WI Digital Summit

Shared Services Across the Enterprise

December 4th, 2015
Dawn McCauley

Vid Gobalakrishna

STAR Project Director

State of Wisconsin, Dept. of Administration
dawn.mccauley@wisconsin.gov

STAR Project Manager

Accenture, Health and Public Service
vid.gobalakrishna@accenture.com

Discussion Topics

STAR Project Background

Major Accomplishments
Opportunities Going Forward

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Project Background
IBIS Project began in 2005
6,600 statewide requirements gathered
PeopleSoft was selected in 2006
IBIS project was put on hold in 2008
STAR Project was launched in 2014
(State Transforming Agency Resources)
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Why a new ERP System?

Current Systems are difficult to maintain
Infrastructure needs to be modernized
Staff are nearing retirement
Lack of Data to make business decisions
Need for improved transparency
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Project Scope
Finance
Procurement
HR/Payroll and Benefits
Business Intelligence

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Project Estimated Timeline

Release 1 - Finance and Procurement
Release 2 - Human Resources/Payroll and Benefits
Anticipated Timeline for Implementing ERP based on ISG Feasibility Study

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STAR Key Success Factors

Cross-agency Leadership Engagement
Governance Established and Funding Available
Team Focused on Change Management
Systems Integrator with PeopleSoft expertise
Dedicated Subject Matter Experts (SMEs)
Lessons Learned from previous State Implementations
Minimal Customizations Approach
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STAR Project Decision Process

Strategic transformation opportunities are being brought forward as
part of STAR planning and analysis activities
Ongoing
Requirements
Confirmation

Fit Gaps/
Conference
Room Pilots

Opportunity/Issue Examples:
Federal Employer ID Number (FEIN) Consolidation
Compensation Plan Hourly Rate Standardization
Leave Accrual Standardization
Business
Process
Assessment

Governance
Structure
Decision
Makers

STAR Project Governance

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Discussion Topics

STAR Project Background

Major Accomplishments
Opportunities Going Forward

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STAR Timeline
Mobilize

Jan

Feb

Mar
Plan

Apr

May

Jun

Analyze

Today

2015
Jul

Aug

Sep

Oct

Design

Nov

Dec

Jan

Feb

Mar

Build

Apr

May

Jun

2016

Jul

Aug

Test

Training Development

Sep
Deploy

2014

Oct

Nov

Dec

Jan

Feb

Release 1

Training Delivery

Plan

Analyze

Design

Build

Training Development
Agency Readiness Management

Release 1:

Finance and Procurement

Business Intelligence for Finance and Procurement

Release 2:

HCM: HR/Payroll and Benefits; Self-Service Functions

Business Intelligence for HR

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Deploy

Mobilize

Agency Readiness Management

Test

Training Delivery

Release 2

STAR Project Overview

Annual State operating budget of $74B

57 Agencies and ~ 35K Employees

Accenture was selected as the System Integrator

Project Team conducted 130+ Conference Room Pilot sessions

200+ functional designs

Performed 10+ cycles of testing

40+ computer based and instructor-led training courses

500+ instructor-led training sessions to 15,000+ end-users

Additionally, training was provided electronically via job aids to 35,000 State
employees
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STAR Project Status Conference Room Pilots

Status as of 5/1/14

Finance

Procurement

HCM

Total

Total Scheduled

75

24

35

134

Pending

Completed

75

24

35

134

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STAR Project Change Network Overview

The STAR Project Change Network consists of the following
Agency Team

Change Agent

Project Team

Technical Liaison
Functional Liaisons
Training Liaison

Collaboration between the Agency Teams and the STAR Project ensure success
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Agency Readiness Scorecard Agency View

Each agencies Readiness Scorecard depicts status by task group

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Spotlight of Functional Team Strategies: Finance

Modules to be
Deployed:
General Ledger
Accounts Receivable
Billing
Asset Management
Accounts Payable
Cash Management
Projects
Contracts
Grants
Expenses

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Finance Key Impacts

1. A New Chart of Accounts will be used statewide

2. Real-time access to budget checks ensure proper transaction processing
3. Management of projects and grants will be standardized
4. Centrally managed statewide vendor and customer files will be implemented
5. Vendor payments will be consolidated and standardized
6. Check writing processes will be centralized in PeopleSoft
7. The interagency payments process will be systematically processed

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Spotlight of Functional Team Strategies: Procurement

Procurement Key Impacts
1. The Purchase Requisition process will be standardized
2. Requisitions will have a standardized, electronic approval process
Modules to be
Deployed:

Purchasing
eProcurement
eSupplier
Connection
Inventory

3. Users will be able to punch-out from a requisition to WisBUY and pull the items into the
requisition for processing and source to a PO
4. Agency contract numbers will become standardized
5. Contract documents will be created electronically
6. Contract document templates can be standardized among agencies to support efficient
document creation
7. P-Card transactions will be reconciled within the system
8. Receipt of goods and services will be entered and tracked within the system
9. Sourcing process will be managed electronically

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Spotlight of Functional Team Strategies: HCM

Modules to be
Deployed:

HR
eProfile
Payroll
ePay
Base Benefits
Benefits Admin
eBenefits
Time & Labor
Absence Mgmt
ePerformance
Ent Learning Mgmt

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HCM Key Impacts

1. Executive Branch Agencies will operate under a single FEIN
2. Employee Identification Numbers will be assigned via PeopleSoft
3. Supervisor relationships will be assigned and maintained in PeopleSoft
4. Employee movement between agencies will be treated as a transfer
5. Employees will update personal information through the self-service portal
6. Direct deposit will become mandatory for Executive Branch employees (will be required)
7. Executive Branch will be required to enter time and supervisors will be required to approve
time.
8. Benefit deductions will be taken equally out of both the A and B checks

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Release 1 - Stunning Statistics as of 10/31

Totals for first month of Go-Live

COUNT

VALUE

Expense Reports

7988

$1,316,257

Bills

5,313

$1,149,656,099

AP Vouchers

47,118

$3,868,360,113

GL Journals

86,412

N/A

Purchase Orders

2,753

N/A

Requisitions

2,876

N/A

10,126

N/A

Distinct Users Logged In

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Release 1 - Average Tickets per day

Oct 1st 23rd (3 weeks)

1822 Total Tickets 120/Day

Oct 23rd Nov 16th (4 weeks)

730 Total Tickets 37/Day
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Discussion Topics

STAR Project Background

Major Accomplishments
Opportunities Going Forward

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STAR Project Guiding Principles for Reporting

Standardize dashboards, reports and

metrics across agencies

Reduce duplicative reporting across

technology platforms

Improve decision making using analytics

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Reporting Capabilities: PeopleSoft Reporting

PeopleSoft Reporting:
Enables real-time reporting and inquiry to
support operational decision-making
PeopleSoft Delivered Reports

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PeopleSoft Online Inquiry

Reporting Capabilities: Business Intelligence

Business Intelligence:
Produces highly interactive dashboards and
reports to support analytical decision making
BI Dashboard

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Report Inventory - Scope

What is the Report Inventory?

The report inventory is a listing of:

Existing PeopleSoft reports

New PeopleSoft reports the project team is developing
Existing Oracle Business Intelligence Applications (OBIA)/Oracle Business
Intelligence Enterprise Edition (OBIEE) reports

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Reporting Inventory: Total Reports Available

Total Reports Available = 1,400+

Available Reports by Functional Area:
Financial = 769
Procurement = 143
HCM = 477
ELM = 29
Link to Report Inventory:
https://webapps.wi.gov/sites/ERP/Reports/Forms/AllItems.aspx
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Reporting Advisory Group

STAR Project is launching a Report Advisory Group

The Report Advisory Group will include/involve the following:
Representatives from all agencies with special reporting needs
Oversight of all Report requests and assist with prioritization
Help us reach our Reporting Strategy goals

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STAR Project Post Go-Live Support Organization

STAR Staff with PeopleSoft expertise are
available to help!
Agency Subject Matter Experts and Help Desks
STAR Call Center
STAR Functional Experts
STAR Technical Experts
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STAR Project Benefits Realization

System Decommissioning
Strategic Sourcing Initiatives
Process Improvements

Performance Metrics and Scorecards

Lean Government Initiatives

Shared Services Opportunities

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STAR Project Questions?

Thank you for your time and attention!!!

For additional information:

STAR Project Website: starconnection.wi.gov
STAR Project Mailbox: starproject@wisconsin.gov
Dawn McCauley

Vid Gobalakrishna

STAR Project Director

State of Wisconsin, Dept. of Administration
dawn.mccauley@wisconsin.gov

STAR Project Manager

Accenture, Health and Public Service
vid.gobalakrishna@accenture.com

12/8/2015

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