IFMSEFIS Project

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IFMS/E-FIS Project
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Topics
1. What is IFMS E-FIS?
2. Relationship of IFMS and E-FIS
3. E-FIS Relationship to PRSM, CMS, and FICal
4. Costing Approach
5. Project Cost Accounting
6. Questions?
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What is IFMS E-FIS?

• IFMS stands for
• Integrated Financial Management System
• E-FIS stands for
• ERP Financial InfraStructure

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What is IFMS E-FIS?
E-FIS is the Center Of the IFMS Universe
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Relationship of IFMS and E-FIS
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PRSM and CMS

• PRSM
• - Project Resource and Scheduling Management
  System
• - Will track project status, estimates and actual
  costs
• CMS
• - Construction Management System
• - Will manage Caltrans/contractor daily
  activities
• PRSM and CMS provide functionality outside of
  traditional ERPs
• E-FIS is required to interface with PRSM and CMS
• Implementation target dates are prior to E-FIS or
  concurrent with E-FIS

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FICal

• FICal
• Financial Information System for California
• Proposed Dept. of Finance statewide ERP system in
  partnership with SCO, STO, and DGS

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FICal

• Original project was the Budget Information
  System (BIS)
• BIS scope expanded to FICal which includes
• Accounting Cost Accounting
• Procurement Asset Management
• Cash Management Project Accounting
• Financial Management Grant Management
• Financial Reporting Human Resources Management

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FICal

• Status
• Scope expansion pending State approval
• Business requirements review underway
• Project Schedule pending DOF release
• Expected implementation date is subsequent to
  E-FIS

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FICal

• At minimum, E-FIS must
• - Interface with FICal
• - Provide data at the required level of detail
• Caltrans is participating in FICal working
  sessions
• FICal website www.dof.ca.gov/BIS/BIS_home.shtml

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Costing Approach

• E-FIS
• Bidders must meet the mandatory requirements and
  implement the functionality
• POST E-FIS
• Bidders must meet the mandatory requirements but
  are not required to implement the functionality
• Separate projects will be undertaken to implement
  Post E-FIS functionality
• Caltrans will have the option of purchasing Post
  E-FIS modules and licensing for the duration of
  the E-FIS contract

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Costing Approach

• In order to allow Caltrans to evaluate the total
  cost of ownership,
• Bidders must describe costs for both E-FIS and
  Post E-FIS
• E-FIS
• - Software Purchase Costs
• - System Integrator and Implementation Costs
• - Software Licensing and Upgrade Costs
• - Labor Rates for Unanticipated Costs
• - Hardware Setup and Ongoing Support Costs
• - Based on DTS Rates Schedule
• Post E-FIS
• - Pricing for Software Purchase Costs
• - Pricing for Software Licensing and Upgrade Costs

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Project Cost Accounting

• When our current system was developed
• Local government had little role in use of funds
• Project cost distribution was percentage based

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Project Cost Accounting

• Todays Fund Sources are more diverse
• Fund Sources
• - State
• - Federal
• - Local Government Measures
• - Bonds
• - Tribal Gaming
• Local Government has significant role in use of
  funds

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Project Cost Accounting

• Todays Project Cost Distribution is more
  flexible
• Match
• Flat Dollar Amount
• Period of Time
• Specific Purpose
• Specific Project Component

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Project Cost Accounting

• Splitting and Combining Project Costs in our
  current system
• Project costs are not broken down into detail
  elements
• Unofficial records are used for splitting and
  combining project costs

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Project Cost Accounting

• Concept for Splitting and Combining Project Costs
• Project costs will be captured at the lowest
  level of detail - Project Elements
• Splitting and combining project costs will be a
  function of segregating and grouping project
  elements
• Project elements are grouped for the purposes of
  funding and project management

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Project Cost Accounting

• Refer to RFP Appendix E, pp. 19-23

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Questions?

• Tom Burton
• Tom.Burton_at_dgs.ca.gov
• [phone]
• www.dot.ca.gov/ifms