California Department of Fish

1
California Department of Fish GameProcurement
Payment System

• Overcoming Information Management Hurdles
• Crilly Butler, Jr. Ravi Verma
• February 18, 2003

2
Overview

• Introductions
• In the PERFECT World
• In the REAL World
• Resource Constraints
• Process Constraints
• Compromises and Solutions
• Summary of Success
• Questions and Answers

3
Introductions

• Crilly Butler, Jr., MA
• Senior Information Systems Analyst
• Dept. of Fish and Game
• [phone]
• cbutler_at_dfg.ca.gov

4
Introductions

• Ravi Verma
• Managing Principal Consultant
• Telecommand Software and Services
• [phone]
• ravi.verma_at_telecommand.com

5
In The PERFECT World

• Distributed workload
• No duplication of effort
• Paperless
• Electronic signatures
• Unattended dataflow between systems
• Electronic transfer of funds

6
In The REAL World

• Centralized Workload Bottlenecks
• Redundant Effort
• Paper-Intensive
• Original Signatures Required
• Manual System-to-System Interfaces
• Payment via Warrant or Check

7
In The PERFECT World

• Distributed workload
• No duplication of effort
• Paperless
• Electronic signatures
• Unattended dataflow between systems
• Electronic transfer of funds

8
Centralized Workload Bottlenecks
9
Distributed Workload
10
In The Perfect World

• Distributed workload
• No duplication of effort
• Paperless
• Electronic signatures
• Unattended dataflow between systems
• Electronic transfer of funds

11
Redundant Effort
Purchaser
Supervisor
Manager
Clerical
Enter All Request Data
Review Purchase Request
Approve Purchase Request
Enter All Order Data
Print and Mail Order
SCO
Vendor
Submit Invoice
Submit Claim Schedule
Enter All Invoice Data
Approve Invoice for Payment
Enter Claim Schedule Data
Deliver Products Or Services
Enter All Delivery Data
Purchaser
Manager
Auditor
Purchaser
12
No Duplication of Effort
Purchaser
Supervisor
Manager
Clerical
Enter Request Data
Review Purchase Request
Approve Purchase Request
Create Order
Print and Mail Order
SCO
Vendor
Submit Invoice
Submit Claim Schedule
Enter Date and Invoice
Approve Invoice for Payment
Create Claim Schedule
Deliver Products Or Services
Enter Date and Quantity
Purchaser
Manager
Auditor
Purchaser
13
In The Perfect World

• Distributed workload
• No duplication of effort
• Paperless
• Electronic signatures
• Unattended dataflow between systems
• Electronic transfer of funds

14
Paper-Intensive
15
Paperless
16
In The Perfect World

• Distributed workload
• No duplication of effort
• Paperless
• Electronic signatures
• Unattended dataflow between systems
• Electronic transfer of funds

17
Original Signatures Required
Purchaser
Supervisor
Manager
Clerical
Enter All Request Data
Review Purchase Request
Approve Purchase Request
Enter All Order Data
Signature(s)
Print and Mail Order
Signature(s)
Signature
Signature
Vendor
SCO
Submit Invoice
Submit Claim Schedule
Signature
Signature
Signature
Signature
Enter All Invoice Data
Approve Invoice for Payment
Enter Claim Schedule Data
Deliver Products Or Services
Enter All Delivery Data
Purchaser
Manager
Auditor
Purchaser
18
Electronic Signatures
Purchaser
Supervisor
Manager
Clerical
Enter Request Data
Review Purchase Request
Approve Purchase Request
Create Order
Print and Mail Order
Electronic Signatures Enabled
Vendor
SCO
Submit Invoice
Electronic Signatures Enabled
Submit Claim Schedule
Enter Date and Invoice
Approve Invoice for Payment
Create Claim Schedule
Deliver Products Or Services
Enter Date and Quantity
Purchaser
Manager
Auditor
Purchaser
19
In The Perfect World

• Distributed workload
• No duplication of effort
• Paperless
• Electronic signatures
• Unattended dataflow between systems
• Electronic transfer of funds

20
Manual Interfaces
21
Unattended Dataflow
22
In The Perfect World

• Distributed workload
• No duplication of effort
• Paperless
• Electronic signatures
• Unattended dataflow between systems
• Electronic transfer of funds

23
Payment Via Warrant or Check
24
Electronic Transfer of Funds
25
In The PERFECT World
Purchaser
Supervisor
Manager
Clerical
Enter Request Data
Review Purchase Request
Approve Purchase Request
Create Order
Print and Mail Order
Electronic Signatures Enabled
Vendor
SCO
Submit Invoice
Electronic Signatures Enabled
Submit Claim Schedule
Enter Date and Invoice
Approve Invoice for Payment
Create Claim Schedule
Deliver Products Or Services
Enter Date and Quantity
Purchaser
Manager
Auditor
Purchaser
26
In The REAL World
Purchaser
Supervisor
Manager
Clerical
Enter Purchase Request
Review Purchase Request
Approve Purchase Request
Submit Order
Print and Mail Order
Electronic and Manual Signatures
SCO
Payment Mailed to Vendor
Vendor
Mail Invoice
Mail Claim Schedule
Electronic and Manual Signatures
Enter Delivery Information
Approve Invoice for Payment
Create Claim Schedule
Enter Date and Quantity
Deliver Products Or Services
Purchaser
Manager
Auditor
Purchaser
Electronic
Paper/Manual
27
Resource Constraints

• No Internal Expertise in Web Development
• Uneven Application Development Legacy
• Difficulty Getting Authorization for End-User
  Participation
• Department-Wide Resistance to Change
• Few Internal Standards

28
Resource Constraints (cont.)

• IT Understaffed and Underfunded
• Heterogeneous Infrastructure
• Lack of Secure Computing Environment
• No Technical Writers for Documentation
• No Training Staff to Conduct Training

29
Process Constraints

• Interface to CalStars Required for Departmental
  Accounting
• Interface to SCO Required for Issuing Payments
• Hardcopy and Original Signatures Required by SCO
• System Implementation must Coincide With New
  Fiscal Year

30
Compromises and Solutions
31
The Wealth Of Nations

• Division of Labor
• End-users
• Programmers
• Analysts
• Supervisors
• Managers
• Consultants
• Technical Writers

Adam Smith
32
Assembly Line

• Bring Work to the Workers
• Fund Balances Prior to Purchase
• Task Lists for Users and Managers
• Management Reports at Their Fingertips

Henry Ford
33
Distribution of Management Labor

• Decentralization of Management
• Decentralization of Data
• No Islands of Information
• Data-Owners Maintain Shared Data

Alfred P Sloan
34
Mother of All Bureaucracy

• Prevention of Loss of Lives
• Bureaucracy-- Respect and Adapt
• Work Within the System
• Make the Most of Available Opportunities

35
Our Game Plan

• Division of Labor
• Bring Work to the Workers
• Division of Management Labor
• Tenacious Respect for Bureaucracy
• Agile But State-of-the-Art Development
  Methodology
• User Friendliness of the System
• Dont Just SatisfyDelight!

36
Division of Labor

• Metal Pins versus Purchase Documents
• Purchase Requests Entered by the Requester
• Invoice Entered by Vendor
• Delivery Recorded by the Purchaser
• Payment Audited by the Auditor

37
Bring Work to Workers

• Robust Workflow with Automatic Notification
  Option
• Prioritized Task Lists for All Action Items
• Provide All the Information Necessary to Act
• Simplify and Reduce

38
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40
Division of Management Labor

• Robust Management Reporting
• Built-in Fund Balance
• Necessary Information at Managers Fingertips
• Automated Approval Hierarchy
• Accountability for All Transactions

41
Tenacious Respect for Bureaucracy

• All Documents Can Be Printed in DGS- or
  SCO-Prescribed Formats
• Adherence to CalStars Data Formats
• Delivery of Claim Schedule Hard-Copy per SCO
  Requirements
• Incorporation of SAM Requirements
• Flexibility as Departmental Procurement
  Guidelines Change

42
User-Friendly System

• Thorough Review of the Business Processes
• Inclusion of Industrys Best Practices
• Adoption of Cutting Edge Technologies
• Involvement of Users in the Entire Process of
  Development
• Team Comprised of the Best and the Brightest
• Adoption of CPI (Continuous Process Improvement)

43
Summary of Success

• The System has been well received
• Bridges Built Between Business Units and IT
• Cooperative Relationship Established Between
  Regional Offices and Headquarters
• User Empowerment
• Talk the Talk Walk the Walk

44
Questions and Answers