Virginia Enterprise Applications Program (VEAP) Agency Information Technology Resource (AITR) Tuesday, May 15 th, 2007

VEAP AITRs Presentation 2 Enterprise Applications Supports Virginia’s ability to maintain position as best- managed state in the country Provides enhanced services to citizens & business in Virginia Improves efficiencies and capabilities across agencies and Executive, Legislative and Judicial branches Mitigates risks associated with current legacy systems Reduces redundant functionality and systems through consolidation

VEAP AITRs Presentation 3 Strong Business Case Current enterprise legacy systems are hindering effectiveness of other large Commonwealth systems Business functionality cannot be realistically added to the current enterprise systems Numerous agencies are enacting manual and electronic workarounds because of the legacy deficiencies Functionality and data overlaps within the current systems

Performance Budgeting/ Financial Management Human Resources Management Administration Management Supply Chain Management VEAP Overview

VEAP AITRs Presentation 5 Why Enterprise Applications Benefits Allows agencies to focus on core business functions Provides economies of scale for non-core functions –Financial Management and Performance Budget –Human Resources –Administrative Supply Chain DOA, DPB and agencies will be speaking the same “language” Provides access to data without depending on or tasking other agencies

VEAP AITRs Presentation 6 Why Enterprise Applications Current State CARS CIPPS Metafile (Client) Reportline (Web) Mantissa (Mainframe) FAACS FIND Disparate collection of technology, applications and processes –Mainframe, server, COTS & GOTS –Flat files, relational databases, spreadsheets Lacks horizontal integration Lacks enterprise business intelligence capability Lacks enterprise data-mining capability Lacks enterprise data-warehouse capability ProBud CARS Expend Wise (Query / Reporting Tool) Budget Wise (Query Tool) Web Bears Flat file FATS Budget Dev. Execution Master ODS Financial Management Budgeting Phase I

VEAP AITRs Presentation 7 Why Enterprise Applications Future State DB Data Store ERP Phase II Flat Files Other DBs BI Tool Data Warehouse Standard business intelligence tool set Improved data accuracy Improved business visibility Managed Centrally

VEAP AITRs Presentation 8 Why Enterprise Applications Result View information the way you think about it… Common operational picture

VEAP AITRs Presentation 9 Why Enterprise Applications Objective Future Vision

VEAP AITRs Presentation 10 Financial Business Case If an Enterprise solution was not being considered at this time, the Commonwealth would still face the need to replace its financial systems We would still be reviewing business processes We would still be considering an ERP software solution Current systems do not support the needs of most state agencies. Over 150 separate financial systems of various types were discovered during due diligence Core legacy financial systems are hindering other Commonwealth systems effectiveness The potential exists for material errors that could lead to internal control findings or audit qualifications resulting from risks associated with legacy systems. Concerns include: Processes that require manual intervention Significant data analysis and manipulation are required that adversely impacts timely financial reporting Weaknesses in numerous reports as cited by the APA

VEAP AITRs Presentation 11 Planning Status Statewide ERP Software Request For Proposals –Released March 9 –Proposals received April 9 th –Software Evaluation Committee Representatives from various state agencies Across all four business process areas Functional and Technical perspectives Future State Business Process Documents –Through the second iteration –8 areas New business processes and capabilities New flow diagrams Detailed requirements

VEAP AITRs Presentation 12 Phase I - Scope 8 functional areas –Performance Based Budgeting –General Accounting –Cost Accounting –Purchasing –Accounts Payable –Accounts Receivable –Fixed Assets –Time and Attendance, Labor Distribution and Leave

VEAP AITRs Presentation 13 Phase I – Application Impacts Replacement of ProBud –All COVA entities impacted by replacement of ProBud Replacement of CARS –Estimated 261 agencies impacted by CARS replacement –50% using CARS as primary accounting system –50% interfacing or reporting data to CARS Replacement of legacy financial systems outside of CARS –DGS, VITA, VEC and VDOT

Project Team Communications Functional Technical

VEAP AITRs Presentation 15 Common Questions How will you interface non-subsumed systems? –Combination of web services and point-to-point interfaces How will it affect my people? –Agency specific systems will no longer be required (Phase I) –Staff participation in planning, implementing & sustaining How will it be supported? –Centralized team to sustain and enhance (avoid repeating current situation) –Centers of Excellence –Service Bureaus Agency participation –SMEs on working groups –One-on-one meetings –Data calls on system information Web site under development

VEAP AITRs Presentation 16 Questions?