information technology advisory board
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Information Technology Advisory Board. Sunflower Project Kansas Financial Management System Gary Schneider 785.296.2660 [email protected] April 15, 2008. Today’s Agenda. Project Status Project Governance Structure and Team Project Timelines and Agency Planning. Asset Mgmt. - PowerPoint PPT PresentationTRANSCRIPT
Information Technology Information Technology Advisory BoardAdvisory Board
Sunflower ProjectSunflower ProjectKansas Financial Management System
Gary Schneider 785.296.2660
April 15, 2008
2
Today’s AgendaToday’s Agenda
Project Status
Project Governance Structure and Team
Project Timelines and Agency Planning
3
A&R and Most Programmatic Agencies’ Have a Collection of Disparate Systems
A/P
AssetMgmt
CashMgmt
Purchasing
STARS &Other Central
Systems
ReceiptingRevenue
Agency 1’sSystems
A/P
AssetMgmt
CashMgmt
Purchasing
ReceiptingRevenue
Grants/Projects/
Cost Cntrs
Agency 2’sSystems
A/P
AssetMgmt
CashMgmt
Purchasing
ReceiptingRevenue
Grants/Projects/
Cost Cntrs
Agency 4’sSystems
A/P
AssetMgmt
CashMgmt
Purchasing
Agency 4’sSystems
A/P
AssetMgmt
CashMgmtPurchasing
Grants/Projects/
Cost Cntrs
4
FMS Will Consolidate Administrative Systems, Integrate Agency Business Functions and Interface w/ Programmatic Systems
Agency 2Agency 1
Agency 4
Agency 3
GL
Reporting
AssetMgmt
CashMgmt
Purchasing
ReceiptingRevenue
A/P
FMS
DataArchiving
5
AnalysisSummaryof AgencySystems
Agency
Agencies Not Retaining Systems but Whose
Business Needs are Not Being Met by FMS
Agencies Retaining Systems or Implementing New Systems Because Business Needs Not Met by FMS
Agencies' Systems to be Retained or Decommissioned
Agency
Adjutant GeneralCustom systemretained TBD
Custom systemretained 1
Agriculture 4 X X ◘ 3 X X** ◘
3 X*** X**
Corporation Commission 2 X X X ◘Corrections and Correctional Industries
3 X ◘Commerce 4
Education O 2 X
Health and Environment 3 X ◘ ◘Health Policy Authority 2
PurchasingAR System ◘
Highway Patrol 4 X X X
Insurance 2
Juvenile Justice Authority
3
Labor O 2 XLottery O 2 XPublic Employees Retirement System
3
Revenue 2 XSecretary of State
NewSystem
1
SRS 4 XTransportation 3
Treasury 1
4 X X ◘58
Total # of Systems Decommissioned 10 18 22 8 58
Total # of Systems Not De-commissioned 4
Agency system to be de-commissioned
O = Agency accounting system retained due to needed functionality not in FMS
◘ Agencies with key business needs that will not be met with current scope of FMS
* Agency will de-couple accounting functions from a programmatic system and retain programmatic system
** Agency should review need for tracking consummable inventory
*** Agency should review need for AR/billing
Agency
X = Agency system not de-commissioned based on required functionality not in FMS
Wildlife and Parks
Bureau of Investigation
Aging
Blank = Agency does not have a system
6
Project StatusProject Status
Pre-proposal Bidders’ Conference held February 28th
Bids due April 16th
Current Pre-Implementation Activities• Developing demo scripts• Reviewing chart of accounts• Reviewing all sources of vendor information• Building project team
7
Project Governance Structure & TeamProject Governance Structure & Team
Executive SponsorsDuane Goossen
Denise MooreCarol Foreman
Executive SponsorsDuane Goossen
Denise MooreCarol Foreman
Steering CommitteeSteering Committee
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Project DirectorKent Olson
Deputy Project DirectorPeggy Hanna
Implementation Manager
Gary Schneider
Implementation Manager
Gary Schneider
Project Support StaffMuriah Baker
Project Support StaffMuriah Baker
Project Mgmt Office
(+1 staff)
Project Mgmt Office
(+1 staff)
Finance TeamMgr
Annette
Finance TeamMgr
Annette
Business Intelligence/DW
Lead
Business Intelligence/DW
Lead
ProcurementLead - Angela
(+3 SMEs)
ProcurementLead - Angela
(+3 SMEs)
A/PLead
(+2 SMEs)
A/PLead
(+2 SMEs)
Asset MgmtLead
(+1 SME)
Asset MgmtLead
(+1 SME)
Projects/Grants
Lead (+2 SMEs)
Projects/Grants
Lead (+2 SMEs)
General LedgerLead
(+2 SMEs)
General LedgerLead
(+2 SMEs)
BudgetIntegration
Lead (+1 SME)
BudgetIntegration
Lead (+1 SME)
SHARP Integration
Lead (+1 SME)
SHARP Integration
Lead (+1 SME)
Central AgencyIntegration
Lead
Central AgencyIntegration
Lead
Agency/RegentsIntegration
Lead (+3staff)
Agency/RegentsIntegration
Lead (+3staff)
Set-off & Treasury
Integration
Set-off & Treasury
Integration
Data Warehouse
SME
Data Warehouse
SME
FMS Project Organizational Chart
QA/TestLead
(+2 staff)
QA/TestLead
(+2 staff)
DevelopmentLead (+3 staff)DevelopmentLead (+3 staff)
SecurityLead
(+2 staff)
SecurityLead
(+2 staff)
Data ConversionCoordinator
Data ConversionCoordinator
Sys Admin &Build Team
(+2 staff)
Sys Admin &Build Team
(+2 staff)
Reports Development
Lead (+2 staff)
Reports Development
Lead (+2 staff)
StakeholderInput
Positions Filled
Positions Posted
Positions to-be Filled
Change Mgmt, Training,Communications &
Help Desk Team MgrTBD (+5 staff)
Change Mgmt, Training,Communications &
Help Desk Team MgrTBD (+5 staff)
Technical TeamManager
TBD
Technical TeamManager
TBD
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Agencies PerformImpact AssessmentAgencies Perform
Impact Assessment
CompleteVendor Selection
& Develop DetailedProject Plan
CompleteVendor Selection
& Develop DetailedProject Plan
AgenciesDevelop/Submit
Project Plans
AgenciesDevelop/Submit
Project Plans
Agency Liaisons Assist Agencies& Monitor Plans
Agency Liaisons Assist Agencies& Monitor Plans
May 12th – June 13th Aug – Oct Oct – Nov On-going
Project Timelines and Agency PlanningProject Timelines and Agency Planning
9
Propo
sals
Due
April 16th
“Stra
wman
”
Chart
of A
ccou
nts
Provid
ed to
Age
ncies
May 12th June 13th
Agenc
ies S
ubm
it Im
pact
Asses
smen
t
Revise
d Offe
rs D
ue
June 30th
3rd R
ound
Scorin
g Com
plete
July 9th
Begin
Contra
ct
Negot
iation
s
July 15th
}Using a template provided, agencies
perform impact assessment of:1) Systems to be interfaced2) Systems to be de-commissioned
Begin
Projec
t
Plannin
g
August 15th
Project Timelines and Agency PlanningProject Timelines and Agency Planning
10
Objectives of Impact Assessment:
Ensure that agencies have adequately analyzed/sized the effort to: • modify systems to be interfaced; and/or • de-commission systems and convert data
Identify any resource constraints (personnel, test environments, etc.) in time to remedy
Identify and resolve any conflicting agency initiatives
Identify and resolve any impediments agencies may have in meeting the approx 8-month time window and work with agencies to modify existing systems
Project Timelines and Agency PlanningProject Timelines and Agency Planning
11
Planning Design Configuration/Development/Testing Integration Acceptance Testing Testing
Kick-off
Complete design of chart of accounts & publish interface
standards to agencies
Agency interface development, modifications to existing systems and initial data conversion/loading complete
8-10 month timeframe for agencies to:1. Set-up development & test environments2. Attend technical training3. Modify systems4. Develop interfaces (as required)5. Extract and clean-up data and validate data loading6. Develop agency-specific reports (75% of reports
through central reporting portal)7. Develop testing plans and prepare for integration
testing
8-10 month timeframe for agencies to:1. Set-up development & test environments2. Attend technical training3. Modify systems4. Develop interfaces (as required)5. Extract and clean-up data and validate data loading6. Develop agency-specific reports (75% of reports
through central reporting portal)7. Develop testing plans and prepare for integration
testing
10/08 01/09 03/09 01/10 03/10 07/10Expected critical path
Go-Live07/01/10
Project Timelines and Agency PlanningProject Timelines and Agency Planning