mmb presentation (pdf) - minnesota senate

Senate Finance CommitteePresentation

12/13/13

1

MINNESOTA MANAGEMENT & BUDGET

Senate Finance Committee Update

December 13, 2013

OVERVIEW

$4.5 million to develop 3 systems:

$2.1 million for Budget Planning and Analysis System (BPAS) phase 3 development

$1 million for a new Fiscal Note Tracking System (FNTS)

$1.4 million for a new Capital Budget System (CBS)


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OVERSIGHT STRUCTURE

Executive Committee: Final decision-making body

Steering Committee: Ongoing project oversight

Project Teams: Management, development and implementation

MMB Project Managers and SMEsMN.IT @MMB Technical Leads and Administrators

Legislative Fiscal AnalystsAgency Users

MMB Budget Director, Project Director and CFOMN.IT @MMB CIO and Technical Director

Lead Senate and House Fiscal AnalystsAgency Representatives (DHS, MDE and DEED)

MMB and MN.IT CommissionersMMB Budget Director and Project DirectorMN.IT @MMB CIO and Technical Director

STAKEHOLDER ENGAGEMENT

Agency and legislative fiscal analysts on project team:

Design and Requirement meetings System testing

All system users: Receive monthly newsletters Invited to stakeholder events to receive updates and

ask questions about the projects


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BPAS PHASE I OVERVIEW

2014-15 Biennial Budget Production

Initial Go-Live: August 2012

Streamlined two separate technical systems into one

Nearly 300 system users

Commercial Off-the-Shelf Software Oracle Hyperion Public Sector Planning and Budgeting

BPAS PHASE I IMPROVEMENTS

Stakeholder Feedback Obtained Surveyed 178 users; focus groups held with legislative,

budget division, and agency staff.

Phase I Improvements Improved system performance by doing performance

tuning. Completed Upgraded software to be compatible with Internet Explorer

9. Completed Redesigned the Change application to enhance usability

and reporting capabilities. Completed

Simplify reporting to streamline user selections and increase user confidence in data generated. Go-Live May 2014

Rebuild the Transfer application to eliminate double counting of transfers in fiscal pages and simplify reporting. Go-Live June 2014


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BPAS PHASE II & III Phase II

Supplemental Budget: Expand the system infrastructure to support the second year of the biennial budget cycle. Go-Live November 2013

Enacted Budget: Publish enacted budget information and end-of-session documents. Go Live May 2014

Phase III Salary Projections: Replace functionality from the previous

budget system that provided compensation projection/modeling capabilities for base budget development. Go-Live August 2014

Departmental Earnings: Links specific fee revenues and expenditures to satisfy biennial reporting requirements. Go-Live November 2014

Load to SWIFT: Utilize enacted budget data to load data from BPAS to SWIFT. Go Live April 2015

Monthly Revenue: Collect revenue estimates to allow for estimate versus actual analysis. Go Live July 2015

FNTS PROJECT OVERVIEW/UPDATE

Project Kick-Off: July 1, 2013

Detailed design documents are substantially complete

Initial system build is underway

System Go-Live: January 2015


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FNTS PROJECT SCOPE

Maintains all functionality of the current system: Fiscal Notes – Minn. Stat. §3.98

Unofficial Fiscal Notes – Minn. Stat. §13.64, subd. 3(a)

Improve the current system by creating a special security architecture to restrict and secure access to unofficial fiscal note requests when designated as private – Minn. Stat. §13.64, subd. 3(b)

FNTS PROJECT IMPROVEMENTS

New Options for System Users Fiscal data can be downloaded into Excel “Draft” mode lets agencies enter and complete

internal review of a fiscal note first, then let all system users view data—MMB, legislature, other agencies.

Redesigned Fiscal Note Document Two proposed formats (see attached) Transfers between funds separately identified Agency-absorbed costs displayed when reported


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CAPITAL BUDGET SYSTEM

January 2014 project kick-off

Will be web-based and include capacity for local units of government to submit requests, as well as state agencies

Project team will include agency and legislative staff representatives

System Go-Live: May 2015

PROJECT OUTLOOK

Successes Projects currently remain on schedule and within

budget Risk management plans are in place and updated

routinely/as needed Requirements and Scope are well-defined for BPAS

and FNTS Risks

Hiring delays for MN.IT staff Competing timelines/resources across the three

systems Technical limitations with off-the-shelf software

products (BPAS and CBS) requiring business process changes


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QUESTIONS

Margaret Kelly, Executive Sponsor651-201-8009 or [email protected]

Michelle Weber, Budget Systems Project Director651-201-8007 or [email protected]

Kristy Swanson, BPAS Project Manager651-201-8082 or [email protected]

Lisa DeRemee, FNTS Project Manager651-201-8084 or [email protected]

Koryn Zewers, CBS Project Manager651-201-8043 or [email protected]

Option A - Multi-Agency Example w/ Transfers

Chief Author: METZEN, JAMES State Fiscal Impact Yes No

Committee: COMMERCE x

Date Completed: 2/28/2013 x

xLead Agency - Public Safety Information Technology x

Commerce Dept Local Fiscal Impact x

This table shows direct impact to state government only. Local government impact, if any, is discussed in the narrative.

Reductions shown in parentheses.

Net State Cost (Savings)Dollars in Thousands FY14 FY15 FY16

Commerce

General Fund - 1,300 1,300 1,300

Misc Special Revenue Fund - - - -

- 1,300 1,300 1,300

2,600

Full Time Equivalent Positions (FTE) FY 13 FY 14 FY 15 FY16

--No Impact--

- - - -

Lead Executive Budget Officer's Comment:

I have reviewed this Fiscal Note for reasonableness of content and consistency with MMB’s Fiscal Note policies.

KEITH BOGUT (351-201-8034)

Total 1,300

2,600

Detailed calculation of State Cost (Savings)

reported on page 2

FY 17

Total -

Biennial Total

-

Consolidated Fiscal Note 2013-2014 Legislative Session

SF 652 - Introduction "CAR THEFT PREVENTION ACC'T TRANSFER ELIMINATED"

Expenditures

Fee/Departmental Earnings

FY 13

Biennium Biennium

FY17

1,300

Tax Revenue

Page 1 of 2

Option A - Multi-Agency Example w/ Transfers



State Cost (Savings)Dollars in Thousands FY14 FY15 FY16

State Cost (Savings) = 1 - 2

Commerce

General Fund - 1,300 1,300 1,300


- 1,300 1,300 1,300

2,600

1 - Expenditures, Absorbed Costs, Transfers Out

Commerce

Misc Special Revenue Fund

Expenditures - 1,300 1,300 1,300

Transfers Out - (1,300) (1,300) (1,300)


- - - -

-

2 - Revenues, Transfers In

Commerce

General Fund

Transfers In - (1,300) (1,300) (1,300)

- (1,300) (1,300) (1,300)

(2,600)


Total (1,300)

Total -

- Biennial Total

Biennial Total

2013-2014 Legislative Session

(1,300)

1,300

-

(2,600)

(1,300)

Biennial Total

1,300

-

2,600

Total 1,300

FY 13

Biennium Biennium

FY17

Page 2 of 2

Option A - Single Agency Example

HF 742-4th Engrossment (Revised) - "GAME & FISH BILL"

Chief Author: DILL, DAVID State Fiscal Impact Yes No

Committee: NATURAL RESOURCES x


x

Information Technology x

Agency Name: Natural Resources Department Local Fiscal Impact x



State Cost (Savings)Dollars in Thousands FY14 FY15 FY16

Snowmobile Fund 7 - -

All-Terrain Vehicle Fund - 8 - -

Game and Fish (Operations) Fund - 15 15 15

- 30 15 15

45


--No Impact--

- - - -



SUSAN MELCHIONNE (351-201-8035)

Detailed calculation of State Cost (Savings)

reported on page 2

FY 17

Total -

-

-

15

Total 15

30 Biennial Total


Expenditures


Tax Revenue

FY 13

Biennium Biennium

FY17

Page 1 of 2

Option A - Single Agency Example



Fiscal Impact by FundDollars in Thousands FY14 FY15 FY16


Snowmobile Fund - 7 - -



- 30 15 15

45




Game and Fish (Operations) Fund

Expenditures - 11 - -

Less Costs Agency Can Absorb - (11) - -

Game and Fish (Operations) Fund - - - -

- 15 - -

15


Game and Fish (Operations) Fund - (15) (15) (15)

- (15) (15) (15)

(30)

HF 742-4th Engrossment (Revised) - "GAME & FISH BILL"

(30)


Biennial Total

(15)

Total (15)

Biennial Total

-

Total -

-

-

-

-

-

-

15

Total 15

30 Biennial Total

FY 13

Biennium Biennium

FY17

-

Page 2 of 2

Option B - Mult-Agency Example w/ Transfers

Chief Author: METZEN, JAMES State Fiscal Impact Yes No

Committee: COMMERCE x


Lead Agency - Public Safety Information Technology x

Commerce Dept Local Fiscal Impact x



Fiscal Impact by Fund

Dollars in Thousands FY14 FY15 FY16


General Fund - 1,300 1,300 1,300


- 1,300 1,300 1,300

2,600



Expenditures - 1,300 1,300 1,300

Transfers Out - (1,300) (1,300) (1,300)


- - - -

-


General Fund

Transfers In - (1,300) (1,300) (1,300)

- (1,300) (1,300) (1,300)

(2,600)


--No Impact--

- - - -

Fiscal Impact by Agency and Fund

reported on page 2

Tax Revenue

-

Consolidated Fiscal Note 2013-2014 Legislative Session


Expenditures


FY 13

Biennium Biennium

FY17

1,300

-

Total 1,300

2,600 Biennial Total

Total

-

1,300

(1,300)

-

Biennial Total

(1,300)

Total (1,300)

FY 17

(2,600) Biennial Total

Total -



KEITH BOGUT (351-201-8034)

Page 1 of 2

Option B - Mult-Agency Example w/ Transfers



Fiscal Impact by Agency and Fund

Dollars in Thousands FY14 FY15 FY16


Commerce

General Fund - 1,300 1,300 1,300


- 1,300 1,300 1,300

2,600


Commerce


Expenditures - 1,300 1,300 1,300

Transfers Out - (1,300) (1,300) (1,300)

- - - -

-


Commerce

General Fund - (1,300) (1,300) (1,300)

- (1,300) (1,300) (1,300)

(2,600)


--No Impact--

- - - -


1,300

(1,300)

2,600

FY 13

Biennium Biennium

FY17

1,300

-

Total 1,300


FY 17

Total -

Biennial Total

Biennial Total

Biennial Total (2,600)

-

(1,300)

Total (1,300)

Total -

Page 2 of 2

Option B - Single Agency Example

HF 742-4th Engrossment - "GAME & FISH BILL

Chief Author: DILL, DAVID State Fiscal Impact Yes No

Committee: NATURAL RESOURCES x


x

Information Technology x

Agency Name: Natural Resources Department

Local Fiscal Impact x



Fiscal Impact by FundDollars in Thousands FY14 FY15 FY16





- 30 15 15

45





Expenditures - 11 - -

Less Costs Agency Can Absorb - (11) - -

Game and Fish (Operations) Fund - - -

- 15 - -

15



Transfers In (15) (15) (15)

- (15) (15) (15)

(30)


--No Impact--

- - - -


SUSAN MELCHIONNE (351-201-8035)

-

FY 17

Total -


Total (15)

Biennial Total (30)

(15)

-

-

Total -

Biennial Total -

Biennial Total 30

-

-

-

-

15

Total 15


Expenditures


Tax Revenue

FY 13

Biennium Biennium

FY17

Page 1 of 1

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