1 / 32

SFS Key Stakeholder Meeting

Statewide Financial System (SFS). SFS Key Stakeholder Meeting. Tuesday, March 15, 2011. Agenda. Phase 1 Agency Update Mid-Year Conversion Approach Confirmed Testing Role Mapping Governance Process Release 2B Security Update Reporting Inquiry Tool Access

fayre
Télécharger la présentation

SFS Key Stakeholder Meeting

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Statewide Financial System (SFS) SFS Key Stakeholder Meeting Tuesday, March 15, 2011

  2. Agenda • Phase 1 Agency Update • Mid-Year Conversion Approach Confirmed • Testing • Role Mapping Governance Process • Release 2B Security Update • Reporting Inquiry Tool Access • Additional Modules Open to Future Phase Agencies • Deployment • Upcoming Meetings • Q&A

  3. Phase 1 Agency Update

  4. Phase 1 Agency Update Seven Future Phase agencies will now be included in Phase 1 Go-Live: • Council on the Arts (ART) • Office of Children and Family Services (OCFS) • Department of Motor Vehicles (DMV) • Office of Alcoholism and Substance Abuse Services (OASAS) • Office of Mental Health (OMH) • Office for People with Developmental Disabilities (OPWDD) • Workers’ Compensation Board (WCB)

  5. Phase 1 Agency Update Selected after thorough due-diligence process: • Agency accepts PeopleSoft-delivered functionality • Agency is committed to supporting transition to Phase 1 including a designated project manager • Business process alignment and optimization • Commitment to the adoption of the centralized business model • Cost avoidance • Retirement of legacy system

  6. Phase 1 Agency Update Next steps: • New Phase 1 Agency Kickoff • March 15, 1:00 – 4:00 PM, Training Room D • New Phase 1 Agency Impact Assessment Session – Budget • March 17, 9:00 AM – 12:00 PM, Training Room D • New Phase 1 Agency Impact Assessment Session – General Ledger • March 17, 1:00 – 4:00 PM, Training Room D • New Phase 1 Agency Task List Workshop • March 18, 9:00 AM – 12:00 PM, Training Room D

  7. Mid-Year Conversion Approach Confirmed

  8. Mid-Year Conversion Decision 3 options were defined and vetted with OSC, DOB, Phase 1 Agency Representatives and Future Phase Agency Representatives • Mid-Year Conversion Approach Confirmed: • CAS (Central Accounting System) and GLS (General Ledger System) will be closed as of September 30, 2011 • A new 6-month year in SFS will begin on October 1, 2011 • All data will be converted on October 1, 2011, similar to the conversion process that was planned for April 1, 2011 • Reporting will be required out of both CAS and SFS for 6 months until the next fiscal year starts on April 1, 2012 • The SFS Program will add YTD to the Conversion Program, in tandem with retaining the Life- to-Date amounts

  9. Testing

  10. Testing Summary • End-to End (E2E) Bulkload Testing • Cycle 1 – 2/8 through April timeframe • Cycle 2 – April through June timeframe • Cycle 3 – Late summer • User Acceptance Testing (UAT) Online Testing • April through August timeframe • Communication will be distributed the week of March 28 regarding the start of E2E Cycle 2 and UAT Online

  11. End-to-End (E2E) Bulkload Testing • E2E Bulkload Testing – Cycle 1 • Currently processing files for 4 agencies; other agencies pending • Have addressed various defects discovered as part of initial testing • Compiled some FAQs to help avoid common startup issues experienced by the 4 initial agencies • Have successfully processed budgets, contracts, purchase orders, vouchers • E2E Cycle 1 to continue through April timeframe • Each Agency should determine schedule for participating with E2E Bulkload Testing

  12. User Acceptance Testing (UAT) Online • UAT Online Basics • Structured, coordinated calendar of testing of business processes • This is not Training • Goal: Validate functionality of online transactions • UAT Online Preparation Activities • Online test scripts drafted • UAT calendar drafted • “Dry Run” activities commenced • Conversion programs run in UAT test environment • UAT Test Lab set up and configured

  13. User Acceptance Testing (UAT) Online • UAT Online Logistics • Attendance at any test session limited to 1 representative per GLBU for most agencies • Exceptions will be made at the discretion of the SFS Program • Hosted agencies can elect to have their host agency send an additional attendee on their behalf • SFS will request that Agency sign-up for specific topic areas and identify participants for each • Agencies will be able to test the functions to which they are role-mapped (i.e. they can only test the functions in the system they are using) • Beginning of April: • UAT Kickoff • Other preparatory activities

  14. Role Mapping Governance Process

  15. Role Mapping Updates –Production • For COA Profile and new Vendor request only, Agency Security Coordinators will request changes to user access to the production system through the SFS Helpdesk (Helpdesk@sfs.ny.gov) • Working to set up web-based access for Agency Security Coordinators to request changes; will roll this out to the Security Coordinators when ready

  16. Role Mapping Updates – Test Role Mapping Used in UAT Segregation of Duties Now – June Agency Updates July Production Updates August – onward through Help Desk

  17. Release 2B Security Update

  18. Release 2B Security Update • Agency user credentials process for Release 2B (Vendor Add and Cost Center Maintenance roles): • Agency User IDs and passwords will be sent out separately to SFS Security Coordinators in encrypted format (passwords for encrypted files will be sent in a separate e-mail to Security Coordinators) • Agency User IDs and passwords will be sent starting March 25 • Communication sent last week to SFS Security Coordinators and Agency Coordinators outlining distribution instructions

  19. Release 2B Security Update • Vendor user credentials process: • A singleVendor-Designated SFS Security Administrator will receive an SFS registration e-mail from OSC’s VMU (VMU@osc.state.ny.us) • All additional SFS vendor user credentials must be generated and managed by this Vendor SFS Security Administrator • All Vendor users will be able to reset their passwords online

  20. Reporting Inquiry Tool Access

  21. Reporting Inquiry Tool Access • Report Catalog contains 500+ reports • 363 custom reports • 162 delivered reports • Team is assessing impact of providing inquiry access to future phase agencies • Meet the need currently provided by CAS inquiry screens • Will reduce the number of reports required • Establish reporting workgroups • Comprising OSC, DOB, and Agencies • Review / identify reports no longer needed • Kickoff meeting to be scheduled for mid-April

  22. Additional Modules Open to Future Phase Agencies

  23. Budget and T & E Modules Functionality • The following modules will be opened to All Agencies: • Budget Journals • Travel and Expense Module

  24. Budget Journal Module • The following five functions will be available: • Budget Transfers • Budget Journals • Budget Interunit Transfer • Review Budget Exceptions for Budget Journals • Worklist Access (if budget journal rejected)

  25. Travel & Expense Module

  26. Travel & Expense Module

  27. Deployment

  28. Agency Implementation Team (AIT) • Agency Coordinator: • Leads agency preparation for SFS go-live • Supports overall change with the agency • Communications Liaison: • Disseminates communications throughout the agency • Workforce Readiness Liaison: • Supports business process changes • Works with Unions/GOER on role impacts • ImpleMentor: • Conducts information sessions to educate • Establishes user groups

  29. Leading Change Workshop Objectives • Phase 1 Leading Change Workshop (make-up session in May) • Provide tools and resources to help the AIT prepare for “Go-Live” • Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your Agency • Monthly follow-up calls/workshops to support action plans • Future Phase Leading Change Workshop (in May) • Provide tools and resources to help the AIT prepare for “Go-Live” • Identify Communications, Workforce Readiness and ImpleMentor team members • Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your agency • Monthly follow-up calls/workshops to support action plans

  30. Task List Update • All agency task lists must be submitted by NOON on the last day of each month • Be sure to add “one-off” tasks received during the month to full task list when received • Important to update these “one-off” tasks on Task List, not via individual e-mails to Feedback • Outstanding uncompleted COA tasks have been updated to reflect status of Not Applicable items The updated Agency task list is located at: http://www.sfs.ny.gov/programElements/tasklist_template.htm

  31. Upcoming Key Stakeholder Meetings • Upcoming Key Stakeholder Meetings (generally the third Tuesday of each month): • April 19 • May 17 • June 21 • July 19 • August 16 • September 20 • October 18

  32. Questions? Contact us at: feedback@sfs.ny.gov Visit our website: www.sfs.ny.gov

More Related