LaGOV LaGOV Version 2.0 Updated: 8/30/2008 Agenda Logistics, - PowerPoint PPT Presentation

Project Systems Project Systems Project Systems Project Accounting Project Accounting Project Accounting October 7 October 7- -9, 2008 9, 2008 October 7-9, 2008 LaGOV LaGOV Version 2.0 Updated: 8/30/2008

Agenda  Logistics, Ground Rules & Introduction  Project Timeline  Workshop Objectives  Business Process Review – Process overview – AS-IS process flow – Current system alignment – Process improvement opportunities – SAP terms glossary – SAP concepts & functionality – Business process flow – Leading practices – Enterprise readiness challenges  Next Steps – Action items  Questions 2

3 Before we get started ... Logistics

Ground Rules  Has everybody signed in?  Everybody participates – blueprint is not a spectator sport  Silence means agreement  Focus is key – please turn off cell phones and close laptops  Challenge existing processes and mindsets  Offer suggestions and ideas  Think Enterprise  Ask questions at any time  One person at a time please  Timeliness – returning from break  Creativity, cooperation, and compromise 4

Introduction  Roles  Process Analyst and Functional Consultant – lead and facilitate the discussions and drive design decisions  Documenter – take detailed notes to support the formal meeting minutes to be sent by the Process Analyst to all participants for review and feedback  Team Members – provide additional support for process discussions, address key integration touch points  Subject Matter Experts – advise team members on the detailed business process and participate in the decisions required to design the future state business process Round the Room Introductions Name Position Agency 5

Project Phases  Five Key Phases Preparation Realization Preparation Business Blueprint Go Live Support Project Final and • Strategy & Approach Defined • Development & Unit Testing • Go-Live Support • Project Team Training • Integration Testing • Performance Tuning • End-User Training Materials • Business Process Definition • User Acceptance • Development Requirements • Technical Testing • End-User Training • Conversion 6

Project Organization - Functional Teams Finance Leads Logistics Leads Linear Assets Leads Beverly Hodges – Finance Lead Belinda Rogers – Logistics Lead Mark Suarez – Agile Assets Lead Drew Thigpen – Finance Lead Jack Ladhur – Logistics Lead Charles Pilson – Consulting Lead Mary Ramsrud – Consulting Lead Brad Denham – Consulting Lead General Ledger Accounts Payable Accts Receivable Cash Management Cost Accounting Funds Management Charlie Davis Grants Mgt John Hodnett Project Systems Larry Hofstad Asset Accounting Christine Lee Grantor Budget Prep Real Estate Management 7

Blueprint Objectives  Review and discuss the current or As-Is business processes • Which helps to drive out the Business requirements Business requirements • As well as the integration points integration points with other processes  Define Master Data • Address key integration points • Support organizational requirements • Consistent and appropriate use of data fields  Define Future or To-Be business processes based on: • Best Practices inherent in SAP • Intellectual capital from other SAP implementations • State business requirements  Identify development requirements • Which could result in the need for a form, report, interface, conversion, enhancement, or workflow (FRICE-W)  Understand and communicate any organizational impacts / Enterprise Readiness challenges  Gather system security authorizations and district-wide training requirements 8

Future Work Sessions Work Title Business Process Goals Session Date - Process for posting costs from Purchase Requisition, Purchase Order, Goods Receipt, to Invoice 10/07/08- FI-PS-006 Project Accounting - Integration with Human Resources for time entry 10/09/08 - Integration with Plant Maintenance for project related work orders - Discuss process for Federal Highway projects 10/14/08- FI-PS-007 FHWA Billing - Define FHWA requirements 10/15/08 - Options for Federal Aid Billing in SAP - Discuss the process for capital project planning FI-PS-005 Project Planning 10/29/08 - Identify level of planning (Annual, Overall, Cost Element, etc) - Identify plan versions required to track history of original and revised - Automated settlements to Assets under Construction and final assets Capital Projects Periodic 11/12/08- - Process for project closeout FI-PS-009 Processing 11/13/08 - Define roles and processes for defining settlement rules and executing periodic processing - Reporting requirements to effectively manage projects 11/19/08- FI-PS-008 Project Management - Standard reports versus BI reports 11/20/08 - Detail the use of Networks and Activities for scheduling PS Validation Session: December 10-11 9

Work Session Objectives  Review current As-Is process for capturing expenditures and salary against projects  High level overview of how various postings occur in the Project Systems module – Purchasing (Integration with SRM) • Contracts • Purchase Requisitions • Purchase Orders – Invoicing (Integration with AP) – Time Entry vs. Overhead (Integration with HR) – Grant Funded Projects (Integration with GM)  Determine the To-Be processes for these postings to projects, along with roles and responsibilities associated with them  Identify any project specific requirements and communicate integration points to the appropriate team 10

As-Is Process Overview (Construction Contracts) Process : DOTD – Contract Services File : Construction Contracts - Final v03[1].vsd Sub-Process : Construction Contracts Date : 10/7/2008 Prepared by : Salvaggio, Teal & Associates Page : 1/5 Send letter & Create an Distribute bid copy of proposal Apparent Low returnables to Contractor Bid letter Project Control Receive Send Create a Send Rejection official low Concurrence Concurrence Prepare letter to all bid list letter & bid C End bidders letter if an entity Rejection letter tabulations is involved Create an Send Irregular Receive Irregular Bid bid letter response letter Receive Items letter Entity Receive letter & Respond with a bid tabulations letter Irregular Bidder Receive Irregular bid letter End Contractor Receive letter & copy of proposal Sr. Technician Return items Engineer / No Receive bid Did Chief A returnables Engineer OK Yes project? 11

DOTD As-Is Process Overview (Consulting Contract Services – Invoicing ECTS) 12

DOTD As-Is Process Overview (Contracts Payable – Pay Contractor) 13

DOTD As-Is Construction Invoice process  Project Engineer creates Estimate in Site Manager (TRNS.PORT) with concurrence from the Contractor  PE creates Lotus Notes thread for approvals  Approved Estimate is received in Construction Audit for processing  Engineering Tech creates Standard State Invoice(s) for the Estimate and forwards to Financial Services for payment  Contracts Payable unit enters invoice into system to create check for the vendor (contractor), posts to Excel spreadsheet for tracking 14

FPC As-Is Process Overview (Planning and Design Phases) Process : Office of Facility Planning & Control Process Name: Project Management Sub-Process : Project Initiation – Planning & Design Phases Date : 10/1/2008 Prepared by : Salvaggio Teal & Associates Page : 1/2 Filename: PM - Planning & Design Phasesv01.vsd Accounting User Request N Return to Review Project Is Funding Requester Request Available? END Y Assistant Director Designer Y Scope of Work Selection Issue Contract Adequate? Process Receive Vendor Vendor A Packet Receive Contract Project Manager PM meets with Contract Assigned Bid Documents Designer in Pre- Design Phases to PM Conference (Iterative Process) (Iterative) Contract Administrator Award Y Does Vendor Construction Procurement Prepare Vendor Meet Contract Process Packet Requirements N 15

FP&C Project Accounting – Project setup, Planning and Design  Capital Outlay Section sends notice of funding approved by Bond Commission to Accounting Section  Accounting posts funding in AFS  Assistant Director notifies Accounting Section of award of Design Contract after selection process is complete  Accounting records contract in CFMS, encumbers funds in AFS  Project Manager receives/approves invoices from designer, forwards to Accounting for processing  Accounting receives/processes invoices, updates CFMS, AFS 16