SC. Out of the 9 minority indicators, 2 of them are specific to DOT. Agencies with different minority vendor status requirements will need to work with OSMBA to incorporate different minority indicators than currently configured.


Decision Required


Policy Decisions

Business Process Change requires no configuration change.

Already Completed

Minority Vendors

Declassified within a Fiscal Year.

Agencies will need to be able to identify and report on qualified vendor activity for the year, even if the vendor has been declassified during the year. The agencies minority business plan is based on the fiscal year, which means they should be given credit for any expenditures and should not be penalized for the vendor's certification lapsing within a given fiscal year.

This is not current SAP functionality as there is not currently a validity period range. A vendor is either active or not. A BI solution is being researched to determine if a report can be built based on history of minority indicator, within vendor master record.

FRICEW item

Gap to be addressed

This was initially FR002 but was folded into another FDS that is currently being developed by Jim Waites for MM.

ITMM IM020B / EM292 Cycle 2 or Cycle 3

Already Completed

Invoice Tolerances

Conflicting Tolerance Requirements

SCEIS is currently configured to allow a line item tolerance of 5% (not to exceed $50), excluding sales tax and freight, this was based on SAO requirements. Agencies are split on whether tolerances should be allowed but as SAP tolerance configuration is at a Company Code level. SCEIS needs to have one solution for all agencies without having to complete complex development. Tolerance functionality will not allow for reporting of when a tolerance is invoked or not, as it is considered to be an immaterial amount.

The agencies that do not want a tolerance have already set up business processes within their agency to accomodate differences. The agency will either change the PO price or request a new invoice from the vendor before paying. Some agencies have also been written up during audit for


Yes - TECH, LLR, DHHS, SCJD, SHA, ESC, DHEC, VRD, BCB, SLED, ETV, ARCH, DMV, DOR

No - DDSN, DOC, DOJ, DMH,

Decision Required


Policy Decisions

Integration issue Business Process change and requires no additonal configuration.



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


52 3 ECC AP System Medium Phase 3 Medium N/A

53 10 ECC AP High SCEIS Integra Integration High Integration issue


55 7 SRM ECC AP DJJ Medium N/A Unnecessary Low



Already Completed

Invoice Tolerances

Override Capability

SAP configuration for tolerances is linked to the company code and is either on or off. Development would be required to have override capability at time of entering invoice.

PRT has identified the requirement to be able to make changes to amount per item for purchases that will be available for resale. Many agencies identified the ability to have a manager override tolerances.

Standard SAP functionality would allow the agency manager to manually release the invoice from being blocked with MRBR or the purchase order can be updated to reflect the correct price.

PRT, BCB, DSS


Gap to be addressed

Process Change

Invoices - PO

Override account assignment from PO

Some agencies have identified the need to change the account assignment on a PO related invoice, at time of invoice entry. To meet this requirement in SAP, best practices would suggest that the PO is updated with the correct account assignment and then invoice entry can take place. There are numerous potential impacts on the P.O. and the budget by providing this functionality. Need to


DMH, BCB, SCJD, ADJGEN

Configuration

Review in Process

IT115 IT118 Cycle 1 & Cycle 3

Already Completed

Invoices - PO

Enter Invoice without GR

Currently SCEIS is not configured to allow for an agency to enter an invoice before the goods receipt. Agencies should be allowed to enter and then let the system release once the GR is entered.

Need to work with MM team on 3-way matching

Configuration

Gap to be addressed

Integration issue. Will be tested in the MRBR Script.

IT01.2 Cycle 3

Invoices - PO

GRs for Blanket Orders

Blanket Purchase Agreements could be used (these require a GR). Also need to further define why these agencies require a GR for purchases made under a blanket P.O.


Gap to be addressed

Really an MM integration issue

Already Completed

Invoices - PO

Upload Program

Many agencies currently have interfaces or upload programs into their current legacy financial systems for PO related invoices. SCEIS will need to build like functionality to meet the volume and frequency needs of these agencies.

FRICEW item

Gap to be addressed

(FI001) A new script will be needed for Cycle 3 testing. John chapman is working on the new script.

IT112 Cycle 3

Already Completed

Invoices - Direct

Upload Program

Many agencies currently have interfaces or upload programs into their current legacy financial systems for Direct Pay invoices. This program will give the agencies the capability of uploading invoices referencing funds reservations, pass-through grant invoices and for IDTS. SCEIS will need to build like functionality to meet the

FRICEW item

Gap to be addressed

(FI002)A new script will be needed for Cycle 3 testing. John chapman is working on the new script.

IT111 Cycle 3



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


58 3 ECC AP Invoice System All High Post July, 2010 Future Phase High

59 3 ECC AP Invoices Recurring System High Phase 3 Medium

60 8 Reporting ECC AP Invoices System Low Training Out of Scope High

61 4 ECC AP Invoices Not ApplicaN/A Unnecessary

62 4 ECC AP Invoices System DMH High Phase 3 Medium

63 4 ECC AP Invoices Discounts System High Medium Delay until STARS is retired

64 8 Reporting ECC AP Travel System DHEC Medium Out of Scope Medium

Already Completed

Bank of America

All Phase 3 & 4 agencies use Bank of America Works program to manage the administration of their procurement cards. SCEIS will need to accommodate an interface to post these files (including invoices against POs and Funds Reservations) into SAP for timely processing but will standardize this across all agencies, as much as possible.

The interface to process the file from Bank of America

FRICEW item

Already Completed

Several agencies requested the ability to schedule recurring payments for rent, utilities, etc. They will need to be able to process these against a PO, Funds Reservation or Direct Pays. Standard functionality exists to process recurring payments in AP.

DDSN, PRT, ESC, VRD, DSS, DHEC, DJJ, DHHS, DOE, LLR, DMH, SCDAH

Configuration

Gap to be addressed

Standard functionality exists to process recurring payments in AP. A new script will be needed for Cycle 3 testing. John chapman is working on the new script.

IT109 Cycle 3

Validation of Key Fields

Several agencies have validations or enhancements in current accounting systems to read or validate data that is not financial related. Examples include the follwing;DOC & VRD - CPT & ICD9 codes-validate negotiated vendor rates for medical services, inmate numbersBCB - Retirement systemsVRD - Claims/SSNSIF - Claim numbrs

The codes are not standardised across the agencies or across the doctors. There is also inconsistency across the agency.

DOC, PRT, VRD, DOR, COMM, SCSIF, LLR, CHE, AG, DDSN, BCB

Gap to be addressed


Process Change

Duplicate Invoice Check

Current duplicate invoice check is at the company code (statewide) level and is based on the vendor number, invoice date, invoice/account number and amount. Some agencies had the concern that this check should be at the business level, as it may cause false errors but based on the criteria the system checks, it should be unique by agency.

It would require significant development effort to change this check to be by business area.


ESC, DHEC, DMV

Gap to be addressed

Not Applicable

Already Completed

Electronic Invoicing

Electronic Invoicing was defined as the receipt of invoice data in a file format that is read to load to the system (excludes invoices that are e-mailed (PDF, etc.)). DMH processes electronic invoices for telephone services within their legacy system.

Standard AP upload programs will be available (incl. Bank of America). This requirement falls outside of these development items.

FRICEW item

Gap to be addressed

Will be handled with standard upload program

Will be tested with invoicing script.

IT26 Cycle 3

Still An Issue


Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment

DOC, ESC, VRD

Configuration


Gap to be addressed

For testing purposes this functionality will be added into an existing script for cycle 3.

ITXX Cycle 3

Vendor Master

DHEC currently utilizes a travel system (TravelWin) that is fed vendor information from their legacy accounting system. As DHEC is being onboarded with Travel Management 2 months after go-live on Finance and Procurement, it is not feasible to build a custom interface for this short length of time.

A standard vendor index report will be available to download into Excel or Notepad that can be imported into their system until DHEC is live on SCEIS for Travel Management.


Gap to be addressed

Manual based on vendor report and as DHEC is being onboarded with Travel Mgmt 2 months after go-live



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


64 3 ECC AP Travel System DHEC Medium Out of Scope Medium

65 10 ECC AP All High CG Low N/A

66 3 ECC AP Low Phase 3 Low N/A

67 3 ECC AP System Medium Future Phase Medium

69 10 ECC AP Low Out of Scope Future Phase High

Already Completed

Vendor Master

DHEC currently utilizes a travel system (TravelWin) that is fed vendor information from their legacy accounting system. As DHEC is being onboarded with Travel Management 2 months after go-live on Finance and Procurement, it is not feasible to build a custom interface for this short length of time.

A standard vendor index report will be available to download into Excel or Notepad that can be imported into their system until DHEC is live on SCEIS for Travel Management.


Gap to be addressed

Manual based on vendor report and as DHEC is being onboarded with Travel Mgmt 2 months after go-live

Process Change

Credit Memos

Credits against Assets

Agencies will require the ability to post credits and rebates against assets and reduce capitalized asset value. There was some inconsistency amongst the agencies in the application of this credit and it's affect on the asset value. SCEIS will need a Statewide Business Decision from CG's office regarding this process.


Decision Required


Policy Decisions


Already Completed

Credit Memos

Collection schedule for large credits.

Credits from large vendors that cannot be taken at one time, must be able to spread over a span of time. The application of this credit would not necessarily apply to each vendor payment and would need to be able to apply credits as needed.

There is enough flexibilty in credit memo functionality that they can be applied directly to a specific invoice, PO or netted in the payment program by vendor, due date and business area. Standard functionality would not automatically "spread" credits, but allow the agencies to create credit memos with due dates spread out over the required period.


DSS, DDSN


Gap to be addressed


Already Completed

Workflow


Currently, workflow design accommodates up to 3 levels of approval within an agency. Agencies may need the ability to add additional levels of review/approval to the workflow process but this heavily depends on how complex their organzation structure is.

The SCEIS team considers this a lower priority for Phase 3 & 4 and this can be addressed in a future phase, if deemed necessary.

BCB, DMH, DOR, SHA, SCSIF, ETV, AG,

FRICEW item

CAB agreed on 4/30/2009 that this gap should be considered Future Phase

Process Change

Workflow

Bus. Rules - Miscellaneous

Some agencies identified the need to be able to route invoices for approval based on type of expenditure, specific vendor, travel, etc. The business rules to accommodate these requirements would be different for each agency. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the state. In addition, it is not feasible to sustain the maintenance required to manage business rules by business area.


SCJD, DDSN, DOT




Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


70 10 ECC AP Low Out of Scope Future Phase High

71 3 ECC AP High CG, SAO Medium

72 3 ECC AP Imaging High CG, SAO Medium

73 3 ECC AP Vertex Use Tax System ALL High Phase 3 High

74 3 ECC AP System High Phase 3 Medium

75 4 ECC AP Positive Pay System VRD Medium Phase 3 Medium (FF007)

Process Change

Workflow

Bus. Rules - Dollar Thresholds.

Some agencies identified the need to be able to route invoices for approval based on type of expenditure, specific vendor, travel, etc. The business rules to accommodate these requirements would be different for each agency. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the state. In addition, it is not feasible to sustain the maintenance required to manage business rules by


DSS, DOC, DDSN


Already Completed

Workflow

3-way Match Invoices

Several agencies expressed concern with having mulitple levels of approval for a PO related invoice that successfully met the 3-way match for PO, GR and IR. The current workflow requires all PO related invoices to be treated the same way, regardless of the approvals on the PR or PO.

The decision to let these invoices go straight to CG's office for audit needs to be agreed upon by the SAO and CG's office.


DDSN, DHEC, VRD

Decision Required


Policy Decisions

CG Audit. Business Process Change requires no configuration change.

IT107 Cycle 3

Already Completed

HIPAA-related data

Certain data may be required to be included with scanned image of invoice. HIPAA contains rules that regulate the electronic transmission of certain data (i.e., SSN). There may be an issue with the inclusion of patient or other data on the invoice images.

SCEIS will need a decision from the CG Audit group or SAO regarding the inclusion of HIPAA related information for audit purposes, as all invoices are required to be scanned.


DHEC, DOC, VRD, DJJ, DHHS, BCB, DMH, DDSN

Decision Required


Policy Decisions

CG Audit. Will add to an existing scriot for Cycle 3.

IT124 Cycle 3

Already Completed

Current process posts use taxes on an accrual basis in SAP, but the transfer of expense must still be made to STARS. Results in expenses being posted twice, and a manual JE to correct. A BW report is being developed to list all Use taxes with all relevant accounting elements to help the agencies to prepare the IDT to transfer funds to DOR, and to prepare the reversing JE for the initial expenses. We must also to explore the possibility of automating this process. This is a critical process for Agencies and SCEIS.

FRICEW item

Gap to be addressed

(FR003) A new script will be needed for testing In Cycle 3

IT119 Cycle 3

Already Completed

Payment Processing

Single Check per invoice

Agencies are currently able to require a separate check per invoice (by Vendor). Need the ability to designate single invoices for: Court Cases, Closing Packages, 3rd Party lockbox payments, grants, other.

SCEIS was designed and configured to group invoices together within a business area by vendor and due date. Additional payment terms will need to be configured and used to allow some agencies to process a single check per invoice. This could cause issues when follow-on bank processes are executed within SAP.

SDE, DSS, BCB, PRT, DMH, DHEC, DHHS, DPS

Configuration

Gap to be addressed

Script already written for Cycle 3

IT102 Cycle 3

Still An Issue

Payment Processing

As we are onboarding VRD composite reservoir activities for Work Training Centers, SCEIS will need to produce a positive pay file for this activity.

FRICEW item

Gap to be addressed

Moved to Treasury



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


76 9 CO ECC CO System All High Phase 3 High

77 9 CO ECC CO General System All High Phase 3 High

78 9 CO ECC CO System All Medium Phase 3 High

79 9 CO ECC CO System Medium Phase 3 High

80 3 ECC PS System High Phase 3 High

81 3 ECC PS Billing System DHHS High High

Internal Orders

Disaster cost accounting and allocation.

Accounting for the costs related to disasters is very important for two primary reasons. (1) Federal aid received has to be properly accounted for in order to give the State the ability to report back to the Federal government how the funds were spent (2) Key government officials in State government may want to quantify the cost of a disaster for internal and/or public management purposes.

Current design has not been used widely, thus needs to be tested more thoroughly to ensure that all integration points are considered (e.g. budget).

Configuration

Gap to be addressed

Originally planned for Cycle 1 but moved to Cycle 2

IT81 Cycle 2

Allocations

Without cost allocation, operational cost analysis and management would suffer significantly as well as the ability to answer queries from State government officials.Most agencies do some form of cost allocation for various purposes, largely internal management reporting but some may be for grant reporting, health care cost allocations and other external reporting, which makes them essential. SAP has allocation functionality that has not yet been configured.

Configuration

Gap to be addressed

IT66 Cycle 1

Allocations

Budget affect of allocations

This requirement is to ensure that certain allocation postings effect the budget. SAP has the capability to do this but is not yet configured for it

Configuration

Gap to be addressed

IT66 Cycle 1

Allocations

Statistical Key Figures

Statistical Key figures can be used to capture information such as, quantities on invoices, quantities of a material purchased, time charged, square footage or headcount, etc. These statistics can then be used for cost allocations purposes within SAP.

SCEIS would need to standardize the Statistical Key Figures as much as possible across all agencies and further requirements will need to be fleshed out. It is unclear whether this information is captured within their legacy

VRD, BCB, ESC

Configuration

Gap to be addressed

We define the SKF and then additional after 2010.

Originally planned for Cycle 1 but moved to Cycle 2

IT67 Cycle 1

Already Completed

Capital Projects

Project Systems

SCEIS currently uses internal orders to track capital projects but there are drawbacks with this process. Project Systems allows for flexibility to track large, complex, multi-year activities.

All who have CAP projects

Configuration

Gap to be addressed

IT80 Cycle 1 Cycle 2

Already Completed

Federal fund reimbursement billing

Need to be able to track project phases for matching of Fed Funds from other State entities, then bill the other agency with the project number. This is critical because it involves Federal Funds.

We will require more information from DHHS regarding this issue as it is heavily integrated scenario.

Configuration


Review in Process

Solution Pending. In Review currently.

IT81 Cycle 2



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


82 3 ECC PS Retainage High Phase 3 Medium

83 4 ECC PS System Medium Phase 3 High

84 3 ECC AR All High High

85 3 ECC AR High CG Medium

86 3 ECC AR System All High Phase 3 Medium

87 10 ECC AR System Low Training Out of Scope Medium

88 3 ECC AR Classifications System High Phase 3 Low

Already Completed

Cost Posting

Agencies that have long - term construction projects withold a certain amount of retainage from contractor invoices. SAP does not have a particular function for this. This is critical functionality since retainage is an essential part of the contractor / State relationship and project management. It is also an important inducement for contractors to perform in accordance with the contract.



Configuration

Gap to be addressed


Process Change

Cost Posting/ Security

Security on project reporting

One agency may have a project that is performed by another agency. An example of this is a project that is assigned to ESC but managed by the BCB State Engineer. In this case both agencies would want to have access to reports for that project. In the present configuration of SAP, reports may be viewed based on the agency to whom the project belongs. The ability to view accross business areas, is moderately important.


Configuration

Gap to be addressed

Set up in a Security Role. Will be tested with Roles in Cycle 3

IT83 Cycle 3

Already Completed

Customer Master

Statewide Customer Master File

Phase 3 & 4 agencies will be using the customer master records significantly more extensively than agencies have to date, this includes for AR and Sales & Distribution. The current process to request a new customer to be added to the statewide file involves filling out a form which is emailed and then manually added to the file. This current process will not be sufficient to handle the volume and complexity of new requirements for the customer master.


Decision Required

SCEIS Integration, CG


Policy Decisions

Develop ProcessJennifer Murim

IT105 Cycle 1 Cycle 2 Cycle 3

Already Completed

Customer Master

Agencies ability to create, manage and maintain customer master records.

Several agencies will require the ability to create and manage customer master records. As the SCEIS customer master process is not fully designed it is currently unclear as to how involved agencies will be in maintaining customer records.


DMV, SCFC, DPS, VRD, BCB, SHA, DJJ, DHEC, ORS, SCSGC, SLED, AdjGen, ETV, Tech,

Configuration


Policy Decisions

Dependent on above requirement

IT105 Cycle 1 Cycle 2 Cycle 3

Already Completed

Customer Master

Multiple "Bill To"addresses

Many agencies require the ability to have multiple addresses for one customer master record. Users need the ability to bill to one or more parties or on behalf of someone with an address different from that customer master. These customer master records would also need to be identified easily by the end user as a "Bill-to" or "Ship-to" address.

As SCEIS builds out the Customer Master process, this requirement will be accomodated.

Configuration

Gap to be addressed


Process Change

Customer Master

Smart numbering schema.

Currently, SCEIS is configured to create a system generated number for customer master records and some agencies need some intelligence built into their numbering system.

As SCEIS builds out the Customer Master process, all numbers will be system generated. As all crosswalk and transformation rules for interfaces will reside outside of SCEIS, the agency will be responsible for maintaining the

SDE, BCB, DJJ

Gap to be addressed


Already Completed

Customer Master

Several agencies need the ability to report on certain classifications that are lower level than Customer Master Account Groups. Examples include but are not limited to; Private and Non-Private; Non-profit classifications; college and university classifications and fraudulent customers. SCEIS will need to accommodate differentiating these types of classifications to meet both state and federal requirements.

VRD, BCB, DJJ,

Configuration

Gap to be addressed

Using a field on the customer master called "industry". Agencies populate the field if needed in their cust. Mstr data conversion spreadsheet. Discussed during KT Sessions




Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments



90 3 ECC AR Interface System All High Phase 3 Medium Integration issue

91 3 ECC AR Postings System DMV Medium Low

92 4 ECC AR System High Phase 3 High Integration issue

93 4 ECC AR Recurring System Medium Phase 3 Medium "Recurring Billing" script

94 3 ECC AR High N/A Phase 3 Low

95 3 ECC AR Interface System All High Phase 3 Medium

Already Completed

Customer Master

Conversion/upload program customer master records.

Agency customer master files will need to be converted via a program due to the volume. All customer master records have been converted manually to date. This will be for all customers including those related to inventory management.

FRICEW item

Gap to be addressed

Integration issue (CF074B) Conversion File. Spreadsheet & Guide have been submitted to the agencies

IT105 Cycle 2

Already Completed

Customer Master

Due to the number of subsidiary systems that rely on customer master information being passed back and forth. It is required for SCEIS that we build an upload and download programs for customer master information.

FRICEW item

Gap to be addressed


Already Completed

Security deposit tracking

Ability to track a security deposit for a customer to offset losses. The dollar amount on record pay that will cover losses when payment goes in arrears.

SCEIS will track this via customer debit memos which can be manually offset against future receivables if necessary.

Configuration


Gap to be addressed

outstanding requirement in Progress and will be tested in cycle 2. Script for invoicing.

IT108 Cycle 2

Still An Issue

Invoicing

Quantity based billing


DPS, DJJ, BCB, ORS, DOC

Configuration

Gap to be addressed

IT108 Cycle 2 w/ SD

Still An Issue

Invoicing

The ability to systematically create recurring receivables for agencies which we are currently not doing in the SCEIS AR module. This requirement can be accomodated using standard AR functionality, that is currently not configured or tested. For inventory related billing there are several recurring billing options.

DHHS, DDSN, DSS, DHEC, ORS

Configuration

Gap to be addressed

IT109 Cycle 2

Already Completed

Invoicing

Billing by Line of Service

Most agencies that process AR will need to bill by line of service, however, this is unique to each agency. This can be achieved by breaking out revenue object codes for services but the consideration must be made to standardize this as much as possible across the agenices as we use a statewide chart of accounts. Some agencies such as DHHS accomplish this by using revenue detail in GAFRS.


DMV, DSS, DHHS, BCB

Gap to be addressed

"Billings & Collections" Script


Already Completed

Invoicing

Many agencies have identified the need to automatically upload and download invoices for customers from information collected/transacted in a subsidiary system.

FRICEW item

Gap to be addressed

(FI006) "Billings and Collections" interface program. Tested in cycle 2 & 3 for billing and payments.




Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


96 4 ECC AR System Medium Phase 3 High


98 10 ECC AR Postings Medium Medium

99 3 ECC AR Invoices Pre-Paid Bills Unnecessary Not Applicable

100 3 ECC AR Bills System High Phase 3 Medium

101 3 ECC AR Dunning System Low Phase 3 Medium

Already Completed

Invoicing

Interest Calculation

Currently, the SCEIS AR module design does not automatically calculate interest. This process would need to be designed, configured and tested across the agencies. Currently most agencies manually calculate interest and they split between principal and interest, during payment application. For some, this interest is not included in the closing packages and the interest is reduced on their books and remitted to the state.

ORS is currently the only agency to automatically calculate interest in their legacy financial system. We will need to automate this calculation in phase 3 for ORS but process for all other agencies need to be prioritized.

ORS, DHHS, DHEC, VRD, DMH

Configuration

Gap to be addressed

Need more information from other agencies as to complexity of interest calculation

"Billings & Collections" Script.

IT108 Cycle 2

Already Completed

Reporting

Gross vs. Collected Revenue

Agencies will need the ability to report on revenue that is billed vs collected. This report can be built in BI to accomodate this requirement but will need further information from agency about exact reporting requirements.

FRICEW item

Gap to be addressed

(FR004/FR005) Reporting

IT106 Cycle 3

Process Change

Social Security Claims

Some agencies idenitifed the need to process Social Security claims that must be billed for benefits. For example, if VRD places the client in a position then VRD gets a refund on some of the benefits paid. ESC has similar program based on a fee schedule and therefore same design will apply for their agency.

SCEIS will be able to capture this information as a miscellaneous receipt.


VRD, ESC, DDSN, DSS

Configuration


Gap to be addressed

Outstanding requirement in Progress and will be tested in cycle 2.


Already Completed

A few agencies identified the requirement to be able to receive money for a bill before it's due. SCEIS can accommodate the requirement to bill and receive money before it is due. It can be posted against a customer or as revenue.


DMV, LLR, DSS, CJA

Not Applicable


Gap to be addressed


Already Completed

Correspondence

Several agencies will need to be able to automatically generate bills for customers, on a weekly/monthly/ad hoc basis. Each agency has their own format for their bill and want to create at least one bill per agency, which could easily be 30 forms.

SCEIS will need to standardize the output of the bill across the agencies but allow for flexibility of logo per agency.

DHHS, ORS, DSS, DOT, SLED, LLR, SCFC, ETV, CHE, DJJ, DMV, VRD,

FRICEW item

Gap to be addressed

"Billings & collections" Form


Already Completed

Correspondence

Outside of ORS, all of the agencies listed have manual dunning procedures for customers. SAP has the capability to automate and invoke dunning procedures for all agencies but this will need to be standardized across the agencies, as much as possible. All agencies expressed an interest in developing automated dunning procedures thus the SCEIS team considers this a future phase requirement.

DHHS, DSIT, BCB, ORS, DJJ, DMV, DSS, VRD

FRICEW item

Gap to be addressed

(FF03) Pending Customer Input? FDS ON HOLD for future development.



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments



103 3 ECC AR Aging Report System All High Phase 3 Medium (FR005) Reporting

104 8 Reporting ECC AR System Medium Phase 3 Medium

105 4 ECC AR All N/A Unnecessary

106 3 ECC AR Interface System All High Phase 3 Medium (FI006) Interface

Already Completed

Correspondence

Customer Statements

Agencies have identified the need to be able to produce customer statements for open items. SCEIS currently has an account statement available but this will need to be enhanced and consider the aging buckets. As with bills, we will need to standardize the output of the statement but allow for flexibility with logo per agency.

FRICEW item

Gap to be addressed

IT108 Cycle 2

Already Completed

Reporting

All agencies will require AR aging report based on standard aging buckets (e.g. 30, 60, 90). A BI report will be built to accommodate this requirement.

FRICEW item

Gap to be addressed

IT105 Cycle 2

Reporting

Medicaid Billings

All Medicaid related agencies will need the ability to report to report on billed vs collected revenue for medicaid. The uncollected revenue may need to be written off to a contra uncollectable revenue account, which would also need to be included in the report.

All agencies that receive Medicaid

FRICEW item

Gap to be addressed

(FR006 Originally) Moved to CO and requirements changed per Martin Taylor. New Development for a cost report. (Now assigned to CO and assigned RF406)


Process Change

Customer Payments

Credit Card payments to Customer Receivable

Currently all credit card payments are processed via the inbound interface from STO. This data is aggregated and posted based on terminal ID, which defaults the account assignment. This process does not allow for the application of electronic payments to specific customer receivables. Agencies will need to manually apply the payment to the customer after the interface has recorded the payment. SCEIS is very limited in it's ability to change this process because it depends on the STO and Banking design, which


Not Applicable

Gap to be addressed

Not Applicable

Already Completed

Customer Payments

Many agencies have identified the need to automatically upload or download of payments for customers from information collected/transacted in a subsidiary system.

FRICEW item

Gap to be addressed

IT100 Cycle 3



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


107 4 ECC AR Receipts System DSS Low Post July, 2010 Future Phase Medium

108 4 ECC AR System High Phase 3 Medium (WF364) Deposit Script

109 3 ECC AR IDT All High Phase 3 High

110 3 ECC AR IDT System All High Phase 3 High

Still An Issue

Non-AR Receipts

DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement.

FRICEW item

Already Completed

Deposits

Workflow for Deposits

Agencies agreed upon having one level of automated approval for deposits required within the Agency and STO rejection notification. Current deposit workflow is kicked off after the agency has posted the deposit and the STO approval is automated. Enhancement to add one level of approval within agency.

DSS, LLR, DJJ, DDSN, DMH, SCJD, ETV, DMV

FRICEW item

Gap to be addressed


Already Completed

Live to Live Process

The current SCEIS IDT process for live to live agency transactions will not be adequate for the Phase 3 & 4 agencies because of volume and complexity of transactions. Currently the Live to Live process relies on a SCEIS team member to clear the transactions, does not accomodate partial payments and is cumbersome for end users. The volume of IDTs will be significantly higher with the next 2 phases and this process needs to be addressed before they go-live.

To fix this process would require coordination from CGs Office and SCEIS team to address business process and system constraints.


FRICEW item

Gap to be addressed

(FE004/EF375) Combined

IT12IDT_Script Cycle 2 Cycle 3

Already Completed

Non-Live to Live or Live to Non-Live Process

As with the live-to-live process, there are some issues with the IDT process that need to be addressed before onboarding more complex and high volume agencies. Partial payments will need to be addressed and ease of use for data entry.

FRICEW item

Gap to be addressed

(FE004/EF375) Combined

IT12IDT_Script Cycle 2 Cycle 3



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


111 10 ECC AR Imaging Checks Medium SAO Medium Not in Scope N/A

112 10 ECC FXA All High Training Out of Scope Medium

113 4 ECC FXA System All Medium Out of Scope Future Phase High

114 3 ECC FXA System All High Phase 3 High

115 3 ECC FXA System All Medium Phase 3 Medium


Process Change

Some agencies identified the potential requirement to link images of deposited and return checks back to individual receivables/customers. This requirement can be accomodated in SCEIS but would be very cumbersome for the agency to apply these images to reversals. Need decision from SAO as to whether is this an audit requirement.


DHHS, DDSN,

Decision Required


Policy Decisions

Process Change

Asset Procurement

Capitalization trigger

SCEIS does not have an automated capitalization trigger in procurement process. Currently all agencies want some sort of logic built into the workflow to automatically determine what is a fixed asset or low value asset based on dollar amount or NIGP code. This functionality is not available in SAP. The current process is to rely on procurement personnel or accountants to know the capitalization policy and ensure that the accounting for every transaction is appropriate.


Gap to be addressed

Still An Issue

Asset Procurement

Automate Asset Shell creation

When purchasing multiple like assets, SCEIS requires the creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process.


Already Completed

Master Data/Reporting

Location codes -- Insufficient location codes for assets in SAP

Agencies want the ability to track assets by Location, building, county, etc. and need up to 5 fields within an asset master for the above different types up of info. This is very important for inventory and internal control purposes. The solution is complex in that it requires expanding the masterdata screens in SAP to include various desired categories.

FRICEW item

SCEIS Integration

Gap to be addressed

Integration issue because this may be tied to Inventory not Assets (FE005)??? 7-22-09 All Master Data GAPs are dependant on FRICE development. Will be tested in Cycle 3.

IT110 Cycle 3

Already Completed


Low value asset classification codes

Need to be able to expand the categories of low value assets in the LVA Class in the system currently to perhaps identify laptops, certain types of Guns, etc.. This is very important to law enforcement agencies in tracking law enforcement equipment. As this configuration is company code dependent these classifications will need be standardized as much as possible.

Configuration

SCEIS Integration

Gap to be addressed

7-22-09 All Master Data GAPs are dependant on FRICE development. Will be tested in Cycle 3.

IT110 Cycle 3

Already Completed


Disposal codes

SCEIS does not have any asset disposal reason codes currently configured. Need to track asset disposals by various tracking codes for reporting purposes. This requirement is driven by internal management requirements and practices.

Configuration

Gap to be addressed


IT110 Cycle 3



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


117 4 ECC FXA Asset history System DPS, DMV Medium High HR/PY Integration

118 11 ECC FXA Disposal All Medium CG, SAO Medium

119 11 ECC FXA All Medium CG, SAO Medium

120 3 ECC FXA All Medium CG Medium

121 3 ECC FXA Medium CG, SAO High

122 3 ECC FXA BCB, ESC Medium CG Low

123 10 ECC FXA Assets on loan System VRD Medium Phase 3 Medium


Process Change

Reporting

Asset tracking and history by employee not available in SAP as configured. Need ability to track the history of assets (e.g., who has been assigned the firearm throughout its life?). This is critical for sensitive items.

Configuration

SCEIS Integration


Review in Process

IT110 Cycle 3

Already Completed

Trade in accounting

Asset trade in process and accounting differs by agency. It is up to the State to determine whether all agencies should follow the same way of calculating trade ins. The differences are likely to be immaterial from a financial accounting standpoint.

SCEIS will need decision from CG and SAO as to how this should be handled across all agencies.


Decision Required


Policy Decisions

Need more feedback from CG's Office. Will follow up with Bruce and Betsy Lawson.

ITXX Cycle 3/4

Already Completed

Depreciation

Salvage value calculation

Some agencies use a salvage value in determining depreciation and others don't. The difference in methods is likely to be immaterial but may have some importance from a State-wide accounting consistency standpoint.

SCEIS will need decision from CG and SAO as to how this should be handled across all agencies.


Decision Required


Policy Decisions


ITXX Cycle 3/4

Already Completed

Asset Acquisition

Follow on vendor charges affecting capitalization value

Agencies do not have common treatment of freight or sales and use tax calculation for capitalization purposes. This also may be insignificant financially although inconsistent from an accounting standpoint.

SCEIS will need decision from the CG's Office as to how this should be handled.


Decision Required


Policy Decisions


ITXX Cycle 3/4

Already Completed

Depreciation

American Hospital Association depreciation rules -- not separately defined in SAP presently.

Certain agencies depreciate assets based on an AHA (American Hospital Association) schedule for In-facility assets. This is to conform to regulatory reporting standards and is critical. SAP is presently not configured for such depreciation accounting.

SCEIS will need decision from CG's Office & SAO as to how this should be handled.


DDSN, BCB, ESC, DMH, DAODAS, DJJ, DOC, DSS

Decision Required


Policy Decisions


ITXX Cycle 3/4

Already Completed

Depreciation

General ledger accounts for assets found after year end are not in SAP

Certain agencies would like to post depreciation for assets found after year end that should have been reported in previous period to a special account reserved for such. SCEIS will need guidance from CAFR group, as to how these should be accounted for.


Decision Required


Policy Decisions


ITXX Cycle 3/4

Process Change

Asset Acquisition

Need to track assets on loan to agency in the system. SAP has no functionality to track loaned assets. Only one agency expressed this as a requirement.


Gap to be addressed

Need more information from other agencies.

IT110 Cycle 2

Already Completed

Asset Acquisition

Donated or Confiscated Assets

Need to distinguish between assets donated and assets confiscated for management reporting. SAP is not currently configured to make this distinction. Most agencies will need the ability to record assets that were donated without a financial impact.

Configuration

Gap to be addressed

IT110 Cycle 2



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


125 10 ECC FXA System DPS, VRD High Medium

126 3 ECC FXA Imaging System All High Phase 3 Medium Imaging Integration

127 3 ECC GL Postings Petty Cash Medium Unnecessary Medium

128 3 ECC GL Postings Change Funds Medium Unnecessary Medium 7/31/09 same as 127

129 3 ECC GL Postings Accruals System Medium Phase 3 Low

130 3 ECC GL Postings Loans System Medium Unnecessary Medium n/a

131 4 ECC GL Postings Capital Leases System High Phase 3 Medium

Process Change

Reporting

Pass-through grant asset tracking

Pass-Through grant related assets need to be accounted for but not recorded on the agency's books. SAP does not have the capability to record assets in the Asset Management Module without them being on the books. Recommend that agencies use spreadsheets to track these assets.

4/30/2009: DPS does not need this to be treated as an asset in SCEIS. DPS wants to be able to add the asset information to a text field on an invoice, and then be able to download that asset information from a report. CAB and DPS agree this is a workforce transition issue.


CAB agreed on 4/30/2009 that this gap should be addressed in Phase 3 as Workforce Trasnisition issue

Gap to be addressed

Need more information from these agencies as to whether there is a grantor requirement.

IT65 Cycle 2

Already Completed

Master Records

Multiple agencies identified the need to attach scanned/electronic documentation to asset records because of scrapping, donations, transfers etc. Imaging is not currently active in the fixed asset module

FRICEW item

Gap to be addressed

IT110 Cycle 2

Already Completed

The current petty cash process designed and configured in SCEIS is not widely used and the impact of onboarding agencies with significantly higher volumes of data needs to be addressed. The process will need to take into consideration closing package requirements and agency requirements.


DHHS, SCSGC, Gov, DOR, DAODAS, SCFC, Adj Gen, ETV, SCJD, AG, DMV,


Gap to be addressed

7/31/09 check w/Kay Incomplete - Pending additional information from agencies. Anticipated solution will require creation of master data- no config or development

IT97 Cycle 2

Already Completed

BCB, DMV and PRT have several petty cash/change making funds that will need to be accomodated into the SCEIS solution. PRT also needs to track the replenishment of stolen funds separately.


BCB, DMV, PRT


Gap to be addressed

IT97 Cycle 3

Already Completed

Accruals is standard SAP functionality but is currently not used at all in SCEIS. Several of the Phase 3 & 4 agencies will require the ability to record interest, tax, payroll, bonds, investments, receivables accruals on a monthly or annual basis. This functionality will need to be configured and tested to meet these requirements, currently there does not seem to be any enhancements required.

ORS, SHA, PPP, CHE, DOR

Configuration

Gap to be addressed

7/31/09 Payroll Accrual 2 Doc types. FBS1 used to post and reverse accruals. Creation of new GL/commitment items which will be irrelevant to FM. Configure FM to bypass posting to these comm.

IT97 Cycle 3

Already Completed

Many agencies track long term notes receivable or payable within their legacy accounting systems. Currently no requirements have been identified to implement the Loans Management module within SAP. SHA & BCB have the most significant loan activity to track and SHA has a full suite of products that will be interfaced into SCEIS for loan tracking activity. BCB will need the ability to track loans in AR or AP.

CJA, BCB, DOT, Gov, SHA, PPP, DHHS


Gap to be addressed

Nothing required for now. Agencies will post JE to update loan GL totals. No loan details in SAP-FI. Agencies will need to provide any additional GL accounts

Already Completed

SCEIS does not currently have a capital lease process designed and tested and a few agencies have identified the requirement to be able to track this information. This process will need to be designed with the CAFR group to ensure that we build the process with statewide and GAAP accounting requirements.

Not all capital leases allow for the asset to be kept at the end of the lease.

DOC, BCB, ESC, AG

Configuration

Gap to be addressed

7/31/09 Meeting Scheduled In process with AA team. Additional STARS interface mapping.

ITXX Cycle 3



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


132 8 ECC GL System High Phase 3 High

133 10 ECC GL Low Out of Scope Future Phase High

134 3 ECC GL Medium Out of Scope Future Phase High Interfund loans

135 4 Reporting ECC GL System Medium Phase 3 High ?

Already Completed

Cash Management

Cash Flow Reporting

Current cash flow reporting in SCEIS is immature and there are several business requirements of the larger agencies, to have a more robust cash flow reporting capability. Enhancement Package 4 includes new functionality for public sector cash flow reporting which will need to be implemented to meet these requirements. The agencies will need to be able to run reports to see pending accounts payable transactions to be processed and pending deposits. As the banking structure currently resides within STO's FMS not SCEIS, there will be limits to the reporting that can be implemented

BCB, DDSN, DPS, DMV, DHHS

Configuration

Gap to be addressed

7/31/09 Chuck & Susanne F. Ph3-Nov 1 - A report in BW- Production was modified to produce a report. "FI vendor actuals (open) by Exp/Rev". To be used by agencies initially. This only addresses the upcoming AP payments due but no actual cash balances. Agencies will be required to pull that data separately and compare. Look at FE006/EF001B Ph3-Post development ASAP - Additional reports to combine CASH balances with pending transactions into one report will be needed as a more comprehensive solution. Additional - TBD/financeial statement impact - Need to evaluate SEPARATE issue on CASH FLOW management and reporting. Implementation of the cash management provided in Enhancement pk 4 was not undertaken yet. Need to be re-evaluated and a separate GAP tracking intem created.

IT108 Cycle 3

Process Change

Cash Management

Reserving Cash at time of Expenditure.

SAMS agencies have the ability to reserve cash at time of invoice, so that the cash is now unavailable for any other purchase. SAP does not have the ability to reserve cash at time of invoice, as it is an accrual basis accounting system and therefore only considers budget at time of processing an expenditure.

Enhancement package 4 has more sophisticated public sector based cash flow reporting which should allow agencies to manage cash more effectively, rather than actually reserving cash.

Training issue and workforce transition


DPS, DMV, CJA


Already Completed

Cash Availability Control

Borrowing Limits

Some agencies control the amount of cash that can be processed over the balance by instituting borrowing limits. This is related to restricted and earmarked funds not Federal funds. Currently the enhancement either stops or doesn't stop the transaction due to cash availability, the program would need to be changed considerably to institute borrowing limits.


DHHS, DSS, Lt Gov, CJA, BCB, AG & SCPRT


Cash Availability Control

By Grant & Phase

Many agencies need the ability to control cash by fund and grant, specifically for non Federal Funds. The current SCEIS Cash by Fund enhancement does not consider grant, thus the enhancement will need to be updated.

DHHS, DSS, Lt Gov, DOC, BCB, VRD, Gov, DOR, DAODAS, LLR

FRICEW item

Gap to be addressed

7/20/09 - Originally EF001B - submitted to Tech 5/12, changed from FE006 to EF001B. On Hold per Tanya 5/14/09.



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


136 3 ECC GL Banking System All High Phase 3 High

137 3 ECC GL Banking System All Medium Phase 3 High

138 3 ECC GL System All High Phase 3 Medium

139 4 ECC GL System DMH, Medium Out of Scope Future Phase Medium ?

140 4 ECC GL System All High SCEIS FI High

141 3 ECC GL System High Phase 3 Medium RF404

Already Completed

Composite Reservoir Accounts

Many agencies have composite reservoir accounts to expedite check/deposit processing for their varying business requirements. These accounts are given out by the STO's Office to the agency and the agency is required to balance the account via bank statement. To date we have not bought in the activity of any of the composite reservoir accounts into SCEIS but at least two agencies will require that we do. DMH has 2 composite reservoir accounts that are currently running in SAP and have check printing capabiliites. VRD has a composite reservoir account(s) that is used in their Work Training Centers and this functionality will need to be processed out of SCEIS.

Configuration

Gap to be addressed

7/31/09 - On going with Susanne F & Tanya. Meetings being held. Treasury in Process.

ITXX Cycle 3/4

Already Completed

Non-STARS bank accounts

Several agencies operate cash/bank accounts that are not recorded in STARS. The activity/balance of these accounts are recorded for Statewide purposes on a closing package. Some of these accounts will need to be tracked in SCEIS but not reported to STARS for statewide purposes, this can be accomplished by filtering out this activity via the interface. It is unclear how many bank accounts this represents and what activity will be recorded. Below are examples gathered during workshops:

Configuration

Gap to be addressed

Phase in as decided.

7/31/09 - Treasury In Process

ITXX Cycle 3/4

Already Completed


Differentiate between internal and external journal entries for CG approval

The current SCEIS Journal Entry workflow has all journal entries routed to CG for approval. The volume of Journal Entries will significantly increase with the Phase 3 and 4 agencies and many of these documents will not need to be approved outside of the agency.

SCEIS will need to work with CG's office to build business rules into the workflow, and only have those routed for approval that require it.

FRICEW item

Gap to be addressed

Business rules will need to be added to WF to only send JE's to CG's office that are required (WF272) 7/23/09 - Additional discussions w/CG pending to review options in order to

IT118/119Cycle 3

Still An Issue






Already Completed


Transfers between departments within an agency or inter-agency journal entries

Currently the CG's Office will enter Journal Entries manually into STARS for those that cross agencies. Agencies have the ability to transfer cash from one agency to another, based on legislative requirements. Currently SCEIS security is locked by Business Area, only SCEIS team members or Statewide functions would have the ability to create this document. Need to design and develop a process to accomodate this business requirement.

Example - DMV/DOR collects money on behalf of other agencies and then will distribute back to the agency as required.

4/30/2009: CAB suggested we restrict this to cash/revenue transactions only, or somehow limit this to a specific set of transactions.

FRICEW item


Gap to be addressed

7/31/09 No configuration required. Security: Security Role requirements provided to security team. Workflow: Rule added to JE workflow FDS requirements to send these documents to the CG.

IT99, 118/119 Cycle 3

Already Completed

Reporting

Financial Statements

Several agencies prepare their own financial statements, either on a monthly, quarterly or annual basis. The statements are required to report to their boards on a monthly or quarterly basis. Agencies that process separate financial statements are also used for inclusion in CAFR preparation, rather than filling out closing packages.

DOT, SHA, BCB,

FRICEW item

Gap to be addressed

BI Reports 7/20/09 - Pending final FDS. Being reviewed with the BW team. TBD?

ITXX Cycle 3/4



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


142 8 Reporting ECC GL System ORS, VRD High Phase 3 Medium RF405

143 4 ECC FXA Custodian Tracking asset by personnel # with in AM. High Phase 3 Medium

144 10 ECC MM ALL (DNR r High Medium

145 11 ECC MM DOT Medium Medium

Reporting

Calendar Year based reports

ORS and VRD are required to report to external entities based on the calendar year, rather than Fiscal Year or Federal Fiscal Year.

VRD is required to report on W-2 information for non-employees for their Work Training Centers. The system that this processing occured in is being decommissioned by SCEIS

FRICEW item

Gap to be addressed

BI Reports 7/20/09 - Pending final FDS. Being reviewed with the BW team. TBD

ITXX Cycle 3/4

Already Completed


Configuration

Gap to be addressed


IT110 Cycle 3

Process Change

Purchase Order

Allow changes to purchase order value (tolerances)

SCEIS system was configured to allow changes up to 10% of total value of PO. Many agencies who are live on SCEIS want this restriction to be taken away as it is creating additional work. With the existing tolerance, a change or modification (amendment) greater than 10% of the original PO amount cannot be made. The purchase order has to be cancelled and another shopping cart created, approved and a new PO has to be created. Some of the agencies not live on SCEIS also want the tolerances restrictions removed, but some do not. The MM Team spoke to the MMO CPO and Senior Auditor and asked for their position. From an procurement audit standpoint, they do not require nor think it is necessary to have PO tolerance. They do, however, realize that a budget



CAB agreed to have tolerance removed 7/22/09.

Removed PO tolerance 7-22-09

Already Completed

Purchase Order

Do not allow Change Order in the field offices

DOT does not allow Field Offices to make changes to any purchase orders created by their Office.

Follow up discussions are needed to finalize this GAP.


Decision Required


Will review with DOT in preparation for Phase 4.

One level release strategy on PO implemented in Phase 3. Will conduct further discussion with DOT to determine if release strategies is resolution. (DHHS removed-inadvertently added.)

IT116, Cycle 1



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


146 3 ECC MM DMH, DMV,Medium Medium

147 3 ECC MM All High Phase 3 Medium

150 7 SRM SRM SRM Shopping System DMH, DDS High Out of Scope Future Phase High

151 10 ECC MM DMH Medium Out of Scope Medium N/A

152 10 SRM SRM MM DMH Medium Out of Scope Low Will review for future.

Already Completed

Purchase Order

Release Strategy for PO

DMH is on SAP. They have one step release strategy for approval of purchase orders. SCEIS does not have any release strategy for purchase orders.


Configuration


One level release strategy has been configured for required agencies.

IT116 Cycle 1

Already Completed

Purchase Order

Framework orders

DMH is on SAP. They use framework orders (with and without encumbrance). SCEIS does not use this functionality currently because it does not allow use of multiple account assignments on single line items. Other agencies will also need to create framework purchase orders without funds encumbrance.


Configuration

Gap to be addressed

Configure framework orders in SCEIS

IT125 Cycle 1

Ability to Pre-encumber funds on SC creation

DMH pre-encumbers funds when they create requisition in their current SAP system. SCEIS uses SRM to create shopping cart (equivalent to requisition). Shopping cart does not pre-encumber funds.


Funds can be encumbered by using a funds reservation. The funds reservation will need to be cancelled when the PO is created.

Process Change

Purchase Order

Ability to Print invoice address desired by user on PO.

Currently SCEIS system prints default invoice address assigned to a purchasing group. DMH would like to have ability to pick and choose the invoice address at the time of PO creation.



Invoice address defaults to purchasing group (individual creating PO). User can change default.

Contracts

Additional contract types

DMH uses different contract types for reporting purposes. Current SCEIS system allows one type of Agency contract - "Agency Value Contract".Follow up discussions are needed with DMH to finalize this GAP.



Review in future



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


153 10 SRM SRM MM DOT, DHHSHigh Out of Scope Future Phase Low

154 10 SRM SRM MM DOT Medium Training Out of Scope Future Phase Medium

155 10 SRM MM VRD, DMV Medium Out of Scope Medium N/A

155 10 SRM SRM MM VRD, DMV Medium Out of Scope Medium

156 10 SRM SRM MM All Medium Phase 3 Low

158 3 SRM MM All Medium Medium

Contracts

Ability to encumber funds on contract creation

DOT and HHS would require system to encumber funds on contract creation. Current SCEIS system does not encumber funds on contract creation.



Not standard SAP functionality.

Create funds reservation for contracts or create a purchase order rather than contract.

Contracts

Smart numbering

DOT uses smart numbering system for contracts. This is done for reporting purposes. SCEIS uses system assigned sequential number for contracts. DOT also has smart numbering for inventory. SCEIS will use sequential numbers for inventory and can cross reference existing numbers.Follow up discussions are needed with DOT to finalize this GAP.


Smart numbering can be assigned in a custom field and reports can be generated based on such custom fields.

Process Change

Contracts

Workflow approval when contracts are changed

VRD and DMV require 3 to 5 approvals when contract is changed. SCEIS system does not have workflow approval process for contracts.




Create contract change approvals outside of SCEIS or use PO and release strategy instead of contract.

Contracts

Workflow approval when contracts are changed

VRD and DMV require 3 to 5 approvals when contract is changed. SCEIS system does not have workflow approval process for contracts.



Decision Required

Approve contract changes outside SCEIS system or use PO and release strategy.

Contracts

Track different versions of contract

Agencies need to track different versions of contract. Version control was originally implemented in SCEIS but then had to be turned off as it records every change (example: a typo) as a revision.

Version control can be configured to be based on specific fields (e.g. price, qty,)


Configuration

Review gain in future.

SCEIS will not configure Version control for Phase 3. Agenceis will be able to track changes to contract if changes are made in the SCEIS system. (Any attachment changes will not be tracked.)

Already Completed

Purchase Order

Agency to Agency PO's for non-stock items

Most of the agencies cut purchase orders (with T's & C's) to Prison Industries and other state agencies with justification MMO 136 (contract between state agencies). Current SCEIS system configuration does not allow PO's to be created for state agency.


Decision Required

Reviewed Process

Create fund reservations.



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


159 10 ECC MM DMH Medium Medium

160 3 ECC MM All Medium Phase 3 Medium N/A

161 3 SRM ECC MM Low Low

162 3 ECC PS All High Phase 3 High (FC001)

163 3 ECC PS All Medium Closed Medium N/A

164 10 ECC PS All Low Future Phase Medium

Process Change

Purchase Requisition

Release Strategy for requisition

DMH - When invoice amount is greater than PO, they update the requisition which triggers release strategy on requisitions and then PO is updated based on approved requisition. In current SCEIS system we do not have requisitions in ECC.




Reviewed Process

Already Completed

Purchase Order

Conversion/Load Program for POs

This was done manually in the past as volume was not much. In November, we are expecting large number of open PO's. We need an upload program, since manual entry will not be possible.


FRICEW item

Gap to be addressed

(MC008) Conversion Program

Contracts

Replicate line item on contract

For agency contracts, plant is specified at the line item level. So far we have had one plant per agency. Hence, the contract created for a plant could be used by all users in that agency. After November go-live, we would have some agencies with multiple plants. In order to use the contract agencywide, buyers will have to replicate all line items in contract to incorporate all plants within a agency. This could become cumbersome if there are multiple line items on a contract. We would like to have a program to automatically replicate line items on contract for all plants within a agency.


FRICEW item

Reviewed Process

(ME008) Program being developed

IT70A Cycle 3

Already Completed

Project Master Data

Conversion Program

To date, SCEIS has not used Project Systems and has had the ability to load capital projects manually using the internal order. The volume of WBS elements for Phase 3 & 4 agencies will require a program to be used to convert into SAP format.


FRICEW item

Gap to be addressed

IT80 Cycle 2

Already Completed

Project Master Data

User Defined Field Enhancement

Agencies would like to be able to track legacy project numbers in a user defined field on the SAP project. Enhancement would need to be in place to search based on this field.

4/30/2009: Per Kevin Lewis this is no longer a gap. The SPIRS number does not need to be validated. We can use an existing text field to capture and search on SPRIS#.


FRICEW item

CAB agreed on 4/30/2009 that this Gap can be Closed

On HOLD - Manual Entry of Projects

NO LONGER A GAP SEE NOTES

Already Completed

Planning

Conversion for Planning Data

Agencies will be using the planning function in Project Systems to track planned budget vs actual costs. Due to volume, agencies would need the ability to convert this data via a program.


FRICEW item

CAB agreed on 4/30/2009 that this gap is a future phase requirement.

functionality can be a manual process. (FC002) ON HOLD



Updated Status Name

Process Area

Gap Classification

Agencies Affected




Review Required


PMO Review Comments


166 3 ECC AP System ALL High Phase 3 Medium

165?? 10 ECC AR BCB High Phase 3 Low

Already Completed

Invoice Processing

Multiple Payees

Need the ability to add additional payees to the check, while still maintaining a single vendor record. Most commonly for legal or claims settlements where a check may be issued to an individual but have an attorney/trust included as an additional payee. This will need to be addressed in the Nov 09 phase.

FRICEW item

Gap to be addressed

(FE008) Script already written but needs to be identified.

IT102 Cycle 3

Process Change

Correspondence

Remittance Slip

BCB and other GAFRS agencies require a remittance slip to be produced from SCEIS to make the deposit process streamlined. Large volume of invoices are printed from subsidiary systems which do not have any SCEIS numbering associated on the bill. Thus when interfaced in a form will need to be produced to send along with the invoice to the customer


FRICEW item

Gap to be addressed

(FE006) "Billing and Collections".


gap update - south carolinasceis.sc.gov/documents/gap_analysis_results_update_… · xls file ·...

Documents