Core Systems Upgrade Fact Sheet

PROPOSAL OVERVIEW:

Core systems are the information systems that are used to perform the state's basic financial and administrative functions, such as accounting, accounts payable, payroll, time and attendance, and personnel. Today, a variety of separate systems perform these functions. As a group, they no longer meet the state's business needs and are technologically outdated.

The Comptroller's proposal will replace the current group of core systems with a single, enterprise-wide, public sector software package. This system would be used by both the central and operating agencies to perform the state's basic financial and administrative functions.

The proposal for replacing the existing systems with an integrated package has been reviewed with the Department of Administrative Services (DAS) and the Department of Information Technology (DOIT).

PROJECT GOALS:

Provide better management information - Track in detail where tax dollars are spent. Provide the state's policymakers and managers the information needed to effectively manage programs and measure their success.

Streamline business processes - Eliminate redundant, non-value-added tasks (like the rekeying and reconciliation of data) through a single core system package.

Enhance productivity - Enable the state to take advantage of e-commerce, workflow, etc.

Standardize technology - Reduce the variety of computers, programming languages, database packages, etc. used by the state.

Eliminate redundant systems - Eliminate systems that the agencies use to perform financial and administrative functions that the core system can and should perform.

How will this be accomplished?

With an off-the-shelf, Enterprise Resource Planning (ERP) software package. Fifteen states have implemented similar programs, or are in the process of doing so.

What business functions will be included?

The state's accounting, accounts payable, accounts receivable, purchasing, payroll, time and attendance, and personnel functions will be included in the new integrated system. Other functions such as budgeting, retirement, and cash management could also be implemented, possibly in a later phase of the project.

How long will it take?

Implementation will take roughly 2 to 3 years, but a detailed project plan will need to be developed in order to determine the specific time frame.

How much will it cost?

Based on the experience of other states, cost estimates for the entire project range between $60 and $75 million and will be authorized in the following manner:

FY 2001 - $7.5 Million for planning and software evaluation/selection

FY 2002 - $35 Million for software/hardware procurement, and system setup and testing

FY 2003 - $30 Million for implementation and training.

Who will implement the system?

The Office of the State Comptroller and DAS, in conjunction with the DOIT, will play the lead roles in managing the project. Consultants will be used to assist in software selection and implementation. An advisory group representing the line agencies will be formed to ensure their needs are addressed.

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