Senate Finance Committee Presentation 12/13/13 1 MINNESOTA MANAGEMENT & BUDGET Senate Finance Committee Update December 13, 2013 OVERVIEW $4.5 million to develop 3 systems: $2.1 million for Budget Planning and Analysis System (BPAS) phase 3 development $1 million for a new Fiscal Note Tracking System (FNTS) $1.4 million for a new Capital Budget System (CBS)
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Senate Finance CommitteePresentation
12/13/13
1
MINNESOTA MANAGEMENT & BUDGET
Senate Finance Committee Update
December 13, 2013
OVERVIEW
$4.5 million to develop 3 systems:
$2.1 million for Budget Planning and Analysis System (BPAS) phase 3 development
$1 million for a new Fiscal Note Tracking System (FNTS)
$1.4 million for a new Capital Budget System (CBS)
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12/13/13
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OVERSIGHT STRUCTURE
Executive Committee: Final decision-making body
Steering Committee: Ongoing project oversight
Project Teams: Management, development and implementation
MMB Project Managers and SMEsMN.IT @MMB Technical Leads and Administrators
Legislative Fiscal AnalystsAgency Users
MMB Budget Director, Project Director and CFOMN.IT @MMB CIO and Technical Director
Lead Senate and House Fiscal AnalystsAgency Representatives (DHS, MDE and DEED)
MMB and MN.IT CommissionersMMB Budget Director and Project DirectorMN.IT @MMB CIO and Technical Director
STAKEHOLDER ENGAGEMENT
Agency and legislative fiscal analysts on project team:
Design and Requirement meetings System testing
All system users: Receive monthly newsletters Invited to stakeholder events to receive updates and
ask questions about the projects
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BPAS PHASE I OVERVIEW
2014-15 Biennial Budget Production
Initial Go-Live: August 2012
Streamlined two separate technical systems into one
Nearly 300 system users
Commercial Off-the-Shelf Software Oracle Hyperion Public Sector Planning and Budgeting
BPAS PHASE I IMPROVEMENTS
Stakeholder Feedback Obtained Surveyed 178 users; focus groups held with legislative,
budget division, and agency staff.
Phase I Improvements Improved system performance by doing performance
tuning. Completed Upgraded software to be compatible with Internet Explorer
9. Completed Redesigned the Change application to enhance usability
and reporting capabilities. Completed
Simplify reporting to streamline user selections and increase user confidence in data generated. Go-Live May 2014
Rebuild the Transfer application to eliminate double counting of transfers in fiscal pages and simplify reporting. Go-Live June 2014
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BPAS PHASE II & III Phase II
Supplemental Budget: Expand the system infrastructure to support the second year of the biennial budget cycle. Go-Live November 2013
Enacted Budget: Publish enacted budget information and end-of-session documents. Go Live May 2014
Phase III Salary Projections: Replace functionality from the previous
budget system that provided compensation projection/modeling capabilities for base budget development. Go-Live August 2014
Departmental Earnings: Links specific fee revenues and expenditures to satisfy biennial reporting requirements. Go-Live November 2014
Load to SWIFT: Utilize enacted budget data to load data from BPAS to SWIFT. Go Live April 2015
Monthly Revenue: Collect revenue estimates to allow for estimate versus actual analysis. Go Live July 2015
FNTS PROJECT OVERVIEW/UPDATE
Project Kick-Off: July 1, 2013
Detailed design documents are substantially complete
Initial system build is underway
System Go-Live: January 2015
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FNTS PROJECT SCOPE
Maintains all functionality of the current system: Fiscal Notes – Minn. Stat. §3.98
Improve the current system by creating a special security architecture to restrict and secure access to unofficial fiscal note requests when designated as private – Minn. Stat. §13.64, subd. 3(b)
FNTS PROJECT IMPROVEMENTS
New Options for System Users Fiscal data can be downloaded into Excel “Draft” mode lets agencies enter and complete
internal review of a fiscal note first, then let all system users view data—MMB, legislature, other agencies.
Redesigned Fiscal Note Document Two proposed formats (see attached) Transfers between funds separately identified Agency-absorbed costs displayed when reported
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CAPITAL BUDGET SYSTEM
January 2014 project kick-off
Will be web-based and include capacity for local units of government to submit requests, as well as state agencies
Project team will include agency and legislative staff representatives
System Go-Live: May 2015
PROJECT OUTLOOK
Successes Projects currently remain on schedule and within
budget Risk management plans are in place and updated
routinely/as needed Requirements and Scope are well-defined for BPAS
and FNTS Risks
Hiring delays for MN.IT staff Competing timelines/resources across the three
systems Technical limitations with off-the-shelf software
products (BPAS and CBS) requiring business process changes