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 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 Agency Kickoff Meeting July 21, 2016

5 Initiative Objectives 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 .” Agency Kickoff Meeting July 21, 2016

6 Initiative Objectives  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. Agency Kickoff Meeting July 21, 2016

7 Initiative Objectives 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 operation Agency Kickoff Meeting July 21, 2016

8 Initiative Objectives The activities for the Business Case will not include:  A determination of the feasibility to keep, replace, or 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 Agency Kickoff Meeting July 21, 2016

9 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

10 Initiative Approach  Agency business system functionality profiles  Agency interviews  Functionality review: ◦ Agency business systems ◦ Florida PALM  Legal analysis of agency b usiness systems’ functionality compared to the provided law, rule or policy Agency Kickoff Meeting July 21, 2016

11 Initiative Approach  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 Agency Kickoff Meeting July 21, 2016

12 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

13 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

14 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

15 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

16 Initiative Approach  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. Agency Kickoff Meeting July 21, 2016

17 Initiative Approach  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 Agency Kickoff Meeting July 21, 2016

18 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 7/25/16 8/5/16 System Functionality Profile Schedule Agency Interview Sessions- Agency 7/25/16 8/5/16 Business Systems Review Agency Business System Functionality 8/8/16 9/2/16 Profile Feedback and Conduct Agency Interviews Develop Business Case Document 8/8/16 10/27/16 Agency Kickoff Meeting July 21, 2016

19 Proposed Agency Interview Timeline Business Proposed First Interview Agency/ Estimated Estimated # of System Start Date and Time Department Hours Sessions Count 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 Dates and times shown are for each agency’s first session. Agency Kickoff Meeting July 21, 2016

20 Proposed Agency Interview Timeline Business Proposed First Interview Agency/ Estimated Estimated # of System Start Date and Time Department Hours Sessions Count 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 Dates and times shown are for each agency’s first session. Agency Kickoff Meeting July 21, 2016

21 Proposed Agency Interview Timeline Business Proposed First Interview Agency/ Estimated Estimated # of System Start Date and Time Department Hours Sessions Count 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 Dates and times shown are for each agency’s first session. Agency Kickoff Meeting July 21, 2016