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J ULY 21, 2016 3 Agenda Background Initiative objectives - - PowerPoint PPT Presentation
J ULY 21, 2016 3 Agenda Background Initiative objectives - - PowerPoint PPT Presentation
A GENCY K ICKOFF M EETING J ULY 21, 2016 3 Agenda Background Initiative objectives Introductions Initiative approach Initiative timeline Expectations of agencies Agency Kickoff Meeting July 21, 2016 4 Background As
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Background Initiative objectives Introductions Initiative approach Initiative timeline Expectations of agencies
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Agenda
Agency Kickoff Meeting July 21, 2016
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July 21, 2016 Agency Kickoff Meeting
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Background
As part of the 2014 FLAIR Study, an inventory of agency
business systems interfacing with FLAIR was completed and identified 424 different systems
The primary financial functions performed by agency business
systems include:
- AR/receipting
- Cost allocation
- Grant accounting
- Management reporting
- Asset/inventory management
Many of the agency business systems include additional
reporting, cost allocation support, asset management, accounts receivable and mid-year forecasting and scenario planning functionality not available through FLAIR
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Section 6, line item 2317A of the 2016 General Appropriations Act (GAA) included Proviso for Florida PALM to contract with a third party to “complete the business case for maintaining any of the agency business systems identified in the Florida Department of Financial Services Florida Accounting and Information Resource (FLAIR) Study, version 031, after the FLAIR subsystem and the Cash Management System (CMS) are replaced.”
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Initiative Objectives
Agency Kickoff Meeting July 21, 2016
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Per the language in Proviso, the Business Case
shall include the following:
- A detailed description of the functionality provided by the
agency business system;
- Confirmation that the agency business system’s
functionality is not planned to be included in the replacement of the FLAIR subsystem and CMS; and
- Documentation including federal and state law, rule, or
policy, which validates that the agency is required to maintain the functionality currently provided by the agency business system instead of modifying its business processes.
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Initiative Objectives
Agency Kickoff Meeting July 21, 2016
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The activities for the Business Case will include:
A review of the financial functions performed by
agency business systems identified as part of the inventory
A review of the financial functions that will be
requested during the procurement for Florida PALM
A determination of which agency business systems’
functionality is not planned to be included with Florida PALM
A determination of federal and state law, rule, or policy
that justifies an agency business system’s continued
- peration
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Initiative Objectives
Agency Kickoff Meeting July 21, 2016
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The activities for the Business Case will not include:
A determination of the feasibility to keep, replace,
- r remediate any agency business system
A recommendation to keep, replace, or remediate
any agency business system
An effort to gather additional Florida PALM
Business Requirements
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Initiative Objectives
Agency Kickoff Meeting July 21, 2016
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Introductions
Rich Hetrick – Initiative Manager Thom Peer – ERP Team Lead Tom Swider – Business Process Consultant Khris Williams – Business Process Consultant Doris Zimmerman – Business Process Consultant Cody Schwarz – IT Risk and Compliance Ingrid Nitkowski – Documentation Specialist
Agency Kickoff Meeting July 21, 2016
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Agency business system functionality profiles Agency interviews Functionality review:
- Agency business systems
- Florida PALM
Legal analysis of agency business systems’
functionality compared to the provided law, rule or policy
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Initiative Approach
Agency Kickoff Meeting July 21, 2016
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The Florida PALM Project Team will distribute
agency-specific Agency Business System Functionality Profile to each agency
The Agency Business System Functionality Profile:
- Will focus on the inventory of agency business systems
identified as part of the FLAIR study completed in March 2014
- Is designed to facilitate a discussion and provide input into
the agency interviews
- Will be distributed in advance of the scheduled interviews
to allow agencies time to gather the requested information
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Initiative Approach
Agency Kickoff Meeting July 21, 2016
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Initiative Approach
The Agency Business System Functionality Profile will include:
A tab with detailed instructions A tab for each agency business system that
includes populated data from the FLAIR Study and several questions for the agency to complete
A placeholder tab for any new agency business
systems the agency wishes to include
Agency Kickoff Meeting July 21, 2016
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Initiative Approach
Questions for each system identified within the Agency Business System Functionality Profile:
- Is the agency still using the agency business system?
- Are there plans to sunset the agency business system? If
yes, when is the expected timeframe or date?
- What Florida PALM Business Requirements
Category(ies) best describes the agency business system?
- What Florida PALM Business Requirements Sub-
Category(ies) best describes the agency business system?
Agency Kickoff Meeting July 21, 2016
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Initiative Approach
Questions for each system identified within the Agency Business System Functionality Profile:
- Provide a detailed description of the agency business
system (considering the following leading questions)
- Is there documentation which validates a federal
requirement that the agency is required to maintain the functionality currently provided by the agency business system instead of modifying its business processes? If yes, please cite the Federal requirement
Agency Kickoff Meeting July 21, 2016
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Initiative Approach
Questions for each system identified within the Agency Business System Functionality Profile:
- Is there documentation which validates a Florida State
law or rule that the agency is required to maintain the functionality currently provided by the agency business system instead of modifying its business processes? If yes, please cite the law or rule.
- Is there documentation which validates a policy that the
agency is required to maintain the functionality currently provided by the agency business system instead of modifying its business processes? If yes, please provide a link or copy of the policy.
Agency Kickoff Meeting July 21, 2016
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Agency interviews will be conducted by two
Florida PALM Project Team members
Agency interviews will be scheduled between
August 8, 2016 and September 2, 2016
Interviews will be scheduled for 1.5 hours Interviews are planned for Monday – Thursday There will be four interview time slots per day:
- 8:30 – 10 a.m.
- 10:30 a.m. – 12 p.m.
- 1 p.m. – 2:30 p.m.
- 3 p.m. – 4:30 p.m.
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Initiative Approach
Agency Kickoff Meeting July 21, 2016
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The following tasks will be performed once the
interviews are complete:
- Review/analyze agency system functionality for
inclusion in Florida PALM Solution
- Review/analyze agency system functionality for
legal basis
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Initiative Approach
Agency Kickoff Meeting July 21, 2016
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Initiative Timeline
Task Name Start Finish Conduct Agency Kickoff Meeting 7/21/16 7/21/16 Distribute Agency Systems Functionality Profile 7/22/16 7/22/16 Agencies Complete and Return Agency Business System Functionality Profile 7/25/16 8/5/16 Schedule Agency Interview Sessions- Agency Business Systems 7/25/16 8/5/16 Review Agency Business System Functionality Profile Feedback and Conduct Agency Interviews 8/8/16 9/2/16 Develop Business Case Document 8/8/16 10/27/16
Agency Kickoff Meeting July 21, 2016
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Proposed Agency Interview Timeline
Proposed First Interview Start Date and Time Agency/ Department Business System Count Estimated Hours Estimated # of Sessions 8/8/2016 8:30 AM DOS 6 3 2 8/8/2016 8:30 AM APD 6 3 2 8/8/2016 1:00 PM JAC 7 4 2 8/8/2016 1:00 PM DEO 9 5 3 8/9/2016 8:30 AM DLA 5 3 1 8/9/2016 8:30 AM FDLE 9 5 3 8/9/2016 10:30 AM DC 3 2 1 8/9/2016 1:00 PM FDVA 1 1 1 8/9/2016 1:00 PM DOL 7 4 2 8/9/2016 3:00 PM PSC 1 1 1 8/10/2016 8:30 AM DCF 33 17 8 8/10/2016 8:30 AM FDOT 34 17 9
Agency Kickoff Meeting July 21, 2016
Dates and times shown are for each agency’s first session.
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Proposed Agency Interview Timeline
Proposed First Interview Start Date and Time Agency/ Department Business System Count Estimated Hours Estimated # of Sessions 8/15/2016 8:30 AM DOEA 5 3 2 8/15/2016 8:30 AM LEG 13 5 3 8/15/2016 10:30 AM DOR 12 6 3 8/15/2016 3:00 PM SC 4 2 1 8/16/2016 8:30 AM DOH 48 24 12 8/16/2016 8:30 AM DEP 49 25 12 8/22/2016 8:30 AM DOE 25 13 6 8/22/2016 8:30 AM EOG 25 13 6 8/23/2016 1:00 PM DACS 18 9 5 8/23/2016 1:00 PM DHSMV 21 11 5 8/24/2016 3:00 PM DJJ 3 2 1 8/24/2016 3:00 PM DMA 3 2 1
Agency Kickoff Meeting July 21, 2016
Dates and times shown are for each agency’s first session.
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Proposed Agency Interview Timeline
Proposed First Interview Start Date and Time Agency/ Department Business System Count Estimated Hours Estimated # of Sessions 8/25/2016 8:30 AM AHCA 13 7 3 8/25/2016 8:30 AM DFS 32 16 8 8/25/2016 3:00 PM SBA 2 1 1 8/29/2016 8:30 AM FWC 12 6 3 8/29/2016 3:00 PM AST 1 1 1 8/30/2016 8:30 AM DBPR 5 3 2 8/30/2016 8:30 AM DMS 12 6 3
Agency Kickoff Meeting July 21, 2016
Dates and times shown are for each agency’s first session.
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Review and reply to Agency Business System
Functionality Profile
Coordinate with the appropriate agency resources
for agency interviews
Collaborate throughout process for additional
follow-up and reviews
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Expectations of Agencies
Agency Kickoff Meeting July 21, 2016
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Questions?
Agency Kickoff Meeting July 21, 2016
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