SHARE Special Project Cash Management Remediation

Requesting Agency: Ricky Bejarano State Controller DFA Financial Control Division SHARE: David Holmes SHARE Systems Manager 1

SHARE Special Project

Cash Management Remediation

The SSP Cash Management Remediation is requesting certification for the Phase II Implementation

Project Justification:

Statewide cash balances haven’t been fully reconciled since the inception of SHARE in July of 2006  Monthly reconciliation of general ledger cash accounts to bank activity is required by Section 6-5-2.1.J NMSA 1978 Full, accurate and timely statewide cash reconciliation is essential to all State agencies. Without it:    Fraud, corruption and theft may go undetected Bank overdrafts may occur General Ledger cash balances are unreliable 2

SHARE Special Project

Cash Management Remediation

Project Objectives:

 Improve financial data processing functionality and system integration    Reduce reliance on manual processes and system customizations Implement Treasury functionality not currently deployed in SHARE Preparation for the planned SHARE Financials upgrade 3

SHARE Special Project

Cash Management Remediation

Key Updates:

 Emergency Loan approved by State Board of Finance September 18, 2012  Loan proceeds will fund Phase II of the project   Cash Management Plan and Business Processes (Phase 0) deliverable published October 12, 2012  A vailable on DFA’s website at: http://www.nmdfa.state.nm.us/Cash_Control.aspx

DoIT Contract with Deloitte Consulting, LLP executed October 23, 2012    Phase I scheduled to be completed November 30, 2012 Planned Implementation date is February 1, 2013 Phase II scheduled to be completed March 15, 2013 4

SHARE Special Project

Cash Management Remediation

Changes Requested for Certification:

 Expand scope to include Implementation activities   Increase project budget to fund Phase II (Build, Test, Deploy/Deliver, and Operate/Support) Revise project schedule due to contracting delays 5

SHARE Special Project

Cash Management Remediation

Updated Timeline for Cash Management Remediation project:

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SHARE Special Project

Cash Management Remediation

C ASH M ANAGEMENT R EMEDIATION B UDGET

Major Project Deliverable and Performance Measure

Define Business Requirements. Determine project goals and deliverables, Begin development of Project Management Plan. Perform software functionality assessment. Prepare and conduct workshops.

Completion of Project Management Plan and Project Schedule. Define requirements, fit-gap, and business processes. Functional and technical design.

PMP updates, Project Schedule updates, Project Reporting

Budget

$20,000.00

Due Date(s)

Various $126,000.00

Nov. 30, 2012

$40,000.00 Mar. 15, 2013

Configuration/reports. Unit and integration testing. Training. UAT and regression testing. Perform Knowledge Transfer, Create Job Aids, Develop resolution approach remediation, Go-Live DoIT Closure Report and Lessons Learned Post Mortem, Post Implementation Support

Total $180,000.00 Feb. 1, 2013 $120,000.00 Feb. 1, 2013 $60,000.00 Mar. 15, 2013 $546,000.00

Project Phase

Initiation- received PCC certification 8/22/12 Planning- received PCC certification 8/22/12

Implementation Implementation Implementation Closeout

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SHARE Special Project

Cash Management Remediation

Q & A

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