FLORIDA PALM PROJECT. Level 2 SME Workgroup Kickoff. April 7, 2015

Transcription

1 FLORIDA PALM PROJECT April 7, 2015

2 Today s Topics Welcome Florida PALM Project Overview BPS Track Activities BPS Team Role of Subject Mater Expert (SME) Workgroups Wrap-up and Questions Page 1

3 FLORIDA PALM PROJECT OVERVIEW Page 2

4 Florida PALM Project Overview The FLAIR Study 2013 GAA Proviso set forth the requirement that a study (the FLAIR Study) be performed to provide recommendation on one of four options to either enhance or replace FLAIR. The FLAIR Study was released in March of The conclusion of the FLAIR Study was that the State of Florida should pursue the replacement of FLAIR and CMS with a Commercial off the Shelf (COTS) Enterprise Resource Planning (ERP) solution for the financial management processes to support the constitutional obligations of the CFO. The 338 page Study provides very detailed analysis and information, including recommendations for many aspects of project planning. Page 3

5 Florida PALM Project Overview Current State The two systems targeted for replacement by the Florida PALM Project: FLAIR Florida Accounting Information Resource Subsystem The State s accounting and financial subsystem, used by 35 agencies The core technology for FLAIR was developed in the 1970 s and implemented in the 1980 s Over 400 compensating systems and agency unique processes that interface with, report to or perform similar functions as FLAIR CMS Cash Management Subsystem A collection of business systems used to manage the State s treasury functions Built on solid, but older technology Page 4

6 Florida PALM Project Overview Vision Implement a statewide accounting system that enforces standardization, acts as a scalable foundation to evolve as business needs change, and positions Florida for future innovation as it considers true enterprise-wide solution. Source: Chapter 1 FLAIR Study Page 5

7 Florida PALM Project Overview Solution Goals 1. Reduce the state s risk exposure by harnessing modern financial management technology built on the premises of scalability, flexibility, and maintainability. 2. Improve state and agency specific decision making by capturing a consistent and an expandable set of data. 3. Improve the state s financial management capabilities to enable more accurate oversight of budget and cash demands today and in the future. 4. Improve productivity, reduce operational complexity and increase internal controls by enabling standardization and automation of business processes within and between DFS and agencies. Source: Chapter 1 FLAIR Study Page 6

8 Florida PALM Project Overview Common Themes The Study s options analysis found the following common themes: Enforce standardization of business processes through governance instead of making individual customizations The level of governance strength is directly related to the level of success and outcomes of the ERP implementations Pre implementation activities are essential to the overall adoption of the ERP solutions including preparing for enterprise wide change including business process re engineering, workforce transition, and management of organizational change Page 7

9 Florida PALM Project Overview Project Phases Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Year 11 Year 12 Pre-Design, Development and Implementation (Pre-DDI) Transition from Solicitation to Contract Design, Development and Implementation DDI Phase 1 Design and Build Pilot Agency Wave Roll Out Design, Development and Implementation DDI Phase 2 Operation and Maintenance Page 8

10 Florida PALM Project Overview Project Phases Pre-DDI Pre-Design, Development and Implementation focuses on project planning, Business Process Standardization and procurement of a Software and System Integrator (SSI). DDI Phase 1 Design, Development and Implementation Phase 1 focuses on core FLAIR and CMS processes such as General Ledger, Payment Processing, and Budget and Cash Controls. DDI Phase 2 Design, Development and Implementation Phase 2 focuses on expanding the ERP functionality based on the processes completed in DDI Phase 1. Page 9

11 Florida PALM Project Overview Four (4) Project Tracks 1. OCM - Organizational Change Management combined with the workforce transformation Track identified in the FLAIR Study 2. SDS - Systems & Data Strategy 3. BPS - Business Process Standardization Technology Pre-DDI Project 4. PMO - Project Management Office combined with the procurement Track identified in the FLAIR Study People Process Page 10

12 FLORIDA PALM PROJECT BPS TRACK ACTIVITIES Page 11

13 Florida PALM BPS Track Activities 10 Process Areas 1. Accounts Receivable / Billing to Receipt (ARB) billing and receiving payments 2. Asset Requisition to Disposal (A2D) recording, depreciating, and reporting assets 3. Budget Preparation to Reversion (BUD) budget management lifecycle from request to reversion 4. Cash In-Flows to Out-Flows (CSH) verifying deposits, reconciliation, tracking receipts and warrants, and cash reporting 5. Grant Application to Closeout (GAC) establishing, managing, and reporting on grants Page 12

14 Florida PALM BPS Track Activities 10 Process Areas 6. Payroll Hire to Separation (PAY) financial transactions related to accounting for employee salary and benefits 7. Procurement to Pay (P2P) purchasing and paying for goods and services 8. Project Development to Closeout (PJT) establishing, managing, and reporting on projects 9. Record to Report (R2R) establishing ledger coding and record keeping through financial reporting 10. Treasury Management (TRM) treasury functions required to manage and maintain custody of cash and investment resources Page 13

15 Florida PALM BPS Track Activities Standard Business Process Flows Level 1 Provide high-level, end-to-end flow of each of the 10 Process Areas Contractors are currently reviewing the Level 1 process flows They will be providing feedback and finalizing the flows Level 2 Provide more detail about sub-processes within the Level 1 Process Flows Both Levels include information regarding: Reports / Reporting Requirements Control Points Integration Points Accounting Events Final process flows will be included in Standard Business Process Model Page 14

16 Florida PALM BPS Track Activities High Level Timeline September st BPS State Team Member October 2014 Released RFQ for BPS Services December 2014 Received Responses to BPS Support Service January 2015 Selected Contractor For BPS Support Services February 2015 BPS Contractor On Site April 2015 Level 2 Workgroup Kickoff Meeting May 2015 Final Level 1 Process Flows Due To State June 2015 Level 2 Workshops Begin August 2015 Requirements Due To State September 2015 Final Level 2 Process Flows Due To State Oct Feb 2015 Level 1 Workgroups You are Here April June 2015 Level 2 Workgroups Page 15

17 FLORIDA PALM PROJECT BPS TEAM Page 16

18 Business Process Standardization (BPS) Track 22 State Project FTEs 22 State FTEs 15 BPS 15 BPS Support Support Contractors Contractors Reporting Stanton Beazley Lead Org. Change Management OCM Track Support Systems and Data Strategy SDS Sundar Ramanathan Technical Lead Project Management PMO Joanne Weber PMO Analyst Melissa Turner Project Director Track Exec. Leadership Dan Williams Engagement Co. Partner Nathan Frey/Mitt Salvaggio Engage. Rev. Partner Track Management Anja Allen Engagement Lead Gary Schneider Engagement Co- Lead Key Manager State Staff Consultant Staff Name Title Name Title Name Title Anja Allen Technical Over. Jordan Landreth Procurement Supp. Angie Robertson BPS Manager Jeff Sopshin Quality Assurance Vacant Position Name Title Assets General Ledger Project/ Grants AR/Billing Procure to Payment Cash/ Treasury Budget Payroll Tanner Collins Lead Janice Jackson Lead Angie Robertson Lead* Tanner Collins Lead Debra Gries Lead Deana Metcalf Lead Robert Hicks Lead Angie Robertson Janice Jackson Lead* Robert Bolton Mark Fairbank Process Lead Robert Bolton Process Lead Mark Fairbank, Process Lead Robert Bolton, Process Lead Alden Schiller, Process Lead Gary Schneider, Process Lead TBD Process Lead Mark Fairbank Process Lead Elizabeth Chao Manpreet Singh Process Analyst Elizabeth Chao Process Analyst Manpreet Singh, Process Analyst Elizabeth Chao, Process Analyst Robin Chichester, Process Analyst Jordan Landreth Process Analyst Joanne Weber Process Analyst Manpreet Singh Process Analyst Page 17

19 Florida PALM Project Overview BPS Workstreams Accounts Rec/ Billing General Ledger Project/ Grants Procure to Payment Tanner Collins Lead Janice Jackson Lead Angie Robertson Lead* Debra Gries Lead Robert Bolton, Process Lead Robert Bolton Process Lead Mark Fairbank, Process Lead Alden Schiller, Process Lead Elizabeth Chao, Process Analyst Elizabeth Chao Process Analyst Manpreet Singh, Process Analyst Robin Chichester, Process Analyst * Interim State Workstream Lead Page 18

20 Florida PALM Project Overview BPS Workstreams Budget Payroll Assets Cash/ Treasury Robert Hicks Lead Angie Robertson Janice Jackson Lead* Tanner Collins Lead Deana Metcalf Lead TBD Process Lead Mark Fairbank Process Lead Robert Bolton Mark Fairbank Process Lead Gary Schneider, Process Lead Joanne Weber Process Analyst Manpreet Singh Process Analyst Elizabeth Chao Manpreet Singh Process Analyst Jordan Landreth Process Analyst * Interim State Workstream Lead Page 19

21 Florida PALM Project Overview BPS Workstreams Reporting Stanton Beazley Lead Provides support across all BPS Workstreams Will be supported by SDS Track Technical Support Sundar Ramanathan Technical Lead Provides technical support for BPS Workstreams Supported through the SDS track Page 20

22 FLORIDA PALM PROJECT ROLE OF THE SUBJECT MATTER EXPERTS (SME) WORKGROUP Page 21

23 Florida PALM SME Workgroups Roles and Responsibilities BPS Team Prepare meeting materials (agendas, draft Process Flows / revisions) Coordinate and lead meetings Provide updated Process Flows to Agency SMEs for review Take meeting notes and document action items for dissemination prior to next meeting Agency and Department of Financial Services (A&A and Treasury) SMEs Possess knowledge and expertise in Process Area assigned Attend and participate in SME Workgroup meetings Provide input on the Process Flow(s) Consult with other agency staff, as appropriate, for questions or data gathering Page 22

24 Florida PALM SME Workgroups Level 2: Goals and Objectives Develop and Finalize Standardized Level 2 Business Process Flows Workgroups will to be conducted April 2015 June agencies invited to participate 127 SMEs across the 10 process areas Workshops are planned to include all agencies June 2015 Gather Business Requirements for Procurement State BPS Team and Contractor will finalize July 2015 August 2015 Some agency participation may be requested to review final requirements Page 23

25 Florida PALM SME Workgroups Focus of Workgroup Sessions Briefly review the Level 1 process flows Develop and revise content for draft Level 2 process flows Follow-up on homework, as needed Page 24

26 Florida PALM SME Workgroups Level 2 Rules of Engagement Success depends on participation share ideas, ask questions, draw others out Everyone participates, no one dominates work together Share your unique perspective Listen, to understand Stay at the strategic (enterprise) level Focus on steps in the process flow not the Roles (users) in the process flow Page 25

27 Florida PALM SME Workgroups Level 2 Rules of Engagement Be positive and stay open to new ways of doing things. Eliminate the following from your vocabulary: That s how we ve always done it That s hard I can t Blend past with the future With transformation, expect anxiety Let go of the outcome Arrive at the Finish Line together Have fun! Page 26

28 FLORIDA PALM PROJECT WRAP-UP AND QUESTIONS Page 27

29 Wrap-Up and Questions Next Steps Meeting Notices will be Sent Draft Level 2 Process Flow and Process Model will be Sent Draft Level 1 will be Sent Page 28

30 Wrap-Up and Questions Questions? Page 29

31 Wrap-Up and Questions Florida PALM Contact Information Melissa Turner, PMP Project Director Florida PALM Project Pepper Building, G08 Tallahassee, FL Office: (850) Angie Robertson, CPA BPS Manager Florida PALM Project Pepper Building, G08 Tallahassee, FL Office: (850) Page 30

32 Wrap-Up and Questions Florida PALM Contact Information Visit us on the web at: Send inquiries, comments, and suggestions to: Page 31