Executive Committee Meeting

1

• Executive Committee Meeting

May 24, 2004
2
Presentation Agenda

• Presentation Objectives
• Purpose and Objectives of Implementation Strategy
  (IS)
• Guiding Principles
• Approach to Strategy
• Critical Assumptions
• Transition State
• Wave Selection Criteria
• Open Issues
• Key Points to Remember
• Q A

3
Presentation Objectives

• Understand the role of the Implementation
  Strategy
• Understand key components of the Implementation
  Strategy

4
Purpose and Objectives of the IS

• Provide a high-level picture of how the States
  business processes will be migrated from FLAIR
  and CMS to Aspire
• Serve as a guide for detailed agency rollout and
  cutover plan
• Provide a common touch point to validate
  decisions and ensure consistency among
  deliverables
• Describe at a high level the process and
  technology implications of the Transition State
• Identify major open items
• Identify agency wave selection criteria

The IS will evolve as the project proceeds and
details are defined
5
Guiding Principles of the IS

• End-user success is the top priority
• Cannot disrupt the States ability to perform its
  operations
• Minimize throw-away work whenever possible
• Living document
• Balance what is most effective for the project
  with what is best for the agencies
• Minimize risk and maximize project success

6
Approach to Developing the IS
Held IS workshop with State agencies on 10/09/03
Presented update to IWG on 11/20/03
Held brainstorming session with project staff on
2/25/04
Established IS Workgroup in April 2004 with
members from APP, OCM and TECH workstreams
7
IS Workgroup Approach

• Reviewed existing IS materials
• Met with APP process team leads and Agency
  Advocates
• Drafted IS document
• Held checkpoint meeting with PMO
• Revised document and re-presented to Agency
  Advocates and PMO
• Finalized document and submitted to PMO

8
Wave Dates
Wave 1 7/1/05
Wave 2 10/1/05
Wave 3 12/1/05
9
Key Assumptions of the IS

• Aspire will be the Book of Record for the fiscal
  year ending June 30, 2006
• Central FLAIR and CMS will cut over on 7/1/05
• Central budget control (appropriation, release
  and cash checking) will be performed in Aspire as
  of 7/1/05
• Department budget checking will occur in
  Departmental FLAIR for Wave 2/3 agencies until
  their go-live
• All data mappings will be completed prior to
  first System Test (January 2005)

10
Key Assumptions of the IS (cont.)

• A procedure will be developed to handle old
  Central FLAIR functions accessed through
  Departmental FLAIR during transition
• Aspire automatic inter-unit accounting will be
  activated only when both agencies have been
  converted to Aspire
• MFMP will interface to both FLAIR and Aspire
  during transition
• If significant legislative changes occur in the
  2005 Session that affect agencies organizational
  structures, data mapping changes and another
  System Test will be scheduled prior to go-live

11
Key Assumptions - Reporting

• EPM will go live on 7/1/05 - No data will flow
  from Aspire to the current IW
• Wave 1 Agencies - All reporting will be performed
  out of Aspire beginning on 7/1/05
• Wave 2/3 Agencies
• Prior to go-live, Departmental reporting will be
  performed in Departmental FLAIR or IW
• Central and Treasury reporting will be performed
  in Aspire/EPM
• CAFR reporting for the fiscal year ending 6/30/06
  will be prepared from Aspire/EPM

12
(No Transcript)
13
Transition State Key Business Processes

• Payroll transactions / labor distributions
• Payroll warrant and EFT processing
• MFMP Integration
• Voucher-Add Interface
• Vendor file issues
• Transition interface for GL Detailed Transactions
  (from Departmental FLAIR to Aspire)
• Deposit verification process
• Cash Budget Check Reject process

14
Data Conversion Overview
FLAIR Detail GL transactions will be converted
to Aspire on nightly basis for Wave 2/3 agencies
Month 13 transactions in FLAIR will be posted
to Aspire at Departmental FLAIR closing
CAFR adjustments made by DFS will be posted to
Aspire to update beginning balances after the
CAFR is complete
6/30/05 FLAIR Departmental GL Balances will be
converted to Aspire as opening balances
15
Data Conversion Considerations

• Departmental budget balances and encumbrances
  will be converted to Aspire on the agencys
  go-live date
• Employee earnings history will be converted from
  the IW to the EPM to support Earnings Statements
  on the Web
• A strategy for vendor file conversion at 7/1/05
  and during transition needs to be developed

16
Training

• Training plan will be designed to train
  approximately 3,500 users in 8-12 weeks prior to
  cutover for each wave
• Designated agency personnel from Wave 2/3
  agencies will be included in Wave 1 training
  schedule to address research and reporting issues
  during transition

17
Wave Selection Criteria

• Distribute total number of users equally among
  the waves to facilitate training
• Distribute very large agencies across all three
  waves
• Consider each agencys request to be placed in a
  certain wave
• Consider agencies that have large, complex
  business systems the may require changes prior to
  their go-live
• Consider placing agencies that share a high
  volume of inter-agency transactions in the same
  wave
• Agencies with high grant volumes or agencies that
  will use Aspire billing for grants should be
  considered for Wave 1
• Consider the agencys technical infrastructure
  (PC readiness)

18
Open Issues

• Fiscal year ending 6/30/05 certified forwards
  must be addressed
• Vendor History web application need to
  determine whether vendor history will be
  converted to EPM or whether web program will be
  modified to read data from IW and EPM
• Need to determine for the transition period how
  to handle two Central data files agencies
  currently receive (Master Balance File and Detail
  Transaction File)
• If a new reporting tool or report distribution
  system is chosen, the training impacts must be
  assessed

19
Key Points to Remember

• IS is a living document that will be updated as
  details are defined
• Stick to guiding principles when faced with
  implementation decisions
• Balance the needs of the State with the needs of
  the agencies

20

• Q A