Virginia Enterprise Applications Program VEAP Agency Information Technology

Virginia Enterprise Applications Program (VEAP) Agency Information Technology Resource (AITR) Tuesday, May 15 th, 2007 peggy. feldmann@governor. virginia. gov

Enterprise Applications • Supports Virginia’s ability to maintain position as bestmanaged state in the country • Provides enhanced services to citizens & business in Virginia • Improves efficiencies and capabilities across agencies and Executive, Legislative and Judicial branches • Mitigates risks associated with current legacy systems • Reduces redundant functionality and systems through consolidation VEAP AITRs Presentation 2

Strong Business Case • Current enterprise legacy systems are hindering effectiveness of other large Commonwealth systems • Business functionality cannot be realistically added to the current enterprise systems • Numerous agencies are enacting manual and electronic workarounds because of the legacy deficiencies • Functionality and data overlaps within the current systems VEAP AITRs Presentation 3

Supply Chain Management Administration Management Human Resources Management Performance Budgeting/ Financial Management VEAP Overview

Why Enterprise Applications Benefits • Allows agencies to focus on core business functions • Provides economies of scale for non-core functions – Financial Management and Performance Budget – Human Resources – Administrative Supply Chain • DOA, DPB and agencies will be speaking the same “language” • Provides access to data without depending on or tasking other agencies VEAP AITRs Presentation 5

Why Enterprise Applications Current State • Financial Disparate collection of technology, Management ODS applications and processes – Mainframe, server, COTS & GOTS – Flat files, relational databases, spreadsheets Phase I CARS FAACS • Lacks horizontal integration • Lacks enterprise business intelligence capability Metafile (Client) CIPPS Reportline (Web) Mantissa (Mainframe) FIND Budgeting Fla t fil ile at f Fl FATS file VEAP AITRs Presentation Pro. Bud at • Lacks enterprise data-warehouse capability CARS e Budget Wise (Query Tool) Fl • Lacks enterprise data-mining capability Budget Dev. Execution Master Web Bears Expend Wise (Query / Reporting Tool) 6

Why Enterprise Applications Future State • Standard business intelligence tool set ERP • Improved data accuracy DB • Improved business visibility BI Tool Phase II • Managed Centrally BI Tool Data Store Data Warehouse Flat Files Other DBs VEAP AITRs Presentation 7

Why Enterprise Applications Result Common operational picture View information the way you think about it… VEAP AITRs Presentation 8

Why Enterprise Applications Objective Future Vision VEAP AITRs Presentation 9

Financial Business Case If an Enterprise solution was not being considered at this time, the Commonwealth would still face the need to replace its financial systems • We would still be reviewing business processes • We would still be considering an ERP software solution Current systems do not support the needs of most state agencies. Over 150 separate financial systems of various types were discovered during due diligence Core legacy financial systems are hindering other Commonwealth systems effectiveness The potential exists for material errors that could lead to internal control findings or audit qualifications resulting from risks associated with legacy systems. Concerns include: • Processes that require manual intervention • Significant data analysis and manipulation are required that adversely impacts timely financial reporting • Weaknesses in numerous reports as cited by the APA VEAP AITRs Presentation 10

Planning Status • Statewide ERP Software Request For Proposals – Released March 9 – Proposals received April 9 th – Software Evaluation Committee • Representatives from various state agencies • Across all four business process areas • Functional and Technical perspectives • Future State Business Process Documents – Through the second iteration – 8 areas • New business processes and capabilities • New flow diagrams • Detailed requirements VEAP AITRs Presentation 11

Phase I - Scope • 8 functional areas – – – – Performance Based Budgeting General Accounting Cost Accounting Purchasing Accounts Payable Accounts Receivable Fixed Assets Time and Attendance, Labor Distribution and Leave VEAP AITRs Presentation 12

Phase I – Application Impacts • Replacement of Pro. Bud – All COVA entities impacted by replacement of Pro. Bud • Replacement of CARS – Estimated 261 agencies impacted by CARS replacement – 50% using CARS as primary accounting system – 50% interfacing or reporting data to CARS • Replacement of legacy financial systems outside of CARS – DGS, VITA, VEC and VDOT VEAP AITRs Presentation 13

Project Team Communications Technical Functional VEAP AITRs Presentation 14

Common Questions • How will you interface non-subsumed systems? – Combination of web services and point-to-point interfaces • How will it affect my people? – Agency specific systems will no longer be required (Phase I) – Staff participation in planning, implementing & sustaining • How will it be supported? – Centralized team to sustain and enhance (avoid repeating current situation) – Centers of Excellence – Service Bureaus • Agency participation – SMEs on working groups – One-on-one meetings – Data calls on system information • Web site under development VEAP AITRs Presentation 15

Questions? VEAP AITRs Presentation 16