System for Accountability and Management

1. System for Accountability and Management 2010 Comptroller Conference 24 November 2010

2. System for Accountability and Management • Introduction • Statistics • Accomplishments • Current Issues • Patch/Bundle Installations • Outstanding Issues • Future Functionality • SAM Help Desk • Training • Security

3. System for Accountability and Management • Functional • Chris Engley - Supervisor/General Ledger-Commitment Control • Jennifer Doyle – Accounts Receivable-Billing • Robert Borden – Treasury-Expenses • Josh Campbell – Project Costing – Purchasing – Asset Management • Technical • Marc Gauthier - Supervisor • Leslie Goit • Miles Welsh • Bill Boila – Contracted Technical Resource • Training • Kim MacNearney – Supervisor -Training and Research • Roberta Giroux – Vendor Customer Administrator • Lena Black – Help Desk • Cathie Gibson – Training Officer

4. System for Accountability and Management • Statistics • Accounts Payable • 175,271 vouchers • 74,993 payments • Accounts Receivable • 12,500 Deposits • 33,398 Bills • Expenses • 15,656 Travel Authorizations • 17,560 Expense Reports

5. System for Accountability and Management • Statistics (continued) • General Ledger • 34,635 Journals created • Project Costing • 3,325 Projects and associated Activities • Purchase Orders • 12,658 Purchase Orders • 3,697 Requisitions

6. System for Accountability and Management • Accomplishments • Technical • Successful batch processes • Interfaced 50,358 vouchers through TEMS and CMAS • VISA Migration from Access Direct to Access Online • VISA interface processing • Security • access for all employees • Updated Security Roles • Security reporting to DFA’s • Changes to module functionality • Managing information from HR • Minimal System outages

7. System for Accountability and Management • Accounts payable • Voucher modification • Cheque modifications/E-mail Notifications • Vouchers in error • Query Development • Procedures • General Ledger • Variance Reporting • HR Activity • Journal Maintenance • Accounting Periods closing date • Query Development • Procedures

8. System for Accountability and Management • Expenses • Self service • Report Modifications • Banking Issues • Cash Advance Reconciliations • Query Development • Procedures • Accounts Receivable • Taxation processes • Loan Manager • MAS interface • Deposits/Maintenance Worksheets • Query Development • Procedures

9. System for Accountability and Management • Purchasing • Internal Services Interface • Procurement Card • Rollover • Query Development • Procedures • Project Costing • HR Integration • Security • Query Development • Procedures

10. System for Accountability and Management • Asset Management • Centralized process • Risk Management involvement • Training • Additional classes in AR/Billing/Purchasing • Bank reconciliation • Manager Training • Steady State • Documentation • Training • Next Steps

11. System for Accountability and Management • Patch Bundle Testing • Software has changed since implementation • Required to keep the System current and to fix issues identified by users • Are installing 10 Patches/Bundles • System Testing is underway – completion Dec 31 2010 • Integration testing to be completed by Jan 31, 2011 • Cutover testing and Implementation Feb 28, 2011 • AP Approver identification • AR/Billing Customer Statements

12. System for Accountability and Management • Outstanding Issues • Taxable payment maintenance • Third Party payment through interfaces • Invoice dating on vouchers • Commitment Control • Employee Profiles • Fund and Area • Employed by two Depts • Purchasing reports • Decommitment of Contracts • Project costing recording of transaction dates • Controllable Assets • Month End Procedures • Year End Procedures • Approvals • Time requirements • Speak to your Dept Manager of Finance if you need to identify issues

13. System for Accountability and Management • Future Work Effort • Management Structure • Governance • Security • Reporting Stategy • Documentation and Procedures • Business Process Reviews • Expenses • Review • Amend business processes/better education • Better integration with HR • Accounts Payable • Spreadsheet Vouchers • More efficient Vendor/Customer creation • Interfaced vouchers • Accounts Receivable/Billing • Loan Manager Interface • Continuous Improvement • Business Process Reviews

14. System for Accountability and Management • New Modules • The Strategic Sourcing and Supplier Contract Management modules • submitted within the 2011-2012 Capital Plan • are modules that the GNWT currently owns and licences. • not included within the revised scope of the project as they would have added complexity to the project and additional change that would be faced by the end users. • The GNWT and NWTHC are now more at ease with the new environment and the SAM team is ready to deploy more functionality.

15. System for Accountability and Management • The drivers for the Strategic Sourcing and Supplier Contract Management: • Firstly this project is consistent with the Department of Finance’s strategic direction • The new modules support the Procurement Shared Services initiative. . • The new modules will assist the GNWT in addressing concerns expressed by the Auditor General. Consistent and complete paperwork, as well clearly tracked deliverables and payment schedules, including any approvals is one of the features of these two modules. • It supports the vision behind a system such as SAM, an enterprise resource system, not simply a financial system. • The Contract Registry maintained by The Department of Industry, Tourism and Investment may be effected. • The GNWT currently does not have the ability to support e-procurement. These modules are the pre-requisites to moving to that technology.

16. System for Accountability and Management • Strategic Sourcing module is the next step in procurement after a requisition is for a desired product or service is created and can be implemented selectively to support building out to e-procurement. The requisition need not be the current fiscal year, it can be for a point in the future. This system takes you through the process of looking for a vendor and awarding a contract, as well as negotiating the work or product that you are purchasing. • The Supplier Contract Module feeds from the Strategic Sourcing module, which in turn will feed the creation of a purchase order and commitment in the SAM system. Once a vendor is identified and the work or product has been negotiated this module will support getting the contract in place and monitoring vendor progress and deliverables.

17. System for Accountability and Management • Help Desk • Purpose • Procedures • Abuse • Calls received 7,312 • Calls Closed 7,256 • Open Calls 56 • Better response time to customer needs

18. System for Accountability and Management • Training • Change management process was not effective in identifying and rectifying all issues • Vacancies in the training area – Functional Analysts were providing information • No consistent approach to the delivery of training documents • New Training and Research Officer hired • Department consultation to identify needs • Training plan • Update Web site and available material • Address gaps in information

19. System for Accountability and Management • Security • Requirements for you to do your job • Roles are based on functions • Access controlled by DFA • Role descriptions have been updated • Security Reports • Breaches • Immediate suspension from the system for all transactions • Follow up from DFA • OAG Audit • Deloitte and Touche – Point in time Audit • Changes will be forthcoming on roles and abilities

20. System for Accountability and Management Questions?