Steering Committee Meeting Sunflower Project Kansas Financial Management System October 10, 2008.
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Transcript of Steering Committee Meeting Sunflower Project Kansas Financial Management System October 10, 2008.
Steering Committee MeetingSteering Committee Meeting
Sunflower ProjectSunflower ProjectKansas Financial Management System
October 10, 2008
2
Today’s AgendaToday’s Agenda
Introductions – Kent
Project Status – Kent
Current Activities – Gary
Project Staffing – Peggy
3
IntroductionsIntroductions
Welcome Accenture!
• Dave Andrews – Client Director & KDOT Domain Expert
• Paul Lavery – Project Manager
Steering Committee Members:1. Chair – Duane Goossen, Secretary of Administration 2. Mary Blubaugh, Board of Nursing 3. Alan Conroy, Legislative Research Department 4. Carol Foreman, Department of Administration 5. Elaine Frisbie, Department of Administration; Division of Budget 6. Kathy Greenlee, Department on Aging 7. Mike Hayden, Department of Wildlife and Parks 8. Chris Howe, Department of Administration, Division of Purchases 9. Lynn Jenkins, State Treasurer 10.Don Jordan, Department of Social & Rehabilitation Services 11.Deb Miller, Department of Transportation 12.Denise Moore, Executive Branch Chief Information Technology Officer 13.Kent Olson, Department of Administration, Division of Accounts and Reports 14.Reginald Robinson, Board of Regents 15.Howard Schwartz, Judicial Administrator 16.Joan Wagnon, Department of Revenue 17.Roger Werholz, Department of Corrections
4
Project Status – KITO PlansProject Status – KITO Plans
Pre-implementation phase of the project complete (final quarterly report to be submitted in January ’09)
KITO plan for implementation submitted 09/16
Plan was developed with detailed activities and resource loading for the Analyze phase – 5 months
Plan will be resource loaded and additional detail for the Design, Build and Test phases – remaining 16 months
Minor revisions requested by KITO
Plan approved by KITO on 10/03
5
Project Status – Team TrainingProject Status – Team Training
In early October most State project team members attended ½ day training on the State’s Project Management Methodology – very helpful
State project team training• technical and functional beginning 10/13 • continues for 5-6 weeks• nearly all training is being held on-site
State project team members will be in ½-day training/workshop next week to learn more about the overall plan and schedule and to discuss communication channels, project risks, constraints and assumptions
6
Project Status – Accenture Ramp-upProject Status – Accenture Ramp-up
Working with Accenture in three areas
KITO planning Training planning Infrastructure planning
Accenture will begin ramping-up over the next several weeks: 10/13 – six consultants in project management,
functional areas and technical 10/20 – five consultants in change management, KDOT
and functional areas 10/27 – one functional consultant
7
Project Status – Kick-off EventProject Status – Kick-off Event
Intent is to communicate to key agency representatives:• Project objectives and success factors• Scope• Timeline• High level roles & responsibilities• Change management• Key team members• Expectations (Agencies’ project management, QA, level of engagement)
Two 1 ½-hour sessions scheduled for 10/29 @ the Holidome (10am and 1:30pm)
Intended to communicate the start of the project
Anticipate several hundred State employees
Will provide take-aways
8 8
Projec
t
Kick-o
ff
Oct 06th
Begin
FMS T
eam
Traini
ng
mid-October late- November
Prepa
re fo
r and
Con
duct
Con
fere
nce
Room
Pilo
ts
Design
/Ana
lysis
Comple
te fo
r COA,
KDOT, SRS a
nd T
reas
urer
Sys
tem
s
Decisi
on P
oint f
or L
abor
Dist
ribut
ion
mid-January
Inte
rface
and
Dat
a Con
vers
ion
Stand
ards
Com
plete
and
Publis
hed
to A
genc
ies
mid-March
The 1The 1stst Six Months of the Project Six Months of the Project
Build-
out o
f Dat
a Cen
ter
Inclu
ding
SHARP II
mid-February
9
Agency Outreach ContinuesAgency Outreach Continues
Recent or pending meetings with agencies:• KDOT• KHPA• KPERS• KDHE• SRS• 14 agencies needing a central labor distribution solution
Over the past three weeks conference calls held with:• KSU• KU• PSU• WSU• FHS• ESU• KU Med Center
• Discussed project scope and timeline, expenditure object codes, commodity codes
• Calls included Controller and senior fiscal and purchasing management
10
Strategies to Track State Spend and Strategies to Track State Spend and Enhancements to Object CodesEnhancements to Object Codes
Capturing state-wide spend is one of several key goals of the project
Decision to use UN/SPSC 8-digit standard to capture spend for the purchase of goods and services through the PeopleSoft Purchasing module
Most Regents’ institutions will not be adopting the State commodity code standard in the near future
Other sources of spend can only be captured with more detailed expenditure object codes
Task team working on options to capture spend from Regents, direct pay and BPC purchases
Most likely will use a 6-digit object code with the 1st character a GL account, characters 2-5 the current object code and a 6th character for new object codes – this change will impact many systems
11
Business Process Mapping and DocumentationBusiness Process Mapping and Documentation
Completed mapping and documenting 31central and agency business processes
Each process includes a diverse group of subject matter experts from central and program agencies
Thirty-nine (39) agencies participated
Central processes documented in the “as-is” state
Agency processes documented in the “to-be” state
Business process mapping sessions were a good change management channel (systems, processes and roles)
12
Labor Distribution AnalysisLabor Distribution Analysis
Beginning analysis of 14 agencies’ time capture systems as part of broader analysis for central labor distribution solution
Time capture systems at fourteen agencies being reviewed
Analysis includes three-page survey of various aspects of their systems, (e.g. project/grant id, edit checks, workflow, deficiencies, impact from COA changes) and system demo
Began meeting with agencies this week and will continue for two weeks
13
Labor Distribution Analysis TimelineLabor Distribution Analysis Timeline
Planning Analysis & Agency Development/Testing Integration Testing Acceptance Design (incl) New T&L Platform Testing
Kick-off08/15 10/13 01/15 01/10 03/10
Go-Live07/01/10
Steering Committee (SC) decision to analyze proposed labor distribution solution of selected contractor
FMS and SHARP team begin analysis phase of SHARPmodifications & Labor Distribution solution
SHARP and Labor Distribution analysis complete
Steering Committee decision on whether or not to implement a central labor distribution solution
Analysis of agency time and leave systems
14
Expectations for AgenciesExpectations for Agencies
Agency project plans for modifying and de-commissioning systems • Plans link to key milestones in master project plan• Due in December• Monthly status reports against plan• Used to monitor agency progress• Each agency should have a project manager assigned for
FMS project controls coordination
QA standards/expectations for agencies• Requirements tracking• Testing procedures and standards• Defect tracking and resolution• Each agency should have a representative assigned for FMS
QA
15
Project Staffing & HRProject Staffing & HR
Nearly all positions have been filled – 42 of 52
Composition of Team
• Agencies: DoA [A&R (4), DISC (3), DPS, DOP (2)], KDHE, Racing and Gaming, SRS (3), DOR (2), KU Med, Treasurer, Adjutant General(2), KU, KHPA, Commerce (2)
• Private Sector (talent with specific skills): Payless, Sprint, Blue Cross Blue Shield, Axiom
Developed employee orientation “kit”
16
QuestionsQuestions