2. Statewide Financial System SFS Key Stakeholder Meeting January 25, 2011 Statewide Financial System (SFS)

3. Statewide Financial System 2 Agenda  SFS “Go-Live” Extension: October 2011  New SFS Online Courses  Vendor “Go-Live” Update: Success!  SFS Reporting Update

4. Statewide Financial System 3 October 2011 Go-Live Roadmap

5. Statewide Financial System 4 SFS October 2011 “Go-Live” Questions

6. Statewide Financial System 5 #10 Why are we extending the SFS “Go- Live” to October?  “Going Live with Certainty”  Given the limited State, Agency, and SFS resources, extending to October provided the best opportunity to position the program for a successful launch  SFS functionality was complete, but customization to agency requirements needed additional modifications  Allows additional time for conversion, consolidation, system testing, and Agency readiness and training  Potential for more end users

7. Statewide Financial System 6 #9 What SFS modules will be implemented for the October “Go-Live”?  Functional scope for the October 2011 SFS “Go-Live” will remain unchanged

8. Statewide Financial System 7 #8 How do we manage CAS and other legacy systems?  APPX/KFMS legacy systems will need to be continued until after the October SFS “Go-Live”  CAS and its shadow system will continue to provide reporting of data for an additional 6 months

9. Statewide Financial System 8 #7 How do we keep the momentum going for SFS given the extension?  Don’t let up!  Must maintain the aggressive pace we’ve had  Use change management and communication tools:  Workforce readiness plans  Communications toolkits  SFS demos, screen shots, simulations  Town Hall sessions and workshops

10. Statewide Financial System 9  Engage agencies through our expanded outreach program  Technology  Business Processes  Workforce Readiness #6 How do we maintain support from the Agencies given the extension?

11. Statewide Financial System 10 #5 What will happen with a fiscal mid-year conversion? What is our game plan? What is changing?  Mid Year Conversion SFS SWAT Team identified and engaged  Things to think about in mid year conversion programs:  Are summary transactions by month sufficient to support reporting requirements (including Grants and Oil spill)?  How will Agencies support mid-year change and reporting within their FMS?  Impacts to Data Warehouse reporting?  Impacts to Payroll?

12. Statewide Financial System 11 Conversion: Mid-Year Proposal (All Agencies) Program NameApril Conversion Plan Options for Mid Year Conversion General Ledger Conversion Balance sheet balances1) Convert as of 3/31/11 and then post monthly summarized transactions (sourced from CAS to GLS feed), month by month through 10/31 2) Close CAS and GLS as of 9/30/11 and start new 6 month year in SFS

13. Statewide Financial System 12 Conversion: Mid Year Proposal (All Agencies) Program NameApril Conversion PlanProposal for Mid Year Conversion GrantsSummaries converted (includes Life to Date Summary activity) No change ContractsOpen and Inactive for past 730 days (includes Life to Date Expenditures Summary activity) Open and Inactive for past 910 days Contract Encumbrances Open Active BalancesNo change CAMNot converting contract audit information and history from CMS No change

14. Statewide Financial System 13 Conversion: Mid Year Proposal (All Agencies) Program NameApril Conversion PlanProposal for Mid Year Conversion Oil SpillSummaries convertedNo change 1099’sSummaries convertedNo change Child PerformersSummaries convertedNo change FBICSummaries convertedNo change Land ClaimsSummaries convertedNo change LiensSummaries convertedNo change VendorsConverting 01/2011 N/A Customers Converting 08/2011N/A AR Open ItemsBalances as of 3/31/11Balances as of 9/30/11 PO EncumbrancesNot convertedNo change AP VouchersNot convertedNo change Travel VouchersNot convertedNo change

15. Statewide Financial System 14 Conversion: Mid Year Proposal (All Agencies) Program NameApril Conversion PlanProposal for Mid Year Conversion Commitment ControlBalances converted (with Life to Date Summary Activity) No change Payment ReconciliationNot convertedLoad open un-reconciled checks as third party payments to facilitate consolidated reconciliation processes.

16. Statewide Financial System 15 #4 How will the extension change role mapping and impact assessments?  Current role mapping will remain in place, but updates and revisions will be allowed as staff and employees transition roles and positions  Agency Impact Assessments will be updated as needed if functionality or scope changes  Specific timing for updates will be communicated at a later time

17. Statewide Financial System 16 #3 How has the SFS testing schedule and scope changed with the extension?  February scheduled UAT has been postponed  Expanded Online UAT to 3 months (April-July)  Provided additional time for Bulkload End-to-End UAT and remediation (January-May)

18. Statewide Financial System 17 #2 How will the extension impact the SFS training schedule and resources?  Train the Trainer and End User Training will likely be delayed until the summer  Training development will remain on schedule and modules will be released as they are completed  8 online courses will be available for Agency use in February

19. Statewide Financial System 18 New SFS Online Courses (UPK demo to be inserted Mon Jan 24)

20. Statewide Financial System 19 #1 Now that we have additional time, how can we better prepare our agencies for the October “Go-Live?”  Contribute and participate in SFS outreach programs  Communicate and ask questions regarding challenges and issues  Utilize and implement Agency readiness, communications, and workforce readiness tools and materials  Provide additional time to train Agency users over next 9 months  We want to hear from you!

21. Statewide Financial System 20 SFS Vendor “Go-Live:” Success!

22. Statewide Financial System 21 SFS Vendor File “Go-Live ”  The first M131 file will be available for Agency review the week of January 24  Vendor Portal “Go-Live” deferred until Release 2B to accommodate additional system testing  Benefits:  Eliminates duplicate vendor records  Improves vendor reports of purchasing and payments  Allows vendors to maintain their own records through self-service  Enables agencies to leverage volume discounts and efficiencies  The SFS Vendor File went live on Tuesday, January 18 on schedule!

23. Statewide Financial System 22 SFS Reporting Update

24. Statewide Financial System 23 Report Catalog by Application (All Agencies)  The SFS Report Catalog contains the custom and delivered reports that support the SFS Reporting Solution: Reports by Application ApplicationModuleCustomDelivered Total Accounts PayableAP8528 113 Accounts ReceivableAR4134 75 Billing/CustomerBI428 32 General LedgerGL4516 61 BudgetKK602 62 PurchasingPO2843 71 Travel & ExpenseTE1211 23 Contract Audit ModuleCAM300 TreasuryTR60 6 GrantsGR270 Cash/Debt MgmtCDM250 Total 363162 525

25. Statewide Financial System 24 OutreachSFS Program Review How the Report Catalog was Defined  The SFS Program reviewed the reporting requirements.  Based on priority and complexity, the Go-Live reports were identified. Conference Room Pilot(s) OSC Blueprints Other Agency Requirements PrioritizationReport Catalog Complexity Go-Live Reports Identified Requirements Input

26. Statewide Financial System 25 Report Priority Ratings (All Agencies)  High – Required for “Go-Live”  Required to support production  Operating processes would be adversely affected if not available  Contractually required  Contains time-critical information  Medium – Needed after “Go-Live”  Provides additional value  Operating processes not adversely affected in the short-term  Essential for medium to long-term support  Low – Needed next year  Addresses anticipated needs  Can be generated manually in the short term

27. Statewide Financial System 26 Report Priority (All Agencies)  Of the 363 custom reports, 137 are considered to be high priority reports: Custom Reports by Priority Level ApplicationCodeHighMediumLow Total Accounts PayableAP 39424 85 Accounts ReceivableAR 2390 41 BillingBI 400 4 General LedgerGL 13266 45 BudgetKK 3327 0 60 PurchasingPO 8164 28 Travel & ExpenseTE 48 0 12 Contract Audit ModuleCAM2910 30 TreasuryTR060 6 GrantsGR0270 Cash/Debt MgmtCDM5200 25 Total13721214 363

28. Statewide Financial System 27 Report Availability (All Agencies)  Delivered reports will be available for “Go-Live”  Of the 363 custom reports, 129 will be available for “Go-Live” Report Availability ApplicationCodeGo-LiveAfter Go-LiveTotal Accounts Payable AP35 50 85 Accounts Receivable AR2 39 41 Billing BI0 4 4 General Ledger GL16 29 45 Budget KK27 33 60 Purchasing PO10 18 28 Travel & Expense TE9 3 12 Contract Audit ModuleCAM 29 1 30 TreasuryTR 0 6 6 Grants GR0 27 Cash/Debt Mgmt CDM1 24 25 Total 129 234 363

29. Statewide Financial System 28 Report Access  PeopleSoft delivered reports will be available to Phase 1 Agencies (no modification)  Custom reports will be delivered through the appropriate tool dependent on the audience of the report  Phase 1 Agencies (real-time and non-real time data depending on the report)  Future Phase Agencies (non-real time data)

30. Statewide Financial System 29 Report Access  Reports will be organized by application  Within an application, reports will be assigned to folders  PeopleSoft delivered inquiry functionality within each application  Available to Phase 1 Agencies  Accesses real-time data

31. Statewide Financial System 30 Report Access Custom Reports Delivered Reports Non-Real-Time Data (Time Delay) Real-Time Data (Current) Phase 1 Agencies Future Phase Agencies

32. Statewide Financial System 31 Phase 1 Agency Reporting  PeopleSoft reports are scheduled or run by key Agency users and distributed to other Agency end-users. Run control pages will be secured by PeopleSoft delivered role level security.  Agencies have control over reporting  Reports are generated only when needed  Agencies have the ability to execute reports important to them with their own run control parameters  Agencies able to distribute reports as needed to their end-users

33. Statewide Financial System 32 Phase 1 Agency Reporting  Agencies will have a Report Administrator:  This role will be part of role mapping activities and should be assigned to a limited user population  Will have the ability to select and schedule reports as well as provide distribution to an agency audience

34. Statewide Financial System 33 PeopleSoft Report Key Takeaways  PeopleSoft reports are for Phase 1 Agencies only.  Executed reports are available within Report Manager.  Reports will be purged after 7 calendar days. The Agency will be required to establish and communicate a business process for long- term report retention.

35. Statewide Financial System 34 PeopleSoft Report Key Takeaways  Performance Testing will determine which reports can be run ad-hoc during business hours vs. requiring scheduling following batch.  The Agency Report Administrator’s role will be to review available reports, schedule execution, and assign distribution.  Further training and/or job aids for reports will be part of the training curriculum prior to SFS Go-Live.

36. Statewide Financial System 35 OBIEE Report Key Takeaways  OBIEE reports are for Phase 1 and Future Phase agencies.  All Statewide reports will be delivered thru OBIEE.  OBIEE reports are custom reports. Custom reports have been prioritized as required for Go-Live or deferred to post Go-Live.  OBIEE transactional data used for reporting will be refreshed nightly via batch processes.

37. Statewide Financial System 36 OBIEE Report Key Takeaways  Agencies will be required to establish and communicate a business process for long-term report retention. OBIEE reports are generated on-demand but are not retained.  OBIEE Security will mirror data security credentials from PeopleSoft Financials.  Further training and/or job aids for reports will be part of the training curriculum prior to SFS Go-Live. Training reference material will be available for Future Phase agencies.

38. Statewide Financial System 37 Agency Reporting Responsibilities

39. Statewide Financial System 38 Agency Report Administrator  Agencies need to determine candidates to serve as Report Administrators.  Limited number of Report Administrators per agency  Familiar with legacy reports and Agency business processes  Familiar with ad-hoc reporting requirements for the Agency  Familiar with Agency report retention requirements  Responsible for review of the SFS Report Catalog and selection of PeopleSoft reports that will be scheduled for the agency  Responsible for maintenance of the PeopleSoft report distribution  The Report Administrator will understand the best method to meet agency requirements via available reporting toolsets.

40. Statewide Financial System 39 Reporting Roles: All Agencies  Agency Report Administrator (PeopleSoft)  Selects reports to be utilized by their Agency  Assigns report distribution to Agency personnel  Ability to schedule reports  Ability to change report expiration dates  Agency (Module) Inquiry and Reporting  Able to perform inquiry within PeopleSoft  View PeopleSoft reports  Generate OBIEE reports Functional Roles (Role Mapping Activity)

41. Statewide Financial System 40 Reporting Roles: All Agencies  Agency Super User  Front line support for Agency personnel  SFS Help Desk  Provides post-implementation support for Agency system users  SFS Operations  Maintains batch schedule for PeopleSoft processes (report dependencies)

42. Statewide Financial System 41 Report Catalog (All Agencies)  SFS Report Catalog Published http://www.sfs.ny.gov/programElements/reports.htm http://www.sfs.ny.gov/programElements/reports.htm  Report Catalog contains:  Delivered reports, custom reports (including all Statewide reports)  Information for Application Report ID, name, and description Legacy report ID Data elements Frequency Interactive filters and sort by data categories Report template Go-Live vs. post Go-Live (priority and complexity)

43. Statewide Financial System 42 Reporting Next Steps  The SFS Program will complete design, build, and test for reports prioritized for Go-Live. A set number of custom reports will be delivered for Go-Live with the remainder being delivered through release management.  Agencies will have an opportunity to execute Go-Live reports as they are introduced during User Acceptance Testing.  The SFS Report Catalog will be maintained with periodic releases as design on custom reports is finalized and testing is completed.  Agencies should participate in role mapping activities as communicated by SFS. Role mapping determines which users will have functional security roles as of Go-Live.

44. Statewide Financial System 43 Questions? Contact us at feedback@sfs.ny.govfeedback@sfs.ny.gov