Statewide Financial System (Internal Use Only) Agency Task List Kickoff Meeting June 9, 2010 Presented by: Mary Acquaviva Org Readiness

Statewide Financial System (Internal Use Only) 2  Stakeholder Delivery Map  Overview of Task List Tools  Agency Task List  Agency Monthly Reporting Scorecard  Statewide Dashboard  Task List Walkthrough  Agency Next Steps  Agency Support  Questions  Stakeholder Delivery Map  Overview of Task List Tools  Agency Task List  Agency Monthly Reporting Scorecard  Statewide Dashboard  Task List Walkthrough  Agency Next Steps  Agency Support  Questions Meeting Agenda

Statewide Financial System (Internal Use Only) JanFebMarAprMayJunJulAugSepOctNovDec JanFebMarAprMayJun Jul Implementation OSC and Agency Readiness Agency LOE Forms and Plan to Procure Due Agency Interface Project Plans Certification Pilot Begins Bulkload Certification Begins OSC Change Impact Due OSC Change Action Plans Begin Agency Specific Scorecards Created Agency Checkpoint Meetings Bulkload Certification Ends Trainers Identified Final Layouts to Agencies Services Acquisition Interface Design/Build Certif Pilot Formal Certification Agency Implementation Guide Release Guide with File Layouts Conversion Mock Tests Data Cleansing at 70% Data Cleansing Complete Vendor File Live Execute Conversion Go-Live Production Support OSC Oracle GLS used for CAFR Operations Information Agency Executes Change Actions and Provides Scorecard Updates Final Agency Vendor File Agency Impacts/Actions Training Design Training Development Training Delivery Train Trainers OSC Action Plan Development Collect OSC Impacts OSC Executes Change Actions Cutover OSC/Agency SFS Team Stakeholder Delivery Map

Statewide Financial System (Internal Use Only) 4 Task List Tools  Agency Task List  Agency-specific tasks that need to be completed prior to Go-Live.  Three-month rolling task list created and distributed by SFS Organizational Readiness Team on a monthly basis.  Updated by agencies to indicate status of completion and returned to SFS monthly.  Agency Monthly Reporting Scorecard  Based on Agency’s status of task completion.  Created and distributed by the Agency’s Organizational Readiness Liaison monthly.  Statewide Dashboard  Global view of all agencies’ organizational readiness.  Created, maintained, and used internally by SFS.

Statewide Financial System (Internal Use Only) 5 Task List Tools: How They are Related  Agency task lists are distributed to agencies at the beginning of the month.  Agencies return task lists by the last business day of the month.  SFS uses agency task lists to update and distribute each agency’s monthly reporting scorecard.  SFS uses agency monthly reporting scorecards as input to the statewide dashboard. Agency A Task List Agency A Scorecard A B C D Agency B Task List Agency C Task List Agency D Task List Agency B Scorecard Agency C Scorecard Agency D Scorecard DASHBOARDSCORECARDSTASKLISTS

Statewide Financial System (Internal Use Only) 6 Agency Task List Kickoff Meeting Agency Task List Overview Presented by: Divya Chadalavada Org Readiness

Statewide Financial System (Internal Use Only) 7 Agency Task List: What is it?  Agency-specific listing of all tasks that need to be completed in preparation for Go-Live.  Task lists cover all aspects of organizational readiness:  Process Readiness – New tools in place; new / modified business processes documented.  People Readiness – Open intra-agency communications; successful training delivery; user roles / provisioning.  Support Readiness – Provision of user support; Super User preparation.  System Readiness – Systems are configured / converted / interfaced / tested.  Infrastructure Readiness – Desktops / workstations are prepared.

Statewide Financial System (Internal Use Only) 8 Agency Task List: What is it?  Task lists contain all tasks that are due within the next three months and any incomplete tasks from the previous task list.  Distributed to Agency Coordinators monthly.

Statewide Financial System (Internal Use Only) 9 Agency Task List Snapshot: As Sent to Agencies Task ID No. High-Level Task Category Task DescriptionReference Material Task Start Date Targeted Completion Task Status (Agency to Complete) Info. Req'd from SFS Entity Impacted 2Business ProcessDetermine agency use of requisitioning in FMSNot Applicable1-Jul Aug-2010 Phase I 6Business ProcessIdentify change to internal business processes and procedures Not Applicable1-Jul Aug-2010 Phase I 8CommunicationsCreate communication distribution channels (i.e. distribution list) for end users Not Applicable10-Jun Jul-2010 All agencies 12Configuration (COA)Complete Cost Center Mappings - Round 1Section 8.0 Agency Implementation Guide 1-Dec Apr-2010 All agencies 18ConversionIdentify agency systems that require conversion (Consider AR billing systems that are to be replaced by SFS) Not Applicable10-Jun Jul-2010 Phase I 17ConversionIdentify data conversion requirements for disposed systems (Consider AR billing systems that are to be replaced by SFS) Not Applicable10-Jun Jul-2010 Phase I 16ConversionIdentify conversion data owners 10-Jun Jul-2010 Phase I 54Interface Development Complete and return Level of Effort form for Interface Development to SFS Section 2.5 and Appendix J Agency Implementation Guide 23-Oct Mar-2010 Interface Agency 55Interface Development Complete and submit to SFS a Project Plan for Interface Development to SFS Section Agency Implementation Guide 23-Oct Mar-2010 Interface Agency 24Interface Development Determine finalized dispositions for feeder systemsNot Applicable1-Apr May-2010 Phase I 25Interface Development Complete and submit the Agency Interface Profile template to SFS Section 4.0 and Appendix G Agency Implementation Guide 24-May Jun-2010 Interface Agency 27Interface Development Complete conversion to TumbleweedAppendix F Agency Implementation Guide 16-Feb Aug-2010 Interface Agency 31SecurityConfirm Security Coordinator has been designatedSection 3.2 Agency Implementation Guide 24-May Jun-2010 All agencies 41TrainingComplete training survey and submit to SFSSection 10.5 Agency Implementation Guide 1-Mar May-2010 Phase I 49TrainingEnsure all agency end-users are registered in NYS-LearnSection 10.5 Agency Implementation Guide 24-May Aug-2010 Phase I 48TrainingConfirm end user prerequisite training gapsSection 10.5 Agency Implementation Guide 1-Jul Aug-2010 Phase I

Statewide Financial System (Internal Use Only) 10 Task ID No. High-Level Task Category Task DescriptionReference Material Task Start Date Targeted Completion Task Status (Agency to Complete) Info. Req'd from SFS Entity Impacted 2Business ProcessDetermine agency use of requisitioning in FMSNot Applicable1-Jul Aug % Complete Phase I 6Business ProcessIdentify change to internal business processes and procedures Not Applicable1-Jul Aug % Complete Awaiting Information from SFS Phase I 8CommunicationsCreate communication distribution channels (i.e. distribution list) for end users Not Applicable10-Jun Jul % Complete All agencies 12Configuration (COA)Complete Cost Center Mappings - Round 1Section 8.0 Agency Implementation Guide 1-Dec Apr – Complete All agencies 18ConversionIdentify agency systems that require conversion (Consider AR billing systems that are to be replaced by SFS) Not Applicable10-Jun Jul Not Applicable Phase I 17ConversionIdentify data conversion requirements for disposed systems (Consider AR billing systems that are to be replaced by SFS) Not Applicable10-Jun Jul Not Applicable Phase I 16ConversionIdentify conversion data owners 10-Jun Jul % Complete Phase I 54Interface Development Complete and return Level of Effort form for Interface Development to SFS Section 2.5 and Appendix J Agency Implementation Guide 23-Oct Mar – Complete Interface Agency 55Interface Development Complete and submit to SFS a Project Plan for Interface Development to SFS Section Agency Implementation Guide 23-Oct Mar – Complete Interface Agency 24Interface Development Determine finalized dispositions for feeder systemsNot Applicable1-Apr May – Complete Phase I 25Interface Development Complete and submit the Agency Interface Profile template to SFS Section 4.0 and Appendix G Agency Implementation Guide 24-May Jun – Complete Interface Agency 27Interface Development Complete conversion to TumbleweedAppendix F Agency Implementation Guide 16-Feb Aug % Complete Interface Agency 31SecurityConfirm Security Coordinator has been designatedSection 3.2 Agency Implementation Guide 24-May Jun Not Started All agencies 41TrainingComplete training survey and submit to SFSSection 10.5 Agency Implementation Guide 1-Mar May Not Started Phase I 49TrainingEnsure all agency end-users are registered in NYS-LearnSection 10.5 Agency Implementation Guide 24-May Aug % Complete Phase I 48TrainingConfirm end user prerequisite training gapsSection 10.5 Agency Implementation Guide 1-Jul Aug % Complete Phase I Agency Task List Snapshot: Statuses Updated by Agencies

Statewide Financial System (Internal Use Only) 11 Agency Task List Support  Agencies should contact their Organizational Readiness Liaison with any questions regarding the task list/scorecard.  Organizational_Readiness_Agency_Assignments.doc

Statewide Financial System (Internal Use Only) 12 Agency Task List Considerations Status updates on task lists are due to the SFS Organizational Readiness Liaison by the last business day of each month. If agencies do not submit a task list by the due date, SFS will assume that no progress was made. SFS will not adjust published reports to accommodate late agency task list submissions.

Statewide Financial System (Internal Use Only) 13 Agency Task List Kickoff Meeting Agency Monthly Reporting Scorecard Presented by: John Libutti Org Readiness

Statewide Financial System (Internal Use Only) 14 Agency Monthly Reporting Scorecard: What is it?  Agency’s status of task list completion.  Identifies issues and highlights areas, by category, that may be at- risk for Go-Live.  Metrics are based off completion of tasks from the agency’s task list.  Agency scorecards are updated monthly by SFS and distributed to the Agency Coordinator.  Dependent upon agencies submitting task lists by the end of each month.

Statewide Financial System (Internal Use Only) 15 Agency Readiness Scorecard Agency Name New York State Agency A Total Number of Tasks Due this Month 23 Checkpoint Date (Monthly) Readiness Metric Categories: Process Readiness -New tools are in place and processes have been documented People Readiness - The organization can successfully operate in the new environment System Readiness - The system is ready to operate as designed Support Readiness- The processes are in place to successfully support the system on Go-Live Infrastructure Readiness- Technical components have been completed to ensure users are ready for the transition to SFS CategoryPlanned Tasks CompleteActual Tasks Complete Variance Comments / Includes Mitigation Approach Agency Specific % Process Readiness % Business Process % People Readiness % Communications % Training % User Roles/Provisioning % System Readiness % Variance LegendIn Good Shape Some Concerns Urgent Attention Unable to Assess Agency Monthly Reporting Scorecard Snapshot

Statewide Financial System (Internal Use Only) 16 Agency Task List Kickoff Meeting Statewide Dashboard Presented by: John Libutti Org Readiness

Statewide Financial System (Internal Use Only) 17 Statewide Dashboard: What is it?  Global view of all agencies’ organizational readiness and task list completion.  Agencies are given scores based on two factors:  Readiness – based on task list completion  Complexity – based on several factors, such as:  Number of source system interfaces  Number of cost centers  Scale of workforce training effort  Scale and complexity of security roles  Transaction volume  Scale and complexity of conversion effort  Identification of host agency

Statewide Financial System (Internal Use Only) 18 Statewide Dashboard: What is it?  Readiness and Complexity scores combine to place an agency in one of four quadrants: High Low High Low Complexity Readiness Agency B Agency C Agency D Agency E Agency F Agency G Agency H Agency J

Statewide Financial System (Internal Use Only) 19 Statewide Dashboard: What is it?  An agency’s placement in the matrix guides SFS interaction to those agencies in need of the greatest support. High Low High Low Complexity Readiness Caution Agency At Risk All systems go! Caution

Statewide Financial System (Internal Use Only) 20 Agency Task List Kickoff Meeting Review June Agency Task List Presented by: Ted Paniccia III Org Readiness

Statewide Financial System (Internal Use Only) 21 Agency Task List Timeline

Statewide Financial System (Internal Use Only) 22 Next Steps/Significant Dates  June 7 th : Agency task lists were distributed to Agency Coordinators.  June 9 th : Agency Task List Kickoff Meeting.  June: SFS will be scheduling working sessions with agencies to walkthrough the task lists and review agency-specific tasks.  June 30 th : Agency task lists are due to SFS.  July – Go-Live:  SFS distributes agency task lists and scorecards monthly to Agency Coordinators.  Agencies return task lists to SFS by last business day of each month.

Statewide Financial System (Internal Use Only) 23 Questions?