Steering Committee Meeting Minutes
November 14, 2008
9:00 - 11:00 a.m.
Room 102, Landon State Office Bldg.

The meeting of the Financial Management System (FMS) Steering Committee was called to order.  The following persons were in attendance:

Duane Goossen, Division of the Budget
Denise Moore, Director of DISC
Kent Olson, FMS Project Director
Peggy Hanna, FMS Deputy Project Director
Gary Schneider, FMS Implementation Manager
Carol Foreman, Department of Administration
Chris Howe, Department of Administration
Elaine Frisbie, Division of the Budget
Kim Fowler, Judicial Branch
Kathy Greenlee, Department on Aging
Alice Knatt, Department on Aging
Laura Howard, Department of Social and Rehabilitation Services
Rhonda Seitz, Department of Transportation
JG Scott, Legislative Research Department
Diane Duffy, Board of Regents
Kirk Teal, Salvaggio, Teal & Associates (STA)
Marty Kennedy, Department on Aging
Becky Kersting, DISC
Loren Westerdale, DISC
Connie Guerrero, FMS Enterprise Readiness Team Manager

Kent Olson began the meeting by introducing Dave Andrews and Paul Lavery from Accenture, the consulting firm selected as the systems integration contractor for the FMS project.  Kirk Teal from Salvaggio, Teal and Association (STA) was also introduced.  STA has been on-site helping the State of Kansas for the last year by assisting with the preparation of the RFP for the FMS project and conducting several pre-implementation activities.  Gary Schneider from STA is serving as the Implementation Manager for the FMS project.

I.      Project Status

The 1st Six Months of the Project
Kent Olson reported the implementation phase of the project began in October.  The project began with project team members receiving training on the PeopleSoft software application and various project management tools.  Interface standards will be provided to agencies and the data center build will begin towards the end of this six month period.

Project Activities
Conference Room Pilot (CRP) sessions began on Wednesday, November 12th.  The sessions have been very well attended and many agencies have expressed an interest in being able to participate.  CRP sessions are designed to identify gaps between requirements identified by the State of Kansas against the delivered PeopleSoft software modules.   Teams will try to look for options such as changing existing business processes to mitigate gaps instead of modifying the software.

Project Team members have already attended Oracle Certified training courses on General Ledger, A/P & Purchasing, A/R & Billing, Query, Asset Management and numerous technical courses.  Upcoming courses include eProcurement, Project Costing and Contracts.  Due to the large volume of CRP sessions being held the number of project team members attending the trainings sessions has been reduced.   Selected agencies have been contacted to help fill training seats vacated by project team members. 

An inter-agency team led by Annette Witt, Sunflower Project Finance Team Lead, conducted an in-depth analysis of a new Chart of Account design. The draft design was presented at the ASTRA meeting last week. Several changes to chartfield values have been identified. The proposed elimination of the Index field will be significant to numerous agencies and will require agencies to determine how to map it to the new values. Gary Schneider indicated the team also worked with Regents Institutions to be sure their existing Financial Management Systems could handle the proposed changes to chartfield values including changes to the field size of certain values.

Kent Olson explained a diagram mapping existing STARS Chart of Account (COA) values to the new Chart of Account structure being proposed for implementation in the new financial management system. The diagram shows that agencies are currently using the Index Code chartfield many different ways. The proposed model is designed to have a specific purpose for each unique chartfield to ensure consistency across all agencies. The new COA structure was developed based on feedback from agencies and is very close to being finalized.

Sunflower Project team members are also working on a decision document to determine the General Ledger Business Unit configuration approach. This is a very big decision as it is not easily reversed. The decision comes with numerous trade-offs that will affect the complexity of system configuration, maintenance and the impact to agencies. Sunflower Project team members have consulted with the State of Ohio, Oracle and consultants with Salvaggio, Teal & Associates to identify the pros and cons for each alternative. A decision needs to be finalized within the next month.

Kent reported the data center hardware order was placed in late October and the equipment should arrive before the end of November.

II.     Change Control Log

Peggy Hanna informed Steering Committee members that discussion of changes to the Statement of Work will become a standing item on the Steering Committee agenda going forward.  Peggy went over the changes that have been submitted since August of 2008.  She asked the group if they agreed this is the type of information they want to see and they all agreed this was appropriate information to be shared with the Steering Committee.  Peggy also went over the project governance structure which includes the authority given the each level of the project structure including dollar values where appropriate.

Level 4 – State FMS managers State FMS managers (Financial, Technical, Change Management) are authorized to approve minor changes in project scope.

Level 3 – State FMS Management Team are authorized to approve moderate scope changes and all code changes to the delivered software.

Level 2 – Steering Committee is authorized to approve significant scope changes and make recommendations on policies and issues affecting agencies.

Level 1 – Executive Sponsors provide the Statewide leadership and the mandate for the FMS project.

 

III.     Project Risks

Gary Schneider reported that State of Kansas and Accenture team managers conducted a risk management workshop on November 12th to rank thirty risks identified by all project team members. Team managers ranked each risk by assigning points to the probability of the risk occurring and the impact of the risk if it would occur. Risks with the highest overall ranking were assigned to specific project teams and they are currently working on identifying mitigation strategies. Gary indicated that the risks with the highest overall score included agencies not being ready for go-live of the new system on July 1, 2010. To attempt to mitigate this risk several agencies were visited prior to the implementation of this project to learn about their agency specific systems and business processes. Project team members are working quickly to contact and meet with remaining agencies to identify any other outstanding issues.

Gary asked each Steering Committee member for their support in devoting their resources during certain times of the project such as attendance at conference room pilots and end-user training.

IV.    Status of Labor Distribution Analysis

Gary Schneider informed Steering Committee members the Labor Distribution Analysis document is due on January 15, 2009. Fourteen agencies initially expressed an interest in obtaining a labor distribution solution. Sunflower Project team members have met with ten of the agencies and as a result have identified two distinct sets of requirements. Agencies that want to retain their existing custom time capture systems since they recently invested resources into them such as the Department of Wildlife and Parks. The second group of agencies do not currently have a time capture system so they would need some type of front end system to capture time and labor distribution information to be interfaced to SHARP.

Oracle is providing a demonstration of the Time and Labor module on November 18th to Sunflower Project team members. Agencies that do not currently have a time capture system such as the Kansas Highway Patrol and Department of Agriculture have also been invited to attend this demo. Implementation of the front end of the Time and Labor module is being looked at as a possible solution for these agencies in addition to implementing an existing agencies custom time capture system. If a decision is made to use the Time and Labor module it would include the ability to offer a self-service solution which would increase the complexity and scope of this implementation.

V.      Next Steering Committee Meeting

The next Steering Committee meeting will be on Friday, December 12, 2008 from 9:00 – 11:00 a.m in Room 102 of the Landon State Office Building.

The meeting adjourned.