New Financial System Project Pre-Submission Meeting May 31, 2002

New Financial System  Financial System Project –Current System: Mainframe based Advantage Financial by AMS purchased in 1988

New Financial System  Financial System Project –Current System: Mainframe based Advantage Financial by AMS purchased in 1988 –Needs Assessment: Information Technology Committee and Auditor’s Office

New Financial System  Financial System Project –Current System: Mainframe based Advantage Financial by AMS purchased in 1988 –Needs Assessment: Information Technology Committee and Auditor’s Office –Decision – Find new Financial System

Scope  Replace Current System: –Accounts Payable –General Ledger –Fixed Assets –Job Costing

Scope  Replace Current System: –Accounts Payable –General Ledger –Fixed Assets –Job Costing  Add: –Purchasing –Accounts Receivable –Grant/Project Accounting –Treasury Management

Expectations  Require Interface for Current Systems: –Human Resources/Payroll (Eden Gold)

Expectations  Require Interface for Current Systems: –Human Resources/Payroll (Eden Gold) –Roads And Transportation‘s Cost Accounting Management System (Cascade Software)

Expectations  Require Interface for Current Systems: –Human Resources/Payroll (Eden Gold) –Roads And Transportation‘s Cost Accounting Management System (Cascade Software) –Assessor/Treasurer System (Ascend)

Expectations  Require Interface for Current Systems: –Human Resources/Payroll (Eden Gold) –Roads And Transportation‘s Cost Accounting Management System (Cascade Software) –Assessor/Treasurer System (Ascend) –Development Services Permit Tracking (CSDC)

Expectations  Require Interface for Current Systems  Require Powerful Report Writer

Expectations  Require Interface for Current Systems  Require Powerful Report Writer  Require “True” BARS* Account Code Structure –*”Budgeting, Accounting and Reporting System” a Washington State Auditor Requirement

Expectations  Require Interface for Current Systems  Require Powerful Report Writer  Require “True” BARS* Account Code Structure  Use new system in “vanilla” form

Expectations  Require Interface for Current Systems:  Require Powerful Report Writer  Require “True” BARS* Account Code Structure  Use new system in “vanilla” form  Few Customizations

Expectations  This May Cause Various Business Changes Such As : –Purchase Orders/Encumbrance Accounting –New terminology –Modified processes – approvals, signatures, etc.

Time Line  May 2002 –Publish Request For Proposal –Begin Changes to Chart of Accounts  June 2002 –Receive Responses  Summer 2002 –Scripted Demonstrations from top Vendors –Possible Site Visits  Fall 2002 –Contract Negotiations –Continue Change Management

Time Line  Early 2003 –Start Implementation –Install System –Conduct System Training –Define new Budget format (Chart of accounts, etc.) –Define any new business practices –Define any new or changed financial policies

Time Line  Early 2003 –Start Implementation –Install System –Conduct System Training –Define new Budget format (Chart of accounts, etc.) –Define any new business practices –Define any new or changed financial policies  Mid-2003 –Enter 2004 Budget into the New Financial System –Continue using Advantage Financial

Time Line  Early 2003 –Start Implementation –Install System –Conduct System Training –Define new Budget format (Chart of accounts, etc.) –Define any new business practices –Define any new or changed financial policies  Mid-2003 –Enter 2004 Budget into the New Financial System –Continue using Advantage Financial  2004 –Start using New Financial System –Continue Advantage Financial until fiscal year is “closed”

Thank You! Questions……