SCEIS Overview COR100 Chris Shuman, Instructor

1
SCEIS Overview (COR100)Chris Shuman, Instructor
End User Training Phase FF2
September 2008
2
Welcome to Class!

• Introductions
• Ground Rules
• Why We Have Formal Ground Rules
• Course Agenda
• Key Goals/Changes
• Things to Remember
• Mission Statement

3
Ground Rules

• Formal Ground Rules for all SCEIS Training
• Sign the attendance sheet.
• Feel free to ask questions.
• Turn off your cell phones and pagers.
• No email or Internet usage during class except at
  breaks.
• Enjoy training and learning.
• Network with your peers from other Agencies.
• Complete course evaluation at the end of
  training.
• -Use the uPerform system and the Practice System.

Again, Please Ask Questions
4
Why Do We Have Ground Rules

• Together , we are changing the States business
  processes.
• SAP will facilitate this change in business
  processing.
• Without proper training and practice, you will
  not be able to perform your work in SAP.
• More importantly, you will not receive your
  credentials to access the system until you have
  attended and satisfactorily completed your
  training curriculum.

5
Course Agenda

• Overview
• Module 1 Project Background
• Module 2 Implementation Scope
• Approximate Course Time
• 1 hour

6
Key Goals/Changes of SCEIS Project

• Standardize and streamline the States business
  processes based on best practices .
• Support the creation of a paperless work
  environment.
• Empower decision-makers by providing timely and
  convenient access to information.
• Create efficiencies and cost savings through a
  single computer platform and service desk,
  employee and manager self service, workflow, etc.
• Create a foundation on which enterprise and
  multi-agency projects can be envisioned/implemente
  d.

7
Key Concepts/Things to Remember

• Dont ever practice in the production system.
• Learn a new vocabulary - for example
• Shopping Cart and Sourcing Cockpit
• Documents can now be electronic, imaged or paper
• The implementation of SAP is limited by having to
  interface with STARS (detailed vs. summary
  level).
• This dictates the SAP functionality that can be
  rolled out.
• Transactions may be cumbersome in some areas,
  just to accommodate the STARS/SAP interface.

Please do not experiment with other ways to do
these transactions. They may not go through the
interface. Notify your Agency Advocate.
8
SCEIS Mission Statement

• The South Carolina Enterprise Information System
  will standardize and streamline business
  processes within the government of South
  Carolina using best business practices to
  achieve cost-effective and efficient delivery of
  services.
• Timely, accurate and complete information
  provided through SCEIS will empower
  decision-makers to improve the way government
  works for the citizens of South Carolina.

9
Module 1 Project Background
10
Module 1 Learning Objectives

• Upon completion of this module, you should be
  able to
• Understand how SCEIS is structured.
• Understand past implementation initiatives.
• Describe the legacy systems currently utilized by
  the State of South Carolina.
• Understand the goals and objectives for the SCEIS
  Project.
• Gain a clearer understanding of the vision and
  mission of SCEIS.
• Identify timelines and phases for implementation.
• Describe the SCEIS training approach.
• Understand the SCEIS Business Case and how to
  achieve agency savings.

11
Project Background

• In the late 1990s, the Information Resource
  Council recognized a need for a common accounting
  system.
• In 2000, the Department of Mental Health
  identified the need to replace its aging system
  and requested assistance from the Comptroller
  Generals Office and the BCB.
• In 2002, Department of Mental Health piloted SAP
  R/3 to automate its financial and procurement
  processes.
• As a result of this pilot project, a partnership
  of DMH, the Comptroller Generals Office and the
  BCB was formalized to identify and implement an
  enterprise system, and the SCEIS Project was
  established.

12
The State of South Carolina Today

• State government today has
• 100 Financial management systems/subsystems.
• 70 Vendor files maintained by agencies.
• 60 Human resource systems.
• 7-8 Central systems (e.g. STARS, APS, HRIS,
  etc.).
• By the numbers
• 20 years is the average age of current systems.
• 4 sets of files must be updated to accommodate
  personnel information changes.
• 3 sets of financial records are maintained by
  most agencies, boards and commissions.

13
SCEIS Vision

Where we are today
Vision for the future

• Independent, stand-alone systems
• Slow, labor-intensive business processes
• Lack of timely and meaningful information
• Huge volumes of expensive, cumbersome paper
  documents
• Lack of standard accountability measures
• Unnecessarily high costs of business processes

• Enterprise-wide (statewide) systems
• Automated, streamlined workflows
• Information available in a timely manner to all
  stakeholders
• Support the creation of a paperless work
  environment
• Performance metrics-based accountability
• Substantial cost and process savings

14
SCEIS Goals and Objectives

• Convert multiple approaches to performing
  business transactions into one approach,
  supported by a single SAP system.
• Deliver an enterprise solution.
• Automate and streamline business processes.
• Provide timely and meaningful information.
• Provide electronic storage and retrieval of
  documents.
• Instill performance metric-based accountability.
• Drive substantial cost and process savings from
  an enterprise system.

15
Transition to an Enterprise System
We are here!!!

• ASAP Phases
• 1. Project Preparation - Provides initial
  planning and preparation.
• 2. Business Blueprint - Serves to define the
  business process requirements.
• 3. Realization Configuration of the system,
  testing and initial planning for user training,
  cutover and production support.
• 4. Final Preparation - Complete testing, end user
  training and cutover activities to finalize
  readiness to go live.
• 5. Go Live and Support - Transition from a
  project-oriented, pre-production environment to
  live production operation.

16
Rollout Approach for SCEIS
17
SCEIS Timeline for Initial Phase
Fully Functional System
Go Live 1A
Go Live 1B
Go Live FF2
3/26/2007
Jul
Aug
May
Jun
Jul
Aug
Sep
Oct
Dec
Feb
Mar
Apr
May
Jun
Apr
Nov
Jan
Sep
Oct
Nov
Dec
Production Support Stabilize System Training
Final Prep
System Development Configuration Interfaces
andEnhancements BPPs
IntegrationTesting Reports and
Conversions Training Final Prep
18
Agencies in Functional Fit 2

• Administrative Law Court (C05)
• Commission for the Blind (L24)
• Conservation Bank (P40)
• Department of Consumer Affairs (R28)
• Election Commission (E28)
• John de la Howe School (L12)
• Department of Natural Resources (P24)

• Patients Compensation Fund (R14)
• Patriots Point Development Authority (P36)
• Procurement Review Panel (S60)
• Commission on Prosecution Coordination (E21)
• Commission on Retirement Investment (E19)
• State Accident Fund (R12)

19
Functionality Included

• Materials Management
• Online Vendor Registration
• Requisition Form available for all agencies
• Automated Procurement System (APS) replaced by
  SAP
• Centralized Materials Master File (based on NIGP
  Code)
• SAP Document Builder (standardized
  Terms/Conditions)
• SRM Shopping Cart and Bidding Engine
• State Term Contract and Agency Contracts
• Punch Out to Vendor Catalogs

20
Functionality Included

• Finance
• Vendor Master File (feeds STARS)
• Statewide Chart of Accounts
• AR, AP, GM, FM, Assets, Cost and Treasury
• Reporting
• Business Warehouse activated
• Standard cubes will be populated to allow
  development,testing and production of statewide
  reports (only include the live agencies)
• Numerous standard out of the box SAP reports
• Approximately 17 MM and few FI custom reports

21
Functionality Included

• 
  Other
• Workflow allows document routing and approvals
  of transactions to occur via email.
• Imaging using OnBase identified 12 integration
  points rolled out in Phase 1A ( 60 FI and MM
  document types)
• Accessibility issues being addressed with
  Commission for the Blind using JAWS.
• VERTEX to automatically calculate sales and use
  tax.
• LoadRunner software used to assess impact of
  kinds and volumes of transactions.
• Citrix to provide lean access and security.

22
Integration Testing
CYCLE 1 CYCLE 2 Feb 25 March 2
March 3 March 9
Business Processes
Business Processes
Enhancements
Enhancements
Conversions (Static Transactional)
Conversions (Static Transactional)
Conversions (Static Transactional)
Interfaces
Interfaces
Security (Derived Roles)
Security (Derived Roles)
Forms
Forms
Reports
Reports
Workflows
Workflows
23
Integration Testing

• Two cycles of testing total of 2 weeks
• Approximately 18-23 test scripts (each with
  numerous steps) that cross all modules of SAP,
  OnBase, Vertex, etc. in first cycle
• Defect log provides statistical information on
  the quality of the system configuration and
  master data
• The State signs off on each script and each
  cycle

24
Final Preparation and Go Live

• Cutover plan approximately (1,000 tasks)
• Service Desk is updated
• Legacy freeze period (COB Sunday,
  October 19- Friday October 31) Live
  November 3rd
• Affects all Functional Fit 2 Agencies
• Data conversion
• End user training

25
SCEIS Training Approach
26
SCEIS Training Approach

• Each end user will have a training track that is
  intended to prepare him/her to properly carry out
  responsibilities using standardized and
  streamlined business processes.
• SCEIS Overview Session
• Finance and Materials Management Core/Overview
  Courses
• Tailored functional/transaction-based classes

27
SCEIS Training Approach

• Core Sessions
• SCEIS Overview - explains the SCEIS Project
  overall scope, the integrated structure of SAP,
  the various modules of SAP and new terminology
• FI, MM and Reporting Overviews explain the
  features, functions and capabilities that will be
  provided by SAP in the initial roll out, and the
  system integration that affects all functions.
• Workforce Transition Workshops lay the
  foundation for your transition to the SCEIS
  system.

28
SCEIS Training Approach
Functional / Transaction-based classes

• Business process overview (e.g., procurement
  process and services, receive goods)
• Process flow diagram - A sequential picture of
  business activities
• Terms and concepts - New terms and concepts
  related to SAP
• Recap of process changes Explanations of the
  differences between current systems and
  processes, and reengineered systems and processes
• Review of SAP Navigation
• Demonstration and walkthrough of transactions
• Exercises/Scenarios to practice throughout
  training
• Case Studies of SAP transactions with references
  to participants jobs and business processes

29
SCEIS Training Approach

• Instructor-led
• Instructors familiar with both SAP and State
  business processes
• Computer labs or auditorium facility
• One participant per computer
• Hands-on active learning or lecture
• Expert-led
• Agency Super User, Subject Matter Expert, or
  instructor
• Classroom or office environment

30
SCEIS Training Resources

• Resources available to users after training
• Practice system (sandbox)
• GeoLearning SC learning management system
  (course schedules and descriptions, online course
  materials, and transcripts)
• SCEIS/SAP transaction documentation website
• Customized, context-sensitive Help within SAP
• Customized Glossary within SAP

31
Gaining Value from Training

• SCEIS will use the learning by doing approach
  to training.
• Our goal is
• To make training and information readily
  available
• Meet the diverse needs of our SCEIS end users
• Make efficient use of the end users time
• Training will be based on the following
  principles
• Learning Opportunities
• Contextual
• Just in time
• Pre-training
• Practice
• Process-based

32
Working Together to Achieve Success

• Success is achieved by working together with the
  agencies for a common goal.
• SCEIS has effectively implemented partnerships
  with the agencies through Memoranda of
  Understanding stating such agreements as
• An agency will be assigned an Agency Advocate
  through the first weeks of go-live.
• SCEIS team will provide hands-on support for
  the first two weeks after go-live.
• Agency will ensure the appropriate staff attends
  training
• Executive management will provide direction and
  support to the project.
• Remember, the goal is for all participants to be
  successful.

33
The Value Proposition

• This Value Proposition represents potential
  areas of cost savings to your agency
• Projected cost savings for SCEIS were identified
  in a Business Case Study prepared in 2003 by
  BearingPoint and were estimated, if optimized, at
  120 million per year
• The cost factors and calculations from this Study
  were validated during the DMH pilot and should
  allow your agency to save enough to pay its
  implementation cost in a 3-5 year period
• A manual will be provided to each agency to
  assist in tracking and realizing these savings

34
The Value Proposition (continued)

• The Business Case Study estimated statewide
  savings in each of the areas listed below

• Finance and General Accounting
• Accounts Payable
• Increased Vendor Discounts
• CAFR Preparation
• Reconciliation Activities
• Budgeting
• Increased Interest Earnings

• Purchasing and Inventory Processing
• Purchase Order Preparation
• Vendor File Maintenance
• Carrying Cost Avoidance
• One Time Reduction of Inventory

• Document Management
• Financial
• Purchasing

35
Module 1 Summary

• You should now be able to
• Understand how SCEIS is structured
• Understand past implementation initiatives
• Describe the legacy systems currently utilized by
  the State of South Carolina
• Understand the goals and objectives for the SCEIS
  Project
• Gain a clearer understanding of the vision and
  mission of SCEIS
• Identify timelines and phases for implementation
• Describe the SCEIS training approach
• Understand the SCEIS Business Case and how to
  achieve agency savings

36
Module 2 Implementation Scope
37
Module 2 Learning Objectives

• Upon completion of this module, you should be
  able to
• Identify modules implemented that will affect
  go-live and non-go-live agencies
• Understand how non-go-live agencies will interact
  with live SAP agencies
• Identify mechanisms to support agencies during
  implementation and post-go-live
• Identify source and availability of standard and
  custom reports

38
System Overview

• The Enterprise Core Component (ECC) of SAP has 12
  modules
• All SAP modules are integrated, meaning they
  talk to one another by sharing information
  through a large, interconnected database
• SCEIS is implementing all or part of each of the
  modules highlighted in blue in the diagram

39
System Overview (continued)

• At the core of the SAP System is a database that
  stores the data used to perform transactions in
  different modules in the system
• Transactions or tasks are integrated in SAP
  across different functions at SCEIS
• For example, when someone procures a material,
  the system will immediately send the output from
  that transaction to the Financial, Controlling
  and Funds Management modules

Sales and Distribution
Work Flow
Materials Management
SAP Database
Project System
Financial
Asset Management
Plant Maintenance
Controlling
40
Go-Live Interfaces

• Two Accounting Books of Record
• SAP Book of Record for live agency
• STARS Book of Record for non-live agency
• Automated interface and crosswalk tables will
  pass data between each system
• CG and STO will approve documents in SAP that
  affect live agencies
• Low impact on non-live agency processes
• Minimal impact to SBO, STO STARS and related STO
  systems
• CG Reporting for CAFR will remain in Series Z

41
Go-Live Interfaces (continued)

42
STARS Processing

• Non-live agency processing remains the same with
  transactions being posted in STARS and sent to
  the STO as they are today
• CG and STO state-wide processes remain the same
  for non-live agencies
• Non-live agency will continue to receive STARS
  reconciliation file

43
SAP Processing

• Live agency budget, cash, revenue and expenditure
  transactions will be posted to SAP
• CG and STO audits will be performed in SAP for
  live agency data
• Live agency reporting will be via SAP standard
  reports

44
Modules in Scope

• Financial Processes

45
Modules in Scope (continued)

• Financial Processes

46
Modules in Scope (continued)

• Materials Management Processes

47
Conversions of Data

• Data conversion is the translation of data from
  one format to another so that it can be used in
  another application or system
• This process will be used to
• Populate SAP ECC with the master data needed to
  support State of South Carolina business
• Minimize the amount of historical data to be
  converted from existing systems to SAP ECC
• Populate SAP ECC with clean data

48
Data Conversion Guiding Principles

• Data conversion for SCEIS will be automated when
  justified by volume, reusability, or cost savings
• Manual data loads will occur where data volumes
  are low and there is no time or cost benefit in
  automating the data loads
• Standard SAP conversion programs, like LSMW, CATT
  or BAPIs, will be used to load the data into the
  States new SAP systems
• Historical financial and procurement
  transactional data conversion is not included in
  the scope
• Only current transaction open items, such as
  vendor and customer invoices, and open purchase
  orders will be loaded into SAP

49
Data Conversion Guiding Principles

• Legacy data must undergo data cleansing to
  reduce data volume, extract program run time,
  improve quality, and minimize data integrity
  issues
• Agency resources will provide the input data to
  be loaded in the format expected by the SAP load
  programs
• This responsibility will include the gathering
  and cleansing of source data
• Agency resources will validate the data after it
  is loaded into SAP and a formal signoff will be
  required at the end of Cutover rehearsals and
  Go-Live Conversion

50
Master Data Converted

51
Master Data Converted (continued)

52
Transactional Data Converted

53
Transactional Data Converted

54
Agency Advocates

• Agency Advocates are certified project managers.
  Their primary function is to assist agencies in
  establishing processes and schedules so agencies
  can implement SAP in an efficient manner.
• Secondly, they are liaisons in the implementation
  process ensuring that the SCEIS team is
  responsive to questions and concerns from the
  agencies.
• Similarly, Agency Advocates work with the SCEIS
  team to maintain a standardized rollout process
  to avoid or curtail repetitive mistakes across
  the agencies.

55
Agency Advocates (continued)

• Currently there are 4 Agency Advocates that are
  supporting the next go-live.
• Additional Agency Advocates will be added as
  needed.

56
Reports

• Real time, ad hoc, and Business Warehouse (BW)
  reporting capabilities will be available
• The Enterprise Reporting Team continues to gather
  the FI and MM reporting requirements for the
  agencies
• Numerous standard and approximately 17 custom
  reports will be available in display/printed
  formats
• Some reports will have a routine distribution and
  others will be available on demand
• There will also be numerous online queries that
  have drilldown capabilities

57
Key Concepts/Things to Remember

• You dont ever practice in the production
  system
• You will need to learn a new vocabulary-for
  example
• Shopping Cart
• Documents can now be electronic, imaged or paper
• The implementation of SAP is limited by having to
  interface with STARS (detailed vs. summary level)
  
• This limits the SAP functionality that can be
  rolled out
• Transactions may be cumbersome in some areas just
  to accommodate the STARS/SAP interface

Please do not experiment with other ways to do
these transactions. They may not go through the
interface. Notify your Agency Advocate.
58
Module 2 Summary

• You should now be able to
• Identify modules implemented that will affect
  go-live and non-go-live agencies
• Understand how non-go-live agencies will interact
  with live SAP agencies
• Identify mechanisms to support agencies during
  implementation and post-go-live
• Identify source and availability of standard and
  custom reports

59
Any Questions?
60
Next Steps

• Additional Practice
• You can practice in the SAP Sandbox Client during
  and after training.
• Additional Support and Reference Materials
• You can access additional support and print
  step-by-step procedures on the SCEIS uPerform
  website.
• Go to the SCEIS website at http//www.sceis.sc.gov
  and click SCEIS uPerform

61
Evaluation
Please complete the online course evaluation in
GeoLearning. Your input will help to shape
future enhancements to the SCEIS End User
Training Program Go to the SCEIS website at
http//www.sceis.sc.gov and click GeoLearning.