Objective Activities Evaluation/Accomplishment/Status of Objectives Strengthen GDOE s Financial management and business process

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2 Program Number: State Fiscal Stabilization Fund-Education Stabilization Fund (SFSF-ESF) Program/Project Title: Financial Management Information System (FMIS) Period: 2 nd Quarter Report January 1, March 31, 2012 School System/Division: Guam Department of Education (GDOE) I. Objective/Activities/Evaluation Objective Activities Evaluation/Accomplishment/Status of Objectives Strengthen GDOE s Financial management and business process Static Environment Testing Static Environment Testing was completed by Tyler and GDOE employees in the following modules: General Ledger, Budget, Project Accounting, Purchase Order, Bid Management, Contract Management, Accounts Payable, Fixed Assets, Accounts Receivables, General Billing, Employee Expense, Student Activity and Treasury Management. Testing was accepted and approved by respective division heads. Setup/Process Training Best Business Practice Documents / Desktop Procedure Documents Setup and process Training was completed by Tyler and GDOE employees in the following modules: Project Accounting, Budget, Purchase Order, Payroll, Human Resources, Job Class and Position Control, Project/Grant Accounting, Accounts Payable, Bid Management, Contract Management, Student Activity Accounting, Employee Expense, Fixed Asset, Account Receivables, General Billing and Personnel Actions. Best Business Practice Documents and Desktop Procedure documents were accepted and approved by all division leaders on December 20, Review of these documents continued in the 2 nd quarter of the Fiscal Year 2012 as GDOE employees began training and testing in the new Munis System.

3 Program Number: State Fiscal Stabilization Fund-Education Stabilization Fund (SFSF-ESF) Program/Project Title: Financial Management Information System (FMIS) Period: 2 nd Quarter Report January 1, March 31, 2012 School System/Division: Guam Department of Education (GDOE) Objective Activities Evaluation/Accomplishment/Status of Objectives Strengthen GDOE s Financial management and business process System Administration Training System Administration Training was held with GDOE s Financial, Student, and Information System (IT) team. This training was crucial to the success of the project as the team learned how to manage the many roles and workflow processes throughout the Department. GDOE Project Ma lak website was launched Chart of Accounts Development File Conversions End User Training The FMIS project s website was launched on GDOE s website to provide transparency to internal and external stakeholders of the Department by providing status reports, training / testing calendars, change management strategies, and CORE team meeting notes. This website provides up-to-date information about the progress of the project. The chart of accounts was submitted to Tyler and loaded into Munis. The Accounting staff has been working diligently to ensure all requisite (local/federal) reporting requirements will be addressed with the new chart. Additionally, the Interim Superintendent allowed for feedback by external auditors. Data from old system was converted into Munis and verified. End user training was conducted for two different categories of users: Enterers and Approvers. One week of training was dedicated to those employees who enter requisitions at the schools/divisions. One week of training was dedicated to those employees who approve requisitions at the schools/divisions. The training consisted of one (1), four-hour session. Additional training was provided by GDOE employees and Tyler consultants as needed.

4 Program Number: State Fiscal Stabilization Fund-Education Stabilization Fund (SFSF-ESF) Program/Project Title: Financial Management Information System (FMIS) Period: 2 nd Quarter Report January 1, March 31, 2012 School System/Division: Guam Department of Education (GDOE) II. Progress Report Activity Progression Status Progression % Implement a new ERP financial management information system In progress 76% Create an implementation core team Completed 100% Procure Project Management Services to assist with the implementation of the new FMIS. Completed 100% Upgrade and harden the infrastructure for GDOE s data center to ensure its capable of supporting the new FMIS Completed 100% Upgrade end user work stations and peripherals to meet the system requirements for the users and provide efficiency with the new software. Completed 100% Procure and install software Completed 100% Develop training program Completed 100% Implement training program Completed 100% Conduct Conversion Testing of data transferred to the new system (Financials) Completed 100% Go Live on new system (Financial) April 2, 2012 Conduct parallel testing of Payroll data June 2012 Go Live on new system (Payroll) July 2012

5 Program Number: State Fiscal Stabilization Fund-Education Stabilization Fund (SFSF-ESF) Program/Project Title: Financial Management Information System (FMIS) Period: 2 nd Quarter Report January 1, March 31, 2012 School System/Division: Guam Department of Education (GDOE) III. Justification of Costs Category Amount Justification Contractual Services $503, Contractual services were required to develop a plan and carry out the plan for implement FMIS. Software 63, Munis software was the software selected to replace the old software. Munis provides a more efficient and effective way of managing financial and nonfinancial data. Equipment - Equipment purchases mainly consist of the server and the cost to install the server, which was required to setup the network that the new FMIS would operate in. Total $567, IV. Supporting Documentation: Project Status Reports V. Equipment Inventory Listing

6 CLIENT NAME: GUAM DEPARTMENT OF EDUCATION REPORT DATE: 1/6/2012 CLIENT PROJECT MANAGER: TALING TAITANO, MATTHEW P. SALAS REPORT PERIOD: - 12/23/11 01/06/12 TYLER PROJECT MANAGER: Adriana Luna PROCEEDING ON SCHEDULE IMPACTING PROJECT, PROJECT MANAGERS MITIGATING SERIOUS IMPACT TO PROJECT, REQUIRES ESCALATION ABOVE PM PROJECT STATUS OVERALL STATUS.. TIMELINE/SCHEDULE.. BUDGET COMMUNICATIONS. RESOURCE AVAILABILITY.. DATA CONVERSION. TYLER FORMS TRAINING TESTING.. INTERFACES MODIFICATIONS. PLANNED ACCOMPLISHMENTS THIS PERIOD: 1. TPFA/GDOE MUNIS X-WALK TESTING 2. TESTING OF THE BANK FILES TO/FROM MUNIS 3. DTP PROOFING AND BONUS CHAPTERS 4. TPFA/GDOE IMPORT/EXPORT INTERFACE TESTING 5. DASHBOARD ANALYSIS/TRAINING 6. SYSTEM ADMIN TRAINING

7 ACTUAL ACCOMPLISHMENTS THIS PERIOD: 1. TPFA/GDOE MUNIS X-WALK TESTING 2. TESTING OF THE BANK FILES TO/FROM MUNIS, THIS WAS WORKED ON HOWEVER IT WAS DETERMINED THAT NONE OF THE STANDARD TYLER FILE LAYOUTS WILL WORK FOR GDOE AND THE BANK OF GUAM, THIS WILL BE TAKEN TO DEVELOPMENT FOR THEIR REVIEW AND QUOTE. 3. DTP PROOFING AND BONUS CHAPTERS 4. TPFA/GDOE IMPORT/EXPORT INTERFACE TESTING 5. DASHBOARD ANALYSIS/TRAINING 6. SYSTEM ADMIN TRAINING KEY ITEMS IN PROGRESS THIS PERIOD: 1. The review of Sodexo contract is currently being reviewed. Pending the results of the review of this contract is the decision from the client whether they will move forward with the Tyler Work Order Module. Final decision from client deadline is Tuesday December 6, 2011.No Decision has made as of yet, due to this the Schedule/Timeline is listed as a serious impact to the project. A decision will be made no later than 12/27 if GDOE will move forward with Munis Work Order module! A request by the client was made to have a Work Order demo scheduled the week of 12/26, but because of the Holidays there was no one available to perform this demo during that time. This has been scheduled for 1/18 EST, 1/19 Guam. After the demo is completed the client will then make a decision to mover forward/or not with this module. 2. TCS BBPs and DTP s have been completed and delivered!!! All have been signed off, great job everyone! We are not ready to move forward with the next phase of the project, we will begin with SET in January.

8 ISSUES / BARRIERS TO SUCCESS: 1. CONCERNS HAVE BEEN RAISED BY THE SCHOOLS AND ADMINISTRATIVE STAFF IN REGARDS TO THE NETWORK RELIABILITY AND WOULD LIKE TO HAVE CONFIRMATION FROM THE FSAIS TEAM THAT THERE ARE PRECAUTIONARY STEPS BEING TAKEN TO PREVENT NETWORK ISSUES, NO UPDATES IN THIS REGARD HAVE BEEN SUBMITTED DUE TO THIS I HAVE FLAGGED THE OVERALL PROJECT WITH BOTH PROCEEDING AS SCHEDULED/IMPACTING PROJECT. WE STILL HAVE TIME TO MAKE THIS RIGHT AND NOT HAVE THIS BECOME AN ISSUE. TESTING TO ENSURE NETWORK RELIABILITY IS A REQUIREMENT THAT MUST BE COMPLETED PRIOR TO 1/27/11 IN ORDER TO NOT CAUSE ISSUES DURING TRAINING AND EVENTUALLY GO LIVE. ADRIANA SENT VINCE DE LA CRUZ, HE HAS REPLIED. THERE ARE CURRENTLY SEVERAL PROJECTS UNDERWAY TO AID IN THE NETWORK RELIABILITY. MUCH WORK IS CURRENTLY UNDERWAY AND WILL CONTINUE THROUGH THE END OF THE YEAR. THE SCHOOLS NEED TO BE AWARE OF ALL THE EFFORTS FSAIS IS CURRENTLY WORKING ON, REDUNDANCY IS KEY. REASONS FOR VARIANCE (IF APPLICABLE): 1. DURING THE MONTH OF JANUARY WE HAVE FINANCIAL SET SCHEDULED, WE HAVE SCHEDULED 1 DAY FOR EACH SET MODULE BEING TESTED, HOWEVER IT MIGHT NOT TAKE ALL DATE FOR THESE SETS AND WOULD LIKE TO MOVE FORWARD WITH SOME OF THE SETUP TRAINING AS TIME PERMITS. PLEASE PLAN ON ATTENDING ALL DAY SESSIONS!!! UPCOMING PLANNED ACTIVITIES: 1. SSRS Training 2. GL SET 3. BU SET 4. PA SET 5. RQ/PO SET 6. BM SET 7. CM SET 8. AP SET Next period on 1/23 all Tyler forms kits will be due!!!

9 RISK CHANGES: ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. THERE IS WORD OF A POSSIBLE RELOCATION FOR THE GDOE CENTRAL STAFF, TIMING OF THE MOVE IS CRITICAL AND NEEDS TO BE KEPT IN MIND IN CONJUNCTION WITH THE MAJOR MILESTONES OF THIS PROJECT.

10 GENERAL COMMENTS: The Amendment has been received - The request has been made to Roger Routh to replace the Inventory Module with the Bid Management module, the formal Change Order is currently being process. 11/30/11 - The amendment has been delivered to the client and is now pending their approval. This need to be received by Tyler singed and approved no later than 12/31/11. Tyler has signed on 12/30 and submitted to client on 1/3. The amendment has been submitted to the Attorney General s office for their review and approval. There is a meeting with the AG on 1/11 at which GDOE expects to have this signed off. PAF Form Will be a crucial part of the HR implementation, this was not part of the original contract and we are currently working on receiving a quote. A custom form will be required and currently the quote for the original form has not been signed or submitted to Tyler, the Amendment to the contract is currently in review at the AG s office once that has been approved and signed Ms. Taling may move forward and sign off on this quote. Once that is done the customization quote will be submitted. Services Budget MODULES: Financials Phase: Day Type Balance Last Report Added by Change Used this Report Period Order Period Total Available Training Consulting TCS MODULES: Financials Change Orders This Period Date Change Order # Description of Change Phase: Value of Change Status

11 Guam DOE FMIS Implementation Project 12/24/11 through 01/06/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Description: Implementation of Tyler Technologies MUNIS software at Guam Department of Education Status Summary: Major tasks completed: 1) Static Environment Testing (S.E.T.) for Payroll and Human Resources have been completed and approved by all parties. 2) Second pass of the Chart of Accounts was submitted to Tyler. 3) The Vendor file has been converted and added into the MUNIS system. 4) Reconciliation and payment of invoices for this initiative totaled over $2.1 million. Overall we see the project mostly on track with the exception of Work Orders which we hope to have back on track by the end of the month. Components Requirements Development / Training User Acceptance Testing Go Live Post / Help Desk Financial / Procurement Complete In Process Human Resources Complete In Process In Process Payroll Complete In Process In Process Other Work Orders In Process Hardware/Software Complete Complete Complete Milestones Scheduled Date Comments 1. Third Party Federal Administrator (TPFA) / GDOE Cross-walk Testing 12/30 Completed 2. Testing of Bank Files to/from MUNIS 01/02 Completed 3. Desktop Procedures (DTP) proofing 01/02 Completed 4. TPFA / GDOE import/export interface testing 01/04 Completed 5. Dashboard analysis training 01/05 Completed 6. System Administration training 01/06 Completed

12 Guam DOE FMIS Implementation Project 12/24/11 through 01/06/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Significant Accomplishments in Prior Bi-Weekly Report: TPFA/GDOE MUNIS crosswalk Testing Testing of The Bank of Guam files to/from MUNIS Desktop Procedures proofing TPFA/GDOE import/export interface testing Dashboard Analysis and Training System Administration Training TM BBP write-up Planned Activities for Next Bi-Weekly Report: SSRS Report Writing Training General Ledger - Static Environment Testing (S.E.T.) Budget - S.E.T. Project Accounting - S.E.T. Request/Purchase Order - S.E.T. Bid Management - S.E.T. Contract Management - S.E.T. Accounts Payable - S.E.T. Tyler Forms Kits due to be turned in on the 23 rd or sooner. Issue Impact Assignee and Action Required 1. Approx 300 PCs and Laptops delayed in being deployed. Due to the legal challenge brought by DMR, these computers were not deployed on time. 2. Sodexo verses MUNIS Work Orders Module is still being evaluated. MUNIS contract has Work Orders Module in at a cost of $170k. GDOE is currently using Sodexo s On-Site software but not at its fullest potential. Plus, GDOE is considering outsourcing a majority of the work to a third party and will they want to use their software. 3. Personal Action Forms are not currently part of the MUNIS contract and Human Resource Department feel that this is a crucial part of the implementation. 4. Third Party Fiduciary Agent (TPFA) disburses USDOE monies in a separate database from the GDOE accounting system. Users cannot do effective Static Testing and access the MUNIS system without these computers Work Orders Module requires a lot of training and we are not sure if it provides additional value as compare to the Sodexo or another third party system. HR department feels that this is a very crucial part of the implementation GDOE is spending time trying to reconcile and bring the information detail into their system which is causing audit issues. IT and Purchasing have received the computers and agreed to a modified deployment schedule that allows critical users to receive systems (they will be brought back for re imaging once the complete software build is available). DMR and GDOE are very close to a settlement, so the final image build can be developed shortly. Pertains to Tyler s Objective #14 3 rd Party Installer Huron had discussions with Sodexo to evaluate their On-Site software as compare to MUNIS. GDOE has been using it for the past several months but not using it to its fullest capability which is requiring another meeting with the additional cost estimate. Pertains to Tyler s Objective #8 Consulting Tyler has delivered a quote of $500 and waiting for signoff by GDOE. Pertains to Huron s Responsibility #3 - System Requirements. This needs to be addressed with GDOE s accounting department to accept the TPFA s payments and not try to reconcile in detail or they will never get off the CCAP Program.

13 Guam DOE FMIS Implementation Project 12/24/11 through 01/06/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Issue Impact Assignee and Action Required 5. Amendment that will allow the Superintendent to sign change orders without having to get the Attorney General s and the Governor's signature every time GDOE makes a change to the contract that is within the original scope of the contract. 6. Check File from Bank The format of the check file that Bank of Guam provides does not match any of the 30 formats that Tyler can import. This will speed up the approval process and allow GDOE make changes in a timely manner. The file needs to be completely rearranged, some fields need to have more digits, others truncated, still other fields must be omitted, and the file must be split into 3 files: a separate file for checks, another for deposits, and a third for the other items. A&M, GDOE and the Attorney General have signed the Amendment but waiting on the signature from the Governor. Bank needs to supply GDOE file layout before Tyler can get us a cost estimate for custom programming from Tyler. It is estimated that Tyler will need about 6 weeks to develop the file which is in the acceptable range. Risk Rank/Risk Description 1. Approx 300 PCs and Laptops delayed in being deployed Probability/Impact Scores and Impact Description Probability High; Impact High Mitigation Strategy/Contingency Plan IT and Procurement developed a plan to deploy computers to those who need them. The application software image can applied at a later time. 2. Network Reliability Probability High; Impact High In the meeting with the school principal, the issue was raised with the reliability of the network and IT support for the computer and printers in the Schools. Vince Dela Cruz indicated they have several projects underway to aid in the network reliability. 3. Work Orders Probability Medium; Impact Medium Work Orders were scheduled to start in January, however; Taling has requested that this be pushed out until the summer. Sodexo s On-Site needs to be evaluated and compared to MUNIS. Discussions with Sodexo have started. Tyler has schedule a demonstration on Jauary19 to present their system for GDOE to compare to their current system. 4. Office Relocation Probability Low; Impact High A school recently vacated needs to be occupied by GDOE or turned over. It is unclear if at this time the entire department needs to move or if only some of the departments need to occupy the building with the remaining departments moving after the Go

14 Guam DOE FMIS Implementation Project 12/24/11 through 01/06/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Live dates.

15 CLIENT NAME: GUAM DEPARTMENT OF EDUCATION REPORT DATE: 1/20/2012 CLIENT PROJECT MANAGER: TALING TAITANO, MATTHEW P. SALAS REPORT PERIOD: - 01/06/12-01/20/12 TYLER PROJECT MANAGER: Adriana Luna PROCEEDING ON SCHEDULE IMPACTING PROJECT, PROJECT MANAGERS MITIGATING SERIOUS IMPACT TO PROJECT, REQUIRES ESCALATION ABOVE PM PROJECT STATUS OVERALL STATUS.. TIMELINE/SCHEDULE.. BUDGET COMMUNICATIONS. RESOURCE AVAILABILITY.. DATA CONVERSION. TYLER FORMS TRAINING TESTING.. INTERFACES MODIFICATIONS. PLANNED ACCOMPLISHMENTS THIS PERIOD: 1. SSRS Training 2. GL SET 3. BU SET 4. PA SET 5. RQ/PO SET 6. BM SET 7. CM SET 8. AP SET Next period on 1/23 all Tyler forms kits will be due!!!

16 ACTUAL ACCOMPLISHMENTS THIS PERIOD: 1. SSRS Training 2. GL SET 3. BU SET 4. PA SET 5. RQ/PO SET 6. BM SET 7. CM SET 8. AP SET Next period on 1/23 all Tyler forms kits will be due!!! KEY ITEMS IN PROGRESS THIS PERIOD: 1. The review of Sodexo contract is currently being reviewed. Pending the results of the review of this contract is the decision from the client whether they will move forward with the Tyler Work Order Module. Final decision from client deadline is Tuesday December 6, 2011.No Decision has made as of yet, due to this the Schedule/Timeline is listed as a serious impact to the project. A decision will be made no later than 12/27 if GDOE will move forward with Munis Work Order module! A request by the client was made to have a Work Order demo scheduled the week of 12/26, but because of the Holidays there was no one available to perform this demo during that time. This has been scheduled for 1/18 EST, 1/19 Guam. After the demo is completed the client will then make a decision to move forward/or not with this module. The Demo was completed as scheduled and the client has decided to move forward with Work Orders in Munis, however the client would not like to start this implementation until the summer time once school is out. 2. Tyler Forms- All kits due on Monday January 23. Once all kits are received the Verification call will be scheduled and confirmed. 3. COA conversion, Final needs to be in LIVE by 1/27 4. Vendor conversion, 2 nd pass to be submitted by 1/27 5. Budget and Actuals 1 st conversion pass to be submitted by 1/27 6. Open PO Conversion 1 st conversion pass to be submitted by 1/27 7. Invoice and Check 1 st conversion pass to be submitted by 1/27 8. Employee Master 1 st conversion pass to be submitted by 1/27 9. Deductions 1 st conversion pass to be submitted by 2/3

17 ISSUES / BARRIERS TO SUCCESS: REASONS FOR VARIANCE (IF APPLICABLE): 1. DURING THE MONTH OF JANUARY WE HAVE FINANCIAL SET SCHEDULED, WE HAVE SCHEDULED 1 DAY FOR EACH SET MODULE BEING TESTED, HOWEVER IT MIGHT NOT TAKE ALL DATE FOR THESE SETS AND WOULD LIKE TO MOVE FORWARD WITH SOME OF THE SETUP TRAINING AS TIME PERMITS. PLEASE PLAN ON ATTENDING ALL DAY SESSIONS!!! UPCOMING PLANNED ACTIVITIES: 1. ALL TYLER FORM KITS DUE ON MONDAY 1/23 2. FA SET 3. AR AND GB SET 4. SAA SET 5. EE SET 6. TM SET ANNETTE S LAST DAY ONSITE 7. BID AND CONTRACT DTP UPDATE STEVE AND KATHARINA OFFSITE 8. DASHBOARD TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED INCLUDING FSAIS 9. RBAC ALL FINANCIAL FUNCTION AND CORE USERS WELCOMED INCLUDING FSAIS 10. WORKFLOW - ALL FINANCIAL FUNCTION AND CORE USERS WELCOMED INCLUDING FSAIS 11. GL SETUP TRAINING 12. PROJECT ACCOUNTING SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 13. BUDGET SETUP AND PROCESS TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 14. RQ/PO SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 15. PR AND HR SETUP REVIEW AND TRAINING 16. TYLER FORMS VERIFICATION CALL

18 RISK CHANGES: ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. THERE HAVE BEEN SOME BACK AND FORTH ON WHETHER THE TPFA AND THE GDOE SYSTEMS SHOULD BE INTEGRATED, IT WAS DECIDED THIS WEEK THAT THESE SYSTEMS WOULD BE KEPT COMPLETELY SEPARATE AND ALL TRANSACTIONS HAVING TO DO WITH USDOE MONIES WOULD BE TRACKED ONLY THROUGH THE TPFA SYSTEM. IF THIS IS THE DECISION WE ARE GO TO GO AND THERE ARE NO RISKS TO THE PROJECT, HOWEVER IF THIS DECISION CHANGES AGAIN WE WILL HAVE A MAJOR RISK TO THE PROJECT AS WE HAVE NOT MOVED FORWARD WITH THE TESTING OF THE TPFA AND GDOE COA CROSSWALK, THIS IS A VERY TIME CONSUMING PROCESS AND WILL REQUIRE ENOUGH MAN POWER TO SUPPORT. GENERAL COMMENTS: The Amendment has been received - The request has been made to Roger Routh to replace the Inventory Module with the Bid Management module, the formal Change Order is currently being process. 11/30/11 - The amendment has been delivered to the client and is now pending their approval. This need to be received by Tyler singed and approved no later than 12/31/11. Tyler has signed on 12/30 and submitted to client on 1/3. The amendment has been submitted to the Attorney General s office for their review and approval. There is a meeting with the AG on 1/11 at which GDOE expects to have this signed off. This amendment is currently pending the Governors signature as of 1/20. PAF Form Will be a crucial part of the HR implementation, this was not part of the original contract and we are currently working on receiving a quote. A custom form will be required and currently the quote for the original form has not been signed or submitted to Tyler, the Amendment to the contract is currently in review at the AG s office once that has been approved and signed Ms. Taling may move forward and sign off on this quote. Once that is done the customization quote will be submitted.

19 MODULES: Financials Phase: Day Type Balance Last Report Added by Change Used this Report Period Order Period Total Available Training Consulting TCS Totals MODULES: Financials Change Orders This Period Date Change Order # Description of Change Phase: Value of Change Status

20 Guam DOE FMIS Implementation Project 01/07/12 through 01/20/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Description: Implementation of Tyler Technologies Munis software at Guam Department of Education Status Summary: Major tasks completed: 1) Static Environment Testing (S.E.T.) for the following modules have been completed and approved by all parties. o General Ledger o Budget o Project Accounting o Requisitions/Purchase Orders o Bid Management o Contract Management o Accounts Payable 2) Second pass of the Chart of Accounts was submitted to Tyler and returned with only 10 error types. 3) Decision not to load the detail from the Third Party Fiduciary Agent (TPFA) s to GDOE s system was agreed to by the internal department heads but still need the external auditors to review. Overall we see the project mostly on track with the exception of Work Orders which we hope to have back on track by the end of the month. Components Requirements Development / Training User Acceptance Testing Go Live Post / Help Desk Financial / Procurement Complete In Process Human Resources Complete In Process In Process Payroll Complete In Process In Process Other Work Orders In Process Hardware/Software Complete Complete Complete Milestones Scheduled Date Comments 1. SSRS Report Writing Training 01/10 01/11 Completed 2. General Ledger S.E.T. 01/12 Completed 3. Budget S.E.T. 01/13 Completed 4. Project Accounting S.E.T. 01/17 Completed 5. Requisitions / Purchase Orders S.E.T. 01/17 01/18 Completed 6. Bid Management S.E.T. 01/19 Completed 7. Contract Management S.E.T. 01/19 Completed 8. Accounts Payable S.E.T. 01/20 Completed

21 Guam DOE FMIS Implementation Project 01/07/12 through 01/20/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Significant Accomplishments in Prior Bi-Weekly Report: SSRS Report Writing Training General Ledger - Static Environment Testing (S.E.T.) Budget - S.E.T. Project Accounting - S.E.T. Requisitions/Purchase Order - S.E.T. Bid Management - S.E.T. Contract Management - S.E.T. Accounts Payable - S.E.T. Tyler Forms Kits due to be turned in on the 23 rd or sooner. Planned Activities for Next Bi-Weekly Report: Tyler Forms Kits due to be turned in on the 23 rd. Fixed Assets S.E.T. Account Receivables S.E.T. General Billings S.E.T. Employee Expense Reporting S.E.T. Student Activity Accounting S.E.T. Treasury Management S.E.T. Role Tailored Dashboard Training Role Base Access Control Training Security Setup Workflow Training General Ledger Setup Training 1 Issue Impact Assignee and Action Required 1. Approx 300 PCs and Laptops delayed in being deployed. Due to the legal challenge brought by DMR, these computers were not deployed on time. 2. Sodexo verses Munis Work Orders Module is still being evaluated. Munis contract has Work Orders Module in at a cost of $170k. GDOE is currently using Sodexo s On-Site software but not at its fullest potential. Plus, GDOE is considering outsourcing a majority of the work to a third party and will they want to use their software. 3. Personnel Action Forms are not currently part of the Munis contract and Human Resource Department feel that this is a crucial part of the implementation. 4. Third Party Fiduciary Agent (TPFA) disburses USDOE monies in a separate database from the GDOE accounting system. Users cannot do effective Static Testing and access the Munis system without these computers Work Orders Module requires a lot of training and we are not sure if it provides additional value as compare to the Sodexo or another third party system. HR department feels that this is a very crucial part of the implementation GDOE is spending time trying to reconcile and bring the information detail into their system which is causing audit issues. IT and Purchasing have received the computers and agreed to a modified deployment schedule that allows critical users to receive systems (they will be brought back for re imaging once the complete software build is available). DMR and GDOE are very close to a settlement, so the final image build can be developed shortly. Pertains to Tyler s Objective #14 3 rd Party Installer Huron had discussions with Sodexo to evaluate their On-Site software as compare to Munis. GDOE has been using it for the past several months but not using it to its fullest capability which is requiring another meeting with the additional cost estimate. Pertains to Tyler s Objective #8 Consulting Tyler has delivered a quote of $500 and waiting for signoff by GDOE. Pertains to Huron s Responsibility #3 - System Requirements. Decision not to load the detail from the Third Party Fiduciary Agent (TPFA) s to GDOE s system was agreed to by the internal department heads but still need the external auditors to review.

22 Guam DOE FMIS Implementation Project 01/07/12 through 01/20/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Issue Impact Assignee and Action Required 5. Amendment that will allow the Superintendent to sign change orders without having to get the Attorney General s and the Governor's signature every time GDOE makes a change to the contract that is within the original scope of the contract. 6. Check File from Bank The format of the check file that Bank of Guam provides does not match any of the 30 formats that Tyler can import. 7. Ownership A clear line of Ownership has not been clearly defined. This will speed up the approval process and allow GDOE make changes in a timely manner. The file needs to be completely rearranged, some fields need to have more digits, others truncated, still other fields must be omitted, and the file must be split into 3 files: a separate file for checks, another for deposits, and a third for the other items. Departments are not sure of their areas of responsibility and are assuming that the other department is addressing and correcting the issue. A&M, GDOE and the Attorney General have signed the Amendment but waiting on the signature from the Governor. Bank needs to supply GDOE file layout before Tyler can get us a cost estimate for custom programming from Tyler. A personal request has been made to Josephine Mariano of The Bank of Guam to ask them to reconsider. Department Heads need to take ownership and be willing to make decision to keep the implementation on schedule. Risk Rank/Risk Description 1. Approx 300 PCs and Laptops delayed in being deployed Probability/Impact Scores and Impact Description Probability Medium; Impact Medium Mitigation Strategy/Contingency Plan IT and Procurement developed a plan to deploy computers to those who need them. The application software image can applied at a later time. 2. Network Reliability Probability High; Impact High In the meeting with the school principle, the issue was raised with the reliability of the network and IT support for the computer and printers in the Schools. Vince Dela Cruz indicated they have several projects underway to aid in the network reliability. 3. Work Orders Probability Medium; Impact Medium Work Orders were scheduled to start in January, however; Taling has requested that this be pushed out until the summer. Sodexo s On-Site needs to be evaluated and compared to Munis. Discussions with Sodexo have started. Tyler has schedule a demonstration on Jauary19 to present their system for GDOE to compare to their current system.

23 Guam DOE FMIS Implementation Project 01/07/12 through 01/20/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth 4. Office Relocation Probability Low; Impact High A school recently vacated needs to be occupied by GDOE or turned over. It is unclear if at this time the entire department needs to move or if only some of the departments need to occupy the building with the remaining departments moving after the Go Live dates. 5. Ownership Probability High; Impact - High Ownership of activities is not clearly defined and became apparent when asking for signoff on S.E.T. For example: USDOE payroll reconciliation (TDRs), Fixed Assets, reluctance to make decisions. 6. Main Contact Probability High; Impact - Low Matt Salas, our main contact at GDOE will be out of the office for most of February. He will assign a representative to act in his behalf.

24 CLIENT NAME: GUAM DEPARTMENT OF EDUCATION REPORT DATE: 2/3/2012 CLIENT PROJECT MANAGER: TALING TAITANO, MATTHEW P. SALAS REPORT PERIOD: - 01/20/12-02/03/12 TYLER PROJECT MANAGER: Adriana Luna PROCEEDING ON SCHEDULE IMPACTING PROJECT, PROJECT MANAGERS MITIGATING SERIOUS IMPACT TO PROJECT, REQUIRES ESCALATION ABOVE PM PROJECT STATUS OVERALL STATUS.. TIMELINE/SCHEDULE.. BUDGET COMMUNICATIONS. RESOURCE AVAILABILITY.. DATA CONVERSION. TYLER FORMS TRAINING TESTING.. INTERFACES MODIFICATIONS. PLANNED ACCOMPLISHMENTS THIS PERIOD: 1. ALL TYLER FORM KITS DUE ON MONDAY 1/23 2. FA SET 3. AR AND GB SET 4. SAA SET 5. EE SET 6. TM SET ANNETTE S LAST DAY ONSITE 7. BID AND CONTRACT DTP UPDATE STEVE AND KATHARINA OFFSITE 8. DASHBOARD TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED INCLUDING FSAIS 9. RBAC ALL FINANCIAL FUNCTION AND CORE USERS WELCOMED INCLUDING FSAIS 10. WORKFLOW - ALL FINANCIAL FUNCTION AND CORE USERS WELCOMED INCLUDING FSAIS 11. GL SETUP TRAINING 12. TYLER FORMS VERIFICATION CALL

25 ACTUAL ACCOMPLISHMENTS THIS PERIOD: 1. ALL TYLER FORM KITS DUE ON MONDAY 1/23 2. FA SET 3. AR AND GB SET 4. SAA SET 5. EE SET 6. TM SET ANNETTE S LAST DAY ONSITE 7. BID AND CONTRACT DTP UPDATE STEVE AND KATHARINA OFFSITE 8. DASHBOARD TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED INCLUDING FSAIS 9. RBAC ALL FINANCIAL FUNCTION AND CORE USERS WELCOMED INCLUDING FSAIS 10. WORKFLOW - ALL FINANCIAL FUNCTION AND CORE USERS WELCOMED INCLUDING FSAIS 11. GL SETUP TRAINING 12. TYLER FORMS VERIFICATION CALL KEY ITEMS IN PROGRESS THIS PERIOD: 1. I am currently working on the scheduling of the WO Implementation, I am currently waiting on confirmation from our Regional Manager before reviewing the proposed calendar with the GDOE 2. Tyler Forms- All kits due on Monday January 23. Once all kits are received the Verification call will be scheduled and confirmed. 3. Final Pass Submitted - COA conversion, Final needs to be in LIVE by 1/27 4. Completed - Vendor conversion, 2 nd pass to be submitted by 1/27, Final 1099 $$ will be submitted prior to go live 3/29 for calendar YTD amounts. 5. Submitted - Budget and Actuals 1 st conversion pass to be submitted by 1/27 6. Submitted - Open PO Conversion 1 st conversion pass to be submitted by 1/27 7. Submitted - Invoice and Check 1 st conversion pass to be submitted by 1/27 8. Submitted - Employee Master 1 st conversion pass to be submitted by 1/27 9. Submitted - Deductions 1 st conversion pass to be submitted by 2/3 10. Submitted Accrual Balances conversion pass to be submitted by 2/3 11. Submitted Accumulator Balances conversion pass to be submitted by 2/3 12. Submitted Check History conversion pass to be submitted by 2/3 13. Submitted Earnings/Deduction History conversion pass to be submitted by 2/3

26 ISSUES / BARRIERS TO SUCCESS: 1. ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. NO UPDATES AS OF YET. REASONS FOR VARIANCE (IF APPLICABLE): 1. DURING THE TYLER FORMS VERIFICATION CALL IT WAS DETERMINED THAT THE PAF DATA FILES WERE NOT SUBMITTED IN THE CORRECT FORMAT. NEW DATA FILES WILL NEED TO BE CREATED AND RESUBMITTED. ONCE THE NEW FILES ARE SUBMITTED TO TYLER FORMS AN ADDITIONAL VERIFICATION CALL WILL BE SCHEDULED WITH THE HR STAFF, DURING THE VERIFICATION CALL THE HR STAFF WOULD LIKE TO HAVE AN ESTIMATE OF THE MODIFICATION COST FOR THE PAF. UPCOMING PLANNED ACTIVITIES: 1. PROJECT ACCOUNTING SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 2. BUDGET SETUP AND PROCESS TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 3. RQ/PO SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 4. PR AND HR SETUP REVIEW AND TRAINING 5. JOB CLASS AND POSITION CONTROL TRAINING 6. PROJECT/GRANT ACCOUNTING SETUP REVIEW 7. FINANCIALS HOMEWORK REVIEW 8. AP SETUP TRAINING 9. BM & CM SETUP TRAINING 10. SAA SETUP TRAINING 11. EER SETUP TRAINING 12. EMPLOYEE SETUP TRAINING 13. FA SETUP TRAINING 14. AR/GB SETUP TRAINING 15. RQ/PO PROCESS TRAINING

27 RISK CHANGES: ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. THERE HAVE BEEN SOME BACK AND FORTH ON WHETHER THE TPFA AND THE GDOE SYSTEMS SHOULD BE INTEGRATED, IT WAS DECIDED THIS WEEK THAT THESE SYSTEMS WOULD BE KEPT COMPLETELY SEPARATE AND ALL TRANSACTIONS HAVING TO DO WITH USDOE MONIES WOULD BE TRACKED ONLY THROUGH THE TPFA SYSTEM. IF THIS IS THE DECISION WE ARE GO TO GO AND THERE ARE NO RISKS TO THE PROJECT, HOWEVER IF THIS DECISION CHANGES AGAIN WE WILL HAVE A MAJOR RISK TO THE PROJECT AS WE HAVE NOT MOVED FORWARD WITH THE TESTING OF THE TPFA AND GDOE COA CROSSWALK, THIS IS A VERY TIME CONSUMING PROCESS AND WILL REQUIRE ENOUGH MAN POWER TO SUPPORT. AS OF 2/3/12 IT HAS BEEN DECIDED THAT A ONETIME EOY JE WILL BE REQUESTED OF THE TPFA TO BE IMPORTED INTO THE GDOE SYSTEM FOR ALL USDOE FUNDS, THIS WILL HAPPEN 1X AT THE END OF EACH FY. GENERAL COMMENTS: The Amendment has been received - The request has been made to Roger Routh to replace the Inventory Module with the Bid Management module, the formal Change Order is currently being process. 11/30/11 - The amendment has been delivered to the client and is now pending their approval. This need to be received by Tyler singed and approved no later than 12/31/11. Tyler has signed on 12/30 and submitted to client on 1/3. The amendment has been submitted to the Attorney General s office for their review and approval. There is a meeting with the AG on 1/11 at which GDOE expects to have this signed off. This amendment is currently pending the Governors signature as of 1/20. The amendment was signed on 2/2/12. PAF Form Will be a crucial part of the HR implementation, this was not part of the original contract and we are currently working on receiving a quote. A custom form will be required and currently the quote for the original form has not been signed or submitted to Tyler, the Amendment to the contract is currently in review at the AG s office once that has been approved and signed Ms. Taling may move forward and sign off on this quote. Once that is done the customization quote will be submitted. 2/3/12 the original quote on the PAF needs to be submitted, once the XML PAF data files are submitted a quote for the customization will be set to the client from Tyler Forms.

28 MODULES: Financials Phase: Day Type Balance Last Report Added by Change Used this Report Period Order Period Total Available Training Consulting TCS Totals MODULES: Financials Date Change Order # Description of Change 02/02/ E+13 Change Orders This Period First Renewal to Agreement between GDOE and Tyler Phase: Value of Change $0.00 Approved Status

29 Guam DOE FMIS Implementation Project 01/21/12 through 02/03/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Description: Implementation of Tyler Technologies Munis software at Guam Department of Education Status Summary: Major tasks completed: 1) Static Environment Testing (S.E.T.) for the following modules have been completed and approved by all parties. o Fixed Assets o Account Receivables and General Billing o Project Accounting o Student Activity Accounting o Employee Expense Reporting o Treasury Management o Accounts Payable 2) A Third pass of the Chart of Accounts was submitted to Tyler. 3) Vendor conversion file was loaded into Munis with minor differences. Overall, we see the project on track. Components Requirements Development / Training User Acceptance Testing Go Live Post / Help Desk Financial / Procurement Complete In Process In Process Human Resources Complete In Process In Process Payroll Complete In Process In Process Other Work Orders In Process Hardware/Software Complete Complete Complete Milestones Scheduled Date Comments 1. Fixed Asset S.E.T. 01/23 Completed 2. Account Receivables S.E.T. 01/24 Completed 3. General Billing S.E.T. 01/25 Completed 4. Student Activity Accounting S.E.T. 01/26 Completed 5. Employee Expense Reporting S.E.T. 01/26 Completed 6. Treasury Management S.E.T. 01/27 Completed 7. Form Kit Conference Call 01/31 Completed 8. Role Tailored Dashboard - Training 02/01 Completed 9. Workflow - Training 02/02 Completed 10. General Ledger Setup - Training 02/03 Completed

30 Guam DOE FMIS Implementation Project 01/21/12 through 02/03/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Significant Accomplishments in Prior Bi-Weekly Report: Tyler Forms Kits due to be turned in on the 23 rd. Fixed Assets S.E.T. Account Receivables S.E.T. General Billings S.E.T. Employee Expense Reporting S.E.T. Student Activity Accounting S.E.T. Treasury Management S.E.T. Role Tailored Dashboard Training Role Base Access Control Training Security Setup Workflow Training General Ledger Setup Training 1 Tyler Forms Verification Call Planned Activities for Next Bi-Weekly Report: Project Accounting Setup Training Budget Setup and Process Training Request/Purchase Order Setup Training Payroll and HR Setup Review and Training Job Class and Position Control Training Project/Grant Accounting Setup Review Financials Homework Review AP Setup Training Bid Management & Contract Management Setup Training Student Activity Accounting Setup Training Employee Expense Reporting Setup Training Employee Setup Training Fix Asset Setup Training Account Receivables /General Billing Setup Training Request/Purchase Order Process Training Issue Impact Assignee and Action Required 1. Approx 300 PCs and Laptops delayed in being deployed. Due to the legal challenge brought by DMR, these computers were not deployed on time. 2. Sodexo verses Munis Work Orders Module is still being evaluated. Munis contract has Work Orders Module in at a cost of $170k. GDOE is currently using Sodexo s On-Site software but not at its fullest potential. Plus, GDOE is considering outsourcing a majority of the work to a third party and will they want to use their software. 3. Personnel Action Forms are not currently part of the Munis contract and Human Resource Department feel that this is a crucial part of the implementation. Users cannot do effective Static Testing and access the Munis system without these computers Work Orders Module requires a lot of training and we are not sure if it provides additional value as compare to the Sodexo or another third party system. HR department feels that this is a very crucial part of the implementation IT and Purchasing have received the computers and agreed to a modified deployment schedule that allows critical users to receive systems (they will be brought back for re imaging once the complete software build is available). DMR and GDOE are very close to a settlement, so the final image build can be developed shortly. Pertains to Tyler s Objective #14 3 rd Party Installer Closed After additional review, the decision was made to implement the Munis Work Order Module over the Sodexo s On-Site software. Pertains to Tyler s Objective #8 Consulting Tyler has delivered a quote of $500 and waiting for signoff by GDOE. Pertains to Huron s Responsibility #3 - System Requirements.

31 Guam DOE FMIS Implementation Project 01/21/12 through 02/03/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Issue Impact Assignee and Action Required 4. Third Party Fiduciary Agent (TPFA) disburses USDOE monies in a separate database from the GDOE accounting system. GDOE is spending time trying to reconcile and bring the information detail into their system which is causing audit issues. Closed - Decision not to load the detail from the Third Party Fiduciary Agent (TPFA) s to GDOE s system was agreed to by all parties with the exception of journal entries a year end. 5. Amendment that will allow the Superintendent to sign change orders without having to get the Attorney General s and the Governor's signature every time GDOE makes a change to the contract that is within the original scope of the contract. 6. Check File from Bank The format of the check file that Bank of Guam provides does not match any of the 30 formats that Tyler can import. 7. Ownership A clear line of Ownership has not been clearly defined. This will speed up the approval process and allow GDOE make changes in a timely manner. The file needs to be completely rearranged, some fields need to have more digits, others truncated, still other fields must be omitted, and the file must be split into 3 files: a separate file for checks, another for deposits, and a third for the other items. Departments are not sure of their areas of responsibility and are assuming that the other department is addressing and correcting the issue. Closed All parties have signed the Amendment. Received quotes from the Bank and Tyler. Although, the Bank was a little more expensive, they are local and would be responsible for keeping the file current to GDOE s format. Department Heads need to take ownership and be willing to make decision to keep the implementation on schedule. Risk Rank/Risk Description 1. Approx 300 PCs and Laptops delayed in being deployed Probability/Impact Scores and Impact Description Probability Medium; Impact Medium Mitigation Strategy/Contingency Plan IT and Procurement developed a plan to deploy computers to those who need them. The application software image can applied at a later time. 2. Network Reliability Probability High; Impact High In the meeting with the school principle, the issue was raised with the reliability of the network and IT support for the computer and printers in the Schools. Vince Dela Cruz indicated they have several projects underway to aid in the network reliability. 3. Work Orders Probability Medium; Impact Medium Closed - Tyler presented a demonstration of the Munis Work Orders module to the staff of GDOE s Service Department. GDOE decided to implement the Munis system and will do so in the June.

32 Guam DOE FMIS Implementation Project 01/21/12 through 02/03/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Risk Rank/Risk Description Probability/Impact Scores and Impact Description Mitigation Strategy/Contingency Plan 4. Office Relocation Probability Low; Impact High Governor made an announcement that he planned on redeveloping the plaza behind the office and his intend to demolish GDOE s office for the project but no time table was discussed or given. 5. Ownership Probability High; Impact - High Ownership of activities is not clearly defined and became apparent when asking for signoff on S.E.T. For example: USDOE payroll reconciliation (TDRs), Fixed Assets, reluctance to make decisions. 6. Main Contact Probability High; Impact - Low Matt Salas, our main contact at GDOE will be out of the office for most of February. Matt assigned Helen Legaspi and Margaret Artero of Financial Affairs to represent him while he is out of the office.

33 CLIENT NAME: GUAM DEPARTMENT OF EDUCATION REPORT DATE: 2/17/2012 CLIENT PROJECT MANAGER: TALING TAITANO, MATTHEW P. SALAS REPORT PERIOD: - 02/03/12-02/17/12 TYLER PROJECT MANAGER: Adriana Luna PROCEEDING ON SCHEDULE IMPACTING PROJECT, PROJECT MANAGERS MITIGATING SERIOUS IMPACT TO PROJECT, REQUIRES ESCALATION ABOVE PM PROJECT STATUS OVERALL STATUS.. TIMELINE/SCHEDULE.. BUDGET COMMUNICATIONS. RESOURCE AVAILABILITY.. DATA CONVERSION. TYLER FORMS TRAINING TESTING.. INTERFACES MODIFICATIONS. PLANNED ACCOMPLISHMENTS THIS PERIOD: 1. PROJECT ACCOUNTING SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 2. BUDGET SETUP AND PROCESS TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 3. RQ/PO SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 4. PR AND HR SETUP REVIEW AND TRAINING 5. JOB CLASS AND POSITION CONTROL TRAINING 6. PROJECT/GRANT ACCOUNTING SETUP REVIEW 7. FINANCIALS HOMEWORK REVIEW 8. AP SETUP TRAINING 9. BM & CM SETUP TRAINING 10. SAA SETUP TRAINING

34 ACTUAL ACCOMPLISHMENTS THIS PERIOD: 1. PROJECT ACCOUNTING SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 2. BUDGET SETUP AND PROCESS TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 3. RQ/PO SETUP TRAINING ALL FUNCTIONAL AND CORE USERS WELCOMED 4. PR AND HR SETUP REVIEW AND TRAINING 5. JOB CLASS AND POSITION CONTROL TRAINING 6. PROJECT/GRANT ACCOUNTING SETUP REVIEW 7. FINANCIALS HOMEWORK REVIEW 8. AP SETUP TRAINING 9. BM & CM SETUP TRAINING 10. SAA SETUP TRAINING

35 KEY ITEMS IN PROGRESS THIS PERIOD: 1. WO TCS has been scheduled to start at the beginning of June, Training schedule to be completed in the next two weeks. 2. Final Pass Submitted - COA conversion, Final needs to be in LIVE by 1/27, COA was loaded in Live 2/13/ Completed - Vendor conversion, 2 nd pass to be submitted by 1/27, Final 1099 $$ will be submitted prior to go live 3/29 for calendar YTD amounts. Vendor Conversion Loaded in LIVE on 2/7/ Submitted - Budget and Actuals 1 st conversion pass to be submitted by 1/27, 1 st pass due to clients on 2/13/12, however the error report list is 2,005 accounts missing that were either not created or listed on the X-Walk. These errors must be corrected before the 1 st pass is sent to the client. 5. Submitted - Open PO Conversion 1 st conversion pass to be submitted by 1/27, 1 st is due to client on 2/22/12 however we received the error report on 2/15/12. The error report includes 234 GL kick outs that need to be corrected. Some of the Open PO s to be converted are from 2005; the client is going to determine if they are actually needed. Conversions will not be able to submit the 1 st pass to the client until these errors are corrected. 6. Submitted - Invoice and Check 1 st conversion pass to be submitted by 1/27, 1 st pass due to the client on 2/22/12 however the 1 st pass was received on 2/16/12 no errors were reported on this conversion! Chris is currently working on the proofing of this conversion, 2 nd pass is due on or before 3/2/ Submitted - Employee Master 1 st conversion pass to be submitted by 1/27, 1 st pass due to client on 2/17/12, it was received on 2/17/12 with 2,567 errors. Errors need to be reviewed and the 2 nd pass needs to be submitted on 2/24/ Submitted - Deductions 1 st conversion pass to be submitted by 2/3, 1 st pass due to client on 2/17/12. The x-walk of deduction codes has to be completed prior to the conversion returned to client. Deduction codes have not yet been completed in Live database, deduction code creation was delayed due to the delay of the COA in LIVE. Deduction codes are to be completed in LIVE by Tuesday 2/21/12 the x-walk will be submitted to conversions and the 1 st pass should be received on 2/23/ Submitted Accrual Balances conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Accumulator Balances conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Check History conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Earnings/Deduction History conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ AP and PO, Tyler Forms proofing process is underway. These forms need to be signed off and loaded on the GDOE servers no later than 2/24/ PR Proofing Process is underway, sign off of PR proofs is due on 4/20/12 and loaded on the GDOE servers. 15. TCM configuration is scheduled to begin on 2/21/12.

36 ISSUES / BARRIERS TO SUCCESS: 1. ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. NO UPDATES AS OF YET. REASONS FOR VARIANCE (IF APPLICABLE): 1. DURING THE TYLER FORMS VERIFICATION CALL IT WAS DETERMINED THAT THE PAF DATA FILES WERE NOT SUBMITTED IN THE CORRECT FORMAT. NEW DATA FILES WILL NEED TO BE CREATED AND RESUBMITTED. ONCE THE NEW FILES ARE SUBMITTED TO TYLER FORMS AN ADDITIONAL VERIFICATION CALL WILL BE SCHEDULED WITH THE HR STAFF, DURING THE VERIFICATION CALL THE HR STAFF WOULD LIKE TO HAVE AN ESTIMATE OF THE MODIFICATION COST FOR THE PAF. UPCOMING PLANNED ACTIVITIES: 1. EMPLOYEE SETUP TRAINING 2. FA SETUP TRAINING, WITH BMI IMPORT/EXPORT 3. AR/GB SETUP TRAINING 4. RQ/PO PROCESS TRAINING 5. HR TRAINING 6. PERSONNEL ACTIONS TRAINING 7. BM PROCESS TRAINING 8. CM PROCESS TRAINING 9. SAA PROCESS TRAINING 10. PA PROCESS TRAINING RISK CHANGES: ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM.

37 GENERAL COMMENTS: The Amendment has been received - The request has been made to Roger Routh to replace the Inventory Module with the Bid Management module, the formal Change Order is currently being process. 11/30/11 - The amendment has been delivered to the client and is now pending their approval. This need to be received by Tyler singed and approved no later than 12/31/11. Tyler has signed on 12/30 and submitted to client on 1/3. The amendment has been submitted to the Attorney General s office for their review and approval. There is a meeting with the AG on 1/11 at which GDOE expects to have this signed off. This amendment is currently pending the Governors signature as of 1/20. The amendment was signed on 2/2/12. PAF Form Will be a crucial part of the HR implementation, this was not part of the original contract and we are currently working on receiving a quote. A custom form will be required and currently the quote for the original form has not been signed or submitted to Tyler, the Amendment to the contract is currently in review at the AG s office once that has been approved and signed Ms. Taling may move forward and sign off on this quote. Once that is done the customization quote will be submitted. 2/3/12 the original quote on the PAF needs to be submitted, once the XML PAF data files are submitted a quote for the customization will be set to the client from Tyler Forms. MODULES: Financials Phase: Day Type Balance Last Report Added by Change Used this Report Period Order Period Total Available Training Consulting TCS Totals MODULES: Financials Change Orders This Period Phase: Date Change Order # Description of Change Value of Change Status First Renewal to Agreement between 02/02/ E+13 GDOE and Tyler $0.00 Approved 15/05/ PAF - Tyler Forms $ Pending Signature

38 Guam DOE FMIS Implementation Project 02/04/12 through 02/17/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Description: Implementation of Tyler Technologies Munis software at Guam Department of Education Status Summary: Major tasks completed: 1) The Chart of Accounts was loaded in Live on February 12, ) Vendor conversion file was loaded in Live on February 07, ) Conversion submitted and returned: o Budget and Actual 1 st pass had 2,005 errors and will need to be corrected before next pass. o Open Purchase Orders The report had 234 errors with some POs dating back to 2005 and before submitting for 1 st pass these need correction. o Invoices and Checks 1 st pass did not have any errors. o Employee Master 1 st pass had 2,567 errors and need correction before the next pass on 2/24/2012. o Employee Deductions Not submitted do to x-walk of deduction codes not completed do to delay in Chart of Accounts in Live. o Accrual & Accumulator Balances 1 st pass submitted due back by 3/16. o Check History - 1 st pass submitted due back by 3/16. o Earnings/Deduction History - 1 st pass submitted due back by 3/16. 4) Tyler Forms proofing process is underway. Overall, we see the project on track. Components Requirements Development / Training User Acceptance Testing Go Live Post / Help Desk Financial / Procurement Complete In Process In Process Human Resources Complete In Process In Process Payroll Complete In Process In Process Other Work Orders In Process Hardware/Software Complete Complete Complete Milestones Scheduled Date Comments 1. Grant/Project Accounting Setup Training 02/06 Completed 2. Budget Setup and Process Training 02/07 Completed 3. Request/Purchase Order Setup Training 02/08 Completed 4. Payroll and HR Setup Review and Training 2/09 to 2/10 Completed 5. Job Class and Position Control Training 02/13 to 02/17 Completed 6. Project/Grant Accounting Setup Review 02/13 Completed 7. Financials Homework Review 02/13 Completed 8. AP Setup and Process Training 02/14 Completed

39 Guam DOE FMIS Implementation Project 02/04/12 through 02/17/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Milestones Scheduled Date Comments 9. Bid Management & Contract Management Setup Training 02/15 Completed 10. Employee Expense Reporting Setup Training 02/16 Completed 11. Student Activity Accounting Setup Training 02/17 Completed Significant Accomplishments in Prior Bi-Weekly Report: Project/Grant Accounting Setup Training Budget Setup and Process Training Request/Purchase Order Setup Training Payroll and HR Setup Review and Training Job Class and Position Control Training Project/Grant Accounting Setup Review Financials Homework Review AP Setup Training Bid Management & Contract Management Setup Training Student Activity Accounting Setup Training Employee Expense Reporting Setup Training Employee Setup Training Fixed Asset Setup Training Account Receivables /General Billing Setup Training Request/Purchase Order Process Training Planned Activities for Next Bi-Weekly Report: Employee Setup Training Fixed Asset Setup Training, with BMI import/export Account Receivables & General Billings Setup Training Request & Purchase Order Process Training Human Resources Training Personnel Actions Training Bid Management Process Training Contract Management Process Training Student Activities Accounting Process Training Project Accounting Process Training Issue Impact Assignee and Action Required 1. Personnel Action Forms are not currently part of the Munis contract and Human Resource Department feel that this is a crucial part of the implementation. 2. Ownership A clear line of Ownership need to be defined. Department Heads need to look at the total picture and not just the effect on their department. HR department feels that this is a very crucial part of the implementation Departments are not sure of their areas of responsibility and are assuming that the other department is addressing and correcting the issue. Plus; by focusing on their individual department and not addressing the impact on DOE, it could increase the total operating cost to DOE. Tyler has delivered a quote of $500 and waiting for signoff by GDOE. Pertains to Huron s Responsibility #3 - System Requirements. Department Heads need to take ownership and be willing to make decision to keep the implementation on schedule. Department Heads need embrace changes that positively impacts DOE while it may create additional work on their department.

40 Guam DOE FMIS Implementation Project 02/04/12 through 02/17/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Risk Rank/Risk Description 1. Approx 300 PCs and Laptops delayed in being deployed Probability/Impact Scores and Impact Description Probability Medium; Impact Medium Mitigation Strategy/Contingency Plan IT and Procurement developed a plan to deploy computers to those who need them. The application software image can applied at a later time. 2. Network Reliability Probability High; Impact High In the meeting with the school principle, the issue was raised with the reliability of the network and IT support for the computer and printers in the Schools. Vince Dela Cruz indicated they have several projects underway to aid in the network reliability. 3. Office Relocation Probability Low; Impact High Governor made an announcement that he planned on redeveloping the plaza behind the office and his intend to demolish GDOE s office for the project but no time table was discussed or given. 4. Main Contact Probability High; Impact - Low Matt Salas, our main contact at GDOE will be out of the office for most of February. Matt assigned Helen Legaspi and Margaret Artero of Financial Affairs to represent him while he is out of the office.

41 CLIENT NAME: GUAM DEPARTMENT OF EDUCATION REPORT DATE: 3/2/2012 CLIENT PROJECT MANAGER: TALING TAITANO, MATTHEW P. SALAS REPORT PERIOD: - 02/17/12-03/02/12 TYLER PROJECT MANAGER: Adriana Luna PROCEEDING ON SCHEDULE IMPACTING PROJECT, PROJECT MANAGERS MITIGATING SERIOUS IMPACT TO PROJECT, REQUIRES ESCALATION ABOVE PM PROJECT STATUS OVERALL STATUS.. TIMELINE/SCHEDULE.. BUDGET COMMUNICATIONS. RESOURCE AVAILABILITY.. DATA CONVERSION. TYLER FORMS TRAINING TESTING.. INTERFACES MODIFICATIONS. PLANNED ACCOMPLISHMENTS THIS PERIOD: 1. EMPLOYEE SETUP TRAINING 2. FA SETUP TRAINING, WITH BMI IMPORT/EXPORT 3. AR/GB SETUP TRAINING 4. RQ/PO PROCESS TRAINING 5. HR TRAINING 6. PERSONNEL ACTIONS TRAINING 7. BM PROCESS TRAINING 8. CM PROCESS TRAINING 9. SAA PROCESS TRAINING 10. PA PROCESS TRAINING

42 ACTUAL ACCOMPLISHMENTS THIS PERIOD: 11. EMPLOYEE SETUP TRAINING 2. FA SETUP TRAINING, WITH BMI IMPORT/EXPORT 3. AR/GB SETUP TRAINING 4. RQ/PO PROCESS TRAINING 5. HR TRAINING 6. PERSONNEL ACTIONS TRAINING 7. BM PROCESS TRAINING 8. CM PROCESS TRAINING 9. SAA PROCESS TRAINING 10. PA PROCESS TRAINING ALL TRAINING WAS COMPLETED AS SCHEDULED HOWEVER, AS PART OF THE TRAINING USERS WERE TO COMPLETE THEIR HOMEWORK AND NOT ALL HOMEWORK HAS BEEN COMPLETED. ALL HOMEWORK MUST BE COMPLETED BY FRIDAY 3/9/12 NO EXCEPTIONS.

43 2. Submitted - Open PO Conversion 1 st conversion pass to be submitted by 1/27, 1 st is due to client on 2/22/12 however we received the error report on 2/15/12. The error report includes 234 GL kick outs that need to be corrected. Some of the Open PO s to be converted are from 2005; the client is going to determine if they are actually needed. Conversions will not be able to submit the 1 st pass to the client until these errors are corrected. a. As of 3/2/12 not all corrections have been completed. Once completed please let Adriana know and a new file will have to be submitted to conversions. 3. Submitted - Invoice and Check 1 st conversion pass to be submitted by 1/27, 1 st pass due to the client on 2/22/12 however the 1 st pass was received on 2/16/12 no errors were reported on this conversion! Chris is currently working on the proofing of this conversion, 2 nd pass is due on or before 3/2/12. a. Request for 2 nd pass has been submitted, we will receive the 2 nd pass to review on or before the scheduled AP process training on 3/6/ Submitted - Employee Master 1 st conversion pass to be submitted by 1/27, 1 st pass due to client on 2/17/12, it was received on 2/17/12 with 2,567 errors. Errors need to be reviewed and the 2 nd pass needs to be submitted on 2/24/12. a. 2 nd conversion pass was submitted and received on 2/23/12 b. 3 rd pass has been submitted as of 3/2/12 c. All Employees need to be loaded into LIVE no later than 3/5/ Submitted - Deductions 1 st conversion pass to be submitted by 2/3, 1 st pass due to client on 2/17/12. The x-walk of deduction codes has to be completed prior to the conversion returned to client. Deduction codes have not yet been completed in Live database, deduction code creation was delayed due to the delay of the COA in LIVE. Deduction codes are to be completed in LIVE by Tuesday 2/21/12 the x-walk will be submitted to conversions and the 1 st pass should be received on 2/23/12. a. X-Walk of Deduction codes has not been submitted to date. This needs to be submitted ASAP in order to move forward with this conversion. 6. Submitted Accrual Balances conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Accumulator Balances conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Check History conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Earnings/Deduction History conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ AP and PO, Tyler Forms proofing process is underway. These forms need to be signed off and loaded on the GDOE servers no later than 2/24/12. a. As of 3/2/12 forms have not been signed off and need be signed off ASAP, this is holding up the installation and testing of the forms. b. Also, the printers for both the PO s and AP checks have not been installed. c. The PR printer has been installed but will not be needed until 7/1/12. KEY ITEMS IN PROGRESS THIS PERIOD: 1. Submitted - Budget and Actuals 1 st conversion pass to be submitted by 1/27, 1 st pass due to clients on 2/13/12, however the error report list is 2,005 accounts missing that were either not created or listed on the X-Walk. These errors must be corrected before the 1 st pass is sent to the client. a. 5,656 accounts were corrected b. All USDOE TPFA, Food Service, FEMA, Headstart and Chamorro Studies accounts were updated and x-walked to their own fund for ease of reconciliation. c. FSAIS has been instructed as of 3/2/12 to submit a copy of the X-Ref table in order to move forward with this conversion pass.

44 D. THE WRONG TONER WAS ORDER FOR THE AP PRINTER; THE MICR TONER HAS NOW BEEN ORDER AND IS DUE TO BE SHIPPED ON 3/12/12 ISSUES / BARRIERS TO SUCCESS: 1. ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. NO UPDATES AS OF YET. AS OF 3/2/12 THIS HAS NOT BEEN RESOLVED. o o AS A BACK UP PLAN FSAIS WILL BE LOADING AND TESTING THE CLIENT ON ALL NEEDED COMPUTERS. REASONS FOR VARIANCE (IF APPLICABLE): 1. DURING THE TYLER FORMS VERIFICATION CALL IT WAS DETERMINED THAT THE PAF DATA FILES WERE NOT SUBMITTED IN THE CORRECT FORMAT. NEW DATA FILES WILL NEED TO BE CREATED AND RESUBMITTED. ONCE THE NEW FILES ARE SUBMITTED TO TYLER FORMS AN ADDITIONAL VERIFICATION CALL WILL BE SCHEDULED WITH THE HR STAFF, DURING THE VERIFICATION CALL THE HR STAFF WOULD LIKE TO HAVE AN ESTIMATE OF THE MODIFICATION COST FOR THE PAF. a. As of 3/5/12 we are now back on track with the PAF form, proofs have been submitted to Tyler Forms and we will schedule a verification call with them. The agenda called for testing of all PAF s and 5 samples were submitted. The Go Live of PAF s has been scheduled to June, UPCOMING PLANNED ACTIVITIES: 1. EMPLOYEE EXPENSE PROCESS TRAINING 2. AP PROCESS TRAINING 3. AR/GB PROCESS TRAINING 4. TYLER FORMS TESTING, WAS ORIGINALLY SCHEDULED 3/9/12HOWEVER IT IS BEHIND SCHEDULE AND WILL BE RESCHEDULED FOR THE WEEK OF 3/12/ BUDGET PROCESS TRAINING WAS SCHEDULED ON 3/9/12 TO REPLACE TYLER FORMS TESTING. 6. EMPLOYEE MASTER REVIEW TRAINING a. AS PART OF THIS THE EMPLOYEES NEED TO BE LOADED INTO LIVE b. ALL POSITION CONTROL CODES NEED TO BE COMPLETED c. EMPLOYEE DEDUCTIONS MUST BE COMPLETED d. A MINI PARALLEL WILL BE TESTED e. REQUIRED REPORTING REVIEW 7. CLIENT IS RESPONSIBLE FOR END USER TRAINING 8. FINALIZE ALL CONVERSIONS, GO LIVE SIMULATION

45 RISK CHANGES: ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. GENERAL COMMENTS: The Amendment has been received - The request has been made to Roger Routh to replace the Inventory Module with the Bid Management module, the formal Change Order is currently being process. 11/30/11 - The amendment has been delivered to the client and is now pending their approval. This need to be received by Tyler singed and approved no later than 12/31/11. Tyler has signed on 12/30 and submitted to client on 1/3. The amendment has been submitted to the Attorney General s office for their review and approval. There is a meeting with the AG on 1/11 at which GDOE expects to have this signed off. This amendment is currently pending the Governors signature as of 1/20. The amendment was signed on 2/2/12. As of 3/2/12 this has not been completed, this needs to be signed and submitted ASAP. Bids have been installed, TCS has been completed, SET has been completed and all training has been completed. PAF Form Will be a crucial part of the HR implementation, this was not part of the original contract and we are currently working on receiving a quote. A custom form will be required and currently the quote for the original form has not been signed or submitted to Tyler, the Amendment to the contract is currently in review at the AG s office once that has been approved and signed Ms. Taling may move forward and sign off on this quote. Once that is done the customization quote will be submitted. 2/3/12 the original quote on the PAF needs to be submitted, once the XML PAF data files are submitted a quote for the customization will be set to the client from Tyler Forms. This needs to be signed ASAP, the corrected proofs have now been submitted.

46 MODULES: Financials Phase: Day Type Balance Last Report Added by Change Used this Report Period Order Period Total Available Training Consulting TCS Totals Change Orders This Period MODULES: Financials Phase: Date Change Order # Description of Change Value of Change Status 11/16/2011 Remove INV and replace with Bids $25,760 Pending Signature First Renewal to Agreement between 02/02/ E+13 GDOE and Tyler $0.00 Approved 15/05/ PAF - Tyler Forms $ Pending Signature

47 Guam DOE FMIS Implementation Project 02/18/12 through 03/03/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Description: Implementation of Tyler Technologies Munis software at Guam Department of Education Status Summary: Major tasks completed: 1) Conversion submitted and loaded into Live: o General Ledger o Accounts Payable 2) Conversions re-submitted o Budget and Actual 5,656 errors corrected and ready to be re-submitted. o Invoices and Checks 2 nd pass has been submitted. o Employee Master 3 rd pass has been submitted. o Employee Deductions Not submitted do to x-walk of deduction codes not completed. o Accrual & Accumulator Balances 1 st pass submitted due back by 3/16. o Check History - 1 st pass submitted due back by 3/16. o Earnings/Deduction History - 1 st pass submitted due back by 3/16. 3) Tyler Forms proofing process is still underway. The project is slipping due to conversions and Tyler forms but we hope to have back on track by Friday, March 09. Components Requirements Development / Training User Acceptance Testing Go Live Post / Help Desk Financial / Procurement Complete In Process In Process Human Resources Complete In Process In Process Payroll Complete In Process In Process Other Work Orders In Process Hardware/Software Complete Complete Complete Milestones Scheduled Date Comments 1. Employee Setup Training 02/20 to 2/24 Completed 2. Fixed Asset Setup Training, with BMI import/export 02/20 Completed

48 Guam DOE FMIS Implementation Project 02/18/12 through 03/03/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth 3. Account Receivables & General Billings Setup Training 02/21 to 02/22 Completed 4. Request & Purchase Order Process Training 2/23 to 2/24 Completed 5. Bid Management Process Training 02/27 Completed 6. Contract Management Process Training 02/27 Completed 7. Human Resources Training 02/27 to 02/28 Completed 8. Project Accounting Process Training 02/29 Completed Milestones Scheduled Date Comments 9. Personnel Actions Training 02/29 to 03/02 Completed 10. Student Activities Accounting Process Training 03/02 Completed Significant Accomplishments in Prior Bi-Weekly Report: Employee Setup Training Fixed Asset Setup Training, with BMI import/export Account Receivables & General Billings Setup Training Request & Purchase Order Process Training Human Resources Training Personnel Actions Training Bid Management Process Training Contract Management Process Training Student Activities Accounting Process Training Project Accounting Process Training Planned Activities for Next Bi-Weekly Report: Employee Expense Process Training AP Process Training AR/GB Process Training Tyler Forms Testing o Originally scheduled 3/9/12; however, it is behind schedule and will be rescheduled for the week of 3/12/12. Budget Process Training o Scheduled on 3/9/12 to replace Tyler Forms Testing. Employee Master Review training o Employees need to be loaded into live o Position control codes need to be completed o Employee deductions completed o Mini parallel tested o Required reporting review Client is responsible for end user training Finalize all conversions, Go Live Simulation Homework Issue Impact Assignee and Action Required 1. Personnel Action Forms are not currently part of the Munis contract and Human Resource Department feel that this is a crucial part of the implementation. HR department feels that this is a very crucial part of the implementation Tyler has delivered a quote of $500 and waiting for signoff by GDOE. Pertains to Huron s Responsibility #3 - System Requirements.

49 Guam DOE FMIS Implementation Project 02/18/12 through 03/03/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth 2. Ownership A clear line of Ownership need to be defined. Department Heads need to look at the total picture and not just the effect on their department. Departments are not sure of their areas of responsibility and are assuming that the other department is addressing and correcting the issue. Plus; by focusing on their individual department and not addressing the impact on DOE, it could increase the total operating cost to DOE. Department Heads need to take ownership and be willing to make decision to keep the implementation on schedule. Department Heads need embrace changes that positively impacts DOE while it may create additional work on their department. Issue Impact Assignee and Action Required 3. Delayed in deployment of computers PCs and Laptops do not have software installed on them. They were purchased with either no operating or minimum software. The awarding of the software bid was protested by local vendor which they won and was awarded an settlement. It could delay the Go Live date. The delay would mean no consultants on site to help with the Go Live. The Judge has signed the release of the settlement but GDOE still need a 14 day protest period before they can go out to re-bid. It will still be 90 days before they can have the software and another 30 days to deploy. FSAIS is exploring the option of installing the new Munis software on GDOE s old computers. They believe it will work but slower. Risk Rank/Risk Description Probability/Impact Scores and Impact Description Mitigation Strategy/Contingency Plan 1. Network Reliability Probability High; Impact High In the meeting with the school principle, the issue was raised with the reliability of the network and IT support for the computer and printers in the Schools. Vince Dela Cruz indicated they have several projects underway to aid in the network reliability. 2. Office Relocation Probability Low; Impact High Governor made an announcement that he planned on redeveloping the plaza behind the office and his intend to demolish GDOE s office for the project but no time table was discussed or given. 3. Main Contact Probability High; Impact - Low Closed Matt is back on Island

50 CLIENT NAME: GUAM DEPARTMENT OF EDUCATION REPORT DATE: 3/16/2012 CLIENT PROJECT MANAGER: TALING TAITANO, MATTHEW P. SALAS REPORT PERIOD: - 03/02/12 03/16/12 TYLER PROJECT MANAGER: Adriana Luna PROCEEDING ON SCHEDULE IMPACTING PROJECT, PROJECT MANAGERS MITIGATING SERIOUS IMPACT TO PROJECT, REQUIRES ESCALATION ABOVE PM PROJECT STATUS OVERALL STATUS.. TIMELINE/SCHEDULE.. BUDGET COMMUNICATIONS. RESOURCE AVAILABILITY.. DATA CONVERSION. TYLER FORMS TRAINING TESTING.. INTERFACES MODIFICATIONS.

51 PLANNED ACCOMPLISHMENTS THIS PERIOD: 1. EMPLOYEE EXPENSE PROCESS TRAINING 2. AP PROCESS TRAINING 3. AR/GB PROCESS TRAINING 4. TYLER FORMS TESTING, WAS ORIGINALLY SCHEDULED 3/9/12HOWEVER IT IS BEHIND SCHEDULE AND WILL BE RESCHEDULED FOR THE WEEK OF 3/12/ BUDGET PROCESS TRAINING WAS SCHEDULED ON 3/9/12 TO REPLACE TYLER FORMS TESTING. 6. EMPLOYEE MASTER REVIEW TRAINING a. AS PART OF THIS THE EMPLOYEES NEED TO BE LOADED INTO LIVE b. ALL POSITION CONTROL CODES NEED TO BE COMPLETED c. EMPLOYEE DEDUCTIONS MUST BE COMPLETED d. A MINI PARALLEL WILL BE TESTED e. REQUIRED REPORTING REVIEW 7. CLIENT IS RESPONSIBLE FOR END USER TRAINING 8. FINALIZE ALL CONVERSIONS, GO LIVE SIMULATION

52 ACTUAL ACCOMPLISHMENTS THIS PERIOD: 1. EMPLOYEE EXPENSE PROCESS TRAINING a. PROCESS TRAINING HAS BEEN COMPLETED HOWEVER, IT IS YET TO BE DETERMINED HOW EER WILL BE DEPLOYED AND WHO WILL BE RESPONSIBLE FOR THE TRAVEL ENTRIES. A MEETING WAS HELD WITH TALING, LOU, LAURIE AND ADRIANA TO DETERMINE THIS. DURING THE MEETING DECISIONS WERE MADE TO BE FOLLOWED BY EITHER AN OR MEMO TO THE STAFF, THIS HAS NOT YET BEEN COMMUNICATED. b. GO LIVE FOR EER??? THE EMPLOYEE MASTER THAT IS NEEDED FOR GO LIVE IS NOT IN THE LIVE DATABASE AS OF YET. HR IS WAITING ON BUDGET TO FINALIZE THE POSITION CONTROL FILE THAT CONTAINS THE CORRECT EMPLOYEE GL THAT NEEDS TO BE IMPORTED INTO THE EMP MASTER. c. A MEETING WAS HELD WITH MS. TALING AND LOU TO DISCUSS THE DEPLOYMENT AND GO LIVE OF EER, IT WAS DISCUSSED THAT THIS WILL GO LIVE IN A CENTRALIZED MANNER, IT WAS DISCUSSED THAT BECKY AND LOLA WOULD BE THE OWNERS OF THIS MODULE AND THAT THE PROJECT/PROGRAM MANAGERS WOULD BE RESPONSIBLE FOR ENTERING THE TRAVEL REQUESTS FOR EMPLOYEES. I REQUESTED A FOLLOW-UP TO CONFIRM AND HAVE NOT RECEIVED AS OF 3/16/ AP PROCESS TRAINING 3. AR/GB PROCESS TRAINING 4. TYLER FORMS TESTING, WAS ORIGINALLY SCHEDULED 3/9/12HOWEVER IT IS BEHIND SCHEDULE AND WILL BE RESCHEDULED FOR THE WEEK OF 3/12/12. a. TESTING OF TYLER FORMS HAS BEEN COMPLETED AS OF 3/14/12 5. BUDGET PROCESS TRAINING WAS SCHEDULED ON 3/9/12 TO REPLACE TYLER FORMS TESTING. 6. EMPLOYEE MASTER REVIEW TRAINING a. AS PART OF THIS THE EMPLOYEES NEED TO BE LOADED INTO LIVE b. ALL POSITION CONTROL CODES NEED TO BE COMPLETED c. EMPLOYEE DEDUCTIONS MUST BE COMPLETED d. A MINI PARALLEL WILL BE TESTED e. REQUIRED REPORTING REVIEW 7. CLIENT IS RESPONSIBLE FOR END USER TRAINING 8. FINALIZE ALL CONVERSIONS, GO LIVE SIMULATION ALL TRAINING WAS COMPLETED AS SCHEDULED HOWEVER, AS PART OF THE TRAINING USERS WERE TO COMPLETE THEIR HOMEWORK AND NOT ALL HOMEWORK HAS BEEN COMPLETED. ALL HOMEWORK MUST BE COMPLETED BY FRIDAY 3/9/12 NO EXCEPTIONS.

53 2. Submitted - Open PO Conversion 1 st conversion pass to be submitted by 1/27, 1 st is due to client on 2/22/12 however we received the error report on 2/15/12. The error report includes 234 GL kick outs that need to be corrected. Some of the Open PO s to be converted are from 2005; the client is going to determine if they are actually needed. Conversions will not be able to submit the 1 st pass to the client until these errors are corrected. a. As of 3/2/12 not all corrections have been completed. Once completed please let Adriana know and a new file will have to be submitted to conversions. b. New data was submitted to conversions on 3/7/12, first pass was received from conversions on 3/13/12. Many errors exist with this conversions and have to be corrected. There are currently 540 Open PO s with not amounts, should they be converted or closed in current system? 3. Submitted - Invoice and Check 1 st conversion pass to be submitted by 1/27, 1 st pass due to the client on 2/22/12 however the 1 st pass was received on 2/16/12 no errors were reported on this conversion! Chris is currently working on the proofing of this conversion, 2 nd pass is due on or before 3/2/12. a. Request for 2 nd pass has been submitted, we will receive the 2 nd pass to review on or before the scheduled AP process training on 3/6/ Submitted - Employee Master 1 st conversion pass to be submitted by 1/27, 1 st pass due to client on 2/17/12, it was received on 2/17/12 with 2,567 errors. Errors need to be reviewed and the 2 nd pass needs to be submitted on 2/24/12. a. 2 nd conversion pass was submitted and received on 2/23/12 b. 3 rd pass has been submitted as of 3/2/12 c. All Employees need to be loaded into LIVE no later than 3/5/ Submitted - Deductions 1 st conversion pass to be submitted by 2/3, 1 st pass due to client on 2/17/12. The x-walk of deduction codes has to be completed prior to the conversion returned to client. Deduction codes have not yet been completed in Live database, deduction code creation was delayed due to the delay of the COA in LIVE. Deduction codes are to be completed in LIVE by Tuesday 2/21/12 the x-walk will be submitted to conversions and the 1 st pass should be received on 2/23/12. a. X-Walk of Deduction codes has not been submitted to date. This needs to be submitted ASAP in order to move forward with this conversion. 6. Submitted Accrual Balances conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Accumulator Balances conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Check History conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/ Submitted Earnings/Deduction History conversion pass to be submitted by 2/3, 1 st pass due to client on 3/16/12. KEY ITEMS IN PROGRESS THIS PERIOD: 1. Submitted - Budget and Actuals 1 st conversion pass to be submitted by 1/27, 1 st pass due to clients on 2/13/12, however the error report list is 2,005 accounts missing that were either not created or listed on the X-Walk. These errors must be corrected before the 1 st pass is sent to the client. a. 5,656 accounts were corrected b. All USDOE TPFA, Food Service, FEMA, Headstart and Chamorro Studies accounts were updated and x-walked to their own fund for ease of reconciliation. c. FSAIS has been instructed as of 3/2/12 to submit a copy of the X-Ref table in order to move forward with this conversion pass. d. First pass is currently under review and there are still many GL errors that need to be corrected.

54 D. THE WRONG TONER WAS ORDER FOR THE AP PRINTER; THE MICR TONER HAS NOW BEEN ORDER AND IS DUE TO BE SHIPPED ON 3/12/12 ISSUES / BARRIERS TO SUCCESS: 1. ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM. NO UPDATES AS OF YET. AS OF 3/2/12 THIS HAS NOT BEEN RESOLVED. o o AS A BACK UP PLAN FSAIS WILL BE LOADING AND TESTING THE CLIENT ON ALL NEEDED COMPUTERS. REASONS FOR VARIANCE (IF APPLICABLE): 1. DURING THE TYLER FORMS VERIFICATION CALL IT WAS DETERMINED THAT THE PAF DATA FILES WERE NOT SUBMITTED IN THE CORRECT FORMAT. NEW DATA FILES WILL NEED TO BE CREATED AND RESUBMITTED. ONCE THE NEW FILES ARE SUBMITTED TO TYLER FORMS AN ADDITIONAL VERIFICATION CALL WILL BE SCHEDULED WITH THE HR STAFF, DURING THE VERIFICATION CALL THE HR STAFF WOULD LIKE TO HAVE AN ESTIMATE OF THE MODIFICATION COST FOR THE PAF. a. As of 3/5/12 we are now back on track with the PAF form, proofs have been submitted to Tyler Forms and we will schedule a verification call with them. The agenda called for testing of all PAF s and 5 samples were submitted. The Go Live of PAF s has been scheduled to June, b. As of 3/14/12 AP checks have been approved by the Bank of Guam. c. Testing of the PO forms has been completed and successful. d. Pending is the testing of the two back up printers. UPCOMING PLANNED ACTIVITIES: 1. CLIENT RESPONSIBLE FOR END USER TRAINING 2. CONTINUE WORKING ON CONVERSION 3. CONTINUE WORKING ON HOMEWORK 4. CONTINUE PRACTICING UNTIL GO LIVE 5. CONTINUE PREPARING FOR GO LIVE!!!!

55 RISK CHANGES: ALL OF THE PC S AND LAPTOPS THAT WILL BE ISSUED TO THE MUNIS USERS IN THE BUSINESS OFFICE HAVE BEEN RECEIVED BY THE DOE HOWEVER THESE DO NOT HAVE AN OS, THEY WILL NEED TO BE IN PLACE AND IN WORKING CONDITION NO LATER THAN 1/30/12 IN ORDER TO KEEP ON TRACK WITH THE PROJECT. CURRENTLY THE USERS HAVE PCS/LAPTOPS BUT ARE DATED AND MIGHT NOT BE ABLE TO RUN THE MUNIS SYSTEM.

56 GENERAL COMMENTS: The Amendment has been received - The request has been made to Roger Routh to replace the Inventory Module with the Bid Management module, the formal Change Order is currently being process. 11/30/11 - The amendment has been delivered to the client and is now pending their approval. This need to be received by Tyler singed and approved no later than 12/31/11. Tyler has signed on 12/30 and submitted to client on 1/3. The amendment has been submitted to the Attorney General s office for their review and approval. There is a meeting with the AG on 1/11 at which GDOE expects to have this signed off. This amendment is currently pending the Governors signature as of 1/20. The amendment was signed on 2/2/12. As of 3/2/12 this has not been completed, this needs to be signed and submitted ASAP. Bids have been installed, TCS has been completed, SET has been completed and all training has been completed. PAF Form Will be a crucial part of the HR implementation, this was not part of the original contract and we are currently working on receiving a quote. A custom form will be required and currently the quote for the original form has not been signed or submitted to Tyler, the Amendment to the contract is currently in review at the AG s office once that has been approved and signed Ms. Taling may move forward and sign off on this quote. Once that is done the customization quote will be submitted. 2/3/12 the original quote on the PAF needs to be submitted, once the XML PAF data files are submitted a quote for the customization will be set to the client from Tyler Forms. -This needs to be signed ASAP, the corrected proofs have now been submitted. -Forms was signed and submitted on 3/8/12. -Currently pending reply from Tyler Forms and Development on the requested changes to the standard PAF form. Client is still on track to go live with Financials on 4/2/12. MODULES: Financials Phase: Day Type Balance Last Report Added by Change Used this Report Period Order Period Total Available Training Consulting TCS Totals

57 This Project is funded in part by U.S. Department of Education, SFSF-ESF Phase 1 (ARRA), CFDA No. #84.394, Award No. #394A Guam DOE FMIS Implementation Project 03/04/12 through 03/17/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Description: Implementation of Tyler Technologies Munis software at Guam Department of Education Status Summary: Major tasks completed: 1) Conversion files submitted and loaded into Live: o Vendor information o Chart of Accounts 2) Tyler Forms have been loaded into Live and the Financial forms have been tested and passed. 3) Tyler received sign off on: o Go Live Preparation. The project appears to be back on track with the exception of some conversions which should be completed by March 23. Components Requirements Development / Training User Acceptance Testing Go Live Post / Help Desk Financial / Procurement Complete In Process In Process Human Resources Complete In Process In Process Payroll Complete In Process In Process Other Work Orders In Process Hardware/Software Complete Complete Complete Milestones Scheduled Date Comments 1. Employee Expense Reporting Process Training 03/05 Completed 2. Employee Setup Training 03/05 to 03/09 Completed 3. Account Payables Process Training 03/06 to 03/07 Completed 4. Account Receivables and General Billing Process Training 03/08 Completed 5. BMI Process Training 03/08 Completed 6. Budget Process Training 03/09 Completed 7. End User Training 03/12 to 03/16 Completed

58 This Project is funded in part by U.S. Department of Education, SFSF-ESF Phase 1 (ARRA), CFDA No. #84.394, Award No. #394A Guam DOE FMIS Implementation Project 03/04/12 through 03/17/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth Significant Accomplishments in Prior Bi-Weekly Report: Employee Expense Process Training AP Process Training AR/GB Process Training Tyler Forms Testing o Originally scheduled 3/9/12; however, it is behind schedule and will be rescheduled for the week of 3/12/12. Budget Process Training o Scheduled on 3/9/12 to replace Tyler Forms Testing. Employee Master Review training o Employees need to be loaded into live o Position control codes need to be completed o Employee deductions completed o Mini parallel tested o Required reporting review Client is responsible for end user training o End User Training Finalize all conversions, Go Live Simulation Planned Activities for Next Bi-Weekly Report: Approvers and Manager Training by GDOE Pilot Training Test against Quality Plan and Polices Purchase Orders Conversion Final Pass General Ledger Actuals Conversion Final Pass Budget Conversion Final Pass Account Payable Invoice History Conversion Final Pass Account Payable Check History Conversion Final Pass Pre-Live Support Issue Impact Assignee and Action Required 1. Personnel Action Forms are not currently part of the Munis contract and Human Resource Department feel that this is a crucial part of the implementation. 2. Ownership A clear line of Ownership need to be defined. Department Heads need to look at the total picture and not just the effect on their department. HR department feels that this is a very crucial part of the implementation Departments are not sure of their areas of responsibility and are assuming that the other department is addressing and correcting the issue. Plus; by focusing on their individual department and not addressing the full impact on GDOE, it could increase the total operating cost. Closed GDOE has signed the request authorizing Tyler to develop to provide the Personnel Action Form. Department Heads need to take ownership and be willing to make decision to keep the implementation on schedule. Department Heads need embrace changes that positively impacts DOE while it may create additional work on their department. 3. Delayed in deployment of computers PCs and Laptops do not have software installed on them. They were purchased with either no operating or minimum software. It could delay the Go Live date. The delay would mean no consultants on site to help with the Go Live. March 14 th - The software put out to bid. March 29 th - Bids to be opened. April 2 nd Estimate Contract awarded. April 3 rd Estimate - Purchase Order issued. April 10 th Estimate - Software delivered. April 16 th Start the deployment of computers.

59 This Project is funded in part by U.S. Department of Education, SFSF-ESF Phase 1 (ARRA), CFDA No. #84.394, Award No. #394A Guam DOE FMIS Implementation Project 03/04/12 through 03/17/12 As of Status Reporting Date Project Sponsor: Taling Taitano Project Manager: Tal Booth April 30 th Deployment completed. Issue Impact Assignee and Action Required 4. Munis on Schools Computers The schools do not have the new Munis software do to the delay in the deployment of the new computer/software. 5. SSL Certificate 2 Certificates are needed for Vendor/Employee Self-service and the Munis Dashboard. 6. Check File Bank of Guam s check file layout does not match Munis file layout for cancel checks. Without the new Munis software, the schools will not be able to make purchase requests. Secure Sockets Layer (SSL) Certificates provides online security and helps assure users that they are on a secure site. The clearing of cancel checks will not be possible and check will have to be done manually. FSAIS is installing the new Munis on the school s old computers to give the access until the new computers are installed starting April 16 th. FSAIS is maintaining a status report at GDOE-VDI- INSTALL. As of March 16 th, 10 schools are completed. March 15 th SSL Certificates purchased. March 23 rd GDOE domains will be certified by third party. March 26 th to 29 th Sites will be tested by the Procurement Department. March 30 th Letters will be sent to vendors to notify them of self-service and their requirement to register. April 2 nd Both Vendor and Employee sites are Live. March 14 th Tyler contracted with Bank of Guam to develop check file that is compatible with Munis. Risk Rank/Risk Description Probability/Impact Scores and Impact Description Mitigation Strategy/Contingency Plan 1. Network Reliability Probability High; Impact High In the meeting with the school principle, the issue was raised with the reliability of the network and IT support for the computer and printers in the Schools. Vince Dela Cruz indicated they have several projects underway to aid in the network reliability. 2. Office Relocation Probability Low; Impact High Governor made an announcement that he planned on redeveloping the plaza behind the office and his intend to demolish GDOE s office for the project but no time table was discussed or given.