1. SHARE Special Project DPS SHARE Grants and Projects Billing
Requesting Agency:
Dianna DeJarnette
ASD Deputy Director
Department of Public Safety
SHARE:
Michael Chmura
SHARE Special Projects Leader

2. SHARE Special Project DPS SHARE Grants and Projects Billing
The DPS SHARE Grants and Projects Billing project is requesting certification for Closeout
Project Justification:
The PeopleSoft Grants, Contracts, Project Costing, Billing and Accounts Receivable modules (“Grants Suite”) were installed as part of the original SHARE implementation.
DPS manages and bills over $25M in grants annually
These modules, as a collective, are only being utilized by a small group of State Agencies
DPS used manual processes and off-line spreadsheets instead of the SHARE to handle grants and projects billing and reconciliation.
This project expanded the use of these modules for the Department of Public Safety (DPS)

3. SHARE Special Project DPS SHARE Grants and Projects Billing
Project Accomplishments:
DPS built on the existing Grants Suite configuration in SHARE to deploy Grants and Projects Billing functionality. Additionally, DPS used previous HCM project work to pass labor and fringe from HCM to the Financials application during the implementation.
This project deployed the functionality needed to streamline the processing related to grants and projects billing.
Elimination of manual processes and offline spreadsheets
Improved accuracy and data integrity
Improved grants and projects reporting
Provided knowledge transfer to the State’s functional and technical support teams on Grants Suite configuration and functionality
Training of DPS staff
Expansion of the SHARE Grants Cookbook
Post-implementation billing catch-up to support Fiscal Year 2014 year-end

4. SHARE Special Project DoIT SHARE Asset Management
Lessons Learned:
Involvement of Other State Agencies: For a successful implementation, it was critical to solicit involvement from other Agencies (i.e., the Department of Transportation) early in the project that were also operational on the Grants Suite. In particular, the inclusion of DOT (the Department of Transportation) representatives allowed for valuable input throughout the DPS project, and also contributed to the success of the Regression Testing phase prior to go-live. As the Agency that manages the SHARE application, it was also important to include DoIT representation throughout the DPS project as well.
Understanding of the Grants Suite and SHARE: Key driver for the success of the DPS project was to have a solid functional understanding of the PeopleSoft Grants suite, and the integration of the respective modules (Accounts Receivable, Project Costing, General Ledger, Grants Management, and Billing). A firm understanding and prior experience with the State’s PeopleSoft SHARE system and its configuration was also critical to the success of the project.

5. SHARE Special Project DoIT SHARE Asset Management
Lessons Learned:
Environment Management: The SHARE Development (“D”), Testing (“T”), and Quality Assurance (“Q”) environments are currently refreshed on an ad-hoc basis from the Production (“P”) environment. The “date” of data in those respective environments should be taken into consideration, particularly as this relates to project testing cycles. There may be an increased risk that issues will only be uncovered after go-live if the data and configuration in the development and testing environments are dissimilar to the production environment
User Acceptance Testing: It is critical that end users participate in all facets of the User Acceptance Training including areas which may not be directly applicable to their daily role. This participation will help build an understanding of business processes, SHARE configuration and functionality, the integration between modules, and the impacts of data flows in the application.
Project Objectives: Business conditions which may be applicable to the private sector do not always apply to the public sector environment. Additional constraints may exist in the public sector which could impact project goals, objectives and timeline.

6. SHARE Special Project DPS SHARE Grants and Projects Billing
Timeline for the DPS SHARE Grants and Projects Billing Project:

7. SHARE Special Project DPS SHARE Grants and Projects Billing
Major Project Deliverable and Performance Measure
Budget
Date
Project Phase
Phase 2.2: Project Organization, Planning and Reporting
$120,000.00
8/30/2013
Planning
Phase 2.2: Designing, Walkthrough and Build
$130,000.00
5/24/2013
Implementation
Phase 2.2: SHARE Grants Configuration Testing
8/16/2013
Phase 2.2: Project Knowledge Transfers and Training
7/16/2013
Phase 2.2: Go-Live Implementation
$125,000.00
8/23/2013
Phase 2.2: Support and Project Close-out
$30,000.00
9/20/2013
Close-out
Total
$645,000.00

8. SHARE Special Project DPS SHARE Grants and Projects Billing
Q & A