agency k m july 21, 2016 › floridapalm › wp-content › ... · 2016-07-25 · agency kickoff...

AGENCY KICKOFF MEETING

JULY 21, 2016

Background

Initiative objectives

Introductions

Initiative approach

Initiative timeline

Expectations of agencies

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Agenda

Agency Kickoff Meeting July 21, 2016

July 21, 2016Agency 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

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


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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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

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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

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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 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


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


https://www.myfloridacfo.com/floridapalm/wp-content/uploads/2016/06/FS4_140409-DOF05-Final-FLAIR-Study-D5-dAttach2-v100.pdf

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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


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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?


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Initiative Approach


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


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Initiative Approach


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 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


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


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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 Systems7/25/16 8/5/16

Review Agency Business System Functionality

Profile Feedback and Conduct Agency Interviews8/8/16 9/2/16

Develop Business Case Document 8/8/16 10/27/16


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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


Dates and times shown are for each

agency’s first session.

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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




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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




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


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Questions?


Email:

[email protected]

Initiative Website:

www.myfloridacfo.com/FloridaPALM

/resources/business-case

mailto:[email protected]

http://www.myfloridacfo.com/FloridaPALM/resources/business-case

http://www.myfloridacfo.com/FloridaPALM/resources/business-case

agency k m july 21, 2016 › floridapalm › wp-content › ... · 2016-07-25 · agency kickoff...

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