FOCAS Future of the Central Accounting System

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FOCAS Future of the Central Accounting System

• Agency Feedback Session
• Payments
• April 16, 2004

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Agenda

• Welcome, Introductions Logistics
• Reconnect Scope
• Current World vs. New - New Concepts
• Scenarios
• Business Process Model Review
• By scenario
• Business Object Model Review
• Closing
• Next Steps

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Session Definition Scope

• Agency input to or output from CAS
• All payments

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Session Definition Context

• Within the subject areas of our sessions,
• Spending Authority
• Accounting Structure
• Agreements
• Vendor Repository
• Payments ?We are here
• Revenue, Financial Reporting, Fringe Benefits

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Session Definition Context

• Within the methodology,
• Definition
• Analysis ?We are here
• Design
• Realization
• Implementation
• Production

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Session Definition Context

• Emphasis on information needs business
  processes- not the technology, forms, etc.
• Terminology often different from what is used
  today
• More precise
• More descriptive
• May not be used in the solution
• Overall goal determine your information needs
  in a perfect world
• Although we cant promise you will get it all!

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Information Analyzed

• Current System Inputs
• Bulk Load T304 AC916
• Bulk Load T301 AC1073
• Bulk Load T301 AC1171
• Bulk Load T302 AC1172
• Bulk Load PCM AC1319
• AC92 AC1366
• AC93 AC1803
• AC132 AC2048
• AC148 AC2373
• AC157 AC2395
• AC160 AC2396
• AC250 AC2397
• AC874 AC3031
• AC889 AC3092
• Assessment of all the opportunities for
  improvement gathered from many stakeholders

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Review
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Review
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Current World
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New World Agreement Payments

• Agreement payment a payment to a vendor based on
  an agreement with a State agency.

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New World Formal Informal Agreement Payments

• Formal agreement payment a payment to an
  individual or organization based on a formal
  agreement (i.e. above the threshold)
• Informal agreement payment a payment to an
  individual or organization based on an informal
  agreement (i.e. below the threshold)

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New World Non-agreement payments

• Non-agreement payment all other payments

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Additional Key Messages

• We want to eliminate redundant data entry by
  storing appropriate information.
• We want to enable consistent, accurate reporting
  regarding those with whom the State does business
  and/or makes payments.

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Anticipated Benefits to Agencies

• More accurate information regarding payment
  status
• More complete payment history
• Facilitate discounts for expedited payments

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Key Points about Business Models

• Proposed new world
• Logical models not physical
• Business models not technical Models (i.e. not a
  database Model)
• Look at the world from specific points of view
• Process
• Information/Objects
• All of the models were reconciled to ensure that
  we have a comprehensive view of the business

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Scenarios for Payments

• Payment request for an informal agreement
• submit 1st invoice for a vendor
• Submit 2nd invoice for a vendor
• Payment request for a formal agreement (contract
  with Carter Equipment for 2,000,000)
• Payment request to pay a managed non-vendor
  (School aid payments to local school districts)
• Funds are appropriated, banking information is on
  file
• Payment request to pay a non-managed legal
  entity (Tax refund to be paid electronically)
• Non-appropriated payment
• Payment request to a vendor or agreement with a
  claim (e.g. lien, hold, offset)

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Business Process Model

• See handout.

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Business Object Model

• See handout.

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Next Steps

• Within the methodology,
• Spending Authority
• Accounting Structure
• Agreements
• Vendor Repository
• Payments
• Revenue, Financial Reporting
• Fringe Benefits ?We go here

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Next Steps

• If you have further feedback, send to
  FOCAS_at_osc.state.ny.us
• FOCAS Project Team will review your comments and
  feedback
• There will be a summary meeting to review
  feedback and results

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Thanks for Attending