Vous êtes sur la page 1sur 66

Gap by Current Status Row Labels Still An Issue Already Completed Process Change CO PBF SRM Reporting Grand

Total Count of # 11 102 30 4 2 8 5 162

Gap by Module and Current Status Row Labels Still An Issue AP AR FXA GL GM Grand Total Count of # 2 3 1 1 4 11

Gap Items Still at Issue Row Labels Still An Issue 25 Automated Billing Resource-Related Billing (as well as Billing Plan-based billing) are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP. DOT GM 26 Automated update of grant objects for payroll DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year. Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system. DHEC GM 33 Legacy system provides budgeting and reporting at detailed level not currently supported by SAP. SDE has a project accounting system that tracks at the grant, function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy sub-program field does not map to any existing objects in SAP. SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system. SDE GM 37 Some agencies have more than one external fund Some agencies have externally multi-funded grants, which have more than 1 external fund. That is not allowed in SAP's grant master data and does not affect many grants. Various GM 63 Discounts Standard SAP functionality exists that will process discounts for vendors based on payment terms. This is currently not used widely in the SCEIS solution, so needs to be updated to reflect phase 3 & 4 agency business requirements and tested. Examples of requirements include, the ability to take discounts based on volume purchased and meet certain purchasing thresholds. Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment discounts used by the agencies will all be able to be handled via standard SAP AP discount terms. The volume-type discounts are related to Purchasing, and should be added to the P.O. No other FRICE items were noted. DOC, ESC, VRD AP 75 Positive Pay As we are onboarding VRD composite reservoir activities for Work Training Centers, SCEIS will need to produce a positive pay file for this activity. VRD AP 92 Quantity based billing Several agencies need the ability for the system to calculate the bill based on rate and quantity. The current SCEIS AR solution will not accomodate this requirement, as it relies on the end user performing that calculation before entering. Agencies with inventory sale billing will be using the SD module to bill which will handle this requirement. Agencies that are non-inventory related, we will need further requirements to understand this requirement. DPS, DJJ, BCB, ORS, DOC AR 93 Recurring The ability to systematically create recurring receivables for agencies which we are currently not doing in the SCEIS AR module. This requirement can be accomodated using standard AR functionality, that is currently not configured or tested. For inventory related billing there are several recurring billing options. DHHS, DDSN, DSS, DHEC, ORS AR

107 Receipts DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement. DSS AR 113 Automate Asset Shell creation When purchasing multiple like assets, SCEIS requires the creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process. All FXA 139 Additional Levels of Approval The current SCEIS Journal Entry workflow has one level of approval within the agency, many agencies have identified the requirement to have an additional level Agency can implement a manual approval level DMH, GL Grand Total

Updated Status # Name 25 Still An Issue

System Module Process Area Gap Automated ECC GM Billing Billing

Gap Proposed Decision GAP Analysis - Feedback Classificati Agencies Business Solution Responsible Review Findings on Affected Criticality Type By Required Status Resource-Related Billing (as well as Billing Plan-based billing) System DOT Configuratio Low Post July, 2010 Future Phase are not configured in SCEIS. Currently, no such billing is done n in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP. DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year. Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system. System DHEC Low Business Process Procedure Phase 3 Gap to be addressed

Complexity of PMO Review Solution* Comments Medium Critical to DOT

Solution Description Configure Solution

Training Course Test Script (if applicable)

26 Still An Issue

ECC

GM

Master Data

Automated update of grant objects for payroll

Medium

HOLD

Unknown

N/A

33 Still An Issue

ECC

GM

Legacy system Passthrough Funding provides budgeting and reporting at detailed level not currently supported by SAP.

SDE has a project accounting system that tracks at the grant, System function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy subprogram field does not map to any existing objects in SAP. SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system.

SDE

Low

FRICEW item

Out of Scope

Future Phase

High

37 Still An Issue

ECC

GM

Master Data

Some agencies Some agencies have externally multi-funded grants, which System have more have more than 1 external fund. That is not allowed in SAP's than one grant master data and does not affect many grants. external fund

Various

Medium

Business Process Procedure

Phase 3

Gap to be addressed

Medium

Create new internal/external funds

IT124 Cycle 2

63 Still An Issue

ECC

AP

Invoices

Discounts

Standard SAP functionality exists that will process discounts System for vendors based on payment terms. This is currently not used widely in the SCEIS solution, so needs to be updated to reflect phase 3 & 4 agency business requirements and tested. Examples of requirements include, the ability to take discounts based on volume purchased and meet certain purchasing thresholds. Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment discounts used by the agencies will all be able to be handled via standard SAP AP discount terms. The volume-type discounts are related to Purchasing, and should be added to the P.O. No other FRICE items were noted.

DOC, ESC, High VRD

Configuratio n

More information needed

Gap to be addressed

Medium

For testing purposes this ITXX Cycle functionality will be 3 added into an existing script for cycle 3.

Delay until STARS is retired

75 Still An Issue

ECC

AP

Payment Processing

Positive Pay

As we are onboarding VRD composite reservoir activities for System Work Training Centers, SCEIS will need to produce a positive pay file for this activity.

VRD

Medium

FRICEW item

Phase 3

Gap to be addressed

Medium

(FF007)

Moved to Treasury

92 Still An Issue

ECC

AR

Invoicing

Quantity based billing

93 Still An Issue

ECC

AR

Invoicing

Recurring

Several agencies need the ability for the system to calculate System the bill based on rate and quantity. The current SCEIS AR solution will not accomodate this requirement, as it relies on the end user performing that calculation before entering. Agencies with inventory sale billing will be using the SD module to bill which will handle this requirement. Agencies that are non-inventory related, we will need further The ability to systematically create recurring receivables for System agencies which we are currently not doing in the SCEIS AR module. This requirement can be accomodated using standard AR functionality, that is currently not configured or tested. For inventory related billing there are several recurring billing options.

DPS, DJJ, High BCB, ORS, DOC

Configuratio n

Phase 3

Gap to be addressed

High

Integration issue

IT108 Cycle 2 w/ SD

DHHS, DDSN, DSS, DHEC, ORS

Medium

Configuratio n

Phase 3

Gap to be addressed

Medium

"Recurring Billing" script IT109 Cycle 2

Updated Status # Name 107 Still An Issue

System Module Process Area Gap Non-AR Receipts ECC AR Receipts

Findings DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement.

Gap Proposed Decision GAP Analysis - Feedback Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required Status System DSS FRICEW item Low Post July, 2010 Future Phase

Complexity of PMO Review Solution* Comments Medium

Solution Description

Training Course Test Script (if applicable)

113 Still An Issue

ECC

FXA

Asset Automate Procurement Asset Shell creation

When purchasing multiple like assets, SCEIS requires the System creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process.

All

Medium

Workforce Transition

Out of Scope

Future Phase

High

139 Still An Issue

ECC

GL

Journal Entry Additional Workflow Levels of Approval

The current SCEIS Journal Entry workflow has one level of approval within the agency, many agencies have identified the requirement to have an additional level Agency can implement a manual approval level

System

DMH,

Medium

Workforce Transition

Out of Scope

Future Phase

Medium

GAP Analysis - Feedback

TARS is retired

GAP Analysis - Feedback

GAP Analysis - Feedback


# Updated Updated Status Process status Name System Module Area Gap Findings PCA codes Several agencies utilize PCA codes to simplify data entry. The 4 3 Already ECC FI PCA Completed (fund splitting) user enters a code, and the line items are automatically populated with fields such as Fund and Grant. SAP has a fund splitting functionality, but it has only been rolled out for document chains (purchase requisitions, purchase orders, and invoices) and earmarked documents (Funds Management-specific documents). SAP plans to roll out the functionality to more types of transactions in the future. SCEIS team has prototyped a custom solution to address PCA and will meet with affected agencies to review prospective design. 5 3 Already ECC Completed FI PCA PCA codes on sub-grantee postings would split inkind match on invoices, which must not be paid. PCA codes related to sub-grantees can split many ways, such System as federal, state (cost-match), and local (in-kind match). The in-kind match line items are currently posted to invoices in GAFRS but not paid. We are unaware of a way to have a line item on an invoice go unpaid. SCEIS team has prototyped a custom solution to address PCA and will meet with affected agencies to review prospective design, which includes Certified Public Expenditures. General consensus was that funds were used to represent Agency Grants in Legacy System. SCEIS Design is to use Grants Business Management to Represent those funds. Often used to Process represents Grant but all understand that will be Grant Master will be used in the future Examples from workshops: - Adj Gen - Use a sep fund to track contracts in 3056 (privately funded grant) - DMH Uses fund to track for donations, are not tracked in STARS. Composite Reservoir/Cash & Cash Equvialents - State Housing Funds used that represent Bank of New York Money Trust fund expenditures, recorded in CG STARS as negative revenue(Composite Reservoir) - Judicial Composite Reservoir accounts, state auditors office tracked in sep fund. Cash acct tracked by STO. - DSS Epay settlement account (PubA) written out of sep bank acct, return amounts go to a sep account. - ORS Regulatory Staff automation around composite reservoir accts - ESC transferring funds out of trust fund to UIA. Fiduciary Fund potentially DHEC, Adj Low Gen, DMH, SHA, DSS, ORS, ESC Business Process Procedure Unnecessary Gap to be addressed Low FF367 ITXX Cycle 3/4 Lt Gov, DHHS High FRICEW item CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3 High (FE001) IT118/119 Cycle 3 Gap Proposed Decision Classificati Agencies Business Solution Responsible on Affected Criticality Type By System DHHS, Lt High FRICEW Gov, Gov, item DSS Review Required Status CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3 Complexity of PMO Review Solution* Comments High Solution Description To be decided (FE001) Training Course Test Script (if applicable) IT118/119 Cycle 3

10 Process Change

ECC

FM

Master Data

Funds used to represent other funding sources

3 Already ECC Completed

FM

Master Data

Carry Forwards

Agencies need the ability to identify specific appropriations Agency by fiscal year, within a fund. SCEIS can define new additional Business functional areas to meet this requirement. Process

BCB

Low

Business Process Procedure

Unnecessary

Gap to be addressed

Low

EF407

IT124 Cycle 1

3 Already ECC Completed

FM

Master Data

Use of Z Indicator for Fund Master Data

Agencies are not aware of the use of the Z indicator (5th digit Agency in SCEIS Fund) to designate specific fund types. Will need to Business educate agencies on the GAAP fund types. Process

All

Low

Business Process Procedure

Unnecessary

Gap to be addressed

Low

IT124 Cycle 1

GAP Analysis - Feedback


# Updated Updated Status Process status Name System Module Area Gap Budget Automated 9 3 Already ECC FM Completed Budget reconciliation Gap Proposed Decision Classificati Agencies Business Solution Responsible Review Findings on Affected Criticality Type By Required As SCEIS will be the agency accounting system and the No Solution DHEC N/A Not Applicable Unnecessary Statewide Book of Record, there will be no need to reconcile Required between two systems. DHEC DB with STARS level budget data which they use to reconcile to their agency level system (Oracle) Status Gap to be addressed Complexity of PMO Review Solution* Comments N/A Solution Description No Solution Required Training Course Test Script (if applicable) N/A

10

6 PBF

ECC

FM

Budget

Budget Depreciation Expense

There are agencies that want to budget depreciation expense. Currently, no live agency today does budget depreciation expense but it can be done. In SAP however, there is not an AVC Check on the depreciation expense accounts. 4/30/2009 SHA no longer wants this funtionality per Kevin Lewis. CAB agrees to remove this gap.

Agency Business Process

SHA

Low

Workforce Transition

CAB agreed on Closed 4/30/2009 that this Gap can be Closed

Low

Follow-Up with SHA

11

3 Already ECC Completed

FM

Budget

Budget for unbudgeted funds

There are agencies that have a budget associated with funds Agency where in SAP we would not have an AVC Check. Budget can Business be created for these funds but this will need to be excluded Process from workflow approvals, interface to STARS and AVC. This is not a GAP but a business process and reporting issue

B&CB, DHEC, VRD, DMH, Tech

Medium

Configurat ion

Phase 3

Gap to be addressed

Medium

IT124 Cycle 2

12

3 Already ECC Completed

FM

Year End Ability to encumber new fiscal year budget prior to start of FY

Current SAP Functionality does allow you to pre encumber Statewide for a new fiscal year. However, since this is a State wide Business system, the New Fiscal Year budget is not provided to SCEIS Process until two days prior to the beginning of a fiscal year. Most Agencies create future year Purchase Orders at least a month prior. DOC, DDSN, DHEC, DMH and many other agencies need to be able to encumber budget prior to the new fiscal year start. There is a standard form provided by SAP. No input has been System given as to the data content of the form. The use of Funds Reservations will be more widespread than current agencies, thus the need to create a form that can be sent to the vendor (in lieu of PO)

All

High

Decision MMO, ITMO, OSB, External CG SCEIS Policy Required decision Decisions

High

Proposed solution by 12/31

13

3 Already ECC Completed

FM

Funds Form for Reservat Funds ion Reservations

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

Integration issue with N/A MM (FF001) Deleted and merged with a MM form.

HOLD

14

3 Already ECC Completed

FM

Funds Workflow for Reservat Funds ion Reservation Approval

Currently Funds Reservations are entered by the Budget System Managers, due to the nature of the business and size of the remaining agencies to be implemented, this process will need to be pushed out to other end user roles. There is no workflow process or approval for funds reservations but requirements guide that it should follow a similar process to a direct pay voucher.

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

(WF365)

IT97/99 Cycle 3

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 15 3 Already ECC FM Completed Gap Proposed Decision Process Classificati Agencies Business Solution Responsible Review Area Gap Findings on Affected Criticality Type By Required Funds Smart Currently, SCEIS does not have any logic in the numbering of Agency PRT Medium Configurat Phase 3 Reservat numbering for Funds Reservation documents, much like Purchase Orders. Business ion ion Funds PRT has some concern in being able to identify their Funds Process Reservation Reservations from other agencies. A matchcode could be Document created to view Funds Reservations by Business Area Status Gap to be addressed Complexity of PMO Review Solution* Comments Low Training Course Solution Description Test Script (if applicable) Need to find out N/A whether we can configure a match code for business area on FMX3 7/15/09 - Connie outlined the plan to cover this during the training classes. This is available by using reporting options. (WF277) IT99 Cycle 3

16

6 PBF

ECC

FM

Budget Business Rules Workflo by w Organization Structure

The current SCEIS design for budget workflow, uses the System agency organizational structure to look for approvers for budget documents. It does not consider the cost/fund center that someone is assigned to but rather the agency. Due to the difference in size and complexity of organizational structure of phase 3 & 4 agencies, many have identified the requirement to be able to route based on cost/fund center.

DDSN, High DMH, DHEC, DMV, DPS

FRICEW item

Phase 3

Gap to be addressed

High

17

10 Process Change

ECC

FM

Budget Business Rules The current SCEIS design for budget workflow does not Agency Workflo by Dollar consider any dollar amount whilst the document is being Business w Amount routed for approval. Several agencies have identified the Process requirement to exclude certain documents from all approvals if they fall below a dollar threshold. The business rules logic would need to be added to an already complicated workflow, to allow for automatic posting of certain transactions. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the state. In addition, it is not feasible to sustain the maintenance required to manage business rules by business area.

DDSN, DMV, SHA, DMH, DPS, DHEC,

Low

Workforce Transition

Out of Scope

Future Phase

High

18

6 Already ECC Completed

FM

Budget Netting of Workflo Budget w Transfers within the Agency that would typically require OSB Approval

As budget activity is occurring in a legacy accounting system, Statewide many agencies will net the transfers within their agency over Business the month before sending to OSB for approval. Currently the Process SCEIS budget workflow will not net activity within object code or department before sending to OSB for approval and thus the approval workload is likely to increase for OSB. SCEIS will require OSB to make a decision on which budget activity requires their approval and this logic will need to be enhanced in the Workflow.user. 4/30/2009: The CAB wants to avoid a customized process requiring an enhancement. They feel more information is required. Different approaches were discussed such as

DMH, DMV, DDSN, DHEC, DPS

High

FRICEW item

Finance Team Review in Process

High

(WF367) Configuration IT99 Cycle of Consistency Check and 2 Development of Work Flow

GAP Analysis - Feedback


Updated Updated Status # status Name System Module FM 19 6 Already ECC Completed Process Area Budget Workflo w Gap Budget Transfers between agencies Findings Currently the CG's Office will enter Budget Transfers manually into STARS for those that cross agencies. Agencies have the ability to transfer budget from one agency to another, based on legislative requirements. Currently SCEIS security is locked by Business Area, only SCEIS team members or Statewide functions would have the ability to create this document. Need to design and develop a process to accomodate this business requirement. Gap Proposed Decision Classificati Agencies Business Solution Responsible on Affected Criticality Type By Statewide All High FRICEW Business item Process Review Required Status CABCAB Gap to be agreed on addressed 4/30/2009 that this gap should be addressed in Phase 3 Complexity of PMO Review Solution* Comments High Training Course Solution Description Test Script (if applicable) (FW004) New Script IT99 Cycle may be needed. WF 3 development. Configuration - New Doc Type and Budget Types

20

3 Already ECC Completed

FM

Availabil Ability to ity control budget Control at different levels within an agency (by org structure, programmatic level) Availabil Notification ity for exhausting Control budget at departmental level to agency central budget office

Example - BCB is allocated budget for programs that are adminstered by other agencies. They require documentation from agency receiving agency to different transfer budget and OSB will have Each has defined scenarios for reporting and Agency controlling budgets. In SAP, there is the ability to manage at Business this minute level, however, it would require extreme Process maintenance of AVC tables, which are controlled by the SCEIS Team. Currently, the agencies idenfited would like AVC at the Department Level within the Agency. Further details such as within the Department, AVC Control at the MAMI, Major, or Minor, as well as controlling by Program within the Department, have not been identified. Currently today the only AVC notification is based upon the Fund Center that is defined for the AVC check level. The requirement from these agencies would require an email notification to be sent to additional persons within the agency. Currently, system sends one message to end user defined in Master Data of Fund Center. Agency Business Process

DDSN, Low VRD, BCB, DMH, DHHS, SCPRT, DOC, SCSDB, Tech. DSS, SHA, Low DHHS

Workforce Transition

Out of Scope

Future Phase

High

21

10 Process Change

ECC

FM

FRICEW item

Post July, 2010 Future Phase

High

22

10 Process Change

ECC

FM

Availabil Warning at ity level of budget Control exhaustion not at lower budget level , Not Related to AVC Level but Budget Level

Currently today the only AVC notification is based upon the Fund Center that is defined for the AVC check level. This is not standard functionality for Public Sector based upon the Agency's decision to AVC at specific Fund Center Levels. These agencies want an email notification sent to Department Managers where Availablity Control is set at a higher level. Current SAP Functionality for AVC is the only automatic notification based upon the FC defined for AVC Control not Budgeting.

Agency Business Process

DDSN, Low DMH, DHHS, DHEC, DMV, ETV, DSS, PPP

Workforce Transition

Phase 3

Gap to be addressed

High

Low Priority for FI team. OUT of Potential solutions SCOPE Business Object Dashboard/Modification to a existing FMAVCR01.

7/15/09 also developing an enahncement for Avail. Control (FE003) ON HOLD

23

3 Already ECC Completed

FM

Business Certified Process Public Expenditure (CPE)

In the Agencies today, there is a recording of Expenditure System Postings to a 6006 (or like) fund based upon a percentage that an external entity is responsible for cash outlay. This amount is initially booked as an expenditure but needs to be reclassed to a balance sheet account. There is standard SAP functionality to automatically post the liablity but need will need further clarification from agencies.

B&CB, DHEC, DSS, Lt Gove, DOC, DDSN, DSS

High

Configurat ion

Phase 3

Gap to be addressed

Medium

State Qn - Is budget HOLD entered for 6006 (or like) funds?

Notes carry over in Status reports 7/15/09

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 24 3 Already ECC FM Completed Process Area Gap Budget Upload Postings Program Findings Automate upload of budget activity (including transfers) Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required System All FRICEW High Phase 3 item Status Gap to be addressed Complexity of PMO Review Solution* Comments High Training Course Solution Description Test Script (if applicable) (FI009 / IF386) 7/20/09 IT97 Cycle No status on 2 development. New script may be required.

25

4 Still An Issue

ECC

GM

Billing

Automated Billing

Resource-Related Billing (as well as Billing Plan-based billing) System are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP.

DOT

Low

Configurat ion

Post July, 2010 Future Phase

Medium

Critical to DOT

Configure Solution

26

4 Still An Issue

ECC

GM

Master Data

Automated update of grant objects for payroll

DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year. Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system.

System

DHEC

Low

Business Process Procedur e

Phase 3

Gap to be addressed

Medium

HOLD

Unknown

N/A

27

10 Process Change

ECC

GM

Postings Cash by sponsored program in GM

It is important to display cash by sponsored program. Statewide Currently, GM configuration is not compatible with this Business requirement, but you are able to see cash by functional area Process (relationship exists between functional area and sponsored programs).

All

High

Configurat ion

Phase 3

Gap to be addressed

Low

Configure Solution

IT65 - Cycle 1

28

4 Already ECC Completed

GM

Currently, users can use BI to see their cash by functional Indirect Multiple IDC DHEC has scenarios where multiple IDC rates are applied on System Cost rates charged a given line item. SAP does not do this and SCEIS will require to each line of more information regarding the volume of grants this affects. the grant For scenarios where recoveries are posted evenly across multiple funds, the agency will use standard functionality. When recoveries are distributed unevenly across funds, the agency will need to post indirect cost manually.

DHEC

Low

Business SCEIS FI Process Procedur e

Phase 3

Gap to be addressed

High

N/A

29

4 Already ECC Completed

GM

Indirect Cannot Cost calculate IDC on contract amounts greater than $25,000

When posting IDC, a certain sponsor will not allow the grantee to calulate IDC against amounts greater than $25,000 on a contract. They can still calculate against the first $25,000 - but nothing more. No BADIs exist that can perform this logic, so the only approaches are to modify the code or do a complex z transaction. Federal Dept of Ed mandate that only $25k of contract

System

SDE

Low

Training

Phase 3

Gap to be addressed

High

Refer to Gap 32. The cap on IDC calculation can be manually handled.

7/15 - This has been discussed in the KT Sessions to verify with users that this is not technically possible and will not be done.

N/A

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 30 3 Already ECC GM Completed Process Area Passthro ugh Funding Gap Passthrough as allocations using detail level expenses Findings Currently, allocation to sub-recipients are charged to a general ledger account (517*) that represent allocations. There is no current approach in SAP which would be able to both show a line item as allocation-related and give the detail of type of expense (labor, supplies, etc.). Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required Agency SDE, DPS Medium Business Phase 3 Business Process Process Procedure Status Gap to be addressed Complexity of PMO Review Solution* Comments Medium Solution Description Training Course Test Script (if applicable) IT65 - Cycle 1

31

3 Already ECC Completed

GM

Passthro Passthrough ugh functionality Funding for one live/non-live agency

New GL accounts and Sponsored Classes could be created to accomodate this requirement this would be for a "handful" Agency There are multiple approaches- for passthrough functionality (sub-grants). We are currently not handling passthrough Business scenarios in SAP Grants Management, but we need to decide Process on the best method for setting up this data (for example, using sub-grants vs. sponsored programs for sub-grants).

SCSGC, LT High GOV, CHE

Configurat ion

Phase 3

Gap to be addressed

High

Follow up required

IT65 - Cycle 1

32

3 Already ECC Completed

GM

Passthro Passthrough ugh functionality Funding for two live agencies

Same as live/non-live agencies, except that it is a slightly Agency different scenario. We need to set this data up in a way that Business we do not double count posting for sub-grants that also Process reside in SCEIS.

SDE, DPS

High

Configurat ion

Phase 3

Gap to be addressed

High

Follow up required

IT65 - Cycle 1

33

4 Still An Issue

ECC

GM

Legacy system Passthrough Funding provides budgeting and reporting at detailed level not currently supported by SAP.

SDE has a project accounting system that tracks at the grant, System function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy subprogram field does not map to any existing objects in SAP.

SDE

Low

FRICEW item

Out of Scope

Future Phase

High

34

10 Process Change

ECC

GM

SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system. Passthro Sub-grants can SAP's standard design does not allow external funds on sub- Statewide ugh not be set up grants. Their methodology is that once an agency receives Business Funding with external funds, those funds are theirs to use. Any of those funds that Process funds they pass on to sub-grantees, therefore, utilize internal funds. Master Data The requirement to use external funds for sub-grants Program We are not currently using any program income master data System Income in SAP GM. This is needed to discern program income (Master Data) revenue from other types of revenue.

All

Medium

Business Process Procedure

Unnecessary

Gap to be addressed

Medium

35

3 Already ECC Completed

GM

DHEC, Medium COMM, VRD, DMH, SHA

Business Process Procedur e

Phase 3

Gap to be addressed

Low

While building our pass- N/A through design, we found that this is not a true gap. Working with the functionality as-is will allow us to meet our design needs. Set up Master Data and N/A business process for Program Income

36

4 Process Change

ECC

GM

Budget

Program Income (Revenues increasing Budget)

SAP has functionality that posts budget based on program income postings (and other rules). This is not currently set up in SCEIS.

System

DHEC, Medium COMM, VRD, DMH, SHA

Configurat ion

Phase 3

Gap to be addressed

Medium

Set up business process

IT65 - Cycle 1

GAP Analysis - Feedback


Updated Updated Status # status Name 37 4 Still An Issue Gap Proposed Decision Process Classificati Agencies Business Solution Responsible Review System Module Area Gap Findings on Affected Criticality Type By Required Master Some agencies Some agencies have externally multi-funded grants, which System Various ECC GM Medium Business Phase 3 Data have more have more than 1 external fund. That is not allowed in SAP's Process than one grant master data and does not affect many grants. Procedur external fund e Status Gap to be addressed Complexity of PMO Review Solution* Comments Medium Solution Description Create new internal/external funds Training Course Test Script (if applicable) IT124 Cycle 2

38

4 Already ECC Completed

GM

Master Data

Data This was done manually in the past, with as many as 200 System Conversion/up grants. In November, we are looking at thousands of grants. load program We need an upload program, since manual entry will not be possible.

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

FRICE Item (CF076) IT124 7/15/09 - Greta is still Cycle 2 working on this. As it is completed the team will unit test it and do central integration testing. Not part of a cycle.

39

4 Already ECC Completed

GM

Budget

Conversion/up This was done manually in the past, with as many as 200 System load program grants. In November, we are looking at thousands of grants, which will result in many thousands of budget documents. We need an upload program, since manual entry will not be possible.

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

FRICE Item (CF075) OSS IT124 Note was opened on this Cycle 2 due to a BAPI problem. Will be tested internally when the issue is solved.

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 40 8 Already ECC GM Completed Process Area Gap Reportin FFA Schedule g Findings Automate the schedule of Federal Financial Assistance reports (BI Reports) Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required System All FRICEW High Phase 3 item Status Gap to be addressed Complexity of PMO Review Solution* Comments High Solution Description (FR001) Training Course Test Script (if applicable) IT65 - Cycle 2

41

10 Already ECC Completed

AP

Vendor Ability to Master create own vendor records

Agencies want the ability to create individual vendor master Agency records. Currently the vendor would access and create a Business record directly through the CG self-service portal. The CG Process office is the "owner" of the vendor record and all new vendor records must processed through the portal.

DMH, DMV

Medium

N/A

Out of Scope

Future Phase

Medium

42

10 Process Change

ECC

AP

43

3 Already ECC Completed

AP

44

3 Already ECC Completed

MM

Vendor CrossCurrently PRT has vendors in their AS400 system that they Master referencing would need the ability to cross reference for tax Vendors identification purposes. Initial conversion/entry of these between vendors would require that each has a FEIN or Tax ID number systems for assigned. The transformation/crosswalk tables of legacy tax id values to SCEIS will reside outside of SCEIS, it's the agencies purposes responsibilty to ensure that the central vendor master record Vendor Ability to Initial conversion/entry of these vendors would require that Master update SCEIS each has a FEIN or Tax ID number assigned. The with transformation/crosswalk tables of legacy values to SCEIS crosswalks will reside outside of SCEIS, it's the agencies responsibilty to from ensure that the central vendor master record maps to their subsidiary vendor records. systems; Unclear whether this is Vendor Multiple Remit- Many vendors will have multiple remit-to addresses related Master to Addresses to the one FEIN vendor. These addresses are primarily used with PO related invoices and the ability to identify vendors use easily is required. Users need the ability to select Invoicing Parties (remit-to) with addresses different from the Order-from vendor. There is standard functionality in SAP that can meet this requirement but need to work with MM team to see how the relationships are mapped in current vendor file.

Agency Business Process

PRT

Low

Workforce Transition

Out of Scope

Future Phase

Low

Highly critical to agency not SCEIS

Agency Business Process

ALL

Low

Workforce Transition

Out of Scope

Future Phase

Low

Highly critical to agency not SCEIS

Statewide Business Process

ALL

High

FRICEW item

Additional Information Required

Review in Process

High

HOLD - Future

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 45 3 Already ECC AP Completed Process Area Gap Vendor Ability to Master change address at time of invoice. Gap Proposed Decision Classificati Agencies Business Solution Responsible Review Findings on Affected Criticality Type By Required Currently, you can select from multiple invoicing parties at Agency ALL Medium Training Out of Scope invoice entry, but only select from vendors currently Business registered in SCEIS. No address changes currently allowed on Process the fly as the vendor record would need to be added or changed in SCEIS. Status Gap to be addressed Complexity of PMO Review Solution* Comments Low Solution Description Training Course Test Script (if applicable)

46

10 Already ECC Completed

AP

Vendor Need ability to Master enter "Attn Line" on Check, at the invoice level.

As the vendor file is statewide, the agency can request the Statewide additional remit-to vendor record created with reference to a Business specific office or person. This would need to be handled via Process the central vendor portal and not on the fly when entering an invoice. As SCEIS does not process the checks there is also the limitation of adding fields because they cannot be mapped on the outbound interface to STO. As we transition to the STO to SCEIS, options may be available to address this issue.

ALL

Low

Training

Out of Scope

Gap to be addressed

Medium

47

10 Process Change

ECC

AP

Vendor Smart Some users want the ability to smart number vendors by Statewide Master numbering of class or source type. Currently, vendor account groups are Business Vendors assigned specific number ranges. No other smart coding is Process involved. If users need to identify vendors by material types, etc., vendor searches by materials group, etc. are currently available.

ESC

Low

Training

Out of Scope

Gap to be addressed

Low

48

3 Already ECC Completed

AP

OneOne-Time Time vendors use Vendors

The CG's office needs to give guidelines to agencies on the Statewide use of One-Time Vendors. Currently there is confusion Business amongst the agencies as to the appropriate use of a one time Process vendor. This functionality is currently available and active in SCEIS.

ALL

Low

Decision CG Required

External SCEIS Policy decision Decisions

Low

Craft email CG's office. N/A Business Process change. Requires no configuration change.

68

3 Already ECC Completed

AP

Workflo Bus. Rules w based on organizational alignment

The current SCEIS workflow does not route the approval System based on cost/fund center. Several of the phase 3 & 4 agencies are organizationally more decentralized than the current live agencies. Additional information will be required from the agencies regarding how delineated this approval needs to be.

All

High

FRICEW item

Phase 3

Gap to be addressed

High

GAP Analysis - Feedback


Updated Updated Status # status Name 49 10 Process Change Process System Module Area Gap Minority Federal ECC AP Vendors Minority Vendor Statuses Findings Currently DOT uses their own minority vendor statuses, not OSMBA statuses. The SCEIS solution for reporting on Minority status is currently certified by the Office of Small and Minority Business Administration and does not include status for states other than SC. Out of the 9 minority indicators, 2 of them are specific to DOT. Agencies with different minority vendor status requirements will need to work with OSMBA to incorporate different minority indicators than currently configured. Gap Proposed Classificati Agencies Business Solution on Affected Criticality Type Statewide DOT Decision Low Business Required Process Decision Responsible Review By Required Status OSMBA External SCEIS Policy decision Decisions Complexity of PMO Review Solution* Comments Low Training Course Solution Description Test Script (if applicable) Business Process Change N/A requires no configuration change.

50

3 Already ECC Completed

AP

Minority Declassified Agencies will need to be able to identify and report on Vendors within a Fiscal qualified vendor activity for the year, even if the vendor has Year. been declassified during the year. The agencies minority business plan is based on the fiscal year, which means they should be given credit for any expenditures and should not be penalized for the vendor's certification lapsing within a given fiscal year.

System

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

This was initially FR002 but was folded into another FDS that is currently being developed by Jim Waites for MM.

ITMM IM020B / EM292 Cycle 2 or Cycle 3

51

3 Already ECC Completed

AP

This is not current SAP functionality as there is not currently a validity period range. A vendor is either active or not. A BI solution is being researched to determine if a report can be built on history of minority indicator, within vendor of Statewide Invoice Conflicting SCEISbased is currently configured to allow a line item tolerance Toleranc Tolerance 5% (not to exceed $50), excluding sales tax and freight, this Business es Requirements was based on SAO requirements. Agencies are split on Process whether tolerances should be allowed but as SAP tolerance configuration is at a Company Code level. SCEIS needs to have one solution for all agencies without having to complete complex development. Tolerance functionality will not allow for reporting of when a tolerance is invoked or not, as it is considered to be an immaterial amount. The agencies that do not want a tolerance have already set up business processes within their tothe accomodate SAP configuration for tolerances is agency linked to company System code and is either on or off. Development would be required to have override capability at time of entering invoice. PRT has identified the requirement to be able to make changes to amount per item for purchases that will be available for resale. Many agencies identified the ability to have a manager override tolerances. Standard SAP functionality would allow the agency manager to manually release the invoice from being blocked with MRBR or the purchase order can be updated to reflect the correct price. have identified the need to change the Some agencies Statewide account assignment on a PO related invoice, at time of Business invoice entry. To meet this requirement in SAP, best Process practices would suggest that the PO is updated with the correct account assignment and then invoice entry can take place. There areis numerous potential impacts on agency the P.O. and System Currently SCEIS not configured to allow for an to enter an invoice before the goods receipt. Agencies should be allowed to enter and then let the system release once the GR is entered. Need to work with MM team on 3-way matching

52

3 Already ECC Completed

AP

Invoice Override Toleranc Capability es

Yes High TECH, LLR, DHHS, SCJD, SHA, ESC, DHEC, VRD, BCB, SLED, ETV, ARCH, DMV, DOR PRT, BCB, Medium DSS

Decision MMO, SAO Required

External SCEIS Policy decision Decisions

Low

Integration issue N/A Business Process change and requires no additonal configuration.

Business Process Procedure

Phase 3

Gap to be addressed

Medium

N/A

53

10 Process Change

ECC

AP

Invoices - Override PO account assignment from PO Invoices - Enter Invoice PO without GR

DMH, High BCB, SCJD, ADJGEN

Configurat SCEIS Integration Integration ion

Review in Process

High

Integration issue

IT115 IT118 Cycle 1 & Cycle 3

54

3 Already ECC Completed

AP

All

High

Configurat ion

Phase 3

Gap to be addressed

Medium

Integration issue. Will be IT01.2 tested in the MRBR Cycle 3 Script.

GAP Analysis - Feedback


Updated Updated Status # status Name 55 7 SRM Gap Proposed Decision Process Classificati Agencies Business Solution Responsible Review System Module Area Gap Findings on Affected Criticality Type By Required Invoices - GRs for Blanket Purchase Agreements could be used (these require a Statewide DJJ ECC AP Medium N/A Unnecessary PO Blanket Orders GR). Also need to further define why these agencies require Business a GR for purchases made under a blanket P.O. Process Status Gap to be addressed Complexity of PMO Review Solution* Comments Low Solution Description Really an MM integration issue Training Course Test Script (if applicable)

56

3 Already ECC Completed

AP

Invoices - Upload PO Program

Many agencies currently have interfaces or upload programs System into their current legacy financial systems for PO related invoices. SCEIS will need to build like functionality to meet the volume and frequency needs of these agencies.

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

(FI001) A new script will IT112 Cycle be needed for Cycle 3 3 testing. John chapman is working on the new script.

57

3 Already ECC Completed

AP

Invoices - Upload Direct Program

58

3 Already ECC Completed

AP

Invoice

Bank of America

Many agencies currently have interfaces or upload programs System into their current legacy financial systems for Direct Pay invoices. This program will give the agencies the capability of uploading invoices referencing funds reservations, passthrough grant invoices and for IDTS. SCEIS will need to build All Phase 3 & 4 agencies use Bank of America Works program System to manage the administration of their procurement cards. SCEIS will need to accommodate an interface to post these files (including invoices against POs and Funds Reservations) into SAP for timely processing but will standardize this across all agencies, as much as possible. The interface to process the file from Bank of America

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

All

High

FRICEW item

Post July, 2010 Future Phase

High

(FI002)A new script will IT111 Cycle be needed for Cycle 3 3 testing. John chapman is working on the new script.

59

3 Already ECC Completed

AP

Invoices Recurring

Several agencies requested the ability to schedule recurring System payments for rent, utilities, etc. They will need to be able to process these against a PO, Funds Reservation or Direct Pays. Standard functionality exists to process recurring payments in AP. Several agencies have validations or enhancements in current accounting systems to read or validate data that is not financial related. Examples include the follwing; DOC & VRD - CPT & ICD9 codes-validate negotiated vendor rates for medical services, inmate numbers BCB - Retirement systems VRD - Claims/SSN SIF - Claim numbrs The codes are not standardised across the agencies or across System

60

8 Reporting

ECC

AP

Invoices Validation of Key Fields

DDSN, High PRT, ESC, VRD, DSS, DHEC, DJJ, DHHS, DOE, LLR, DMH, DOC, PRT, Low VRD, DOR, COMM, SCSIF, LLR, CHE, AG, DDSN, BCB

Configurat ion

Phase 3

Gap to be addressed

Medium

Training

Out of Scope

Gap to be addressed

High

Highly critical to agency not SCEIS

Standard functionality IT109 Cycle exists to process 3 recurring payments in AP. A new script will be needed for Cycle 3 testing. John chapman is working on the new

GAP Analysis - Feedback


Updated Updated Status # status Name 61 4 Process Change Gap Process Classificati System Module Area Gap Findings on Invoices Duplicate Current duplicate invoice check is at the company code No Solution ECC AP Invoice Check (statewide) level and is based on the vendor number, invoice Required date, invoice/account number and amount. Some agencies had the concern that this check should be at the business level, as it may cause false errors but based on the criteria the system checks, it should be unique by agency. It would require significant development effort to change this check to be by business area. 62 4 Already ECC Completed AP Invoices Electronic Invoicing Electronic Invoicing was defined as the receipt of invoice data System in a file format that is read to load to the system (excludes invoices that are e-mailed (PDF, etc.)). DMH processes electronic invoices for telephone services within their legacy system. Standard AP upload programs will be available (incl. Bank of America). This requirement falls outside of these development items. 63 4 Still An Issue ECC AP Invoices Discounts Standard SAP functionality exists that will process discounts System for vendors based on payment terms. This is currently not used widely in the SCEIS solution, so needs to be updated to reflect phase 3 & 4 agency business requirements and tested. Examples of requirements include, the ability to take discounts based on volume purchased and meet certain purchasing thresholds. DHEC currently utilizes a travel system (TravelWin) that is fed System vendor information from their legacy accounting system. As DHEC is being onboarded with Travel Management 2 months after go-live on Finance and Procurement, it is not feasible to build a custom interface for this short length of time. A standard vendor index report will be available to download into Excel or Notepad that can be imported into their system until DHEC is live on SCEIS for Travel Management. 64 3 Already ECC Completed AP Vendor Travel Master DHEC currently utilizes a travel system (TravelWin) that is fed System vendor information from their legacy accounting system. As DHEC is being onboarded with Travel Management 2 months after go-live on Finance and Procurement, it is not feasible to build a custom interface for this short length of time. A standard vendor index report will be available to download into Excel or Notepad that can be imported into their system until DHEC is live on SCEIS for Travel Management. DHEC Medium Business Process Procedure Out of Scope Gap to be addressed Medium DOC, ESC, High VRD Configurat ion More information needed Gap to be addressed Medium For testing purposes this ITXX Cycle functionality will be 3 added into an existing script for cycle 3. Delay until STARS is retired DMH High FRICEW item Phase 3 Gap to be addressed Medium Will be handled with standard upload program Will be tested with invoicing script. IT26 Cycle 3 Proposed Decision Agencies Business Solution Responsible Review Affected Criticality Type By Required ESC, N/A Not Applicable Unnecessary DHEC, DMV Status Gap to be addressed Complexity of PMO Review Solution* Comments Not Applicable Solution Description Training Course Test Script (if applicable)

64

8 Reporting

ECC

AP

Vendor Travel Master

DHEC

Medium

Business Process Procedure

Out of Scope

Gap to be addressed

Medium

Manual based on vendor report and as DHEC is being onboarded with Travel Mgmt 2 months after golive

Manual based on vendor report and as DHEC is being onboarded with Travel Mgmt 2 months after golive

GAP Analysis - Feedback


Updated Updated Status # status Name 65 10 Process Change Gap Proposed Process Classificati Agencies Business Solution System Module Area Gap Findings on Affected Criticality Type Credit Credits against Agencies will require the ability to post credits and rebates Statewide All Decision ECC AP High Memos Assets against assets and reduce capitalized asset value. There was Business Required some inconsistency amongst the agencies in the application Process of this credit and it's affect on the asset value. SCEIS will need a Statewide Business Decision from CG's office regarding this process. Decision Responsible Review By Required Status External SCEIS Policy CG decision Decisions Complexity of PMO Review Solution* Comments Low Training Course Solution Description Test Script (if applicable) Business Process Change N/A requires no configuration change.

66

3 Already ECC Completed

AP

Credit Collection Memos schedule for large credits.

Credits from large vendors that cannot be taken at one time, Agency must be able to spread over a span of time. The application Business of this credit would not necessarily apply to each vendor Process payment and would need to be able to apply credits as needed. There is enough flexibilty in credit memo functionality that they can be applied directly to a specific invoice, PO or netted in the payment program by vendor, due date and business area. Standard functionality would not automatically "spread" credits, but allow the agencies to of Currently, workflow design accommodates up to 3 levels approval within an agency. Agencies may need the ability to add additional levels of review/approval to the workflow process but this heavily depends on how complex their organzation structure is. The SCEIS team considers this a lower priority for Phase 3 & 4 and this can be addressed in a future phase, if deemed necessary.

DSS, DDSN

Low

Business Process Procedure

Phase 3

Gap to be addressed

Low

Business Process Change N/A requires no configuration change.

67

3 Already ECC Completed

AP

Workflo Additional w Levels of Approval

System

BCB, Medium DMH, DOR, SHA, SCSIF, ETV, AG,

FRICEW item

CAB agreed on Future Phase 4/30/2009 that this gap should be considered Future Phase

Medium

69

10 Process Change

ECC

AP

70

10 Process Change

ECC

AP

Workflo Bus. Rules Some agencies identified the need to be able to route w Miscellaneous invoices for approval based on type of expenditure, specific vendor, travel, etc. The business rules to accommodate these requirements would be different for each agency. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the state. In addition, it is not feasible to sustain the maintenance required to manage rules by business Workflo Bus. Rules Some agencies identified the needbusiness to be able to route w Dollar Thresholds. invoices for approval based on type of expenditure, specific vendor, travel, etc. The business rules to accommodate these requirements would be different for each agency. It is not recommended to add this to the workflow at this time, as we would be unable to standardize this across the Several agencies expressed concern with having mulitple levels of approval for a PO related invoice that successfully met the 3-way match for PO, GR and IR. The current workflow requires all PO related invoices to be treated the same way, regardless of the approvals on the PR or PO. The decision to let these invoices go straight to CG's office for audit needs to be agreed upon by the SAO and CG's office.

Agency Business Process

SCJD, DDSN, DOT

Low

Workforce Transition

Out of Scope

Future Phase

High

Agency Business Process

DSS, DOC, Low DDSN

Workforce Transition

Out of Scope

Future Phase

High

71

3 Already ECC Completed

AP

Workflo 3-way Match w Invoices

Statewide Business Process

DDSN, DHEC, VRD

High

Decision CG, SAO Required

External SCEIS Policy decision Decisions

Medium

CG Audit. Business IT107 Process Change requires Cycle 3 no configuration change.

GAP Analysis - Feedback


Updated Updated Status Process # status Name System Module Area Gap Findings Imaging HIPAA-related Certain data may be required to be included with scanned 72 3 Already ECC AP Completed data image of invoice. HIPAA contains rules that regulate the electronic transmission of certain data (i.e., SSN). There may be an issue with the inclusion of patient or other data on the invoice images. SCEIS will need a decision from the CG Audit group or SAO regarding the inclusion of HIPAA related information for audit purposes, as all invoices are required to be scanned. 73 3 Already ECC Completed AP Vertex Use Tax Current process posts use taxes on an accrual basis in SAP, System but the transfer of expense must still be made to STARS. Results in expenses being posted twice, and a manual JE to correct. A BW report is being developed to list all Use taxes with all relevant accounting elements to help the agencies to prepare the IDT to transfer funds to DOR, and to prepare the reversing JE for the initial expenses. We must also to explore the possibility of automating this process. This is a critical Agencies are currently able to require a separate check per System invoice (by Vendor). Need the ability to designate single invoices for: Court Cases, Closing Packages, 3rd Party lockbox payments, grants, other. SCEIS was designed and configured to group invoices together within a business area by vendor and due date. Additional payment terms will need to be configured and used to allow some agencies to process a single check per invoice. This could cause issues when follow-on bank processes are executed within SAP. 75 4 Still An Issue ECC AP Paymen Positive Pay t Processi ng As we are onboarding VRD composite reservoir activities for System Work Training Centers, SCEIS will need to produce a positive pay file for this activity. Gap Classificati on Statewide Business Process Agencies Business Affected Criticality DHEC, High DOC, VRD, DJJ, DHHS, BCB, DMH, DDSN Proposed Solution Type Decision Required Decision Responsible Review By Required Status External SCEIS Policy CG, SAO decision Decisions Complexity of PMO Review Solution* Comments Medium Training Course Solution Description Test Script (if applicable) CG Audit. Will add to an IT124 existing scriot for Cycle Cycle 3 3.

ALL

High

FRICEW item

Phase 3

Gap to be addressed

High

(FR003) A new script will IT119 be needed for testing In Cycle 3 Cycle 3

74

3 Already ECC Completed

AP

Paymen Single Check t per invoice Processi ng

SDE, DSS, High BCB, PRT, DMH, DHEC, DHHS, DPS

Configurat ion

Phase 3

Gap to be addressed

Medium

Script already written for IT102 Cycle Cycle 3 3

VRD

Medium

FRICEW item

Phase 3

Gap to be addressed

Medium

(FF007)

Moved to Treasury

76

9 CO

ECC

CO

Internal Disaster cost Accounting for the costs related to disasters is very important System Orders accounting for two primary reasons. (1) Federal aid received has to be and allocation. properly accounted for in order to give the State the ability to report back to the Federal government how the funds were spent (2) Key government officials in State government may want to quantify the cost of a disaster for internal and/or public management purposes. Current design has not been used widely, thus needs to be tested more thoroughly to ensure that all integration points are considered (e.g. budget).

All

High

Configurat ion

Phase 3

Gap to be addressed

High

Originally planned for Cycle 1 but moved to Cycle 2

IT81 Cycle 2

77

9 CO

ECC

CO

Allocatio General ns

Without cost allocation, operational cost analysis and System management would suffer significantly as well as the ability to answer queries from State government officials.Most agencies do some form of cost allocation for various purposes, largely internal management reporting but some may be for grant reporting, health care cost allocations and other external reporting, which makes them essential. SAP has allocation functionality that has not yet been configured.

All

High

Configurat ion

Phase 3

Gap to be addressed

High

IT66 Cycle 1

GAP Analysis - Feedback


Updated Updated Status # status Name 78 9 CO Gap Proposed Decision Process Classificati Agencies Business Solution Responsible Review System Module Area Gap Findings on Affected Criticality Type By Required CO Allocatio Budget affect This requirement is to ensure that certain allocation postings System All Medium Configurat Phase 3 ECC ns of allocations effect the budget. SAP has the capability to do this but is not ion yet configured for it Status Gap to be addressed Complexity of PMO Review Solution* Comments High Solution Description Training Course Test Script (if applicable) IT66 Cycle 1

79

9 CO

ECC

CO

Allocatio Statistical Key Statistical Key figures can be used to capture information System ns Figures such as, quantities on invoices, quantities of a material purchased, time charged, square footage or headcount, etc. These statistics can then be used for cost allocations purposes within SAP. Capital Project Projects Systems SCEIS currently would need to internal standardize the Statistical Key projects Figures as System SCEIS uses orders to track capital but there are drawbacks with this process. Project Systems allows for flexibility to track large, complex, multi-year activities.

VRD, BCB, Medium ESC

Configurat ion

Phase 3

Gap to be addressed

High

We define the SKF Originally planned for and then Cycle 1 but moved to additional after Cycle 2 2010.

IT67 Cycle 1

80

3 Already ECC Completed

PS

All who High have CAP projects

Configurat ion

Phase 3

Gap to be addressed

High

IT80 Cycle 1 Cycle 2

81

3 Already ECC Completed

PS

Billing

Federal fund Need to be able to track project phases for matching of Fed reimbursemen Funds from other State entities, then bill the other agency t billing with the project number. This is critical because it involves Federal Funds. We will require more information from DHHS regarding this issue as it is heavily integrated scenario.

System

DHHS

High

Configurat ion

More information needed

Review in Process

High

Solution Pending. In Review currently.

IT81 Cycle 2

82

3 Already ECC Completed

PS

Cost Retainage Posting

83

4 Process Change

ECC

PS

Cost Security on Posting/ project Security reporting

Agencies that have long - term construction projects withold a certain amount of retainage from contractor invoices. SAP does not have a particular function for this. This is critical functionality since retainage is an essential part of the contractor / State relationship and project management. It is also an important inducement for contractors to perform in One agency may have a project that is performed by another agency. An example of this is a project that is assigned to ESC but managed by the BCB State Engineer. In this case both agencies would want to have access to reports for that project. In the present configuration of SAP, reports may be viewed based on the agency to whom the project belongs. The ability to view accross business areas, is moderately important.

Statewide Business Process

All who High have CAP projects

Configurat ion

Phase 3

Gap to be addressed

Medium

IT80 Cycle 1 Cycle 2

System

All who Medium have CAP projects

Configurat ion

Phase 3

Gap to be addressed

High

Set up in a Security Role. IT83 Cycle Will be tested with Roles 3 in Cycle 3

84

3 Already ECC Completed

AR

Custom Statewide er Customer Master Master File

Phase 3 & 4 agencies will be using the customer master Statewide records significantly more extensively than agencies have to Business date, this includes for AR and Sales & Distribution. The Process current process to request a new customer to be added to the statewide file involves filling out a form which is emailed and then manually added to the file. This current process will not be sufficient to handle the volume and complexity of new

All

High

Decision SCEIS External SCEIS Policy Required Integration, decision Decisions CG

High

Develop Process Jennifer Murim

IT105 Cycle 1 Cycle 2 Cycle 3

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 85 3 Already ECC AR Completed Process Area Custom er Master Gap Agencies ability to create, manage and maintain customer master records. Gap Classificati Findings on Several agencies will require the ability to create and manage Statewide customer master records. As the SCEIS customer master Business process is not fully designed it is currently unclear as to how Process involved agencies will be in maintaining customer records. Agencies Affected DMV, SCFC, DPS, VRD, BCB, SHA, DJJ, DHEC, ORS, SCSGC, SLED, AdjGen, All Proposed Business Solution Criticality Type Configurat High ion Decision Responsible Review By Required Status External SCEIS Policy CG decision Decisions Complexity of PMO Review Solution* Comments Medium Solution Description Dependent on above requirement Training Course Test Script (if applicable) IT105 Cycle 1 Cycle 2 Cycle 3

86

3 Already ECC Completed

AR

Custom Multiple "Bill Many agencies require the ability to have multiple addresses System er To"addresses for one customer master record. Users need the ability to Master bill to one or more parties or on behalf of someone with an address different from that customer master. These customer master records would also need to be identified easily by the end user as a "Bill-to" or "Ship-to" address. As SCEIS builds out the Customer Master process, this requirement will be accomodated.

High

Configurat ion

Phase 3

Gap to be addressed

Medium

IT105 Cycle 1 Cycle 2

87

10 Process Change

ECC

AR

Custom Smart er numbering Master schema.

Currently, SCEIS is configured to create a system generated number for customer master records and some agencies need some intelligence built into their numbering system.

System

SDE, BCB, Low DJJ

Training

Out of Scope

Gap to be addressed

Medium

Highly critical to agency not SCEIS

88

3 Already ECC Completed

AR

As SCEIS builds out the Customer Master process, all numbers will be system generated. As all crosswalk and transformation rules for interfaces reside Custom Classifications Several agencies need the ability towill report on outside certain of System er classifications that are lower level than Customer Master Master Account Groups. Examples include but are not limited to; Private and Non-Private; Non-profit classifications; college and university classifications and fraudulent customers. SCEIS will need to accommodate differentiating these types of classifications to meet both state and federal requirements. Custom Conversion/up Agency customer master files will need to be converted via a System er load program program due to the volume. All customer master records Master customer have been converted manually to date. This will be for all master customers including those related to inventory management. records.

VRD, BCB, High DJJ,

Configurat ion

Phase 3

Gap to be addressed

Low

89

3 Already ECC Completed

AR

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

Using a field on the customer master called "industry". Agencies populate the field if needed in their cust. Mstr data conversion spreadsheet. Discussed during KT Sessions Integration issue (CF074B) Conversion File. Spreadsheet & Guide have been submitted to the agencies

IT105 Cycle 1 Cycle 2

IT105 Cycle 2

90

3 Already ECC Completed

AR

Custom Interface er Master

Due to the number of subsidiary systems that rely on System customer master information being passed back and forth. It is required for SCEIS that we build an upload and download programs for customer master information.

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

Integration issue

IT105 Cycle 1 Cycle 2

91

3 Already ECC Completed

AR

Postings Security deposit tracking

Ability to track a security deposit for a customer to offset System losses. The dollar amount on record pay that will cover losses when payment goes in arrears. SCEIS will track this via customer debit memos which can be manually offset against future receivables if necessary.

DMV

Medium

Configurat ion

CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3

Low

outstanding requirement IT108 Cycle in Progress and will be 2 tested in cycle 2. Script for invoicing.

GAP Analysis - Feedback


Updated Updated Status # status Name 92 4 Still An Issue Process System Module Area Gap Invoicin Quantity ECC AR g based billing Gap Proposed Decision Classificati Agencies Business Solution Responsible Findings on Affected Criticality Type By Several agencies need the ability for the system to calculate System DPS, DJJ, High Configurat the bill based on rate and quantity. The current SCEIS AR BCB, ORS, ion solution will not accomodate this requirement, as it relies on DOC the end user performing that calculation before entering. Agencies with inventory sale billing will be using the SD module to bill which will handle this requirement. Agencies that are non-inventory related, we will need further The ability to systematically create recurring receivables for System DHHS, Medium Configurat agencies which we are currently not doing in the SCEIS AR DDSN, ion module. This requirement can be accomodated using DSS, standard AR functionality, that is currently not configured or DHEC, tested. For inventory related billing there are several ORS recurring billing options. Statewide Business Process DMV, DSS, DHHS, BCB High N/A Review Required Phase 3 Status Gap to be addressed Complexity of PMO Review Solution* Comments High Solution Description Integration issue Training Course Test Script (if applicable) IT108 Cycle 2 w/ SD

93

4 Still An Issue

ECC

AR

Invoicin Recurring g

Phase 3

Gap to be addressed

Medium

"Recurring Billing" script IT109 Cycle 2

94

3 Already ECC Completed

AR

95

3 Already ECC Completed

AR

Invoicin Billing by Line Most agencies that process AR will need to bill by line of g of Service service, however, this is unique to each agency. This can be achieved by breaking out revenue object codes for services but the consideration must be made to standardize this as much as possible across the agenices as we use a statewide chart of accounts. Some agencies such as DHHS accomplish Invoicin Interface Many agencies have identified the need to automatically g upload and download invoices for customers from information collected/transacted in a subsidiary system.

Phase 3

Gap to be addressed

Low

"Billings & Collections" Script

IT108 Cycle 2 Cycle 3

System

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

(FI006) "Billings and IT108 Collections" interface Cycle 2 program. Tested in cycle Cycle 3 2 & 3 for billing and payments.

96

4 Already ECC Completed

AR

Invoicin Interest g Calculation

Currently, the SCEIS AR module design does not System automatically calculate interest. This process would need to be designed, configured and tested across the agencies. Currently most agencies manually calculate interest and they split between principal and interest, during payment application. For some, this interest is not included in the closing packages and the interest is reduced on their books and remitted to the state. ORS is currently the only agency to automatically calculate Agencies will need the ability to report on revenue that is billed vs collected. This report can be built in BI to accomodate this requirement but will need further information from agency about exact reporting requirements. System

ORS, Medium DHHS, DHEC, VRD, DMH

Configurat ion

Phase 3

Gap to be addressed

High

Need more "Billings & Collections" information from Script. other agencies as to complexity of interest calculation

IT108 Cycle 2

97

3 Already ECC Completed

AR

Reportin Gross vs. g Collected Revenue

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

(FR004/FR005) Reporting IT106 Cycle 3

98

10 Process Change

ECC

AR

Postings Social Security Some agencies idenitifed the need to process Social Security Agency Claims claims that must be billed for benefits. Business For example, if VRD places the client in a position then VRD Process gets a refund on some of the benefits paid. ESC has similar program based on a fee schedule and therefore same design will apply for their agency. SCEIS will be able to capture this information as a miscellaneous receipt.

VRD, ESC, Medium DDSN, DSS

Configurat ion

CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3

Medium

Outstanding IT106 Cycle requirement in Progress 2 Cycle 3 and will be tested in cycle 2.

GAP Analysis - Feedback


Updated Updated Status Process # status Name System Module Area Gap Invoices Pre-Paid Bills 99 3 Already ECC AR Completed Findings A few agencies identified the requirement to be able to receive money for a bill before it's due. SCEIS can accommodate the requirement to bill and receive money before it is due. It can be posted against a customer or as revenue. Gap Classificati on No Solution Required Agencies Affected DMV, LLR, DSS, CJA Business Criticality Not Applicable Proposed Decision Solution Responsible Review Type By Required Business Unnecessary Process Procedure Status Gap to be addressed Complexity of PMO Review Solution* Comments Not Applicable Solution Description Training Course Test Script (if applicable) IT108 Cycle 2 Cycle 3

100

3 Already ECC Completed

AR

Corresp Bills ondence

Several agencies will need to be able to automatically System generate bills for customers, on a weekly/monthly/ad hoc basis. Each agency has their own format for their bill and want to create at least one bill per agency, which could easily be 30 forms. SCEIS will the output of the bill across Outside ofneed ORS,to allstandardize of the agencies listed have manual System dunning procedures for customers. SAP has the capability to automate and invoke dunning procedures for all agencies but this will need to be standardized across the agencies, as much as possible. All agencies expressed an interest in developing automated dunning procedures thus the SCEIS team considers this a future phase requirement. Agencies have identified the need to be able to produce customer statements for open items. SCEIS currently has an account statement available but this will need to be enhanced and consider the aging buckets. As with bills, we will need to standardize the output of the statement but allow for flexibility with logo per agency. System

101

3 Already ECC Completed

AR

Corresp Dunning ondence

DHHS, High ORS, DSS, DOT, SLED, LLR, SCFC, ETV, CHE, DJJ, DMV, DHHS, Low DSIT, BCB, ORS, DJJ, DMV, DSS, VRD

FRICEW item

Phase 3

Gap to be addressed

Medium

"Billings & collections" Form

IT108 Cycle 2 Cycle 3

FRICEW item

Phase 3

Gap to be addressed

Medium

(FF03) Pending Customer Input? FDS ON HOLD for future development.

102

8 Already ECC Completed

AR

Corresp Customer ondence Statements

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

IT108 Cycle 2

103

3 Already ECC Completed

AR

Reportin Aging Report g

All agencies will require AR aging report based on standard aging buckets (e.g. 30, 60, 90). A BI report will be built to accommodate this requirement.

System

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

(FR005) Reporting

IT105 Cycle 2

104

8 Reporting

ECC

AR

Reportin Medicaid g Billings

All Medicaid related agencies will need the ability to report System to report on billed vs collected revenue for medicaid. The uncollected revenue may need to be written off to a contra uncollectable revenue account, which would also need to be included in the report.

All Medium agencies that receive Medicaid

FRICEW item

Phase 3

Gap to be addressed

Medium

(FR006 Originally) Moved IT67 to CO and requirements Cycle 2 changed per Martin Cycle 3 Taylor. New Development for a cost report. (Now assigned to CO and assigned RF406)

GAP Analysis - Feedback


Updated Updated Status # status Name 105 4 Process Change Process System Module Area Custom ECC AR er Paymen ts Gap Credit Card payments to Customer Receivable Findings Currently all credit card payments are processed via the inbound interface from STO. This data is aggregated and posted based on terminal ID, which defaults the account assignment. This process does not allow for the application of electronic payments to specific customer receivables. Agencies will need to manually apply the payment to the customer after the interface has recorded the payment. Many agencies have identified the need to automatically upload or download of payments for customers from information collected/transacted in a subsidiary system. Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required No Solution All Not N/A Unnecessary Required Applicable Status Gap to be addressed Complexity of PMO Review Solution* Comments Not Applicable Solution Description Training Course Test Script (if applicable)

106

3 Already ECC Completed

AR

Custom Interface er Paymen ts

System

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

(FI006) Interface

IT100 Cycle 3

107

4 Still An Issue

ECC

AR

Non-AR Receipts Receipts

DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase requirement.

System

DSS

Low

FRICEW item

Post July, 2010 Future Phase

Medium

108

4 Already ECC Completed

AR

Deposits Workflow for Deposits

Agencies agreed upon having one level of automated System approval for deposits required within the Agency and STO rejection notification. Current deposit workflow is kicked off after the agency has posted the deposit and the STO approval is automated. Enhancement to add one level of approval within agency.

DSS, LLR, High DJJ, DDSN, DMH, SCJD, ETV, DMV

FRICEW item

Phase 3

Gap to be addressed

Medium

(WF364) Deposit Script

IT106 Cycle 1 Cycle 2

109

3 Already ECC Completed

AR

IDT

Live to Live Process

The current SCEIS IDT process for live to live agency transactions will not be adequate for the Phase 3 & 4 agencies because of volume and complexity of transactions. Currently the Live to Live process relies on a SCEIS team member to clear the transactions, does not accomodate partial payments and is cumbersome for end users. The volume of IDTs will be significantly higher with the next 2 phases and this process needs to be addressed before they go-live. To fix this process would require coordination from CGs Office and SCEIS team to address business process and system constraints.

Statewide Business Process

All

High

FRICEW item

Phase 3

Gap to be addressed

High

(FE004/EF375) Combined

IT12IDT_Sc ript Cycle 2 Cycle 3

GAP Analysis - Feedback


Updated Updated Status Process # status Name System Module Area Gap IDT Non-Live to 110 3 Already ECC AR Completed Live or Live to Non-Live Process Findings As with the live-to-live process, there are some issues with the IDT process that need to be addressed before onboarding more complex and high volume agencies. Partial payments will need to be addressed and ease of use for data entry. Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required System All FRICEW High Phase 3 item Status Gap to be addressed Complexity of PMO Review Solution* Comments High Solution Description (FE004/EF375) Combined Training Course Test Script (if applicable) IT12IDT_Sc ript Cycle 2 Cycle 3

111

10 Process Change

ECC

AR

Imaging Checks

Some agencies identified the potential requirement to link Statewide images of deposited and return checks back to individual Business receivables/customers. This requirement can be Process accomodated in SCEIS but would be very cumbersome for the agency to apply these images to reversals. Need decision from SAO as to whether is this an audit requirement.

DHHS, DDSN,

Medium

Decision SAO Required

External SCEIS Policy decision Decisions

Medium

Not in Scope

N/A

112

10 Process Change

ECC

FXA

Asset Capitalization SCEIS does not have an automated capitalization trigger in Statewide Procure trigger procurement process. Currently all agencies want some sort Business ment of logic built into the workflow to automatically determine Process what is a fixed asset or low value asset based on dollar amount or NIGP code. This functionality is not available in SAP. The current process is to rely on procurement personnel or accountants to know the capitalization policy and ensure that the accounting for every transaction is appropriate.

All

High

Training

Out of Scope

Gap to be addressed

Medium

113

4 Still An Issue

ECC

FXA

Asset Automate Procure Asset Shell ment creation

When purchasing multiple like assets, SCEIS requires the System creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered to be a workforce transition item and will continue to be a manual process.

All

Medium

Workforce Transition

Out of Scope

Future Phase

High

GAP Analysis - Feedback


Updated Updated Status # status Name System Module FXA 114 3 Already ECC Completed Gap Proposed Process Classificati Agencies Business Solution Area Gap Findings on Affected Criticality Type Master Location codes Agencies want the ability to track assets by Location, System All High FRICEW Data/Re -- Insufficient building, county, etc. and need up to 5 fields within an asset item porting location codes master for the above different types up of info. This is very for assets in important for inventory and internal control purposes. The SAP solution is complex in that it requires expanding the masterdata screens in SAP to include various desired categories. Master Low value Data/Re asset porting classification codes Need to be able to expand the categories of low value assets System in the LVA Class in the system currently to perhaps identify laptops, certain types of Guns, etc.. This is very important to law enforcement agencies in tracking law enforcement equipment. As this configuration is company code dependent these classifications will need be standardized as much as possible. All Medium Decision Responsible Review By Required SCEIS Phase 3 Integration Status Gap to be addressed Complexity of PMO Review Solution* Comments High Training Course Solution Description Test Script (if applicable) Integration issue IT110 because this may be tied Cycle 3 to Inventory not Assets (FE005)??? 7-22-09 All Master Data GAPs are dependant on FRICE development. Will be tested in Cycle 3. 7-22-09 All Master Data IT110 GAPs are dependant on Cycle 3 FRICE development. Will be tested in Cycle 3.

115

3 Already ECC Completed

FXA

Configurat SCEIS ion Integration

Phase 3

Gap to be addressed

Medium

116

4 Already ECC Completed

FXA

Master Disposal codes SCEIS does not have any asset disposal reason codes System Data/Re currently configured. Need to track asset disposals by various porting tracking codes for reporting purposes. This requirement is driven by internal management requirements and practices.

All

Medium

Configurat ion

Phase 3

Gap to be addressed

Medium

7-22-09 All Master Data IT110 GAPs are dependant on Cycle 3 FRICE development. Will be tested in Cycle 3.

117

4 Process Change

ECC

FXA

Reportin Asset history g

Asset tracking and history by employee not available in SAP System as configured. Need ability to track the history of assets (e.g., who has been assigned the firearm throughout its life?). This is critical for sensitive items. Asset trade in process and accounting differs by agency. It is Statewide up to the State to determine whether all agencies should Business follow the same way of calculating trade ins. The differences Process are likely to be immaterial from a financial accounting standpoint.

DPS, DMV Medium

Configurat SCEIS ion Integration

More information needed

Review in Process

High

HR/PY Integration

IT110 Cycle 3

118

11 Already ECC Completed

FXA

Disposal Trade in accounting

All

Medium

Decision CG, SAO Required

External SCEIS Policy decision Decisions

Medium

Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.

119

11 Already ECC Completed

FXA

SCEIS will need decision from CG and SAO as to how this should be handled across all agencies. Depreci Salvage value Some agencies use a salvage value in determining Statewide ation calculation depreciation and others don't. The difference in methods is Business likely to be immaterial but may have some importance from Process a State-wide accounting consistency standpoint. SCEIS will need decision from CG and SAO as to how this should be handled across all agencies. Agencies do not have common treatment of freight or sales Statewide and use tax calculation for capitalization purposes. This also Business may be insignificant financially although inconsistent from an Process accounting standpoint. SCEIS will need decision from the CG's Office as to how this should be handled. Certain agencies depreciate assets based on an AHA (American Hospital Association) schedule for In-facility assets. This is to conform to regulatory reporting standards and is critical. SAP is presently not configured for such depreciation accounting. SCEIS will need decision from CG's Office & SAO as to how Statewide Business Process

All

Medium

Decision CG, SAO Required

External SCEIS Policy decision Decisions

Medium

Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.

120

3 Already ECC Completed

FXA

Asset Follow on Acquisiti vendor on charges affecting capitalization value Depreci American ation Hospital Association depreciation rules -- not separately defined in SAP

All

Medium

Decision CG Required

External SCEIS Policy decision Decisions

Medium

Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.

121

3 Already ECC Completed

FXA

DDSN, Medium BCB, ESC, DMH, DAODAS, DJJ, DOC, DSS

Decision CG, SAO Required

External SCEIS Policy decision Decisions

High

Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.

GAP Analysis - Feedback


Updated Updated Status # status Name System Module FXA 122 3 Already ECC Completed Gap Proposed Process Classificati Agencies Business Solution Area Gap Findings on Affected Criticality Type Depreci General ledger Certain agencies would like to post depreciation for assets Statewide BCB, ESC Medium Decision ation accounts for found after year end that should have been reported in Business Required assets found previous period to a special account reserved for such. SCEIS Process after year end will need guidance from CAFR group, as to how these should are not in SAP be accounted for. Decision Responsible Review By Required Status CG External SCEIS Policy decision Decisions Complexity of PMO Review Solution* Comments Low Training Course Solution Description Test Script (if applicable) Need more feedback ITXX from CG's Office. Will Cycle 3/4 follow up with Bruce and Betsy Lawson.

123

10 Process Change

ECC

FXA

Asset Assets on loan Need to track assets on loan to agency in the system. SAP System Acquisiti has no functionality to track loaned assets. Only one agency on expressed this as a requirement.

VRD

Medium

Business Process Procedure

Phase 3

Gap to be addressed

Medium

Need more information from other agencies.

IT110 Cycle 2

124

3 Already ECC Completed

FXA

Asset Donated or Acquisiti Confiscated on Assets

Need to distinguish between assets donated and assets System confiscated for management reporting. SAP is not currently configured to make this distinction. Most agencies will need the ability to record assets that were donated without a financial impact.

All

Medium

Configurat ion

Phase 3

Gap to be addressed

Medium

IT110 Cycle 2

125

10 Process Change

ECC

FXA

Reportin Pass-through g grant asset tracking

Pass-Through grant related assets need to be accounted for System but not recorded on the agency's books. SAP does not have the capability to record assets in the Asset Management Module without them being on the books. Recommend that agencies use spreadsheets to track these assets. 4/30/2009: DPS does not need this to be treated as an asset in SCEIS. DPS wants to be able to add the asset information to a text field on an invoice, and then be able to download that asset information from a report. CAB and DPS agree this is a workforce transition issue. Multiple agencies identified the need to attach System scanned/electronic documentation to asset records because of scrapping, donations, transfers etc. Imaging is not currently active in the fixed asset module

DPS, VRD High

Workforce Transition

CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3 as Workforce Trasnisition issue

Medium

Need more information from these agencies as to whether there is a grantor requirement.

IT65 Cycle 2

126

3 Already ECC Completed

FXA

Master Imaging Records

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

Imaging Integration

IT110 Cycle 2

127

3 Already ECC Completed

GL

Postings Petty Cash

The current petty cash process designed and configured in SCEIS is not widely used and the impact of onboarding agencies with significantly higher volumes of data needs to be addressed. The process will need to take into consideration closing package requirements and agency requirements.

Agency Business Process

128

3 Already ECC Completed

GL

Postings Change Funds BCB, DMV and PRT have several petty cash/change making Agency funds that will need to be accomodated into the SCEIS Business solution. PRT also needs to track the replenishment of stolen Process funds separately.

DHHS, Medium SCSGC, Gov, DOR, DAODAS, SCFC, Adj Gen, ETV, SCJD, AG, Medium BCB, DMV, PRT

Business Process Procedure

Unnecessary

Gap to be addressed

Medium

Business Process Procedure

Unnecessary

Gap to be addressed

Medium

7/31/09 check w/Kay IT97 Cycle Incomplete - Pending 2 additional information from agencies. Anticipated solution will require creation of master datano 7/31/09 same asconfig 127 or IT97 Cycle 3

GAP Analysis - Feedback


Updated Updated Status Process # status Name System Module Area Gap GL Postings Accruals 129 3 Already ECC Completed Findings Accruals is standard SAP functionality but is currently not used at all in SCEIS. Several of the Phase 3 & 4 agencies will require the ability to record interest, tax, payroll, bonds, investments, receivables accruals on a monthly or annual basis. This functionality will need to be configured and tested to meet these requirements, currently there does not seem to be any enhancements required. Postings Loans Many agencies track long term notes receivable or payable System within their legacy accounting systems. Currently no requirements have been identified to implement the Loans Management module within SAP. SHA & BCB have the most significant loan activity to track and SHA has a full suite of products that will be interfaced SCEIS forprocess loan tracking System Postings Capital Leases SCEIS does not currently have a into capital lease designed and tested and a few agencies have identified the requirement to be able to track this information. This process will need to be designed with the CAFR group to ensure that we build the process with statewide and GAAP accounting requirements. Not all capital leases allow for the asset to be kept at the end of the lease. Current cash flow reporting in SCEIS is immature and there System are several business requirements of the larger agencies, to have a more robust cash flow reporting capability. Enhancement Package 4 includes new functionality for public sector cash flow reporting which will need to be implemented to meet these requirements. The agencies will need to be able to run reports to see pending accounts payable transactions to be processed and pending deposits. As the banking structure currently resides within STO's FMS not SCEIS, there will be limits to the reporting that can be implemented Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required System ORS, SHA, Medium Configurat Phase 3 PPP, CHE, ion DOR Status Gap to be addressed Complexity of PMO Review Solution* Comments Low Solution Description 7/31/09 Payroll Accrual 2 Doc types. FBS1 used to post and reverse accruals. Creation of new GL/commitment items which will be irrelevant to FM. Configure FM to Nothing required for now. Agencies will post JE to update loan GL totals. No loan details in SAP-FI. Agencies will need to provide any 7/31/09 Meeting Scheduled In process with AA team. Additional STARS interface mapping. Training Course Test Script (if applicable) IT97 Cycle 3

130

3 Already ECC Completed

GL

CJA, BCB, Medium DOT, Gov, SHA, PPP, DHHS DOC, BCB, High ESC, AG

Business Process Procedure

Unnecessary

Gap to be addressed

Medium

n/a

131

4 Already ECC Completed

GL

Configurat ion

Phase 3

Gap to be addressed

Medium

ITXX Cycle 3

132

8 Already ECC Completed

GL

Cash Cash Flow Manage Reporting ment

BCB, DDSN, DPS, DMV, DHHS

High

Configurat ion

Phase 3

Gap to be addressed

High

7/31/09 Chuck & IT108 Cycle Susanne F. Ph3-Nov 1 - A 3 report in BW- Production was modified to produce a report. "FI vendor actuals (open) by Exp/Rev". To be used by agencies initially. This only addresses the upcoming AP payments due but no actual cash balances. Agencies will be required to pull that data separately and compare. Look at FE006/EF001B Ph3-Post development ASAP Additional reports to combine CASH balances with pending transactions into one report will be needed as a more comprehensive solution. Additional TBD/financeial statement impact - Need to evaluate SEPARATE issue on CASH FLOW management and reporting. Implementation of the

GAP Analysis - Feedback


Updated Updated Status # status Name 133 10 Process Change Process System Module Area GL Cash ECC Manage ment Gap Reserving Cash at time of Expenditure. Findings SAMS agencies have the ability to reserve cash at time of invoice, so that the cash is now unavailable for any other purchase. SAP does not have the ability to reserve cash at time of invoice, as it is an accrual basis accounting system and therefore only considers budget at time of processing an expenditure. Enhancement package 4 has more sophisticated public sector based cash flow reporting which should allow agencies to manage cash more effectively, rather than actually reserving cash. Training issue and workforce transition Gap Classificati on Agency Business Process Agencies Business Affected Criticality DPS, Low DMV, CJA Proposed Decision Solution Responsible Review Type By Required Workforce Out of Scope Transition Status Future Phase Complexity of PMO Review Solution* Comments High Solution Description Training Course Test Script (if applicable)

134

3 Already ECC Completed

GL

Cash Borrowing Availabil Limits ity Control Cash By Grant & Availabil Phase ity Control

135

4 Reporting

ECC

GL

Some agencies control the amount of cash that can be processed over the balance by instituting borrowing limits. This is related to restricted and earmarked funds not Federal funds. Currently the enhancement either stops or doesn't stop the transaction due to cash availability, the program would need to be changed considerably to institute Many agencies need the ability to control cash by fund and grant, specifically for non Federal Funds. The current SCEIS Cash by Fund enhancement does not consider grant, thus the enhancement will need to be updated.

Agency Business Process

DHHS, Medium DSS, Lt Gov, CJA, BCB, AG & SCPRT DHHS, Medium DSS, Lt Gov, DOC, BCB, VRD, Gov, DOR, DAODAS, LLR All High

Workforce Transition

Out of Scope

Future Phase

High

Interfund loans

System

FRICEW item

Phase 3

Gap to be addressed

High

7/20/09 - Originally ? EF001B - submitted to Tech 5/12, changed from FE006 to EF001B. On Hold per Tanya 5/14/09.

136

3 Already ECC Completed

GL

Banking Composite Reservoir Accounts

137

3 Already ECC Completed

GL

138

3 Already ECC Completed

GL

Many agencies have composite reservoir accounts to System expedite check/deposit processing for their varying business requirements. These accounts are given out by the STO's Office to the agency and the agency is required to balance the account via bank statement. To date we have not bought in the activity of any of the composite reservoir accounts into SCEIS but at least two agencies will require that we do. DMH has 2 composite reservoir accounts that are currently running in SAP and have check printing capabiliites. VRD has a composite reservoir account(s) that is used in their Work Banking Non-STARS Several agencies operate cash/bank accounts that are not System bank accounts recorded in STARS. The activity/balance of these accounts are recorded for Statewide purposes on a closing package. Some of these accounts will need to be tracked in SCEIS but not reported to STARS for statewide purposes, this can be accomplished by filtering out this activity via the interface. It is unclear how many bank accounts this represents and what activity will be recorded. Below are examples gathered Journal Differentiate The current SCEIS Journal Entry workflow has all journal System entries routed to CG for approval. The volume of Journal Entry between Entries will significantly increase with the Phase 3 and 4 Workflo internal and agencies and many of these documents will not need to be w external journal entries approved outside of the agency. for CG

Configurat ion

Phase 3

Gap to be addressed

High

7/31/09 - On going with ITXX Cycle Susanne F & Tanya. 3/4 Meetings being held. Treasury in Process.

All

Medium

Configurat ion

Phase 3

Gap to be addressed

High

Phase in as decided.

7/31/09 - Treasury In Process

ITXX Cycle 3/4

All

High

FRICEW item

Phase 3

Gap to be addressed

Medium

Business rules will need to be added to WF to only send JE's to CG's office that are required (WF272) 7/23/09 Additional discussions

IT118/119C ycle 3

GAP Analysis - Feedback


Updated Updated Status # status Name 139 4 Still An Issue Process System Module Area GL Journal ECC Entry Workflo w Gap Additional Levels of Approval Findings The current SCEIS Journal Entry workflow has one level of approval within the agency, many agencies have identified the requirement to have an additional level Agency can implement a manual approval level Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required System DMH, Medium Workforce Out of Scope Transition Status Future Phase Complexity of PMO Review Solution* Comments Medium Solution Description Training Course Test Script (if applicable) ?

140

4 Already ECC Completed

GL

Journal Entry Workflo w

Transfers Currently the CG's Office will enter Journal Entries manually System between into STARS for those that cross agencies. Agencies have the departments ability to transfer cash from one agency to another, based on within an legislative requirements. Currently SCEIS security is locked by agency or inter- Business Area, only SCEIS team members or Statewide agency journal functions would have the ability to create this document. entries Need to design and develop a process to accomodate this business requirement. Example - DMV/DOR collects money on behalf of other agencies and then will distribute back to the agency as required. Several agencies prepare their own financial statements, either on a monthly, quarterly or annual basis. The statements are required to report to their boards on a monthly or quarterly basis. Agencies that process separate financial statements are also used for inclusion in CAFR preparation, rather than filling out closing packages.

All

High

FRICEW item

SCEIS FI

CAB agreed on Gap to be 4/30/2009 that addressed this gap should be addressed in Phase 3

High

7/31/09 No IT99, configuration required. 118/119 Security: Security Role Cycle 3 requirements provided to security team. Workflow: Rule added to JE workflow FDS requirements to send these documents to the CG. RF404 BI Reports 7/20/09 - Pending final FDS. Being reviewed with the BW team. TBD? ITXX Cycle 3/4

141

3 Already ECC Completed

GL

Reportin Financial g Statements

System

DOT, SHA, High BCB,

FRICEW item

Phase 3

Gap to be addressed

Medium

142

8 Reporting

ECC

GL

Reportin Calendar Year ORS and VRD are required to report to external entities System g based reports based on the calendar year, rather than Fiscal Year or Federal Fiscal Year. VRD is required to report on W-2 information for nonemployees for their Work Training Centers. The system that this processing occured in is being decommissioned by SCEIS

ORS, VRD High

FRICEW item

Phase 3

Gap to be addressed

Medium

RF405

BI Reports ITXX Cycle 7/20/09 - Pending final 3/4 FDS. Being reviewed with the BW team. TBD

143

4 Already ECC Completed

FXA

Master Custodian Data/Re porting

Tracking asset by personnel # with in AM.

High

Configurat ion

Phase 3

Gap to be addressed

Medium

7-22-09 All Master Data IT110 GAPs are dependant on Cycle 3 FRICE development. Will be tested in Cycle 3.

144

10 Process Change

ECC

MM

Purchas Allow changes e Order to purchase order value (tolerances)

SCEIS system was configured to allow changes up to 10% of Agency total value of PO. Many agencies who are live on SCEIS want Business this restriction to be taken away as it is creating additional Process work. With the existing tolerance, a change or modification (amendment) greater than 10% of the original PO amount cannot be made. The purchase order has to be cancelled and another shopping cart created, approved and a new PO has to be created. Some of the agencies not live on SCEIS also want the tolerances restrictions removed, but some do not. The MM Team spoke to the MMO CPO and Senior Auditor

High ALL (DNR requested)

Workforce Transition

CAB agreed to have tolerance removed 7/22/09.

Medium

Removed PO tolerance 7-22-09

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 145 11 Already ECC MM Completed Process Area Gap Purchas Do not allow e Order Change Order in the field offices Findings DOT does not allow Field Offices to make changes to any purchase orders created by their Office. Follow up discussions are needed to finalize this GAP. Gap Proposed Decision Classificati Agencies Business Solution Responsible on Affected Criticality Type By Agency Medium Decision DOT Business Required Process Review Required More information needed Status Will review with DOT in preparation for Phase 4. Complexity of PMO Review Solution* Comments Medium Training Course Solution Description Test Script (if applicable) One level release IT116, strategy on PO Cycle 1 implemented in Phase 3. Will conduct further discussion with DOT to determine if release strategies is resolution. (DHHS removedinadvertently added.)

146

3 Already ECC Completed

MM

Purchas Release e Order Strategy for PO

DMH is on SAP. They have one step release strategy for Agency approval of purchase orders. SCEIS does not have any release Business strategy for purchase orders. Process

Medium DMH, DMV, SCJD

Configurat ion

CAB agreed on 4/30/2009 that this gap should be addressed in Phase 3

Medium

One level release strategy has been configured for required agencies.

IT116 Cycle 1

147

3 Already ECC Completed

MM

Purchas Framework e Order orders

DMH is on SAP. They use framework orders (with and Agency without encumbrance). Business SCEIS does not use this functionality currently because it Process does not allow use of multiple account assignments on single line items. Other agencies will also need to create framework purchase orders without funds encumbrance.

All

High

Configurat ion

Phase 3

Gap to be addressed

Medium

Configure framework orders in SCEIS

IT125 Cycle 1

150

7 SRM

SRM

SRM

Shopping Ability Cart to Preencumber funds on SC creation

DMH pre-encumbers funds when they create requisition in System their current SAP system. SCEIS uses SRM to create shopping cart (equivalent to requisition). Shopping cart does not preencumber funds.

DMH, DDSN High

Workforce Transition

Out of Scope

Future Phase

High

Funds can be encumbered by using a funds reservation. The funds reservation will need to be cancelled when the PO is created.

GAP Analysis - Feedback


Updated Updated Status # status Name 151 10 Process Change Process System Module Area Gap Purchas Ability to Print ECC MM e Order invoice address desired by user on PO. Findings Currently SCEIS system prints default invoice address assigned to a purchasing group. DMH would like to have ability to pick and choose the invoice address at the time of PO creation. Gap Proposed Decision Classificati Agencies Business Solution Responsible Review on Affected Criticality Type By Required Agency DMH Out of Scope Medium Workforce Business Transition Process Status Complexity of PMO Review Solution* Comments Medium Training Course Solution Description Test Script (if applicable) Invoice address defaults N/A to purchasing group (individual creating PO). User can change default.

152

10 SRM

SRM

MM

Contract Additional DMH uses different contract types for reporting purposes. s contract types Current SCEIS system allows one type of Agency contract "Agency Value Contract". Follow up discussions are needed with DMH to finalize this GAP.

Agency Business Process

DMH

Medium

Workforce Transition

Out of Scope

Review in future

Low

Will review for future.

153

10 SRM

SRM

MM

Contract Ability to s encumber funds on contract creation

DOT and HHS would require system to encumber funds on contract creation. Current SCEIS system does not encumber funds on contract creation.

Agency Business Process

DOT, DHHSHigh

Workforce Transition

Out of Scope

Future Phase

Low

Not standard SAP Create funds reservation functionality. for contracts or create a purchase order rather than contract.

154

10 SRM

SRM

MM

Contract Smart s numbering

155

10 Process Change

SRM

MM

DOT uses smart numbering system for contracts. This is done for reporting purposes. SCEIS uses system assigned sequential number for contracts. DOT also has smart numbering for inventory. SCEIS will use sequential numbers Contract Workflow VRD and DMV require 3 to 5 approvals when contract is s approval when changed. SCEIS system does not have workflow approval contracts are process for contracts. changed Follow up discussions are needed to finalize this GAP.

Agency Business Process Agency Business Process

DOT

Medium

Training

Out of Scope

Future Phase

Medium

VRD, DMV Medium

Workforce Transition

Out of Scope

Medium

Smart numbering can be assigned in a custom field and reports can be generated based on such Create contract change N/A approvals outside of SCEIS or use PO and release strategy instead of contract.

155

10 SRM

SRM

MM

Contract Workflow VRD and DMV require 3 to 5 approvals when contract is s approval when changed. SCEIS system does not have workflow approval contracts are process for contracts. changed Follow up discussions are needed to finalize this GAP.

Agency Business Process

VRD, DMV Medium

Decision Required

Out of Scope

Medium

Approve contract changes outside SCEIS system or use PO and release strategy.

156

10 SRM

SRM

MM

Contract Track different Agencies need to track different versions of contract. Statewide s versions of Version control was originally implemented in SCEIS but then Business contract had to be turned off as it records every change (example: a Process typo) as a revision. Version control can be configured to be based on specific fields (e.g. price, qty,)

All

Medium

Configurat ion

Phase 3

Review gain in Low future.

SCEIS will not configure Version control for Phase 3. Agenceis will be able to track changes to contract if changes are made in the SCEIS system. (Any attachment changes will not be

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 158 3 Already SRM MM Completed Process Area Gap Purchas Agency to e Order Agency PO's for non-stock items Gap Proposed Decision Classificati Agencies Business Solution Responsible Review Findings on Affected Criticality Type By Required Most of the agencies cut purchase orders (with T's & C's) to Statewide All Medium Decision Prison Industries and other state agencies with justification Business Required MMO 136 (contract between state agencies). Current SCEIS Process system configuration does not allow PO's to be created for state agency. Status Reviewed Process Complexity of PMO Review Solution* Comments Medium Training Course Solution Description Test Script (if applicable) Create fund reservations.

159

10 Process Change

ECC

MM

Purchas Release e Strategy for Requisiti requisition on

DMH - When invoice amount is greater than PO, they update Agency the requisition which triggers release strategy on requisitions Business and then PO is updated based on approved requisition. In Process current SCEIS system we do not have requisitions in ECC.

DMH

Medium

Workforce Transition

More information needed

Reviewed Process

Medium

160

3 Already ECC Completed

MM

Purchas Conversion/Lo This was done manually in the past as volume was not much. Statewide e Order ad Program In November, we are expecting large number of open PO's. Business for POs We need an upload program, since manual entry will not be Process possible.

All

Medium

FRICEW item

Phase 3

Gap to be addressed

Medium

(MC008) Conversion Program

N/A

161

3 SRM

ECC

MM

Contract Replicate line s item on contract

162

3 Already ECC Completed

PS

Project Master Data

Conversion Program

For agency contracts, plant is specified at the line item level. So far we have had one plant per agency. Hence, the contract created for a plant could be used by all users in that agency. After November go-live, we would have some agencies with multiple plants. In order to use the contract agencywide, buyers will have to replicate all line items in contract to incorporate all plants within a agency. This could become cumbersome if there are multiple line items on a contract. To date, SCEIS has not used Project Systems and has had the ability to load capital projects manually using the internal order. The volume of WBS elements for Phase 3 & 4 agencies will require a program to be used to convert into SAP format.

Statewide Business Process

Low

FRICEW item

Reviewed Process

Low

(ME008) Program being IT70A developed Cycle 3

Statewide Business Process

All

High

FRICEW item

Phase 3

Gap to be addressed

High

(FC001)

IT80 Cycle 2

GAP Analysis - Feedback


Updated Updated Status # status Name System Module 163 3 Already ECC PS Completed Process Area Project Master Data Gap User Defined Field Enhancement Findings Agencies would like to be able to track legacy project numbers in a user defined field on the SAP project. Enhancement would need to be in place to search based on this field. Gap Proposed Decision Classificati Agencies Business Solution Responsible on Affected Criticality Type By Agency All Medium FRICEW Business item Process Review Required Status CAB agreed on Closed 4/30/2009 that this Gap can be Closed Complexity of PMO Review Solution* Comments On HOLD Medium Manual Entry of Projects Solution Description NO LONGER A GAP SEE NOTES Training Course Test Script (if applicable) N/A

164

10 Already ECC Completed

PS

4/30/2009: Per Kevin Lewis this is no longer a gap. The SPIRS number does not need to be validated. We can use an existing text field to capture and search on SPRIS#. Planning Conversion for Agencies will be using the planning function in Project Agency Planning Data Systems to track planned budget vs actual costs. Due to Business volume, agencies would need the ability to convert this data Process via a program.

All

Low

FRICEW item

CAB agreed on Future Phase 4/30/2009 that this gap is a future phase requirement. Phase 3 Gap to be addressed

Medium

functionality can be a manual process. (FC002) ON HOLD

166

3 Already ECC Completed

AP

Invoice Multiple Processi Payees ng

Need the ability to add additional payees to the check, while System still maintaining a single vendor record. Most commonly for legal or claims settlements where a check may be issued to an individual but have an attorney/trust included as an additional payee. This will need to be addressed in the Nov 09 phase.

ALL

High

FRICEW item

Medium

(FE008) Script already written but needs to be identified.

IT102 Cycle 3

165??

10 Process Change

ECC

AR

Corresp Remittance ondence Slip

BCB and other GAFRS agencies require a remittance slip to be produced from SCEIS to make the deposit process streamlined. Large volume of invoices are printed from subsidiary systems which do not have any SCEIS numbering associated on the bill. Thus when interfaced in a form will need to be produced to send along with the invoice to the customer

Agency Business Process

BCB

High

FRICEW item

Phase 3

Gap to be addressed

Low

(FE006) "Billing and Collections".

IT108 Cycle 2 Cycle 3

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

TARS is retired

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

GAP Analysis - Feedback

Vous aimerez peut-être aussi