FOCAS Future of the Central Accounting System Agency Feedback Session Agreements March 26, 2004
Welcome & Introductions Reconnect & Scope New Agreement Related Concepts Business Event Model Review Business Process Model Review Scenarios/ Information Flows Business Object Model Review Overview By Scenario Closing Next Steps Debrief Agenda
Session Definition: Scope • Agency input to or output from CAS • All Agreements • Including: • Contracts • Purchase Orders • Invoices
Session Definition: Context Within the subject areas of our sessions, • Spending Authority • Accounting Structure • Agreements You are here • Vendor Repository • Payments • Revenue, Financial Reporting, Fringe Benefits
Session Definition: Context Within the methodology, • Definition • Analysis You are here • Design • Realization • Implementation • Production
Session Definition: Context • FMS is the collection of business procedures & tools used in the Agency to carry out financial management responsibilities - not necessarily a system • Emphasis on Information needs - not the technology, forms, etc. • Overall goal – determine your information needs in a perfect world • Although we can’t promise you will get it all!
Information Analyzed • Current System Inputs • AC340 (Contract Encumbrance Request) • AC130 (Purchase Order) • AC902 (Purchase Order Change Notice) • Bulk Load T203/T204/T205 (Encumbrance Charge) • Bulk Load T212/T213 (Contract Data) • Bulk Load T218/T219/T220 (Contracts Encumbrance Charge) • Assessment of all the opportunities for improvement gathered from many stakeholders
New Concepts Related to Agreements • Agreement is defined as an understanding between the state and another party, the details of which are documented in the CAS. • Agreements are both formal & informal: • Formal requires OSC pre-approval (Contract or P.O.) • Informal does not require OSC pre-approval (Contract, P.O., or other business arrangement [i.e. invoice or bill from electricity provider]) • All payments require a CAS documented agreement (formal or informal) – informal will require minimal information & may be input at the same time as payment request.
Additional Key Messages • We will be moving towards a paperless world. • We want to provide a user-friendly system, one in which you can easily get reports, inquiries & status of your transactions. • We want to eliminate redundant data entry by storing appropriate information.
Key Points about Business Models • Proposed new world • Logical models – not physical • Business models not technical Models (i.e. not a database Model) • Look at the world from specific points of view • Events • Process • Information/Objects • Terminology often different from what is used today • More precise • More descriptive • May not be used in the solution • All of the models were reconciled to ensure that we have a comprehensive view of the business
Business Event Model • The business event model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Event Model”.
Business Process Model • The business process model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Process Model”.
Scenarios/ Information Flows for Agreements • Submit new agreement: • Formal agreement with encumbrance (contract or purchase order) • Informal agreement (purchase order or invoice) • Statewide agreement (P-contract, CMS contract) • Multi-agency agreement (PA contract) • Grant agreement • Revenue agreement • Submit Changes • Agreement amendment • Change an encumbrance
Business Object Model • The business object model diagram for this topic session is available on the FOCAS website in PDF or Visio format. See “Agreements Business Object Model”.
Next Steps Within the methodology, • Spending Authority • Accounting Structure • Agreements • Vendor Repository We go here • Payments • Revenue, Financial Reporting, Fringe Benefits
Next Steps • If you have further feedback, send to FOCAS@osc.state.ny.us • FOCAS Project Team will review your comments and feedback • There will be a summary meeting to review feedback and results
Debrief We’ll be doing sessions like this each week. Please help us to improve the process: • Overall Impressions • Do Better • Did Well
Thanks for Attending • We need your input to be successful • Thanks for your time!