Steering Committee Meeting Statewide Financial Management System Update November 14, 2008

2 Today’s Topics Project status – Kent Change Control Log – Peggy Project risks – Gary Labor distribution analysis – Gary

3 Project Kick-off Oct 6 th Begin FMS Team Training mid-October mid- November Begin Conference Room Pilots Analysis Complete for COA, KDOT, SRS and Treasurer Systems mid-January Interface Standards Complete and Published to Agencies Mid-April The 1 st Six Months of the Project Build-out of Data Center Including SHARP II mid-March

4 Conference Room Pilots (CRPs) Identifies gaps between Kansas’ desired future business processes and requirements against the processes directly supported by PeopleSoft Analyzes identified gaps and defines the Reports, Interfaces, Conversions, Extensions, and Workflows inventory Identifies process changes needed to mitigate gaps Uses an Oracle-hosted environment with PeopleSoft software pre- configured for prototyping Using PC sharing technology for agency participation for agency personnel in remote locations Project Activities

5 Project team training courses - Completed General Ledger A/P & Purchasing A/R Billing Query Asset Management Numerous technical courses for tech team Upcoming courses e-Procurement Project Costing Contracts Project Activities (cont.)

6 Chart of Accounts design Inter-agency team lead by Annette Drafted chart of accounts in review by team Presented to ASTRA last week Areas of potential change Organizational structure – Agency (3) - Division (2) in STARS to Department ID (10) Transaction codes – no longer used Index codes – no longer used Agency use (13) in STARS to Chartfield #1 (10) Object codes (4) in STARS to Account (6) Elimination of Index will be significant impact to numerous agencies and will require Project Activities (cont.)

7 STARS vs. FMS Chart of Accounts

8 Configuring GL business units Foundation decision – cannot easily be reversed Complex decisions with numerous trade-offs (configuration, maintenance, impact on agencies) Detailed analysis of alternatives and pros and cons for each alternative Consulting with other States (OH), STA and Oracle Data center hardware Ordered servers (DEV, TST) from Sun in late-October Will arrive next week Project Activities (cont.)

9 Regular agenda item beginning this month Changes to the Statement of Work Added a deliverable for SHARP integration Design (mistakenly combined w/ the SHARP Analysis deliverable); split funding equally among the two deliverables Refined schedule and SOW by moving the dates for five deliverables1-2 months later; no overall schedule impacts Eliminated e-Grants analysis ($58K); polled agencies during grants business process mapping sessions and did not validate that this was needed by a critical mass of agencies Change Control Log

10 Risk management workshop held with Accenture on 11/12 Identified over 30 project risks Ranked and prioritized risks (probability and impact) Assigned risks to teams Teams will develop risk mitigation for priority risks Prioritized risks will be reported on weekly and monthly basis Project Risks

11 Four of 14 agencies left to visit (KBI, Aging, KDHE, Corrections) Agencies who want central labor distribution solution fall into two camps: 1.Agencies that would like to retain their existing system and interface to SHARP (some do now some do not) 2.Agencies that either do not have a time capture system or would like to retire their existing one Evaluating possibility of implementing PS Time and Labor electronic timesheet with optional self-service capabilities Oracle will provide a demo of Time and Labor 1pm Invitees include: A&R, DPS, DISC, Agriculture, Highway Patrol, Labor Central labor distribution analysis briefing and decision in January Status of Labor Distribution Analysis

12 Questions and Answers? For additional information on the project, please see the project website:

13 Back-up Changes to Object codes/Accounts: 6-digit object code with the 1 st character a GL account, characters 2-5 the current object code and a 6 th character for expansion – impacts many agency systems Eliminate BPC specific Codes (xxx8) Eliminate the agency specific designations, for example, 4070 Road and Highway Machinery and Equipment (Agencies 276, 710) Eliminate codes based on dollar amounts (non-inventory and inventory) Eliminate codes no longer used Add codes to further define “other” categories, such as 2790