Statewide Financial System SFS Key Stakeholder Meeting Tuesday, March 15, 2011 Statewide Financial System (SFS)

Statewide Financial System 2 Agenda  Phase 1 Agency Update  Mid-Year Conversion Approach Confirmed  Testing  Role Mapping Governance Process  Release 2B Security Update  Reporting Inquiry Tool Access  Additional Modules Open to Future Phase Agencies  Deployment  Upcoming Meetings  Q&A

Statewide Financial System 3 Phase 1 Agency Update

Statewide Financial System 4 Phase 1 Agency Update Seven Future Phase agencies will now be included in Phase 1 Go-Live:  Council on the Arts (ART)  Office of Children and Family Services (OCFS)  Department of Motor Vehicles (DMV)  Office of Alcoholism and Substance Abuse Services (OASAS)  Office of Mental Health (OMH)  Office for People with Developmental Disabilities (OPWDD)  Workers’ Compensation Board (WCB)

Statewide Financial System 5 Phase 1 Agency Update Selected after thorough due-diligence process:  Agency accepts PeopleSoft-delivered functionality  Agency is committed to supporting transition to Phase 1 including a designated project manager  Business process alignment and optimization  Commitment to the adoption of the centralized business model  Cost avoidance  Retirement of legacy system

Statewide Financial System 6 Phase 1 Agency Update Next steps:  New Phase 1 Agency Kickoff  March 15, 1:00 – 4:00 PM, Training Room D  New Phase 1 Agency Impact Assessment Session – Budget  March 17, 9:00 AM – 12:00 PM, Training Room D  New Phase 1 Agency Impact Assessment Session – General Ledger  March 17, 1:00 – 4:00 PM, Training Room D  New Phase 1 Agency Task List Workshop  March 18, 9:00 AM – 12:00 PM, Training Room D

Statewide Financial System 7 Mid-Year Conversion Approach Confirmed

Statewide Financial System 8 Mid-Year Conversion Decision 3 options were defined and vetted with OSC, DOB, Phase 1 Agency Representatives and Future Phase Agency Representatives  Mid-Year Conversion Approach Confirmed:  CAS (Central Accounting System) and GLS (General Ledger System) will be closed as of September 30, 2011  A new 6-month year in SFS will begin on October 1, 2011  All data will be converted on October 1, 2011, similar to the conversion process that was planned for April 1, 2011  Reporting will be required out of both CAS and SFS for 6 months until the next fiscal year starts on April 1, 2012  The SFS Program will add YTD to the Conversion Program, in tandem with retaining the Life- to-Date amounts

Statewide Financial System 9 Testing

Statewide Financial System 10 Testing Summary DesignBuildTestDeploy  End-to End (E2E) Bulkload Testing  Cycle 1 – 2/8 through April timeframe  Cycle 2 – April through June timeframe  Cycle 3 – Late summer  User Acceptance Testing (UAT) Online Testing  April through August timeframe  Communication will be distributed the week of March 28 regarding the start of E2E Cycle 2 and UAT Online

Statewide Financial System 11 End-to-End (E2E) Bulkload Testing DesignBuildTestDeploy  E2E Bulkload Testing – Cycle 1  Currently processing files for 4 agencies; other agencies pending  Have addressed various defects discovered as part of initial testing  Compiled some FAQs to help avoid common startup issues experienced by the 4 initial agencies  Have successfully processed budgets, contracts, purchase orders, vouchers  E2E Cycle 1 to continue through April timeframe  Each Agency should determine schedule for participating with E2E Bulkload Testing

Statewide Financial System 12 User Acceptance Testing (UAT) Online DesignBuildTestDeploy  UAT Online Basics  Structured, coordinated calendar of testing of business processes  This is not Training  Goal: Validate functionality of online transactions  UAT Online Preparation Activities  Online test scripts drafted  UAT calendar drafted  “Dry Run” activities commenced  Conversion programs run in UAT test environment  UAT Test Lab set up and configured

Statewide Financial System 13 User Acceptance Testing (UAT) Online DesignBuildTestDeploy  UAT Online Logistics  Attendance at any test session limited to 1 representative per GLBU for most agencies o Exceptions will be made at the discretion of the SFS Program  Hosted agencies can elect to have their host agency send an additional attendee on their behalf  SFS will request that Agency sign-up for specific topic areas and identify participants for each  Agencies will be able to test the functions to which they are role-mapped (i.e. they can only test the functions in the system they are using)  Beginning of April: o UAT Kickoff o Other preparatory activities

Statewide Financial System 14 Role Mapping Governance Process

Statewide Financial System 15 Role Mapping Updates – Production  For COA Profile and new Vendor request only, Agency Security Coordinators will request changes to user access to the production system through the SFS Helpdesk  Working to set up web-based access for Agency Security Coordinators to request changes; will roll this out to the Security Coordinators when ready

Statewide Financial System 16 Role Mapping Updates – Test Role Mapping Segregation of Duties Agency Updates Production Updates Now – June July August – onward through Help Desk Used in UAT

Statewide Financial System 17 Release 2B Security Update

Statewide Financial System 18 Release 2B Security Update  Agency user credentials process for Release 2B (Vendor Add and Cost Center Maintenance roles):  Agency User IDs and passwords will be sent out separately to SFS Security Coordinators in encrypted format (passwords for encrypted files will be sent in a separate to Security Coordinators)  Agency User IDs and passwords will be sent starting March 25  Communication sent last week to SFS Security Coordinators and Agency Coordinators outlining distribution instructions

Statewide Financial System 19 Release 2B Security Update  Vendor user credentials process:  A single Vendor-Designated SFS Security Administrator will receive an SFS registration from OSC’s VMU  All additional SFS vendor user credentials must be generated and managed by this Vendor SFS Security Administrator  All Vendor users will be able to reset their passwords online

Statewide Financial System 20 Reporting Inquiry Tool Access

Statewide Financial System 21 Reporting Inquiry Tool Access  Report Catalog contains 500+ reports  363 custom reports  162 delivered reports  Team is assessing impact of providing inquiry access to future phase agencies  Meet the need currently provided by CAS inquiry screens  Will reduce the number of reports required  Establish reporting workgroups  Comprising OSC, DOB, and Agencies  Review / identify reports no longer needed  Kickoff meeting to be scheduled for mid-April

Statewide Financial System 22 Additional Modules Open to Future Phase Agencies

Statewide Financial System 23 Budget and T & E Modules Functionality  The following modules will be opened to All Agencies:  Budget Journals  Travel and Expense Module

Statewide Financial System 24  The following five functions will be available:  Budget Transfers  Budget Journals  Budget Interunit Transfer  Review Budget Exceptions for Budget Journals  Worklist Access (if budget journal rejected) Budget Journal Module

Statewide Financial System 25 Travel & Expense Module Using SFSBulkloading Taxable expenditures will be interfaced to PayServ to be recorded on employee W2s Agencies will be responsible for sending taxable expenditures to PayServ to be recorded on W2s Agencies can continue to process credit card items along with employee reimbursable items to facilitate reconciliation Agencies will only be allowed to submit the Net amount to be paid to an employee Travel Authorization functionality to obtain approval prior to travel Obtain travel approvals through s or paper based system Document attachment capability can facilitate Agency approval processes Documentation is manually attached to expense reports or maintained in Agency’s storage space

Statewide Financial System 26 Travel & Expense Module Using SFSBulkloading Automatically validates per diem amounts and lodging rates maintained centrally in the SFS Manually validate per diem amounts and lodging rates or maintain in Agency system Record and report on DOB approval for Travel Authorizations and Expense Reports Continue tracking and reporting DOB approvals using current process Users receiving ACH payments will have inquiry capability to review payments and expense history Employees continue to contact travel unit for payment information

Statewide Financial System 27 Deployment

Statewide Financial System 28 Agency Implementation Team (AIT)  Agency Coordinator:  Leads agency preparation for SFS go-live  Supports overall change with the agency  Communications Liaison:  Disseminates communications throughout the agency  Workforce Readiness Liaison:  Supports business process changes  Works with Unions/GOER on role impacts  ImpleMentor:  Conducts information sessions to educate  Establishes user groups

Statewide Financial System 29 Leading Change Workshop Objectives  Phase 1 Leading Change Workshop (make-up session in May)  Provide tools and resources to help the AIT prepare for “Go-Live”  Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your Agency  Monthly follow-up calls/workshops to support action plans  Future Phase Leading Change Workshop (in May)  Provide tools and resources to help the AIT prepare for “Go-Live”  Identify Communications, Workforce Readiness and ImpleMentor team members  Create a Communications, Workforce Readiness and ImpleMentor action plan to be implemented at your agency  Monthly follow-up calls/workshops to support action plans

Statewide Financial System 30 Task List Update  All agency task lists must be submitted by NOON on the last day of each month  Be sure to add “one-off” tasks received during the month to full task list when received  Important to update these “one-off” tasks on Task List, not via individual s to Feedback  Outstanding uncompleted COA tasks have been updated to reflect status of Not Applicable items The updated Agency task list is located at:

Statewide Financial System 31 Upcoming Key Stakeholder Meetings  Upcoming Key Stakeholder Meetings ( generally the third Tuesday of each month ):  April 19  May 17  June 21  July 19  August 16  September 20  October 18

Statewide Financial System 32 Questions? Contact us at: Visit our website: