osa meetingmay 17, 2013. project vision scope, governance, benefits timetables & next steps ...
TRANSCRIPT
COFRS Modernization Project Update
OSA Meeting May 17, 2013
Agenda
Project Vision Scope, Governance, Benefits Timetables & Next Steps Realizing the Vision - Procurement Questions
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Change Is Coming
The Visiono Replacement of our outdated core
financial systems with the latest information technology
o Standardized best business practiceso Statewide focuso Empowered userso Better customer service
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Leading the Charge
Executive sponsorship and guidanceo Executive Steering Committeeo Operations Governance Committeeo Project Steering Committee
Project core team Project extended team
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End-User Purchasing
Financial Management
Procurement
Performance Budgeting
Solicitation Management
Contract Management
Vendor Self-Service
General Accounting
Budget Control
Accounts Payable
Accounts Receivable
Cost Acctg./Allocation
Performance Measures
Salary & BenefitsForecasting
Budget Formulation
Budget Book Publishing
InventoryGrant Lifecycle Management
Treasury Accounting
Asset Management
COFRS II/Portal for Single Sign-On
infoAdvantage Warehouse
Administration / Security / Workflow
CGI Advantage® – “New COFRS”
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Key Conceptual Changes
Major conceptual changes from current COFRS o System is transaction based—not balances
based
o Commodity code drives much of what occurs
o Customers/debtors will be in the system
o Budget formulation is integrated6
Rules of the Game
Sunset Legacy Systems Minimize Interfaces Eliminate Customizations Rely on Configurability Leverage Standardized Best Practices
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Key Changes
BIDS system will be replaced by CGI’s Advantage® system (“new COFRS”)
All solicitation will occur in new systemo Solicitation development o Vendor solicitation mgmt/review
• Via Vendor Self Services (VSS)
Construction is part of Goods & Services in new system
Vendor registration with State under reviewo No decisions yet
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What’s In It For You?
Increased Functionality Increased Efficiency
o Real-time transactionso Online reportso Electronic workflow and approvals
Elimination of Redundant Data Entry Automated Financial Reporting and
Decision Support Automated Budget Preparation/Iteration More Control Over Your Work
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What’s In It For All of Us?
Fiscal Discipline Financial Accountability Government Transparency Cost-beneficial Controls Fewer Interfaces to Maintain and
Support Risk Reduction Better Customer Service
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What’s Coming?
COFRS Upgrade Phase 2012 2013 2014 2015
Project Planning and Management
Envision Phase(Prototyping, Fit-Gap Analysis, etc.)
Create Phase(Software Installation, Training, etc.)
Achieve Phase(Production Cut-over, Go-Live, etc.)
Post Implementation
Go-Live (July 2014)
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Next Steps in CMP
Configuration
Review of decisions made in configuration with three separate groupso Budgeto Procuremento Accounting
Testing
Documenting - Review and re-write of rules, policies and procedures
Training12
Training Phases
Configuration Training April-June 2013- for those who will work with CGI to configure the State’s system to best meet our needs
Technical Training May-June 2013 – for those who will be developing interfaces and writing reports
Train-the-Trainer Training 2013 August 2013 – for State personnel who will be training other State employees to use the system
End User Training Feb - May 2014-for end users of the new system.
* Training dates for other than Configuration Training are estimates
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How Can We Adapt to Realize the Vision?
“Optimize the use of standardized processes within a decentralized
organization”
The Solution to Achieve our Vision:
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Things We Can Solve
Leverage strength in standardized
and common processes
Less complex/cumbersom
e approval processes
More transparent procurement cycle
Singular integrated solution to manage work, data, reports,
etc.
IMPROVING OPERATIONS
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Integrated Solution – Procurement Lifecycle
Requisition
Solicitation
Solicitation Response/Eval.Award PO/CT
Post Award
Single Solution: Procurement to Payment
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Procurement Process
Today - Multiple, disparate systems….
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Project Lessons to Date
Duplicating COFRS will squander a valuable opportunity
20+ years of COFRS customization will not come “out of the box” with Advantage
Creative solutions are available within configuration
20+ years of ad hoc business process solutions are inconsistent and inefficient
We need your help in finding creative business process solutions
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Join Us in the Journey
Ensuring Agency Involvement Communicating Openly and Often Focusing on the Greater Good Collaboration Is Key
Thank You for Your Participation!
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