InterAgency

1

• Inter-Agency
• Workgroup Meeting

May 20, 2004
2
Meeting Agenda

• Timeline of Configuration Phase Activities
• Agency Coordinator Roles as Communication
  Liaisons
• Agency Implementation Support Plan
• QA

3

• Application Software Configuration Phase
• Timeline of Activities

Robert Spooner
4
Configuration Phase Timeline of Activities
Application Software Workstream
Produce Functional Specs Reporting Conceptual
Design Data Mapping
Detail Design by Process Configuration by Process
Solution Checkpoint
Detailed Design Specification
Reporting-Functional Specs
EPM Data Model Creation
Conference Room Pilot
Test Scripts for System Testing
Final Configuration Guide
5

• Technical
• Configuration Phase
• Timeline of Activities

Charles Ghini
6
Configuration Phase Timeline of Activities
Technical Workstream
Tech. Specifications for RICE Components
(Reports, Interfaces, Conversion, Enhancements
Construct RICE Components
Unit Test RICE Components
Procure and Install 2nd Phase Hardware
Begin Performance/Load Testing
7
When will you know
8

• Organizational Change Management
• Configuration Phase
• Timeline of Activities

Todd Reid
9
Configuration Phase Timeline of Activities
OCM Workstream
End User Profile and Training Facility Assessment

Develop Agency Implementation Plans
Workforce Impact Assessment
Role Requirements
Role Mapping
Training Curriculum
End-user Training Plan
Initial Training Materials
Help Desk Plan Design
Communications
10
When will you know
11

• Agency Coordinator Role
• as
• Communications Liaison

Todd Reid
12
Presentation Agenda

• Change Readiness Survey Themes
• Communications Strategy Approach
• Communications Role Responsibilities
• Project Aspire Communications Team
• QA

13
Change Readiness Survey

• Please indicate your overall knowledge of Project
  Aspire

Lowest
Highest
2.87
14
Change Readiness Survey
Common themes

• Communicating with staff currently not involved
  in the project and incorporating issues/needs
  that have surfaced which Aspire staff are not
  aware of since Aspire staff are not involved in
  the day-to-day operations outside of the
  project.
• I think there is a general lack of communication
  on the Aspire system down to the lower personnel
  positions

15
Communications Strategy
Our communications strategy focuses on
facilitating the successful implementation of
Aspire by

• Creating awareness of benefits, priority and
  importance within the State of Florida
• Creating confidence that the project will be
  marked by open communication and knowledge
  sharing
• Creating interest in, and energy around,
  participation in the transition to new business
  processes
• Developing an understanding and commitment to the
  projects vision and objectives
• Disseminating clear and consistent information
• Encouraging two-way communication

16
Project Aspire Vision
Empowering Floridas leaders with the timely
and accurate financial information they need
when making decisions that affect peoples
lives
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Communication Vehicles
The most favored means of delivering information
to State of Florida employees are

• Electronic messaging
• Project Website
• Face-to-face
• Manager or supervisor
• Newsletter

18
Communications Role Responsibilities
Agency Coordinators will play a crucial role in
Project Aspire by

• Actively working with the Communications Team,
  AIT AIST (Agency Advocate)
• Assisting in the coordination and delivery of
  Project Aspire awareness events such as Town Hall
  meetings, road-shows, etc.
• Assisting with the execution of the
  Communications Plan
• Creating communication opportunities, information
  days, etc.
• Identifying the most effective methods/vehicles
  to effectively reach out to agency employees
• Promoting the new way of doing business
• Serving as a point of contact/reference within
  his or her respective agency
• Staying knowledgeable by reading Project Aspire
  newsletters, the web site, attending IWG
  meetings, etc.

19
How We Work Together

• Communications Team
• Helps identify, establish and utilize a strong
  network of communications channels
• Helps coordinate and disseminate communications
  collateral
• Helps highlight and communicate project success
  stories
• Will also help at identifying facilitating
  two-way communication feedback channels

• Agency Coordinators
• Assist with coordinating agency specific Town
  Hall Events (e.g. Processes Systems) with the
  communications team
• Assist the communications team with disseminating
  respective Agency Event Kits
• Assist with disseminating timely, clear, concise
  and comprehensive information targeted to the
  right people at the right time

20
Project Aspire Communications Team
You can contact the team through the projects
email Aspire_Inbox_at_dfs.state.fl.us or by working
directly with your assigned Agency Advocate.

• Mary Beth VeRost, 413-4680, verostm_at_dfs.state.fl.u
  s
• Elisa Durfee, 413-4628, durfeee_at_dfs.state.fl.us
• Chris Jones, 413-4647, jonesc1_at_dfs.state.fl.us

21

• QA

22

• Agency Implementation
• Support Plan (AISP)

Christina Smith
23
Presentation Agenda

• Presentation Objectives
• Purpose of the Agency Implementation Support Plan
• Project Aspire Implementation Support
• Implementation Support Tools
• Agency Implementation Support Roles
• Agency Implementation Team (AIT) Activities
• Key Points to Remember
• QA

24
Presentation Objectives

• Understand how Project Aspire will support
  agencies with their implementation and go-live
• Understand key components of the AISP
• Understand key Agency Implementation Team (AIT)
  roles and activities

25

• Purpose of the AISP

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Purpose of the AISP

• Articulate key information to assist with
  implementation planning and completion
• Roles responsible for implementation activities
• Implementation activities
• Timeframe for implementation activities
• Describe how Project Aspire will support agencies
  before and during implementation

27
Purpose of the AISP

• Agency Implementation Support Plan is a precursor
  to the Agency Implementation Guidebook
• The guidebook will be a road map for key agency
  activities and responsibilities
• The guidebook will contain agency-specific steps
  for implementation
• Guidebook development will begin with agencies in
  October 2004, and final release will be in
  January 2005

28

• Project Aspire
• Implementation Support

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Project Aspire Implementation Support

• Project Aspire will provide Agency implementation
  support in the following areas

System Setup
Process Design
Agency Readiness
Data Conversion
End-user Support
Testing
End-user Training
Interface Design
30

• Implementation Support Tools

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Implementation Support Tools
Process Design
32
Implementation Support Tools
Role Mapping
33
Implementation Support Tools
Data Conversion
34
Implementation Support Tools
Interface Design
35
Implementation Support Tools
Testing
36
Implementation Support Tools
System Setup
37
Implementation Support Tools
Agency Readiness
38
Implementation Support Tools
End-user Training
39
Implementation Support Tools
End-user Support
40

• Agency Implementation Support Roles

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Overview of Roles
42

• Agency Implementation Team (AIT) Activities

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AIT Activities
Process Design
Disseminate Conceptual and Detailed Design
Attend Solution Checkpoint
Analyze Reporting Requirements

• Support Methods
• Conceptual Design
• Detailed Design
• Solution Checkpoint
• New Statewide Policies
• Agency Implementation Guidebook

Analyze Policies and Procedures
44
AIT Activities
Role Mapping
Role Mapping Orientation
Role Mapping and Review

• Support Methods
• Learning Management System (LMS)
• Role Mapping Instructions
• Agency Implementation Guidebook

45
AIT Activities
Data Conversion
Disseminate Chart of Accounts Structure
Review Straw Chart of Accounts Values

• Support Methods
• Detailed Design
• Data Cleansing Instructions
• Data Conversion Instructions
• Data Mapping Instructions
• Agency Implementation Guidebook

Data Mapping Orientation
Data Mapping
Data Cleansing
Data Conversion and Review
46
AIT Activities
Interface Design
Interface Analysis
Interface Development (Sep through Wave
Integration Testing)
Business System Analysis
Business System Remediation

• Support Methods
• Interface Design Instructions
• Interface Design Exception Reports
• Agency Implementation Guidebook

Interface Validation (Jan through
Wave Integration Testing)
47
AIT Activities
Testing
Review Test Plans and Scripts
Participate In Testing

• Support Methods
• Test Plans
• Test Scripts
• Agency Implementation Guidebook

48
AIT Activities
System Setup
Attend Security Orientation
Setup and Verify Security
Agency-specific System Setup

• Support Methods
• Agency System Setup Instructions
• End-user Profiles
• Agency Implementation Guidebook

49
AIT Activities
Agency Readiness
Implement Agency Communication Plan
Develop and Utilize Agency Implementation
Guidebook
Attend AIT Training
Build Agency Cut-Over Plan (Feb - May 05)
Conduct Manager and End-user Prep Events (Apr -
Nov 05)

• Support Methods
• Communications Tools
• Manager Prep Events
• End-user Prep Events
• AIT Orientation
• Change Readiness Action Plan

• Agency Issue Resolution and Risk Management
  Strategies and Tools
• Readiness Tools
• Agency Implementation Guidebook

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AIT Activities
End-user Training
Training Registration
End-user Training Sessions
Training Labs
Agency-specific Training (Mar - Oct 05)

• Support Methods
• Learning Management System (LMS)
• Computer-based Training
• Instructor-led Training
• Agency Implementation Guidebook

51
AIT Activities
End-user Support
Agency SWAT Team
Support Labs
Lessons Learned Events

• Support Methods
• SWAT Team Orientation
• Lessons Learned Events
• Agency Implementation Guidebook

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Key Points to Remember

• Every Agency is involved in this effort
• The Aspire Project Team will provide support
• We know this is a challenge
• We are here to help your Agency
• Let us know when your Agency needs assistance
• Contact your Agency Advocate or an Agency
  Implementation Support Team Lead

53

• QA