FLORIDA PALM PROJECT
Level 2 SME Workgroup Kickoff
April 7, 2015
Today’s Topics
• Welcome
• Florida PALM Project Overview
• BPS Track Activities
• BPS Team
• Role of Subject Mater Expert (SME) Workgroups
• Wrap-up and Questions
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Level 2 SME Workgroup Kickoff
FLORIDA PALM PROJECT
OVERVIEW
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
The FLAIR Study
• 2013 GAA Proviso set forth the requirement that a study (the FLAIR Study) be
performed to provide recommendation on one of four options to either enhance
or replace FLAIR.
• The FLAIR Study was released in March of 2014.
• The conclusion of the FLAIR Study was that the State of Florida should pursue
the replacement of FLAIR and CMS with a “Commercial off the Shelf” (COTS)
Enterprise Resource Planning (ERP) solution for the financial management
processes to support the constitutional obligations of the CFO.
• The 338 page Study provides very detailed analysis and information, including
recommendations for many aspects of project planning.
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
Current State
The two systems targeted for replacement by the Florida PALM
Project:
• FLAIR – Florida Accounting Information Resource Subsystem
• The State’s accounting and financial subsystem, used by 35 agencies
• The core technology for FLAIR was developed in the 1970’s and implemented in the
1980’s
• Over 400 “compensating systems and agency unique processes” that interface with,
report to or perform similar functions as FLAIR
• CMS – Cash Management Subsystem
• A collection of business systems used to manage the State’s treasury functions
• Built on solid, but older technology
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
Vision
Implement a statewide accounting system that
enforces standardization, acts as a scalable
foundation to evolve as business needs change, and
positions Florida for future innovation as it
considers true enterprise-wide solution.
Source: Chapter 1 – FLAIR Study
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
Solution Goals
1. Reduce the state’s risk exposure by harnessing modern financial
management technology built on the premises of scalability, flexibility,
and maintainability.
2. Improve state and agency specific decision making by capturing a
consistent and an expandable set of data.
3. Improve the state’s financial management capabilities to enable more
accurate oversight of budget and cash demands today and in the future.
4. Improve productivity, reduce operational complexity and increase
internal controls by enabling standardization and automation of
business processes within and between DFS and agencies.
Source: Chapter 1 – FLAIR Study
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
Common Themes
The Study’s options analysis found the following common themes:
• Enforce standardization of business processes through governance
instead of making individual customizations
• The level of governance strength is directly related to the level of success
and outcomes of the ERP implementations
• Pre‐implementation activities are essential to the overall adoption of the
ERP solutions including preparing for enterprise‐wide change including
business process re‐engineering, workforce transition, and
management of organizational change
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
Project Phases
Year 1
Year 2
Year 3
Year 4
Year 5
Year 6
Year 7
Year 8
Year 9
Year 10
Year 11
Pre-Design,
Development and
Implementation
(Pre-DDI)
Transition
from
Solicitation to
Contract
Design, Development and Implementation
DDI Phase 1
Design and
Build
Pilot
Agency Wave Roll Out
Design, Development and Implementation
DDI Phase 2
Operation and Maintenance
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Level 2 SME Workgroup Kickoff
Year 12
Florida PALM Project Overview
Project Phases
• Pre-DDI – Pre-Design, Development and Implementation focuses
on project planning, Business Process Standardization and
procurement of a Software and System Integrator (SSI).
• DDI Phase 1 – Design, Development and Implementation Phase 1
focuses on core FLAIR and CMS processes such as General Ledger,
Payment Processing, and Budget and Cash Controls.
• DDI Phase 2 – Design, Development and Implementation Phase 2
focuses on expanding the ERP functionality based on the
processes completed in DDI Phase 1.
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
Four (4) Project Tracks
1. OCM - Organizational Change Management
– combined with the workforce
transformation Track identified in the FLAIR
Study
2. SDS - Systems & Data Strategy
Pre-DDI
3. BPS - Business Process Standardization
4. PMO - Project Management Office
combined with the procurement Track
identified in the FLAIR Study
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Level 2 SME Workgroup Kickoff
Project
Technology
–
People
Process
FLORIDA PALM PROJECT
BPS TRACK ACTIVITIES
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Level 2 SME Workgroup Kickoff
Florida PALM BPS Track Activities
10 Process Areas
1. Accounts Receivable / Billing to Receipt (ARB) – billing and receiving
payments
2. Asset Requisition to Disposal (A2D) – recording, depreciating, and
reporting assets
3. Budget Preparation to Reversion (BUD) – budget management lifecycle
from request to reversion
4. Cash In-Flows to Out-Flows (CSH) – verifying deposits, reconciliation,
tracking receipts and warrants, and cash reporting
5. Grant Application to Closeout (GAC) – establishing, managing, and
reporting on grants
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Level 2 SME Workgroup Kickoff
Florida PALM BPS Track Activities
10 Process Areas
6. Payroll Hire to Separation (PAY) – financial transactions related to
accounting for employee salary and benefits
7. Procurement to Pay (P2P) – purchasing and paying for goods and services
8. Project Development to Closeout (PJT) – establishing, managing, and
reporting on projects
9. Record to Report (R2R) – establishing ledger coding and record keeping
through financial reporting
10. Treasury Management (TRM) – treasury functions required to manage and
maintain custody of cash and investment resources
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Level 2 SME Workgroup Kickoff
Florida PALM BPS Track Activities
Standard Business Process Flows
• Level 1 – Provide high-level, end-to-end flow of each of the 10 Process Areas
• Contractors are currently reviewing the Level 1 process flows
• They will be providing feedback and finalizing the flows
• Level 2 – Provide more detail about sub-processes within the Level 1 Process Flows
• Both Levels include information regarding:
•
•
•
•
Reports / Reporting Requirements
Control Points
Integration Points
Accounting Events
• Final process flows will be included in Standard Business Process Model
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Level 2 SME Workgroup Kickoff
Florida PALM BPS Track Activities
High Level Timeline
January 2015
Selected Contractor
For BPS
Support Services
December 2014
Received
Responses to
BPS Support
Service
September 2014
1st BPS State
Team Member
February 2015
BPS Contractor
On Site
October 2014
Released RFQ
for BPS Services
Oct 2014 - Feb 2015
Level 1 Workgroups
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April 2015
Level 2
Workgroup
Kickoff Meeting
You are
Here
Level 2 SME Workgroup Kickoff
May 2015
Final Level 1
Process Flows Due
To State
June 2015
Level 2
Workshops Begin
April 2015 - June 2015
Level 2 Workgroups
September 2015
Final Level 2
Process Flows Due
To State
August 2015
Requirements Due
To State
FLORIDA PALM PROJECT
BPS TEAM
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Level 2 SME Workgroup Kickoff
22 State Project FTEs
22 State FTEs
15 BPS
Support
Contractors
15 BPS
Support
Contractors
Business Process Standardization (BPS) Track
Track Support
Reporting
Stanton Beazley
Lead
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Org. Change
Management
OCM
Systems and Data
Strategy
SDS
Track Exec.
Leadership
Melissa Turner
Project Director
Project
Management
PMO
Sundar
Ramanathan
Technical Lead
Joanne Weber
PMO Analyst
Anja Allen
Technical Over.
Jordan Landreth
Procurement Supp.
Angie Robertson
BPS Manager
Track
Management
Dan Williams
Engagement Co.
Partner
Anja Allen
Engagement Lead
Nathan Frey/Mitt
Salvaggio
Engage. Rev.
Partner
Gary Schneider
Engagement CoLead
Jeff Sopshin
Quality Assurance
Key
Manager
Name
Title
State Staff
Name
Title
Consultant Staff
Name
Title
Vacant Position
Name
Title
Assets
General
Ledger
Project/
Grants
AR/Billing
Procure to
Payment
Cash/
Treasury
Budget
Payroll
Tanner Collins
Lead
Janice Jackson
Lead
Angie Robertson
Lead*
Tanner Collins
Lead
Debra Gries
Lead
Deana Metcalf
Lead
Robert Hicks
Lead
Angie Robertson
Janice Jackson
Lead*
Robert Bolton
Mark Fairbank
Process Lead
Robert Bolton
Process Lead
Mark Fairbank,
Process Lead
Robert Bolton,
Process Lead
Alden Schiller,
Process Lead
Gary Schneider,
Process Lead
TBD
Process Lead
Mark Fairbank
Process Lead
Elizabeth Chao
Manpreet Singh
Process Analyst
Elizabeth Chao
Process Analyst
Manpreet Singh,
Process Analyst
Elizabeth Chao,
Process Analyst
Robin Chichester,
Process Analyst
Jordan Landreth
Process Analyst
Joanne Weber
Process Analyst
Manpreet Singh
Process Analyst
Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
BPS Workstreams
Accounts Rec/
Billing
General
Ledger
Project/
Grants
Procure to
Payment
Tanner Collins
Lead
Janice Jackson
Lead
Angie Robertson
Lead*
Debra Gries
Lead
Robert Bolton,
Process Lead
Robert Bolton
Process Lead
Mark Fairbank,
Process Lead
Alden Schiller,
Process Lead
Elizabeth Chao,
Process Analyst
Elizabeth Chao
Process Analyst
Manpreet Singh,
Process Analyst
Robin Chichester,
Process Analyst
* Interim State Workstream Lead
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
BPS Workstreams
Budget
Payroll
Assets
Cash/
Treasury
Robert Hicks
Lead
Angie Robertson
Janice Jackson
Lead*
Tanner Collins
Lead
Deana Metcalf
Lead
TBD
Process Lead
Mark Fairbank
Process Lead
Robert Bolton
Mark Fairbank
Process Lead
Gary Schneider,
Process Lead
Joanne Weber
Process Analyst
Manpreet Singh
Process Analyst
Elizabeth Chao
Manpreet Singh
Process Analyst
Jordan Landreth
Process Analyst
* Interim State Workstream Lead
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Level 2 SME Workgroup Kickoff
Florida PALM Project Overview
BPS Workstreams
Reporting
Stanton Beazley
Lead
Technical
Support
Sundar
Ramanathan
Technical Lead
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• Provides support across all BPS Workstreams
• Will be supported by SDS Track
• Provides technical support for BPS
Workstreams
• Supported through the SDS track
Level 2 SME Workgroup Kickoff
FLORIDA PALM PROJECT
ROLE OF THE SUBJECT MATTER EXPERTS
(SME) WORKGROUP
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Level 2 SME Workgroup Kickoff
Florida PALM SME Workgroups
Roles and Responsibilities
• BPS Team
•
•
•
•
Prepare meeting materials (agendas, draft Process Flows / revisions)
Coordinate and lead meetings
Provide updated Process Flows to Agency SMEs for review
Take meeting notes and document action items for dissemination prior to next
meeting
• Agency and Department of Financial Services (A&A and Treasury) SMEs
•
•
•
•
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Possess knowledge and expertise in Process Area assigned
Attend and participate in SME Workgroup meetings
Provide input on the Process Flow(s)
Consult with other agency staff, as appropriate, for questions or data gathering
Level 2 SME Workgroup Kickoff
Florida PALM SME Workgroups
Level 2: Goals and Objectives
• Develop and Finalize Standardized Level 2 Business Process Flows
• Workgroups will to be conducted April 2015 – June 2015
• 27 agencies invited to participate
• 127 SMEs across the 10 process areas
• Workshops are planned to include all agencies June 2015
• Gather Business Requirements for Procurement
• State BPS Team and Contractor will finalize July 2015 – August 2015
• Some agency participation may be requested to review final requirements
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Level 2 SME Workgroup Kickoff
Florida PALM SME Workgroups
Focus of Workgroup Sessions
• Briefly review the Level 1 process flows
• Develop and revise content for draft Level 2 process
flows
• Follow-up on homework, as needed
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Level 2 SME Workgroup Kickoff
Florida PALM SME Workgroups
Level 2 Rules of Engagement
• Success depends on participation – share ideas, ask questions, draw
others out
• Everyone participates, no one dominates – work together
• Share your unique perspective
• Listen, to understand
• Stay at the strategic (enterprise) level
• Focus on steps in the process flow not the Roles (users) in the
process flow
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Level 2 SME Workgroup Kickoff
Florida PALM SME Workgroups
Level 2 Rules of Engagement
• Be positive and stay open to new ways of doing things.
Eliminate the following from your vocabulary:
• “That’s how we’ve always done it”
• “That’s hard”
• “I can’t”
•
•
•
•
•
Blend past with the future
With transformation, expect anxiety
Let go of the outcome
Arrive at the Finish Line together
Have fun!
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Level 2 SME Workgroup Kickoff
FLORIDA PALM PROJECT
WRAP-UP AND QUESTIONS
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Level 2 SME Workgroup Kickoff
Wrap-Up and Questions
Next Steps
• Meeting Notices will be Sent
• Draft Level 2 Process Flow and Process Model will be Sent
• Draft Level 1 will be Sent
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Level 2 SME Workgroup Kickoff
Wrap-Up and Questions
Questions
?
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Level 2 SME Workgroup Kickoff
Wrap-Up and Questions
Florida PALM Contact Information
Melissa Turner, PMP
Project Director
Florida PALM Project
Pepper Building, G08
Tallahassee, FL 32399
Office: (850) 410-9024
Melissa.Turner@myfloridacfo.com
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Angie Robertson, CPA
BPS Manager
Florida PALM Project
Pepper Building, G08
Tallahassee, FL 32399
Office: (850) 410-9029
Angie.Robertson@myfloridacfo.com
Level 2 SME Workgroup Kickoff
Wrap-Up and Questions
Florida PALM Contact Information
Visit us on the web at:
http://www.myfloridacfo.com/floridapalm
Send inquiries, comments, and suggestions to:
FloridaPALM@myfloridacfo.com
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Level 2 SME Workgroup Kickoff