CoreCT_Introduction_No'_2

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State of ConnecticutCore-CT ProjectIntroduction
Presentation 2 June 2002 This presentation
should be used only in this format. If you wish
to add or modify content, please contact Core-CT
Communications at [phone].
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Introduction Presentation
Welcome and Agenda
Todays presentation will introduce the Core-CT
project and the advantages it will bring to the
State of Connecticut in the areas of Human
Resources and Financial management.

• Why Core-CT?
• Project Background
• Project Information
• System Information
• User Information
• Wrap-Up Questions

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Why Core-CT?
Core-CTs Business Case
Core-CT will deliver the modern HRMS and
Financials system that the state needs.

• Provide better management information
• Streamline business processes eliminate
  redundant, non-value added tasks (e.g., re-keying
  and reconciliation of data)
• Enhance productivity enable the state to take
  advantage of e-commerce, workflow, etc.
• Standardize and modernize technology reduce the
  variety of computers, programming languages,
  database packages, etc. used in the state
• Eliminate redundant systems systems that the
  agencies use to perform financial and
  administrative functions that the core system can
  and should perform

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Project Background
Core-CT The History
Since starting in early 2000, Core-CT has
progressed as planned.

• Governor Comptroller announce project
  Feb. 2000
• Consulting firm selected (Accenture)
  Aug. 2000
• Contract signed, requirements definition begins
  Oct. 2000
• PeopleSoft selected Apr. 2001
• Conference Room Pilots complete Nov.
  2001
• Analysis/Design Phase complete Jun.
  2002
• Build, Test and Deploy Phase Underway
• Financials Go-live Jul. 2003
• HRMS Go-live Oct. 2003

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Project Background
Core-CT Why PeopleSoft?
PeopleSoft, Oracle and SAP all presented during
the March 2001 software selection. PeopleSoft
was selected unanimously by project leadership
for its ability to meet essential criteria.

• Ability to meet states requirements
• Experience in public-sector implementations
• Low implementation risk with products module
  structure
• Ability to handle comprehensive reporting needs
• Future status of the product and the company
• Overall long-term cost

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Project Background
Core-CT Results Delivered
Core-CT will enable the state to operate more
efficiently and continue to deliver quality
service.

• Single point of entry for HR, payroll and
  financial data
• Single database from which to access information
• Robust reporting tools
• Point and click user interface accessible via the
  web
• Opportunity for implementation of self-service
• Tracking of statewide expenditures on a
  programmatic basis
• Continuous improvement in core system
  functionality

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Project Information
Project Team Structure
Steering Committee
Financials Advisory Group
Project Directors
Sponsors
Change Management Team
Financials Team
Conversion Team
Technical Team
HRMS Team
EPM Ad-Hoc Reporting Team
Core Subject Matter Experts (SMEs)
Core Subject Matter Experts (SMEs)
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Project Information
Role of the Core-CT Teams
PeopleSoft and project experts from Accenture
Financial and HR experts from the State

• Gather user requirements during planning to
  define requirements for software selection
• Match the business needs to the software during
  Analysis Design through conference room pilots
• Configure and Modify the software to business
  needs and make sure that the software meets
  business needs during the Build, Test and Deploy
  Phase

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Project Information
Project Timeline
July 2003 October 2003
July 2001
June 2002
Build, Test Deploy Phase
Planning Phase
Analysis Design Phase
General Detailed Design Agency
Readiness Develop Training Construct Unit
Test Integration Test Implement Training Prepare
for SystemMigration Execute System Rollout
Define Application Strategy Change Management
Planning Conference Room Pilot Conceptual
Design Conversion Planning
Operating Phase
Gather UserRequirements Select Software
ProductionSupport
Develop Master and Configuration Data
Design, Build Test Tech. Arch. / Manage Systems
Development Infrastructure
Program Project Management
/ Communications / Sponsorship
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Project Information
Project Timeline
2002
2003
2004
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q1
Phase 1 HRMS
Phase 2 HRMS

• eBen
• ePay
• eSelfServe
• eProfile

• Hire Workforce
• Maintain Workforce
• Manage Job Class. and Positions
• Meet Regulatory Requirements
• Administer Salary Plans

• Labor Relations
• Competencies
• Plan Successions
• Manage Careers
• Training

• Monitor Health and Safety
• Select and Recruit
• Workers Comp
• Exam Process / Reemployment
• Payroll

• Time and Labor
• Base Benefits, Benefits Admin.
• eRecruit
• EPM

Phase 1 Financials

• General Ledger
• Accounts Payable
• EPM

• Accounts Receivable
• eProcurement
• Purchasing

• Billing
• Contracts

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System Information
Legacy Systems Being Replaced
Core-CT will replace many familiar
mainframe-based systems.
Comptrollers Central Accounting System
MSA (State Payroll System)
Many Agency-specific HR and financial systems and
DAS Orderlink (e-procurement)
BOSS, including BOSS Time and Attendance
SAAAS
APS (and other DOIT/DAS HR systems)
The final list of systems to be replaced will be
posted on the Core-CT website in late summer 2002.
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System Information
Technical Highlights
Core-CT will feature streamlined system
administration and end-user access.

• Access to Core-CT from web browsers using HTML
• Secure access to self-service transactions
  (apply for a job, change address, etc.) planned
  for 2004
• Browser-based, ad-hoc and standard reporting
• Minimal desktop requirements Core-CT Technical
  team has announced agency requirements (on web
  site)
• Adequate network connectivity is chief agency
  technical concern
• Upgrade requirements being assessed by DOIT and
  Core-CT Tech Team

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System Information
Core-CT Architecture
Behind Core-CT is an Internet-accessible
PeopleSoft database.

• Options, information organized into menus
• Menus are based on tables (behind the scenes)
• Real-time updates
• Security tables will determine who gets to
  see/process transactions, status, reports, etc.
• Data to be converted must be clean
• Separate ad-hoc reporting database

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System Information
Conversion of Data to Core-CT
Seven steps comprise a high-level map of the
Core-CT data conversion process.

• Conduct legacy data clean-up
• Develop data mapping specifications (Legacy to
  Core-CT fields)
• Program Test extract programs (Core Systems
  Agencies)
• Program Test load and transformation programs
• Test data and resolve technical issues
• Coordinate functional data validation effort
  (for each test)
• Define all required data transition tasks on the
  site transition plan

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System Information
HRMS The Modules
Core-CT HRMS is divided into four modules, all of
which use the same database

• Human Resources
• Payroll
• Time and Labor
• Benefits

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System Information
HRMS Processes

• The Core-CT Human Resources scope consists of
  several processes that perform given functions.

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System Information
HRMS Human Resources
A number of changes to HRMS functions will take
place when Core-CT is implemented.

• No employee can be paid without his or her
  information being in the Core-CT PeopleSoft
  database correctly
• Transactions will be executed in real-time.
  DAS Audit will review post-transaction data, but
  users are responsible for making corrections
• Position numbers and new employee numbers will be
  automatically generated by Core-CT
• All agencies will enter and maintain HR, benefits
  and tax information, and time and labor setup
  directly on Core-CT pages
• Ad-hoc queries will be possible with PeopleSoft
  EPM module

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System Information
HRMS Payroll
Some changes to Payroll processing and output
will occur.

• Garnishments will be processed centrally
• Leave balances, benefit plan data, pre- and
  post-tax and taxable gross information will be
  printed on check stub and advice of deposit
• Set up information will need to be entered once
  only
• Core-CT will store payroll information from
  go-live date into future to build historical
  archive
• Check/advice of deposit, including inputs, will
  be visible before issuance
• Online processing of petty cash checks (for
  underpayments or lost payments) will
  automatically adjust employee balances
• Agency users will make changes, on a timely basis

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System Information
HRMS Automating Benefits

• With Core-CT, the State will be automating
  Benefits for the first time.

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System Information
HRMS Time and Labor
Core CT Time and Labor functionality will result
in changes in job roles, responsibilities and
processes.

• A central Time and Labor Unit will be formed to
  manage core functions
• Longevity calculations will be automated
• Time in days calculation routines may result in
  process changes
• Standard timesheets will be developed
• Agency personnel will see new reports, different
  entry screens, and changes to a number of
  business processes
• Job responsibilities may change as a result of
  the centralization of certain functions and
  processes

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System Information
Benefits of Using PeopleSoft HRMS
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System Information
Financials The Modules
Core-CT is divided into several modules with the
new Chart of Accounts (COA), or Chartfields, as
the systems backbone.
Modules in Phase 1

• General Ledger
• Purchasing and eProcurement
• Accounts Payable, Accounts Receivable
• EPM/Ad-Hoc Reporting

Modules in Phase 2

• Projects, Grants, Contracts
• Asset Management, Inventory
• Billing

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System Information
Financials Chart of Accounts
PeopleSoft Chartfields will become the basis of
the accounting system.

• New COA is a set of PeopleSoft Chartfields (e.g.
  fund, department, SID, account, and program)
• Chartfield definitions and values are being
  validated by agencies
• Agencies will control some chartfields
• Further and more detailed information on Core-CT
  web site
• Result of implementing PeopleSoft
• Timely and accurate financial information
• Improved data access for better financial
  management
• Relevant reporting

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System Information
Financials General Ledger
The General Ledger provides flexibility and
uniformity in Core-CT.

• PeopleSoft GL will accommodate three accounting
  methods (cash, accrual, modified accrual)
• Redesigned Chart of Accounts will allow reporting
  by category of spending across agency lines
• Core-CT will further automate closing process and
  major annual reports
• Central and line agencies will be operating from
  one budget

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System Information
Financials Purchasing, e-Procurement
PeopleSoft Purchasing will automate many aspects
of the procurement process.
Uniform electronic requisitions will be created
automatically when ordering from this catalog
(a budget check will occur and funds
pre-encumbered)
Requisitions will be automatically forwarded to
correct person or persons for approval and
creation of purchase order (budget dollars will
be encumbered)
Items will be pre-qualified and available for
purchase in an on-line item file, or catalog
Purchase order will be sent, in most automated
manner, to vendor
Receiving will use PO to record shipment at or
near delivery point
Receipt will go immediately to Accounts Payable
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System Information
Financials Accounts Payable
Accounts payable will be more automated in
Core-CT.

• Accounts Payable will see a more automated
  matching of vendor invoices to purchase orders
  and receiving reports
• Fewer errors will result because of this
  integration
• A third budget check will occur automatically

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System Information
Financials Accounts Receivable
Accounts Receivable will not be fully implemented
until Phase 2.
In Phase 1

• Agencies will have the ability to record and
  reconcile deposits in Core-CT
• Most agencies with customer billing systems will
  continue using their current databases
• Some Federal grants will be identified as
  receivables

In Phase 2

• Based on need, agencies will be allowed full
  billing functionality

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User Information
Core-CT Users
The diverse group of Core-CT users will be
prepared for the new system through both central
and local support and training.

• Users are staff in business office and those who
  work in HR and Payroll areas (approximately 5,000
  statewide)
• All users will require Core-CT training several
  days April-September 2003
• Some may require business training (e.g.
  Accounting 101 or HRMS 101 coordinated by DAS)
• Some may need to shift job responsibilities
  (pending Business Process Workshops and internal
  agency decisions)
• All Core-CT users will need web access
• In Phase 2, most/all employees will enter
  personal info changes via PeopleSoft self-service
  applications (planned for 2004)

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User Information
Aspects of Change
Users will be supported in the changes that are
involved in the move to Core-CT from the states
legacy systems.

• System functionality will be new
• Core-CT accessed through your web browser
• Paper will be reduced or less necessary
• There will be new terms for many things
• We have done it before APS, SAAAS, paperless
  processing
• Training will be a key stage, so get ready
• Understand business processes and how people fit
  into them
• Complete pre-requisite training
• Utilize the written reference material to be
  delivered to you at training
• The Core-CT web site will be a useful tool
  http//www.core-ct.state.ct.us

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User Information
Business Process Workshops
The Business Process Workshops will be
interactive sessions aimed at identifying
agency-specific action items.
Execution
Goals

• Identify largest impacts and changes as a result
  of Core-CT implementation
• Discuss operational issues including
• -Roles and responsibilities changes, skill
  impacts, and cultural changes
• -Workload, forms and documentation, and process
  and procedure changes

• Approximately 11, 2-day sessions for HRMS
  (July/Aug) and 11, 2-day sessions for Financials
  (Sept/Oct)
• Audience will be managers from each agency
• - 6 to 8 for large agencies
• - 2 to 3 for medium agencies
• - 1 to 2 for small agencies
• Attendance will be by invitation, coordinated by
  agency sponsors and ARCs

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User Information
Core-CT Training
Training will be
Hands-on use of PCs
Just In TimeSpring 2003
Personalized You will be trained on all the
modules you will need
Youll need to bring
Youll take away

• Basic business process training (accounting or HR
  processes)
• Windows and web browser knowledge

Participant Guides
Several Core-CT Job Aids per module
Access to customized Core-CT Online Help
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User Information
Agency Readiness
A successful implementation depends upon the
interaction of the project team with the agencies
through the Agency Readiness process.
Sponsor(Agency)
Agency Readiness Coordinator(Core-CT)

• Each agency has a sponsor or sponsors
  high-ranking agency manager(s) responsible for
  overseeing a smooth implementation
• Each agency also is assigned an Agency Readiness
  Coordinator (ARC) a Core-CT project team member
• Agencies have many tasks to complete regarding
  training, business process determination,
  conversion, etc.
• Agency Readiness meetings are held monthly and
  assign green, yellow and red status to assigned
  tasks for each agency

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User Information
Core-CT Web Site
Much project and system information resides on
the Core-CT web site, http//www.core-ct.state.ct.
us/ Why not make it your home page?

• A comprehensive User/Employee Introduction
• More than a years worth of newsletters
• Opportunities to subscribe, ask questions, make
  suggestions
• Lists of agency readiness coordinators, sponsors,
  and Core-CT project team members
• Glossaries
• Frequently Asked Questions
• Many presentations, including this one
• E-mail corect.change_at_po.state.ct.us (also on the
  site)

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Wrap-up Questions
Today we have discussed Core-CT the State of
Connecticuts new Human Resources and Financial
management system.

• Why Core-CT?
• Project Information
• System Information
• User Information

Questions and Discussion

• Thank you for your time and participation
• Remember, open communication across the project
  team and state agencies will help to ensure
  successful implementation of Core-CT!