Agency STARS Rapport Association May 8, 2008 Sunflower Project Statewide Financial Management System...

Agency STARS Rapport Association

May 8, 2008

Sunflower ProjectSunflower Project

Statewide Financial Management SystemStatewide Financial Management System

Pre-Implementation ActivitiesPre-Implementation Activities

http://www.50states.com/tennesse.htm

2

Today’s TopicsToday’s Topics

Update on Project Status – Kent Olson

Results of Chart of Accounts Survey – Annette Witt

3

Update of Project ActivitiesUpdate of Project Activities

Vendor File Consolidation – complete

Review of current Chart of Accounts & Preliminary Design of new Chart - complete

Evaluation of Vendor Proposals & Software Demonstrations – in process

4

Procurement Process TimelineProcurement Process Timeline

Propo

sals

Due

April 16th May 19th

1st R

ound

Scorin

g Com

plete

May 2nd

Softw

are

Demos

(5 d

ays)

May 27th

2nd R

ound

Scorin

g Com

plete

June 5th

Best a

nd F

inal O

ffers

Due

June 30th

3rd R

ound

Scorin

g Com

plete

June 30th

Begin

Contra

ct

Negot

iation

s

July 15th

Syste

ms I

nteg

rato

rs’

Inte

rview

s/Pre

sent

ation

s

(3 d

ays)

5

Update of Project Activities (cont.)Update of Project Activities (cont.)

Outreach to Small Agencies and State Hospitals – May/June

Agency Readiness and Impact Assessment – May/June

Review of Objects Codes and Commodity Codes – May/June

Business Process Mapping – June thru September

Building the Project Team – on-going

6

Project StaffingProject Staffing

Executive SponsorsDuane Goossen

Denise MooreCarol Foreman



Steering CommitteeSteering Committee

Project DirectorKent Olson

Deputy Project DirectorPeggy Hanna



Implementation Manager

Gary Schneider


Gary Schneider

Project Support StaffMuriah Baker


Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt

Change Mgmt, Training,Communications & Help Desk Team Mgr

Connie Guerrero


Connie Guerrero

Business Intelligence/DW

LeadVicki Hemmen


LeadVicki Hemmen

Technical TeamManager

TBD


TBD

Central AgencyIntegration

LeadPam Fink


LeadPam Fink

Agency/RegentsIntegration

LeadTBD


LeadTBD

QA/TestLeadTBD

QA/TestLeadTBD

StakeholderInput

staff positionsstaff positions staff positionsstaff positions staff positions staff positions

Positions Filled

Positions Posted

Positions to-be Filled





Steering CommitteeSteering Committee






Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


Connie Guerrero


Connie Guerrero


LeadVicki Hemmen


LeadVicki Hemmen


TBD


TBD


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

QA/TestLeadTBD

QA/TestLeadTBD

StakeholderInput

staff positionsstaff positions staff positionsstaff positions staff positions staff positions

Positions Filled

Positions Posted


7







Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

PurchasingLead

Angela Hoobler

PurchasingLead

Angela Hoobler

A/PLead

Jo Ann Remp

A/PLead

Jo Ann Remp

Asset MgmtLead

Asset MgmtLead

Projects/Grants Lead


General LedgerLead

Brett Bauer

General LedgerLead

Brett Bauer

ProcurementTeam Member

#1


#1


#2


#2


#3


#3

A/PTeam Member

#1

A/PTeam Member

#1

A/PTeam Member

#2

A/PTeam Member

#2

AMTeam Member

#1

AMTeam Member

#1

Projects/GrantsTeam Member

#1


#1


#2


#2

GLTeam Member

#1

GLTeam Member

#1

GLTeam Member

#2

GLTeam Member

#2

QA/TestTeam Member

#1

QA/TestTeam Member

#1

QA/TestTeam Member

#2

QA/TestTeam Member

#2

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


TBD


TBD


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted







Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

PurchasingLead

Angela Hoobler

PurchasingLead

Angela Hoobler

A/PLead

Jo Ann Remp

A/PLead

Jo Ann Remp

Asset MgmtLead

Asset MgmtLead



General LedgerLead

Brett Bauer

General LedgerLead

Brett Bauer


#1


#1


#2


#2


#3


#3

A/PTeam Member

#1

A/PTeam Member

#1

A/PTeam Member

#2

A/PTeam Member

#2

AMTeam Member

#1

AMTeam Member

#1


#1


#1


#2


#2

GLTeam Member

#1

GLTeam Member

#1

GLTeam Member

#2

GLTeam Member

#2

QA/TestTeam Member

#1

QA/TestTeam Member

#1

QA/TestTeam Member

#2

QA/TestTeam Member

#2

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


TBD


TBD


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


8







Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

Agency Integration

Team Member#1

Agency Integration

Team Member#1

Agency Integration

Team Member#2

Agency Integration

Team Member#2

BudgetIntegration

LeadLisa Becker

BudgetIntegration

LeadLisa Becker

SHARP Integration

Lead

SHARP Integration

Lead

BudgetIntegration

Team Member#1

BudgetIntegration

Team Member#1

SHARPIntegration

Team Member#1

SHARPIntegration

Team Member#1

CommunicationsLead

CommunicationsLead

TrainingLead

TrainingLead

Help DeskLead

Help DeskLead

TrainingTeam Member

#1

TrainingTeam Member

#1

TrainingTeam Member

#2

TrainingTeam Member

#2

TrainingTeam Member

#3

TrainingTeam Member

#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


TBD


TBD


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Agency Integration

Team Member#3

Agency Integration

Team Member#3






Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

Agency Integration

Team Member#1

Agency Integration

Team Member#1

Agency Integration

Team Member#2

Agency Integration

Team Member#2

BudgetIntegration

LeadLisa Becker

BudgetIntegration

LeadLisa Becker

SHARP Integration

Lead

SHARP Integration

Lead

BudgetIntegration

Team Member#1

BudgetIntegration

Team Member#1

SHARPIntegration

Team Member#1

SHARPIntegration

Team Member#1

CommunicationsLead

CommunicationsLead

TrainingLead

TrainingLead

Help DeskLead

Help DeskLead

TrainingTeam Member

#1

TrainingTeam Member

#1

TrainingTeam Member

#2

TrainingTeam Member

#2

TrainingTeam Member

#3

TrainingTeam Member

#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


TBD


TBD


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Agency Integration

Team Member#3

Agency Integration

Team Member#3

9







Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput

Sys Admin &Build Team Lead


TrainingTeam Member

#1

TrainingTeam Member

#1

TrainingTeam Member

#2

TrainingTeam Member

#2

ReportsDevelopment

Team Lead

ReportsDevelopment

Team Lead

ReportsDevelopmentTeam Member

#1


#1


#2


#2

Data Conversion Coordinator


DevelopmentTeam Lead


DevelopmentTeam Member

#1


#1


#2


#2


#3


#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


TBD


TBD


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Security Lead

Security Lead

SecurityTeam Member

#1

SecurityTeam Member

#1

SecurityTeam Member

#2

SecurityTeam Member

#2






Gary Schneider


Gary Schneider



Project Mgmt Office

Mike Purcell

Project Mgmt Office

Mike Purcell


Connie Guerrero


Connie Guerrero

QA/TestLead

QA/TestLead

StakeholderInput



TrainingTeam Member

#1

TrainingTeam Member

#1

TrainingTeam Member

#2

TrainingTeam Member

#2

ReportsDevelopment

Team Lead

ReportsDevelopment

Team Lead


#1


#1


#2


#2






#1


#1


#2


#2


#3


#3

Finance TeamMgr

Annette Witt

Finance TeamMgr

Annette Witt


LeadVicki Hemmen


LeadVicki Hemmen


TBD


TBD


LeadPam Fink


LeadPam Fink


LeadTBD


LeadTBD

Positions Filled

Positions Posted


Security Lead

Security Lead

SecurityTeam Member

#1

SecurityTeam Member

#1

SecurityTeam Member

#2

SecurityTeam Member

#2

10

Chart of Accounts SurveyChart of Accounts Survey

Ninety-four agencies participated – Excellent Response – Thanks!

Asked STARS user agencies to help:

• Identify reporting needs currently unmet

• Identify specific data elements and hierarchy structures needed

• Identify areas where greater flexibility is needed – optional/agency specific data elements

• Develop recommendations for the FMS Chart of Accounts

Survey was created by a Chart of Accounts workgroup comprised of agency and central staff

Distributed in late March with responses due by April 8th

Survey was an opportunity for input into the design process

11

Does the STARS COA meet your needs for reporting financial transactions?

5241

10

20

40

60

Yes No NoResponse

Does your agency utilize an (agency-specific) enhanced COA for recording and reporting

transactions in an internal system?

4151

2

0

20

40

60

Yes No NoResponse

Chart of Accounts Survey ResultsChart of Accounts Survey Results

12


Does your agency have a need to track and report financial information by location?

2415

55

0

20

40

60

Always Sometimes Never

Does your organization need to track and report financial information at multiple levels

of the organization?

54

40

0

20

40

60

Yes No

13


Does your agency receive grants?

50

42

2

0

20

40

60

Yes No No Response

For agencies receiving grants, how is grant-related financial information tracked?

24 2738

4

0

20

40

60

In S

TARS

Agenc

y sy

stem

Sprea

dshee

ts o

r DBs

Oth

er

14


Does your agency track projects?

62

29

3

0

20

40

60

80

Yes No No Response

For agencies tracking projects how is project-related financial information tracked?

22

31

53

5

0

20

40

60

15


Is your agency required to produce agency-wide GAAP financial statements?

25

69

0

20

40

60

80

Yes No

For agencies required to produce agency-wide GAAP financial statements, what is the

source of the requirement?

12

3

11

0

5

10

15

20

16


Does the STARS COA adequately support your agency's cost allocation and cost

accounting needs?

57

31

6

0

20

40

60

80

Yes No No Response

Would you be interested in attending a small group discussion regarding COA issues?

48

39

7

0

20

40

60

80

Yes Not Needed No Response

17

““Prototype” Chart of AccountsPrototype” Chart of Accounts

A prototype chart of accounts with a crosswalk from STARS is provided below. (SHARP uses the PS Department chartfield.)

STARS PeopleSoftAgency => Business UnitDivision => DepartmentFund => FundObject => AccountPCA => ProgramBudget Fiscal Year => Budget Referencen/a => Projectn/a => Activity

Two additional optional (agency-specific) chartfields will probably be included.

18

Discussion/QuestionsDiscussion/Questions

For additional information on the project, please seethe project website: http://www.da.ks.gov/ar/fms/

Agency STARS Rapport Association May 8, 2008 Sunflower Project Statewide Financial Management System...

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