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Access Albemarle

Access Albemarle. Update to School Board September 8, 2011. Scope of Access Albemarle. Phase 1 – Key Financial Management Systems Core Financial System: Microsoft Dynamics Purchase Orders: Buy-Speed Online (BSO) Appropriations and Budgeting: Enterprise Reporting

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Access Albemarle

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  1. Access Albemarle Update to School Board September 8, 2011

  2. Scope of Access Albemarle • Phase 1 – Key Financial Management Systems • Core Financial System: Microsoft Dynamics • Purchase Orders: Buy-Speed Online (BSO) • Appropriations and Budgeting: Enterprise Reporting • Phase 2 – Human Resources and Payroll • Phase 3 – Revenue and Tax Collection

  3. Project Status Phase 1: Key Financial Management Systems • Core Financial System – Microsoft Dynamics • Bank reconciliation through June • End of year/start of year completed, FY 12 budgets loaded • Reconciling data variance between parallel system operation ongoing (timing, omission, entry errors on either system). • Account-Level Report/Query Tool improvements ongoing

  4. Project Status Phase 1: Key Financial Management Systems • Purchasing System • Local Government - Deployed to all Local GovtDepts/Agencies with exception of General District Court (State computers) • Schools – Fiscal Services has completed training. • DART, Food Services, Transportation and Building Services planned for training in September (PO only). • Remaining schools deployment later this fall. • Partial implementation for requisitions (Request for Purchase Authorization) pending review of Analytical Accounting functionality

  5. Project Status Phase 1: Key Financial Management Systems • Enterprise Reporting • Budgeting/Reporting for Schools • Annual School Report (ASR) development for September 30 due date • Monthly Report delivered – not tested • Development of replacement budget generator for parallel testing through FY13 budget cycle • Budgeting/Reporting for Local Government • OMB/PM setting up Web for FY13 Budget Entry/collection

  6. Project Status Phase 2: Human Resources and Payroll • Payroll (and required HR modules) • Avastone completed a matched automated parallel run of payroll using payroll • Completed Executive Work Shops (15-25 August) data export from the Mainframe. • Generally positive feedback, 3-4 issues being reviewed for resolution • Near term plan: • Sep/Oct – Clean up activities from EWS, final configuration (6 weeks) • Oct/Nov – Advanced user training and start of testing • Nov/Dec – Parallel testing, finalize reporting • Jan 10, 2012 – “Go Live” decision for January payroll

  7. Project Status - Remaining • Phase 2: Human Resources and Payroll • HR system (remaining functionality) pending “Go Live” • Requirements being finalized (Fall) • Phase 3: Revenue & Tax Collections • Planned to be operational TBD • Promising update from contractor regarding new/contracted work for City of Manassas Park • Expect 12-18 months for confirmation of requirements.

  8. Project Status - Programmatic • Microsoft Work Order • Risks/concerns being monitored/mitigated: • Resources to complete reconciliation in time for ASR (Finance added resources, JV pending) • ASR delivery and testing (Contractor will be on site mid/end of Sep to support reporting) • Delivery of adequate reporting and query system (lessons learned from phase one) – Including as component of executive workshop to review. • Phase 3 dependent on City of Manassas Park progress (Monitoring progress and continuing to work with Microsoft) • First Audit on Microsoft Dynamics (pending activity)

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