Spetember 2004 sponsor meeting presentation

1
State of ConnecticutCore-CT Project Agency
Readiness Meeting Financials Phase 2 September
9, 2004
2
Agenda Team Updates
Welcome
Gale Mattison
Updates
Gale Mattison Holly Osburn Brian Pierz
Overall Status Training Team Conversion /
Interface Workshops
Agency Readiness Updates
Agency Status and Follow Up Upcoming Tasks
Brenda Halpin Brenda Halpin

Summary / Next Steps
Brenda Halpin
3
Overall Status
Schedule
Since we last met as a sponsor group in April,
the Phase 2 schedule has been defined as

• Billing January 2005 Implementation
• - Current activities include
• Gathering Configuration Data
• Determining Interface / Conversion Requirements
• Preparing for Product Test
• Developing Training Materials
• Asset Management and Inventory July 2005
  Implementation
• - Working with agencies to gather conversion
  data for both modules
• Projects and Contracts Planned for July 2006

4
Overall Status
Core-CT Financials Team Structure
Weve changed the project team structure to
ensure alignment between production and
development for Financials
Core-CT Financials Team Elaine Pelletier John
Harnick
Interfaces and Conversion Team Donna Camillone
Supply Chain Team Joann Bellamo
Financial Modules Team Dona Black
Development Team Ed Sullivan
Training / User Support Team Holly Osburn
E-Procurement Purchasing Catalog Management Asset
Management Inventory
Accounts Payable Accounts Receivable General
Ledger Billing Projects Contracts
Production Support New Development
Level 2 Help Desk Training Development Training
Delivery
5
Agenda Team Updates
Welcome
Gale Mattison
Updates
Gale Mattison Holly Osburn Brian Pierz
Overall Status Training Team Conversion /
Interface Workshops
Agency Readiness Updates
Agency Status and Follow Up Upcoming Tasks
Brenda Halpin Brenda Halpin

Summary / Next Steps
Brenda Halpin
6
Training Approach
Billing Implementation Timeline
The Billing Training Approach timeline focuses on
addressing user support both before and after
Go-Live in January.
Go-Live
Training Team Development Activities
End User Activities
7
Training Approach
Training Activities
The activities and timing that make up our
overall training approach for Billing are

• Activities Audience Timing
• Business Process Workshops Management 9/28
  10/7
• Pre-Training Sessions Super Users 11/15 11/24
• Business Process Overviews All Users mid-November
  (ongoing)
• Hands-On Training All Users mid-December into
  March
• Sandbox Rollout All Users December
• Production Support Labs All Users January (after
  go-live)
• Reporting and Inquiry Training Reporting
  Users mid-February

8
Training Approach
Billing Business Process Workshops
The first end user activity shown on the timeline
is the Business Process Workshops, similar to
those held during Phase 1.

• Objectives
• Communicate New / Modified Business Process (as
  applicable to attendees)
• Billing External Customers
• Processing Transfer Invoices
• Communicate and Identify Agency Impacts
• Validate / determine End Users by Agency
• Participants
• Management level personnel (decision makers)
• Activities and Timing
• Held 9/28 through 10/7 invitations to be
  distributed beginning tomorrow
• Half Day Sessions which include
• Business Process Presentation
• Agency Impacts and User Validation

9
Training Approach
Billing Pre-Training Sessions
Pre-Training Sessions give super users the
opportunity to view the system sooner and ensure
agency-specific data is in the Sandbox.

• Objectives
• Provide Super Users with Self-Paced training in
  Sandbox environment
• Populate the Billing Sandbox with Agency Specific
  Data Dependent upon completion of Tasks 107 and
  108 by Agencies
• Test Job Aids, WLA documents and other training
  materials
• Collect agency specific training points to be
  covered by instructors
• Participants
• Super Users
• Activities and Timing
• Held 11/15 through 11/24 invitations to be sent
  in October after Super Users are identified by
  agency Sponsors
• Full day session Includes data entry and
  discussion with training team members. Held on
  site at Core-CT.

10
Training Approach
Business Process Overviews
As discussed at the sponsor meeting in April, we
are changing how we deliver Process Overview
training

• Objectives
• Introduce Core-CT (New users only applicable to
  any Financial End User)
• Introduce and explain the business processes for
• Billing External Customers
• Processing Transfer Invoices
• Participants
• All Billing Module Users
• Activities and Timing
• Delivered as narrated, self-paced presentations
  that can be available at your desktop (requires
  Media Flash installation and speakers), in your
  agency training rooms and at Core-CT training
  room, as needed
• Will contain a mechanism for users to test their
  knowledge
• Requires agencies to ensure that end users have
  taken this prior to attending hands-on training

11
Training Approach
Hands-On Training
We are changing how we deliver hands-on training
to eliminate environment issues

• Objectives
• Learn and execute the hands-on transactions
  related to billing. There are 2 full day classes
  Enter Bills and Generate Invoices Maintain
  Bills.
• Communicate agency-specific information, with
  Super User assistance
• Participants
• All Billing Module Users
• Activities and Timing
• Training to begin in mid-December. Continues
  through February, as needed.
• Differences in Delivery
• Training is stand-alone and not executed in a
  training database
• Power point presentation around hands-on
  transactions look and feel of a system without
  actually being in one.
• Eliminates environment issues and enables
  training team to make critical updates during
  delivery timeframe

12
Training Approach
Sandbox
The sandbox will enable users to practice Billing
transactions, using agency configuration data if
it is provided in time by their agency.

• Objectives
• Practice billing related transactions using
  agency provided configuration data
• Participants
• All Billing Module Users
• Activities and Timing
• Delivered in December, as hands-on training
  begins
• Differences in Delivery
• Users will not be practicing the exact
  transactions performed in class i.e. the data
  that is in the exercises in class will not
  necessarily be in the sandbox.
• Communications will be developed to explain what
  is in the sandbox, how users can make the most of
  it, etc.

13
Training Approach
Production Support Labs
Once the Billing module has gone live, we will
offer Production Support Labs at least one day a
week, based on end user needs.

• Objectives
• Provide support to end users performing
  transactions in production
• End users bring real work and problems to labs
  at Core-CT for support where there is a large
  audience for support, labs may be conducted at
  agencies
• Participants
• All Billing Module Users
• Activities and Timing
• Delivered after go-live on a weekly basis
• Continue delivery through March, as needed

14
Training Approach
Reporting and Inquiry Training
Reporting and inquiry training will be delivered
after go live, using production data.

• Objectives
• Learn report and inquiry usage once transactional
  data entry has begun
• End users focus on transactional activities and
  requirements up front (putting information in)
• End users then focus on reports and looking up
  information (getting information out)
• Participants
• Billing Module Users management level,
  supervisors, etc.
• Activities and Timing
• Delivered after go-live and through March, as
  needed

15
Training Approach
Next Steps
Please be sure that the right people from your
agencies attend the applicable activities as we
go forward.

• BPWs
• Invitations out beginning tomorrow RSVPs due for
  Friday, 9/17
• Management level personnel to attend (decision
  makers that know the current business processes
  for AR and Billing)
• Tasks 107 and 108
• Ensure that your agencys task(s) are completed
  ASAP
• Product Test has begun youll want your
  agencys configuration data to be tested
• The more agency data we have, the more realistic
  the sandbox can be for your agencys users.
• Super User Identification
• After BPWs, we will ask you to identify your
  Super User(s). We will send them information
  regarding the Pre-Training Sessions and their
  role as a Super User.

16
Agenda Team Updates
Welcome
Gale Mattison
Updates
Gale Mattison Holly Osburn Brian Pierz
Overall Status Training Team Conversion /
Interface Workshops
Agency Readiness Updates
Agency Status and Follow Up Upcoming Tasks
Brenda Halpin Brenda Halpin

Summary / Next Steps
Brenda Halpin
17
Conversion / Interfaces
Workshop Information
There are Conversion workshops scheduled at
Core-CT in East Hartford as follows to guide
agencies working on Tasks 104 and 106.

• Inventory 9/16/2004 from 830 am to 400 pm
• Task 106 Inventory Conversion Data Mapping
• Agencies invited CME, DAG, DCF, DCP, DEP, DMR,
  DMV, DOC/CEC, DOL, DOT, DPS, DSR, DVA, MHA/CVH,
  SDE, SOS
• Asset Management 9/22/2004 or 9/29/2004 from
  830 am to 400 pm
• Task 104 Asset Management Conversion Data
  Mapping
• Audience on 9/22/2004 Agencies currently using
  FoxPro, MS Access or custom legacy systems
• Audience on 9/29/2004 Agencies currently using
  EIS or MS Excel legacy systems
• Invitations have been sent by your ARCs. Please
  notify your ARC who will be attending, if you
  have not already done so.

18
Agenda Team Updates
Welcome
Gale Mattison
Updates
Gale Mattison Holly Osburn Brian Pierz
Overall Status Training Team Conversion /
Interface Workshops
Agency Readiness Updates
Agency Status and Follow Up Upcoming Tasks
Brenda Halpin Brenda Halpin

Summary / Next Steps
Brenda Halpin
19
Agency Status Current Tasks
There are 4 past due Financials Phase 2 task that
agencies are still working on and 2 tasks that
are due in October.
20
Upcoming Tasks
Completion of the following upcoming tasks should
be reported in the Agency Readiness Tracking
Tool.
The full list of tasks your agency is requested
to complete can be found in the Agency Readiness
Tracking Tool.
21
Task 110 Provide Payment Schedule Values
22
Task 111 Billing Enter Customers
Note State or Federal agencies are already set
up as customers from Phase 1 implementation.
23
Agenda Team Updates
Welcome
Gale Mattison
Updates
Gale Mattison Holly Osburn Brian Pierz
Overall Status Training Team Conversion /
Interface Workshops
Agency Readiness Updates
Agency Status and Follow Up Upcoming Tasks
Brenda Halpin Brenda Halpin

Summary / Next Steps
Brenda Halpin
24
Summary
Today we have covered

• Overall Status
• Training Team Update
• Configuration Tasks
• Conversion / Interface Workshops
• Agency Status and Follow Up
• Upcoming Tasks
• Summary and Next Steps

25
Next Steps
Thank you for your participation today. We look
forward to continuing our work together to make
Core-CT a success!

• Look for this presentation on the Core-CT website
  (http//www.core-ct.state.ct.us/)
• Next meeting To be announced