LaGOV LaGOV Version 1.0 Agenda Logistics, Ground Rules & - - PowerPoint PPT Presentation

Version 1.0

Internal Orders

FI-CO-002 August 19, 2008

Internal Orders Internal Orders

FI FI-

• CO

CO-

• 002

002 August 19, 2008 August 19, 2008

LaGOV LaGOV

2

Agenda

• Logistics, Ground Rules & Introduction
• Project Timeline
• Workshop Objectives
• Business Process Review

– Process overview – AS-IS process flow – Current system alignment – Process improvement opportunities – SAP terms glossary – SAP concepts & functionality – Business process flow – Leading practices – Enterprise readiness challenges

• Next Steps – Action items
• Questions

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Before we get started ... Logistics

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Ground Rules

• Has everybody signed in?
• Everybody participates – blueprint is not a

spectator sport

• Silence means agreement
• Focus is key – please turn off cell phones and

close laptops

• Challenge existing processes and mindsets
• Offer suggestions and ideas
• Think Enterprise
• Ask questions at any time
• One person at a time please
• Timeliness – returning from break
• Creativity, cooperation, and compromise

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Introduction

• Roles
• Process Analyst and Functional Consultant – lead and

facilitate the discussions and drive design decisions

• Documenter – take detailed notes to support the formal

meeting minutes to be sent by the Process Analyst to all participants for review and feedback

• Team Members – provide additional support for process

discussions, address key integration touch points

• Subject Matter Experts – advise team members on the

detailed business process and participate in the decisions required to design the future state business process

Round the Room Introductions Name Position Agency

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Project Phases

 Five Key Phases

• Strategy & Approach Defined
• Project Team Training
• Business Process Definition
• Development Requirements
• Development & Unit Testing
• Integration Testing
• End-User Training Materials
• User Acceptance
• Technical Testing
• End-User Training
• Conversion
• Go-Live Support
• Performance Tuning

Project Preparation Business Blueprint Realization Go Live and Support Final Preparation

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Functionality Tentative Implementation Date Budget Prep October 2009 DOTD February 2010 Core Modules All Agencies July 2010 Additional Modules January 2011

Tentative Project Timeline

• Tentative implementation dates are planned as follows:

Project Start-Up

May – June 2008 July 2008 August – Dec 2008 January 2009

Blueprint

Phased deployment will be confirmed/updated before completion

• f Blueprint activities!

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Finance Leads Beverly Hodges – Finance Lead Drew Thigpen – Finance Lead Mary Ramsrud – Consulting Lead Logistics Leads Belinda Rogers – Logistics Lead Jack Ladhur – Logistics Lead Brad Denham – Consulting Lead Linear Assets Leads Mark Suarez – Agile Assets Lead Charles Pilson – Consulting Lead General Ledger Accts Receivable Cost Accounting Grants Mgt Asset Accounting Real Estate Management

Linn McNary Patrick Johnson Abdulla Meer

Accounts Payable Cash Management Funds Management Project Systems Budget Prep

Project Organization - Functional Teams

Grantor

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Blueprint Objectives

• Review and discuss the current or As-Is business processes
• Which helps to drive out the Business requirements

Business requirements

• As well as the integration points

integration points with other processes

• Define Master Data
• Address key integration points
• Support organizational requirements
• Consistent and appropriate use of data fields
• Define Future or To-Be business processes based on:
• Best Practices inherent in SAP
• Intellectual capital from other SAP implementations
• State business requirements
• Identify development requirements
• Which could result in the need for a form, report, interface,

conversion, enhancement, or workflow (FRICE-W)

• Understand and communicate any organizational impacts / Enterprise

Readiness challenges

• Gather system security authorizations and district-wide training

requirements

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Controlling Workshops

Session ID Date Business Process Goals FI-CO-001 08/05/08 Cost Centers

• Intro to SAP Finance & Controlling
• Intro to Cost Centers
• Cost Center Numbering Schema
• As-Is Processes for Cost Centers
• To-Be Processes for Cost Centers: Master Data Maintenance & Settlement

FI-CO-002 08/19/08 Account Code Structure – Internal Orders

• Intro to Internal Orders: True Orders & Statistical Orders
• Internal Orders Numbering Schema
• As-Is Processes for Internal Orders
• To-Be Processes for Internal Orders: Master Data Maintenance
• Integration with FI-GL & FM

FI-CO-003 08/26/08 Time Entry Postings

• Intro Time Entry Postings
• Explore options for using Time Entry Postings
• As-Is Processes for Time Entry Postings
• To-Be Processes for Time Entry Postings

FI-CO-004 09/17/08 – 09/18/08 Inter-Agency Transfers

• Intro Inter-Agency Transfers
• As-Is Processes for Inter-Agency Transfers
• To-Be Processes for Inter-Agency Transfers
• Funds Management & FI-GL Impacts

FI-CO-005 09/30/08- 10/02/08 Periodic Processing/ Cost Allocations

• Periodic Processing & Cost Allocations - Overview
• Statistical Key Figures & Activities
• As-Is Processes for Cost Allocations
• To-Be Processes for Cost Allocations

FI-CO-006 10/16/08 Management Reporting

• Intro to Management Reporting
• Reporting Requirements
• Controlling Standard Reports

FI-CO-Validation 11/17/08- 11/18/08 CO Validation

• Review CO Blueprint Design & Documentation
• Validate CO Blueprint Design & Documentation

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Work Session Objectives Session Topics:

• Discuss Purpose of Finance (FI), Funds Management (FM) and

Controlling (CO)

• Review Last Session on: Cost Centers
• Introduce CO Master Data: Cost Elements
• Introduce CO Master Data: Internal Orders & Internal Order Types?
• “As-Is”: What Legacy AFS and DOTD Finance account code objects

map to SAP Internal Orders?

• “As is”: Current Processes Related to Internal Orders
• Numbering Scheme for Internal Orders
• “To Be”: Future Processes for Internal Orders Master Data

Maintenance

• Action Items & Next Steps

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SAP Glossary

• Settlement – Process used to

allocate costs collected in an Internal Order to one or more Cost

• Centers. CO.
• Cost Center - A Cost Center

is an organizational unit within a controlling area that represents a revenue and cost collector for more permanent activities or areas of

• responsibility. CO.
• Cost Element - Cost

Element is a Master Data

• bject used in CO to classify

and record costs. CO.

• Internal Order - Master Data
• bject used to collect and monitor

the actual costs of discrete, short- term tasks. Costs collected in Internal Orders can be allocated to one or more Cost Centers. CO.

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Financial Accounting

FI FI

• General Ledger
• Fixed Assets
• Bank Accounting
• Accounts

Receivable

• Accounts Payable

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Funds Management

FM FM

• Fund Accounting
• Budgetary Controls
• Budget Execution
• Budgetary Basis

Reporting

• Commitment

Accounting

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CO CO

• Cost Center Accounting

(CCA)

• Cost Element Accounting

(G/L Accounts P&L)

• Internal Orders (IO)
• Allocations, assessments,

and distributions Controlling

Financial Accounting Codes Cost Accounting Codes Budgetary Control Codes

Mid-Level Accountability High-Level Reporting Detailed Visibility

11/12/2008 Page 16

SAP Integration

FI FM CO

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• A Cost Center is an organizational unit within a controlling area

that represents a revenue and cost collector for more permanent activities or areas of responsibility.

• A cost center can be linked to a company code, a business area,

a functional area, a fund, and a fund center allowing all these codes to be automatically defaulted when a user enters a cost center in a document.

• A standard hierarchy of cost centers is required for the controlling

area and is used by drill-down reports. Each level or node of the standard hierarchy is a cost center group. In addition Cost Centers may optionally belong to additional alternative hierarchies that can also be used by drill-down reports.

• Field Length: 10

Controlling (CO) Master Data Cost Center

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Cost Centers: State of Louisiana Proposed Numbering Convention W-I-P

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)

(1) – (3) Business Area = Agency (4) – (5) Program (6) – (7) AFS Division

• r

DOTD District

• r Section

(8) – (10) AFS Section

• r

(8) – (10) DOTD (see note)

Note: Last 3 digits of the cost center number is still being finalized for DOTD.

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Example: Dept of Justice, Office of Attorney General

Office Of Attorney General Agency (141) Administrative Program (1000) Civil Program (2000)

• Admin. Services

Division (1) Civil Division (1) Public Protection Division (2) Finance Section (1)

• Gov. Litigation

Section (1) Tobacco Section (1) Property/Rec/Fleet Section (2) Budget & Accountability Section (3) Public Finance & Contract Section (2) Equal Opportunity Section (2)

Agency Program Division Section Administrative Services Program

• Admin. Services Division

1410101001 Finance 141 01 01 001 1410102002 Property/Rec/Fleet 141 01 02 002 1410103003 Budget & Acct. 141 01 03 003 Civil Program Civil Division 1410201001 Gov. Litigation 141 02 01 001 1410201002 Public Fin. & Contract 141 02 01 002 Public Protection Division 1410201001 Tobacco 141 02 01 001 1410201002 Equal Opportunity 141 02 01 002

Organizational Structure Cost Center Number

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Controlling (CO) Financial Accounting (FI) Funds Management (FM)

Cost Center Funds Center Business Area

Finance Integration

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• Cost Elements are used to classify and record costs in CO.
• Several Cost Elements can be grouped into a “Cost Element

Group” for reporting.

• Two Types of Expense Cost Elements:
• Primary Cost Elements
• Secondary Cost Elements

Controlling (CO) Master Data Cost Elements

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• Primary Cost Elements represent expenditure accounts in CO.

They are linked to P&L type GL accounts on a one-for-one basis and have the same number and description. Primary cost elements will be set up for all P&L GL accounts.

• Expense Accounts in FI-GL will correspond to Primary Cost

Elements in CO

Examples:

– Assets: 100000-199999 – Liabilities: 200000-299999 – Fund Balance: 300000-399999 – Expenses: 500000-599999

Controlling (CO) Master Data Primary Cost Elements

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• Secondary Cost Elements are used for internal allocations within

a Controlling Area, such as overhead. These Cost Elements are not directly linked to a nominal GL account.

• Secondary Cost Elements are exclusively used in CO for:
• Assessment
• Overheads
• Internal Activity Allocation
• Internal Order Settlement

Examples: – Secondary Costs: 900000-999999

Controlling (CO) Master Data Secondary Cost Elements

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• Revenue Elements are used to record revenues in CO.
• Revenue Accounts in FI-GL will correspond to Revenue Elements

in CO.

Example: – Revenues: 400000-499999

Controlling (CO) Master Data Revenue Elements

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Controlling (CO) Financial Accounting (FI) Funds Management (FM)

Cost Center Funds Center Business Area

Finance Integration

Cost Element Commitment Item G/L Account

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• CO Master Data objects used to collect and monitor the actual

costs of discrete, short-term tasks. Costs collected in Internal Orders can be allocated to one or more Cost Centers.

• Typically, Special projects that are short-term and/or finite in

nature that are not handled by SAP’s Project System (SAP-PS) module are set up as Internal Orders.

• Examples:

Katrina, Rita, National Fisheries Conference

• Internal Orders can also be used to monitor revenues.

Controlling (CO) Master Data Internal Order

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• Internal Orders can be linked to a company code and a business

area allowing them to be automatically defaulted when a user enters an Internal Order in a document.

• Internal Orders can be grouped together as “Internal Order

Group”.

• Internal Orders are two kinds:
• True Internal Orders
• Statistical Internal Orders

Controlling (CO) Master Data Internal Order (contd.)

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• FI Postings are made either to a Cost Center or a True Internal Order.
• Postings made to a True Order can be “settled” to other Cost Objects,

such as: one or more Cost Centers.

• Example Scenario: Unexpected Special Project “Katrina” warrants spending

State Resources. Funding situation for Katrina is available but it not clearly defined by Cost Center. State Administrators decide to mobilize resources.

• Katrina is set up as a True Internal Order. When expense postings occur, they are charged to

“Internal Order Katrina”.

• When funding situation is clear (or periodically), costs are allocated to appropriate Cost Centers

where funding is available.

Controlling (CO) Master Data True Orders

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• Statistical orders are secondary cost objects; any postings to a statistical order,

must also be posted to a real CO object . Used by individual agencies/departments to meet their reporting and evaluation needs.

• Costs collected in Statistical Orders are not settled to any other Cost object.
• Example Scenario: “Cost Center” ABC has several short-term activities going on,

including a “Special Project” XYZ. Funding for all activities comes from Cost Center ABC’s budget. Director of the Cost Center wants to track and report on revenues and expenses incurred towards the Special Project XYZ.

• We will set up Cost Center ABC and Statistical Internal Order XYZ in SAP-CO.
• When expense postings for Special Project XYZ occur, they are charged to Cost Center “ABC”

and Secondary Internal Order “XYZ” simultaneously. For all other postings, only Cost Center ABC is charged.

• Costs incurred for the Special Project XYZ are responsibility of the Cost Center ABC; however,

Management Reports clearly identify all revenues and expenses associated with Special Project “XYZ”. No further settlement of cost expenses occurs.

Controlling (CO) Master Data Statistical Orders

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Controlling (CO) Financial Accounting (FI) Funds Management (FM)

Cost Center Funds Center Business Area

Finance Integration

Cost Element Commitment Item G/L Account Internal Order FM Object

As Is – Internal Orders

• Determined that in some cases, the following AFS objects may be candidates for

replacement by Internal Orders (other SAP object will be used as well): – Sub-Object & Sub-Revenue Source – Reporting Category – Activity

• Definitions:

Object Usage Technical Sub-Object & Sub- Revenue Source

• Used as a more detailed breakdown for revenue and expense
• Free-form entry, No validation when referencing this field
• Each agency defines this field and utilizes for its own purpose

Length: 2 Format: Alphanumeric

• Approx. #: Unknown

Reporting Category

• Collects revenue & expenditure data for a grant or special project
• Set up and controlled independently by each agency
• Validated by system

Length: 4 Format: Alphanumeric

• Approx. #: 43,000

Activity Code

• Tracks costs of a specific activity
• Defined statewide (not specific for an individual agency)
• Examples – TECH, KATR, RITA

Length: 4 Format: Alphanumeric

• Approx. #: 3

Sample Usage – Sub-Object

DEPT OF WILDLIFE AND FISHERIES:

For DWF, these Sub-Objects apply to all Objects

WB WH TD TC SF OW OR OJ NF LC LR LA LD IS GC ED BS BC AC

Sub­Object Code

White Boot Brigade Washington Hill Tourism Day Tales of the Cocktails Seafood Festival Oyster Week Oyster Reception Oyster Jubilee National Fisheries Conference (NFI) Louisiana Seafood Cook­off Louisiana Restaurant Expo Louisiana Alive Legislative Day International Shellfish Sanitation Conference Great American Seafood Cook­off Education Day Boston Seafood Show Bonne Crevette Alligator Cook­off

Event

WB WH TD TC SF OW OR OJ NF LC LR LA LD IS GC ED BS BC AC

Sub­Object Code

White Boot Brigade Washington Hill Tourism Day Tales of the Cocktails Seafood Festival Oyster Week Oyster Reception Oyster Jubilee National Fisheries Conference (NFI) Louisiana Seafood Cook­off Louisiana Restaurant Expo Louisiana Alive Legislative Day International Shellfish Sanitation Conference Great American Seafood Cook­off Education Day Boston Seafood Show Bonne Crevette Alligator Cook­off

Event

Sample Usage – Sub-Revenue Source

DEPT OF WILDLIFE AND FISHERIES:

For DWF, Sub-Revenue Sources can be unique to a given Revenue Source

ATTORNEY GENERAL’S OFFICE: Sample Usage – Reporting Category

• Breakdown of Expense Objects

– Object 3650 Other Charges, use Reporting Category 7136 for “Court Filing Fees”

• Inter-Agency Agreements

– There are 15 agreements and 1 object and 1 org – Use reporting category to define which agreement – Ex., 0017 – SG – Office of Risk Management

• Grants

Division of Administration: Sample Usage – Sub Revenue Source

HOUSING AUTHORITY - BERWICK SG BV H05 HOUSING AUTHORITY - BOGALUSA SG BU H04 HOUSING AUTHORITY - ALEXANDRIA SG BT H03 HOUSING AUTHORITY - COLFAX SG BS H02 HOUSING AUTHORITY - ABBEVILLE SG BR H01 BOARD OF EXAMINERS - SANITARIANS SG BP B53 BOARD OF EXAMINERS - CHIROPRACTORS- DHH SG BO B06 BOARD OF HEARING AID DEALERS SG BN B33 BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORS SG BM B36 HOUSING AUTHORITY - HAYNESVILLE SG BL H86 BOARD OF VETERINARY MEDICINE SG BK B34 BOARD OF BARBER EXAMINATION SG BJ B46 BOARD OF PLUMBERS SG BI B16 COMMISSION - TAX FREE SHOPPING SG BH A40 HOMELAND SECURITY & EMERGENCY PREPAREDNESS IAT 8D 111 DIVISION OF ADMINISTRATION - STATE REGISTER IAT FH 107 DIVISION OF ADMINISTRATION IAT 02 107 MENTAL HEALTH ADVOCACY IAT 01 103 INDIAN AFFAIRS IAT 6B 101 EXECUTIVE OFFICE IAT 6A 100 AGENCY NAME TYPE SUB REV AGCY HOUSING AUTHORITY - BERWICK SG BV H05 HOUSING AUTHORITY - BOGALUSA SG BU H04 HOUSING AUTHORITY - ALEXANDRIA SG BT H03 HOUSING AUTHORITY - COLFAX SG BS H02 HOUSING AUTHORITY - ABBEVILLE SG BR H01 BOARD OF EXAMINERS - SANITARIANS SG BP B53 BOARD OF EXAMINERS - CHIROPRACTORS- DHH SG BO B06 BOARD OF HEARING AID DEALERS SG BN B33 BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORS SG BM B36 HOUSING AUTHORITY - HAYNESVILLE SG BL H86 BOARD OF VETERINARY MEDICINE SG BK B34 BOARD OF BARBER EXAMINATION SG BJ B46 BOARD OF PLUMBERS SG BI B16 COMMISSION - TAX FREE SHOPPING SG BH A40 HOMELAND SECURITY & EMERGENCY PREPAREDNESS IAT 8D 111 DIVISION OF ADMINISTRATION - STATE REGISTER IAT FH 107 DIVISION OF ADMINISTRATION IAT 02 107 MENTAL HEALTH ADVOCACY IAT 01 103 INDIAN AFFAIRS IAT 6B 101 EXECUTIVE OFFICE IAT 6A 100 AGENCY NAME TYPE SUB REV AGCY HOUSING AUTHORITY - BERWICK SG BV H05 HOUSING AUTHORITY - BOGALUSA SG BU H04 HOUSING AUTHORITY - ALEXANDRIA SG BT H03 HOUSING AUTHORITY - COLFAX SG BS H02 HOUSING AUTHORITY - ABBEVILLE SG BR H01 BOARD OF EXAMINERS - SANITARIANS SG BP B53 BOARD OF EXAMINERS - CHIROPRACTORS- DHH SG BO B06 BOARD OF HEARING AID DEALERS SG BN B33 BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORS SG BM B36 HOUSING AUTHORITY - HAYNESVILLE SG BL H86 BOARD OF VETERINARY MEDICINE SG BK B34 BOARD OF BARBER EXAMINATION SG BJ B46 BOARD OF PLUMBERS SG BI B16 COMMISSION - TAX FREE SHOPPING SG BH A40 HOMELAND SECURITY & EMERGENCY PREPAREDNESS IAT 8D 111 DIVISION OF ADMINISTRATION - STATE REGISTER IAT FH 107 DIVISION OF ADMINISTRATION IAT 02 107 MENTAL HEALTH ADVOCACY IAT 01 103 INDIAN AFFAIRS IAT 6B 101 EXECUTIVE OFFICE IAT 6A 100 AGENCY NAME TYPE SUB REV AGCY HOUSING AUTHORITY - BERWICK SG BV H05 HOUSING AUTHORITY - BOGALUSA SG BU H04 HOUSING AUTHORITY - ALEXANDRIA SG BT H03 HOUSING AUTHORITY - COLFAX SG BS H02 HOUSING AUTHORITY - ABBEVILLE SG BR H01 BOARD OF EXAMINERS - SANITARIANS SG BP B53 BOARD OF EXAMINERS - CHIROPRACTORS- DHH SG BO B06 BOARD OF HEARING AID DEALERS SG BN B33 BOARD OF EXAMINERS - WHOLESALE DISTRIBUTORS SG BM B36 HOUSING AUTHORITY - HAYNESVILLE SG BL H86 BOARD OF VETERINARY MEDICINE SG BK B34 BOARD OF BARBER EXAMINATION SG BJ B46 BOARD OF PLUMBERS SG BI B16 COMMISSION - TAX FREE SHOPPING SG BH A40 HOMELAND SECURITY & EMERGENCY PREPAREDNESS IAT 8D 111 DIVISION OF ADMINISTRATION - STATE REGISTER IAT FH 107 DIVISION OF ADMINISTRATION IAT 02 107 MENTAL HEALTH ADVOCACY IAT 01 103 INDIAN AFFAIRS IAT 6B 101 EXECUTIVE OFFICE IAT 6A 100 AGENCY NAME TYPE SUB REV AGCY

IAT = Inter-Agency Transfer SG = Self Generated Sub-Revenue Sources don’t change across Revenue Sources

Division of Administration: Sample Usage – Reporting Category

• Used heavily to track revenues and expenditures for grants

– Ex.

CDBG FFY '08 TECHNICAL ASSIST 08TA CDBG FFY '08 PROGRAM INCOME 08PI CDBG FFY '08 PUBLIC FACILITIES 08PF CDBG FFY '08 LASTEP 08LS CDBG FFY '08 HOUSING 08HS CDBG FFY '08 ECONOMIC DEVELOP 08ED CDBG FFY '08 DEMONST NEEDS 08DN CDBG FFY '08 COMMUNITY CENTERS 08CC CDBG FFY '08 ADMIN COST 08AD Description Reporting Category CDBG FFY '08 TECHNICAL ASSIST 08TA CDBG FFY '08 PROGRAM INCOME 08PI CDBG FFY '08 PUBLIC FACILITIES 08PF CDBG FFY '08 LASTEP 08LS CDBG FFY '08 HOUSING 08HS CDBG FFY '08 ECONOMIC DEVELOP 08ED CDBG FFY '08 DEMONST NEEDS 08DN CDBG FFY '08 COMMUNITY CENTERS 08CC CDBG FFY '08 ADMIN COST 08AD Description Reporting Category

Division of Administration: Sample Usage – Reporting Category (cont’d)

• Used to track Inter-Agency billings for building usage, payroll, &

projects

– Ex.

OIS- PC/LAN SOFTWARE BL75 OIS- PC/LAN HARDWARE-EXCL PRNT BL71 OIS-TCP/IP APPLICATIONS SUPPT BL70 OTM / BILLING AN07 PAYROLL EXPENDITURE CLEARING 8888 ARSENAL 1374 WOODDALE TOWER 1373 Description Reporting Category OIS- PC/LAN SOFTWARE BL75 OIS- PC/LAN HARDWARE-EXCL PRNT BL71 OIS-TCP/IP APPLICATIONS SUPPT BL70 OTM / BILLING AN07 PAYROLL EXPENDITURE CLEARING 8888 ARSENAL 1374 WOODDALE TOWER 1373 Description Reporting Category

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As Is – Additional Information

Leading Practices

• Enter transactions at the lowest level to meet all

reporting requirements

• Use a standardized, intelligent numbering scheme to

facilitate reporting

• Centralized maintenance of master data to ensure

numbering scheme and derivation strategy are properly maintained

• Consist of the necessary level of detail to meet the

various reporting requirements of an organization

• Field design should accommodate current design as well

as allow for future growth

Process Improvement Opportunities

• Streamline Business Processes and Standardize usage of

Cost & Revenue Object codes and other Master Data – across the State…..

• …..while still providing the agencies the flexibility they

need for their internal reporting.

• Make sure the system provides good visibility and detail

needed for the agencies.

• Make it easy for addressing CAFR and other Reporting

needs of the State.

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Example:

• Z10 - True Internal Orders
• Z20 - Statistical Internal Orders

Internal Order Types (W-I-P)

Classification used to identify Internal Orders for different purposes Q: What are the Internal Order Types that make sense for LaGov?

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SAP Numbering Considerations

(1) (2) (3) (4) (5) (6) (7) (8)

• What’s the logical breakdown of the Data that will be represented as

Internal Orders? And Internal Order Types?

• Does this breakdown support both budgeting and actuals Reporting?
• How will the breakdown for AFS and DOTD Finance be aligned?
• Does the numbering scheme support FM Derivations?
• Does the numbering scheme bring Standardization & Consistency?

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Internal Orders: State of Louisiana Proposed Numbering Convention W-I-P

(1) (2) (3) (4) (5) (6) (7) (8) (1)– (2) IO Type (3)– (8) Internal Order Number

• Other Internal Order Types can be created as needed; room for expansion.
• IO Master Record
• Will store Agency information (Business Area).
• Has provision to store other key data as needed:
• Cost Center
• FM Object (Funded Program)

Z10 – True Internal Orders

• 8 digit internal numbering (System generates the number).
• The first 2 digits indicate Internal Order Type: True Internal Order

– 10: True Internal Order

• Last 6 digits sequentially generated by the system when the Orders are created.
• For True Orders: “Business Area” and “External Order Number” fields could be mandatory and may

contain Agency and the relevant Legacy account code. May also have the FM Object needed to control the Budget (i.e. Funded Program) on the master record. “Cost Center” field may be “Optional”(TBD).

The

10000000 to 109999999

Number Range:

Z20 – Statistical Internal Orders

• 8 digit internal numbering (System generates the number).
• The first 2 digits indicate Internal Order Type: Statistical Internal Order

– 20: Statistical Internal Order

• Last 6 digits sequentially generated by the system when the Orders are created.
• For Statistical Orders: “Business Area” field would be mandatory and will contain Agency
• number. “External Order Number” and “Cost Center” fields may be “Optional” and will

contain Legacy account code and Cost Center respectively (TBD).

20000000 to 209999999

Number Range:

Business Process Flow (W-I-P)

State of Louisiana Process: Create New Internal Orders

OPB Department/Agency OSRAP

47

Business Process Flow (W-I-P)

OPB OSRAP Department/ Agency

48

• SME & end-user education on Internal Order Concepts,

Numbering and proper usage.

• Sorting through all Sub-Objects and other legacy data

elements and identifying valid Internal Orders and Order Types.

• Acceptance and Change Management of the new To-Be

Process.

• Training on new Internal Order creation and

maintenance process.

Enterprise Readiness Challenges

49

• Prepare and send out meeting minutes to invitees;

ensure all to-do’s are appropriately documented.

• Follow up on action items identified during the workshop.
• Plan follow on workshops, as required.
• Schedule off-line meeting(s) to discuss areas of special

interest by Agency/Department as needed.

• Identify all Internal Orders by Type.
• Finalize IO Numbering Scheme.
• Prepare Draft Design Document.
• Plan validation workshop.
• Validate Design Document.

Next Steps

Questions?

? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?

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Thank You for Your Participation!