FOCAS Future of the Central Accounting System Agency Feedback Session Vendor Repository April 2, 2004
Welcome, Introductions & Logistics Reconnect & Scope Current World vs. New - New Concepts Scenarios Business Process Model Review Business Object Model Review Overview By Scenario Closing Next Steps Debrief Agenda
Advanced Strategies Team FOCAS Project Team BPA Team (SME’s) Logistics Introductions & Logistics
Session Definition: Scope • Agency input to or output from CAS • All Vendors • All other Payees
Session Definition: Context Within the subject areas of our sessions, • Spending Authority • Accounting Structure • Agreements • Vendor RepositoryWe are here • Payments • Revenue, Financial Reporting, Fringe Benefits
Session Definition: Context Within the methodology, • Definition • Analysis We are here • Design • Realization • Implementation • Production
Session Definition: Context • This presentation represents a vision – aproposed concept. • Additional input needs to be gathered from Agencies. • There are still many, many policy decisions that would have to be made. • Emphasis on information needs & business processes- not the technology, forms, etc. • Terminology often different from what is used today • More precise • More descriptive • May not be used in the solution • 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 • AC130 Purchase Order • AC340 Contract Encumbrance Request • AC902 Purchase Order Change Notice • T203/T204/T205 (Bulk load) Encumbrance Charge • T212/T213 (Bulk load) Contract Data • T218/T219/T220 (Bulk load) Contracts Encumbrance Charge • T221/T222/T223 (Bulk load) Scheduled Contract Payment • T342/T343/T344 (Bulk load) Payee Name/Address • ACxx Vouchers • Assessment of all the opportunities for improvement gathered from many stakeholders
New World: Vendors • Vendor: an organization or individual with whom a state agency: • has determined they would like to do business OR • is actively doing business OR • has done business at some point in the past • A Vendor may provide funds to the State or receive funds from the State or both
New World: Non-Vendors • Non-vendor: an individual or organization who is not a vendor, but with whom the State anticipates an on-going relationship and/or whom the State needs to pay
New World: Managed Non-vendors &Non-managed Payees • Managed non-vendor: a non-vendor with whom the State anticipates an on-going relationship • Non-managed payee: a non-vendor to whom the state is going to make a payment, but there is no known reason to manage or store information about the recipient at the time the payment is being made.
Additional Key Messages • Our vision is to establish a unique record of information within OSC for a specific individual or organization. • We want to eliminate redundant data entry by storing appropriate information. • We want to enable consistent, accurate reporting regarding those with whom the State does business and/or makes payments. • OSC is in discussions regarding data conversion – will be holding future sessions regarding this. • We recognize many agencies have vendor files – will be coming to you for further input.
Anticipated Benefits to Agencies • Verify MWBE status • Check that vendors have appropriate licenses • Gather tax reporting information • Improved lien enforcement process • Improved ability to negotiate prices based on total volume of business with State • Support anticipated legislative requirements & agency needs regarding collection & tracking of vendor 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 • Process • Information/Objects • All of the models were reconciled to ensure that we have a comprehensive view of the business
Scenarios for Vendors & Non-vendors • Set up new vendor • At the time of submitting an invoice (purchased furniture from DeCosta Office Furniture for $10,000) • Prior to submitting a formal agreement (contract with Carter Equipment for $2,000,000) • Set up managed non-vendor • (IRS submits claim against Mary Smith Consulting) • Add non-managed payee • At the time of submitting a payment request ($39 refund from Motor Vehicles to John Smith to be paid by check)
Business Process Model • See handout.
Business Object Model • See handout.
Next Steps Within the methodology, • Spending Authority • Accounting Structure • Agreements • Vendor Repository • Payments We go here • 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!