The journey to day one

Transcription

1 The journey to day one James Kelaher, Chief Finance Officer, Metro North Hospital and Health Service Coppelia Rose, Program Director, Financial System Renewal

2 Overview The FSR Program is transitioning Queensland Health from the current finance and materials management information system (FAMMIS) to a contemporary business, finance and logistics solution FAMMIS: 20 years old, heavily customised, out of vendor maintenance and there is no direct upgrade path to the current software version. Risk of failure is high on QH Risk Register and lack of vendor support is on the Queensland Audit Office Issue Register. Out of date and no longer reflects industry best practice. Financial System Renewal (FSR) Program: Business owned, ICT enabled, change management initiative; primary driver being mitigation of risk posed by FAMMIS. Enabling an integrated business transaction environment across QH. Adopting standard best practice processes using methods that are tried and tested. 2

3 Benefits of the new solution A contemporary, user-friendly solution with high reliability and increased accuracy and efficiency. More efficient, modernised, and consistent processes and improved data quality to enable more timely decision making. HHSs/DoH will be able to operate financially as independent entities with improved compliance, reporting, transparency and control. Able to efficiently meet financial reporting requirements as independent statutory bodies. Will meet the future requirements of HHSs/DoH and improve the overall base level of technology for QH. 3

4 Status update FSR Program is on track to transition QH from FAMMIS to the integrated SAP S/4HANA and Ariba solution by 31 December Solution configuration is complete and the initial cycle of integration (end-to-end process) testing commenced on 3 April Connectivity between QH systems and the SAP environment is now in place and data cleansing in preparation for master data migration has commenced. A comprehensive user support and training, and capability uplift program is a major focus for the change management stream. 4 4

5 Key achievements S/4HANA Prototype delivered Fit/Gap Analysis completed Business Readiness Baseline completed Implementation Planning completed Entity Transition Leads onboarded FSR Roadshow completed 49 sessions at 23 locations, reaching 2,500 staff and travelling 20,493 kms Change Impact Analysis commenced Solution configuration completed Integration Testing 1 commenced Qualified Trainers onboarded Leadership Symposiums delivered Capability Uplift training commenced Cert IV in Training and Assessment 5 5

6 Change Leadership A Change Network has been established comprising people in each entity who are formally aligned to the program and will work together to enable successful change. Change Leaders are the Chief Finance Officers of each entity who are taking a leadership role, making local decisions and ensuring entity program success. Transition Leads are the conduit between the FSR Program and their entity, and play a critical advisory, support and coordination role facilitating change activities through the transition. Change Leaders Transition Lead 6

7 Change network Super Users Change Champions Functional Experts Individuals who bring relevant functional area expertise trained to be advanced system users Individuals who positively promote a culture of adoption and change within their entity Individuals who hold a specific senior functional role who can support and participate in change-related activities 7

8 Change Management approach Fundamental to the program s success and the most critical and resource intensive stream of program activity. Facilitating the adoption of standard, best practice processes through a significant investment in QH resources: Change leadership and development of residual change capability Capability uplift through education and training to ensure skills relevance The program has highly experienced QH employees with the right mix of skills, experience and knowledge of the business environment informing program scope and direction. 8

9 Subject Matter Experts (SMEs) Embedded SMEs Validators Specialist Advisors Seconded (full-time or parttime) when the program requires expertise Participate in activities that contribute to the program direction (i.e. control or working groups, UAT) Provide one-off/ ad-hoc reviews on key artefacts or key aspects of the program Integration Representatives Responsible for providing sign off for data extraction rules, data reconciliations plans and data migration results Data Stewards Provide advice for the data migration process and have the best understanding of how data is used by the business 9

10 Deployment approach A unique, user-focused experience to go-live Advantages Opportunity to create and exercise a fully operational production trial environment between Technical Go-Live & Business Go-Live Opportunity for greater level of end user knowledge and familiarity with the system prior to Business Go-Live Ability for all users to confirm log-on and security access prior to real requirement at Business Go-Live Longer training period provides chance to conduct burst / refresher training prior to Business Go-Live Shorter Hypercare period required (budget savings) 10

11 Training Capability uplift Opportunity to undertake professional development on industry best practice knowledge relating to participant s role. Modules being developed include change management, finance/accounting, asset management, procurement and supply chain. System-based training Formal training to teach participants how to use the new solution. It will provide the skills to complete the specific tasks that form part of their role using the new solution. Modules will demonstrate the skills required when using S/4HANA and Ariba to complete finance, asset management, procurement, supply chain and account tasks. 11

12 Onboarding In between Technical Go-Live and Business Go-Live, users will have structured access to a user onboarding environment (like a sandpit). During this time they can: test their logins, access and delegations in the system practice training scenarios and transactions execute processes assigned to their roles. 12

13 What does day one look like? All data is cleansed & live in the new system Users can complete tasks in the new system System-based training has been delivered to all critical users and super users. Staff know their user names, passwords and have correct access and security Staff are comfortable using the new system Operational benefits are already being realised 13

14 What does it mean for my HHS? FAMMIS failing is no longer a risk. Opportunity to drive process improvement. A supported system ability to receive ongoing updates and improvements. Staff feel that we ve invested in their development (through capability uplift training) to support their use of the new system. Opportunities to update other related finance functions (eg revenue & costing). Platform for better reporting and analytics. New modern finance platform facilitates other system & business process transformation projects (eg iemr, LIS, PAS, supply chain). 14

15 WANT TO KNOW MORE? FSR PROGRAM TEAM Search FSR Program on V[XX] Effective: [MM/YYYY] Review: [MM/YYYY] 15 15