OSA MeetingMay 17, 2013. Project Vision Scope, Governance, Benefits Timetables & Next Steps Realizing the Vision - Procurement Questions 2.

COFRS Modernization Project Update

OSA Meeting May 17, 2013

Agenda

Project Vision Scope, Governance, Benefits Timetables & Next Steps Realizing the Vision - Procurement Questions

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Change Is Coming

The Visiono Replacement of our outdated core

financial systems with the latest information technology

o Standardized best business practiceso Statewide focuso Empowered userso Better customer service

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Leading the Charge

Executive sponsorship and guidanceo Executive Steering Committeeo Operations Governance Committeeo Project Steering Committee

Project core team Project extended team

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End-User Purchasing

Financial Management

Procurement

Performance Budgeting

Solicitation Management

Contract Management

Vendor Self-Service

General Accounting

Budget Control

Accounts Payable

Accounts Receivable

Cost Acctg./Allocation

Performance Measures

Salary & BenefitsForecasting

Budget Formulation

Budget Book Publishing

InventoryGrant Lifecycle Management

Treasury Accounting

Asset Management

COFRS II/Portal for Single Sign-On

infoAdvantage Warehouse

Administration / Security / Workflow

CGI Advantage® – “New COFRS”

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Key Conceptual Changes

Major conceptual changes from current COFRS o System is transaction based—not balances

based

o Commodity code drives much of what occurs

o Customers/debtors will be in the system

o Budget formulation is integrated6

Rules of the Game

Sunset Legacy Systems Minimize Interfaces Eliminate Customizations Rely on Configurability Leverage Standardized Best Practices

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Key Changes

BIDS system will be replaced by CGI’s Advantage® system (“new COFRS”)

All solicitation will occur in new systemo Solicitation development o Vendor solicitation mgmt/review

• Via Vendor Self Services (VSS)

Construction is part of Goods & Services in new system

Vendor registration with State under reviewo No decisions yet

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What’s In It For You?

Increased Functionality Increased Efficiency

o Real-time transactionso Online reportso Electronic workflow and approvals

Elimination of Redundant Data Entry Automated Financial Reporting and

Decision Support Automated Budget Preparation/Iteration More Control Over Your Work

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What’s In It For All of Us?

Fiscal Discipline Financial Accountability Government Transparency Cost-beneficial Controls Fewer Interfaces to Maintain and

Support Risk Reduction Better Customer Service

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What’s Coming?

COFRS Upgrade Phase 2012 2013 2014 2015

Project Planning and Management

Envision Phase(Prototyping, Fit-Gap Analysis, etc.)

Create Phase(Software Installation, Training, etc.)

Achieve Phase(Production Cut-over, Go-Live, etc.)

Post Implementation

Go-Live (July 2014)

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Next Steps in CMP

Configuration

Review of decisions made in configuration with three separate groupso Budgeto Procuremento Accounting

Testing

Documenting - Review and re-write of rules, policies and procedures

Training12

Training Phases

Configuration Training April-June 2013- for those who will work with CGI to configure the State’s system to best meet our needs

Technical Training May-June 2013 – for those who will be developing interfaces and writing reports

Train-the-Trainer Training 2013 August 2013 – for State personnel who will be training other State employees to use the system

End User Training Feb - May 2014-for end users of the new system.

* Training dates for other than Configuration Training are estimates

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How Can We Adapt to Realize the Vision?

“Optimize the use of standardized processes within a decentralized

organization”

The Solution to Achieve our Vision:

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Things We Can Solve

Leverage strength in standardized

and common processes

Less complex/cumbersom

e approval processes

More transparent procurement cycle

Singular integrated solution to manage work, data, reports,

etc.

IMPROVING OPERATIONS

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Integrated Solution – Procurement Lifecycle

Requisition

Solicitation

Solicitation Response/Eval.Award PO/CT

Post Award

Single Solution: Procurement to Payment

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Procurement Process

Today - Multiple, disparate systems….

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Project Lessons to Date

Duplicating COFRS will squander a valuable opportunity

20+ years of COFRS customization will not come “out of the box” with Advantage

Creative solutions are available within configuration

20+ years of ad hoc business process solutions are inconsistent and inefficient

We need your help in finding creative business process solutions

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Join Us in the Journey

Ensuring Agency Involvement Communicating Openly and Often Focusing on the Greater Good Collaboration Is Key

Thank You for Your Participation!

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Questions?

Bob Jaros, Project Sponsor [email protected]

Kyle Schlenker, Project Procurement Lead

[email protected]

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