Phase 1 Report

Phase 1 of the Enterprise Data Definitions/Chart of Accounts project is complete. The Phase 1 report, a key piece of information for helping Roadmap executive sponsors make decisions on moving the state forward in modernizing its core financial systems, was presented to the Roadmap Steering Committee on October 6, 2008. You can view the report and appendices below.

About the Project

The Enterprise Data Definitions and Chart of Accounts (EDD/COA) project was charted to evaluate the completeness and availability of the state’s enterprise data to help determine if there is a compelling business case to modify the chart of accounts. If the chart of accounts needed to be modified, the project would then analyze two possible approaches -- modifying the current suite of financial, administrative, and performance measurement systems, or replacing them.

The charter required that phases 1 and 2 of the EDD/COA project will:

  • Determine if there are unmet enterprise information needs that can be addressed through common data definitions and the chart of accounts.
  • Determine the business value of solving unmet enterprise information needs, and the cost versus benefit of addressing them.
  • Determine the business value of establishing more consistent application of data elements across the enterprise.
  • Determine how addressing unmet information needs would affect the existing enterprise data definitions lists and the chart of accounts.
  • Determine common data definitions to be used throughout state government.
  • Map potential changes to the chart of accounts to SAP and AFRS.

Scope

The following business cycles are within scope of this project to address unmet enterprise business needs:

  • Performance Management and Budget
  • Cost Accounting
  • Asset Management
  • Procure to Pay
  • Reporting and General Ledger
  • Revenue Cycle
  • Human Resources for the following processes only:
    • Time and attendance
    • Labor distribution

Business Drivers

Several challenges have been identified in statewide data management. These challenges have included difficulty in retrieving data across agencies, lack of integration of similar data, and questions on the reliability of data from multiple applications. Administrative and performance information is also needed to: manage programs, help with performance measurement reporting, report on activities specifically funded in the budget, and report by Priorities of Government Result Area.
Enterprise data has been requested for the following initiatives:

  • Strategic Sourcing
  • Priorities of Government
  • Government Management Accountability and Performance (GMAP)
  • Performance Audits
  • Washington State Quality Award (WSQA)

Background

In 2004, the Washington State central service agencies began the Roadmap for Washington State Financial and Administrative Policies, Processes, Systems and Data (Roadmap). The Roadmap was originally a collaborative effort among state agencies to create a comprehensive plan to meet the Governor and Legislature’s demands for better information, improved management systems, and streamlined business processes and policies. This has been expanded to meet the public’s demands for increased transparency into the cost of government services.

In February 2007 the Roadmap Core Financial Systems Feasibility Study was published. The study recommended 12 “positioning activities” (Volume 1, page 62) to help reduce risk and increase the usefulness of a future financial and administrative solution the state may choose. The EDD/COA project is one of the “positioning activities” that will provide a foundation to prepare the state for future change.