Steering Committee MeetingSteering Committee Meeting

Sunflower ProjectSunflower ProjectKansas Financial Management System

October 10, 2008

2

Today’s AgendaToday’s Agenda

Introductions – Kent

Project Status – Kent

Current Activities – Gary

Project Staffing – Peggy

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IntroductionsIntroductions

Welcome Accenture!

• Dave Andrews – Client Director & KDOT Domain Expert

• Paul Lavery – Project Manager

Steering Committee Members:1. Chair – Duane Goossen, Secretary of Administration 2. Mary Blubaugh, Board of Nursing 3. Alan Conroy, Legislative Research Department 4. Carol Foreman, Department of Administration 5. Elaine Frisbie, Department of Administration; Division of Budget 6. Kathy Greenlee, Department on Aging 7. Mike Hayden, Department of Wildlife and Parks 8. Chris Howe, Department of Administration, Division of Purchases 9. Lynn Jenkins, State Treasurer 10.Don Jordan, Department of Social & Rehabilitation Services 11.Deb Miller, Department of Transportation 12.Denise Moore, Executive Branch Chief Information Technology Officer 13.Kent Olson, Department of Administration, Division of Accounts and Reports 14.Reginald Robinson, Board of Regents 15.Howard Schwartz, Judicial Administrator 16.Joan Wagnon, Department of Revenue 17.Roger Werholz, Department of Corrections

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Project Status – KITO PlansProject Status – KITO Plans

Pre-implementation phase of the project complete (final quarterly report to be submitted in January ’09)

KITO plan for implementation submitted 09/16

Plan was developed with detailed activities and resource loading for the Analyze phase – 5 months

Plan will be resource loaded and additional detail for the Design, Build and Test phases – remaining 16 months

Minor revisions requested by KITO

Plan approved by KITO on 10/03

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Project Status – Team TrainingProject Status – Team Training

In early October most State project team members attended ½ day training on the State’s Project Management Methodology – very helpful

State project team training• technical and functional beginning 10/13 • continues for 5-6 weeks• nearly all training is being held on-site

State project team members will be in ½-day training/workshop next week to learn more about the overall plan and schedule and to discuss communication channels, project risks, constraints and assumptions

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Project Status – Accenture Ramp-upProject Status – Accenture Ramp-up

Working with Accenture in three areas

KITO planning Training planning Infrastructure planning

Accenture will begin ramping-up over the next several weeks: 10/13 – six consultants in project management,

functional areas and technical 10/20 – five consultants in change management, KDOT

and functional areas 10/27 – one functional consultant

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Project Status – Kick-off EventProject Status – Kick-off Event

Intent is to communicate to key agency representatives:• Project objectives and success factors• Scope• Timeline• High level roles & responsibilities• Change management• Key team members• Expectations (Agencies’ project management, QA, level of engagement)

Two 1 ½-hour sessions scheduled for 10/29 @ the Holidome (10am and 1:30pm)

Intended to communicate the start of the project

Anticipate several hundred State employees

Will provide take-aways

8 8

Projec

t

Kick-o

ff

Oct 06th

Begin

FMS T

eam

Traini

ng

mid-October late- November

Prepa

re fo

r and

Con

duct

Con

fere

nce

Room

Pilo

ts

Design

/Ana

lysis

Comple

te fo

r COA,

KDOT, SRS a

nd T

reas

urer

Sys

tem

s

Decisi

on P

oint f

or L

abor

Dist

ribut

ion

mid-January

Inte

rface

and

Dat

a Con

vers

ion

Stand

ards

Com

plete

and

Publis

hed

to A

genc

ies

mid-March

The 1The 1stst Six Months of the Project Six Months of the Project

Build-

out o

f Dat

a Cen

ter

Inclu

ding

SHARP II

mid-February

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Agency Outreach ContinuesAgency Outreach Continues

Recent or pending meetings with agencies:• KDOT• KHPA• KPERS• KDHE• SRS• 14 agencies needing a central labor distribution solution

Over the past three weeks conference calls held with:• KSU• KU• PSU• WSU• FHS• ESU• KU Med Center

• Discussed project scope and timeline, expenditure object codes, commodity codes

• Calls included Controller and senior fiscal and purchasing management

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Strategies to Track State Spend and Strategies to Track State Spend and Enhancements to Object CodesEnhancements to Object Codes

Capturing state-wide spend is one of several key goals of the project

Decision to use UN/SPSC 8-digit standard to capture spend for the purchase of goods and services through the PeopleSoft Purchasing module

Most Regents’ institutions will not be adopting the State commodity code standard in the near future

Other sources of spend can only be captured with more detailed expenditure object codes

Task team working on options to capture spend from Regents, direct pay and BPC purchases

Most likely will use a 6-digit object code with the 1st character a GL account, characters 2-5 the current object code and a 6th character for new object codes – this change will impact many systems

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Business Process Mapping and DocumentationBusiness Process Mapping and Documentation

Completed mapping and documenting 31central and agency business processes

Each process includes a diverse group of subject matter experts from central and program agencies

Thirty-nine (39) agencies participated

Central processes documented in the “as-is” state

Agency processes documented in the “to-be” state

Business process mapping sessions were a good change management channel (systems, processes and roles)

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Labor Distribution AnalysisLabor Distribution Analysis

Beginning analysis of 14 agencies’ time capture systems as part of broader analysis for central labor distribution solution

Time capture systems at fourteen agencies being reviewed

Analysis includes three-page survey of various aspects of their systems, (e.g. project/grant id, edit checks, workflow, deficiencies, impact from COA changes) and system demo

Began meeting with agencies this week and will continue for two weeks

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Labor Distribution Analysis TimelineLabor Distribution Analysis Timeline

Planning Analysis & Agency Development/Testing Integration Testing Acceptance Design (incl) New T&L Platform Testing

Kick-off08/15 10/13 01/15 01/10 03/10

Go-Live07/01/10

Steering Committee (SC) decision to analyze proposed labor distribution solution of selected contractor

FMS and SHARP team begin analysis phase of SHARPmodifications & Labor Distribution solution

SHARP and Labor Distribution analysis complete

Steering Committee decision on whether or not to implement a central labor distribution solution

Analysis of agency time and leave systems

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Expectations for AgenciesExpectations for Agencies

Agency project plans for modifying and de-commissioning systems • Plans link to key milestones in master project plan• Due in December• Monthly status reports against plan• Used to monitor agency progress• Each agency should have a project manager assigned for

FMS project controls coordination

QA standards/expectations for agencies• Requirements tracking• Testing procedures and standards• Defect tracking and resolution• Each agency should have a representative assigned for FMS

QA

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Project Staffing & HRProject Staffing & HR

Nearly all positions have been filled – 42 of 52

Composition of Team

• Agencies: DoA [A&R (4), DISC (3), DPS, DOP (2)], KDHE, Racing and Gaming, SRS (3), DOR (2), KU Med, Treasurer, Adjutant General(2), KU, KHPA, Commerce (2)

• Private Sector (talent with specific skills): Payless, Sprint, Blue Cross Blue Shield, Axiom

Developed employee orientation “kit”

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QuestionsQuestions