Purpose: Introduce an overview of FI$Cal.
Roles: Department SCPRS Processor, Non-FI$Cal Department CSCR Processor, Non-FI$Cal Department CSCR Approver, Non-FI$Cal Department CSCR Ad-Hoc Approver
Steps:
Introduction to FI$Cal for Non-FI$Cal Departments
Wave 2 Training
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Step 1Course Introduction
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Step 2Course Introduction
The purpose of the Introduction to FI$Cal for Non-FI$Cal Departments course is to explain how FI$Cal benefits your department, the proposed multi-year rollout strategy and how SCPRS and CSCR now function with the replacement of BidSync.
There are no prerequisite courses.
Course Duration: 2 Hours
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Step 3Course Objectives
After completing this course, you will be able to:
• Understand how FI$Cal is impacting the State of California agencies and non-FI$Cal departments
• Recognize the key components of FI$Cal
• Explain how FI$Cal’s rollout implementation encompasses a multi-year strategy
• Understand how FI$Cal SCPRS and FI$Cal CSCR replace BidSync
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Step 4Topic 1: FI$Cal Overview
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Step 5Topic Objectives
After completing this topic, you will be able to:
• Describe the FI$Cal solution
• Describe FI$Cal key terms
• List the Partner State Agencies leading the effort to implement FI$Cal
• Recognize the benefits FI$Cal will deliver to the State
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Step 6Benefits of FI$Cal
• Fully integrated electronic process from requisitions to checks
• Elimination of redundant existing systems
• Establish a Statewide Vendor Management File (VMF) to improve payment abilities, negotiate contracts, and manage vendors
• Replacement of BidSync with FI$Cal SCPRS and CSCR
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Step 7FI$Cal Overview Key Terms
• ERP - ERP is business process management software commonly used within the public sector, manufacturing or financial management environments. An ERP replaces multiple legacy systems into a single, integrated application so departments can more easily share information.
• Oracle - A third-party company which designs ERP software. Oracle owns the software being used to develop FI$Cal. Some features may still be labeled “Oracle” that may be renamed “FI$Cal” in futures waves.
• PeopleSoft - PeopleSoft is the ERP software owned by Oracle Corporation being implemented as FI$Cal.
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Step 8FI$Cal Overview Key Terms
• Hyperion - Oracle’s Hyperion Financial Management application is comprehensive, web-based reporting and analysis software system. FI$Cal uses the Hyperion system for creating budgets, planning, reporting, and forecasting.
• End User - A person who uses FI$Cal. This primarily refers to a State employee who will use FI$Cal to perform his or her job functions. An end user will only take courses pertaining to his or her role. Suppliers and contractors may also perform FI$Cal roles.
• Menu Options - A list of commands or options from which you can choose to carry out business processes. Within FI$Cal, all business processes you have access to will be displayed in one or more menu options.
• Workflow - Within FI$Cal, it is a method of automatically routing information according to defined business processes for further processing, approvals and review.
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Step 9FI$Cal Overview Key Terms
• Bidder - An entity that has self-registered in FI$Cal to receive and submit bids online, maintain their information, and apply for certification
• Event - FI$Cal terminology for a solicitation, the process of seeking information, proposals, or quotes for goods and/or services
• Line - Item description, Unit of Measure (UOM), Category, and Quantity for each requested good/service on the event
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Step 10FI$Cal - Definition
• FI$Cal is the acronym for the State-wide project known as the Financial Information System for California
• FI$Cal is a business transformation project for California State Government in the areas of budgeting, accounting, procurement, and cash management
• We’re implementing an Enterprise Resource Planning (ERP) solution (Oracle PeopleSoft and Hyperion)
• The project is a historic partnership between the following State Agencies:
• Department of Finance (DOF)
• Department of General Services (DGS)
• State Controller’s Office (SCO)
• State Treasurer’s Office (STO)
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Step 11FI$Cal Partner Agencies
• In October of 2007, a memorandum of understanding was executed by the four control agencies of three core functional areas of the State of California (budgets, accounting, and procurement)
• We refer to these four agencies as Partner State Agencies (DOF, DGS, SCO, STO)
• The memorandum of understanding certifies the support of the project and validates how Partner Agencies will work together to help achieve the objectives set forth by FI$Cal
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Step 12What is ERP?
• ERP is the acronym for Enterprise Resource Planning
• ERP is business process management software commonly used within the public sector, manufacturing or financial management environments
• ERP allows an organization to use a system of integrated software tools and applications to manage day-to-day operations, thereby helping automate back-office functions
• FI$Cal is an ERP application designed to help integrate core State financial functions on one uniform software application platform
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Step 13Goals to be Achieved by FI$Cal
• Key Values:
Enterprise Thinking, Collaboration and Communication
• Goal #1:
One statewide integrated source of financial information
• Goal #2:
Improved efficiency through process automation
• Goal #3:
Enhanced decision making through better planning and analysis
• Goal #4:
Better resource management through improved IT infrastructure and standardization
• Goal #5:
Reliable, accessible and timely financial information
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Step 14Lesson Summary
The key points covered in this lesson are listed below:
• Defining FI$Cal
• Describing FI$Cal’s purpose and vision
• Listing the Partner State Agencies leading the effort to implement FI$Cal
• Recognizing the benefits FI$Cal will deliver to the State
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Step 15Topic 2: FI$Cal Rollout Strategy
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Step 16Topic Objectives
After completing this topic, you will be able to:
• Describe the planned rollout strategy for FI$Cal
• Identify the departments and transition strategy to FI$Cal for Wave 2
• Recognize the core functionality being delivered to FI$Cal within each Wave or Release
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Step 17FI$Cal Rollout: Strategically Incremental
• FI$Cal functionality will be delivered in incrementally, beginning with targeted functionality
• As each Wave or Release is deployed, FI$Cal will expand current functionality, and further refine the Statewide business processes. Additional departments will also come on board.
• Those departments in Pre-Wave and Wave 1 led the way in validating the successes FI$Cal will deliver using such a pragmatic delivery approach
• A significant level of functionality is being delivered in Wave 2
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Step 18FI$Cal Rollout Strategy
• FI$Cal functionality will be delivered in separate Waves and Releases. With each new deployment, additional departments will begin using FI$Cal.
• Pre-Wave lasted 12 months and went live in July, 2013
• Wave 1 lasted 20 months and went live in July, 2014
• Wave 2 lasted 15 months and went live in August, 2015 and December 2015
• The 2016 Release is scheduled to go live in July 2016
• The 2017 Release is scheduled to go live in July 2017
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Step 19FI$Cal Functionality: Wave 1
• Use of General Ledger
• Statewide Chart of Accounts (COA)
• Procurement and Accounting Functions
• FI$Cal becomes the primary departmental accounting, procurement, and budgeting System for Wave 1 Departments
• FI$Cal becomes the System of Record for budget data for the Department of Finance
• Monitor and forecast cash requirements
• Automatic accounting entries and bank reconciliations
• Spend analysis and asset management
• Plus existing functionality established in Pre-Wave
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Step 20FI$Cal Functionality: Wave 2
• Statewide control functions for the DGS Partner Agency deployed
• FI$Cal becomes the Procurement System of Record
• BidSync functionality replaced by FI$Cal
• Vendor records for all State departments integrated into the statewide Vendor Management File (VMF)
• Small Business and Disabled Veteran Business Enterprise Certification
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Step 21FI$Cal Functionality: Future Releases
• Fully integrated system
• Enhanced analytic tools including Business Intelligence analytics (OBIEE)
• Statewide Budgeting
• Statewide control functions for SCO and STO
• Transparency website deployed
• Remaining departments brought into FI$Cal
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Step 22Accessing Data Within FI$Cal
• Data is the “common language” in FI$Cal.
• FI$Cal End-Users Input Transactions to a Central FI$Cal Data base, which then Obtains the Financial Data for Review and Further Processing
• All FI$Cal End-Users will access a common central FI$Cal database, which is updated daily and unaffected by local server issues
• With FI$Cal, users can input and extract information from a single, central database. This will allow financial data to be readily and universally available for review and further processing
• FI$Cal prompts end-users to check their entries, draws attention to errors and confirms that data has been entered successfully.
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Step 23Accessing FI$Cal
Once you receive your login credentials for FI$Cal, recognize these facts about how you will access the application:
• FI$Cal is an online application, with a look and feel similar to a standard internet web page
• Access FI$Cal using your web browser
• FI$Cal runs on PeopleSoft (for financials) and Hyperion (for budget planning). Both are Oracle applications.
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Step 24Menu Options within FI$Cal
The menu options that display vary depending on the end user’s role.
Menu options to access FI$Cal business processes will vary, based on the level of access you have been granted in that particular module.
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Step 25FI$Cal Training Structure
• FI$Cal provides you training on redesigned Statewide business processes and transactions
• Any deviation, special exemptions or workarounds specific to your department will be communicated to you by FI$Cal and department leadership
• It is essential to fully understand the redesigned business processes being established through FI$Cal. They are established to provide a uniform, standardized approach to processes currently carried out in multiple fashions throughout the State.
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Step 26The FI$Cal Public Website
• The FI$Cal public website is an ideal starting point to learn about the Project, as well as access important links such as those educating you on:
• FI$Cal Business Objectives
• FI$Cal Project Charter and Timelines
• The FI$Cal Training Academy (FTA)
• The FI$Cal Website is accessible at:
www.fiscal.ca.gov
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Step 27Training Materials & Resources
• Training material related to SCPRS and CSCR processes will be publicly accessible on the FI$Cal website
• It is highly encouraged to review training materials before carrying out a transaction in FI$Cal. This will ensure accuracy and re-affirm your understanding of the standardized business processes in place.
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Step 28Lesson Summary
The key points covered in this lesson are listed below:
• Describing the planned rollout strategy for FI$Cal
• Identifying the departments and transition strategy to FI$Cal for Wave 2
• Recognizing the core functionality being delivered to FI$Cal within each Wave
• Describing the FI$Cal Training Structure
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Step 29Topic 3: SCPRS Processing
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Step 30Topic Objectives
After completing this topic, you will be able to:
• Describe the SCPRS functionality within FI$Cal
• Understand who uses the SCPRS process in FI$Cal
• Explain what can be done using the SCPRS functionality in FI$Cal
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Step 31What You Need to Know - SCPRS
• With FI$Cal Wave 2, the State Contract and Procurement Registration System (SCPRS) will be hosted under FI$Cal for collecting contract and purchase order spend information from departments
• Future Wave, Deferred, and Exempt departments will manually enter required transactions or use the SCPRS upload to send transactional data to FI$Cal
• Future Wave, Deferred, and Exempt departments will follow SCPRS related policies set by DGS
• Key processes include:
• FI$Cal SCPRS Data Entry
• FI$Cal SCPRS Search
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Step 32SCPRS – Data Entry
• Future Wave, Deferred, and Exempt departments will report purchase order and/or procurement contract transaction information using FI$Cal SCPRS Data Entry page
• A change order is created when a change is made to a required field, whether as a result of a change order or an edit to the entry
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Step 33SCPRS – Search
• The FI$Cal SCPRS Search page will allow users to search for Purchase Order and/or Procurement Contract transaction information recorded by departments
• Users will have a variety of search criteria to filter by when searching for transactions
• Running a search will then allow the user to view detailed transactional information
• Users do not need to log into FI$Cal to access the Search page
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Step 34Lesson Summary
The key points covered in this lesson are listed below:
• Future Wave, Deferred, and Exempt departments will use the Data Entry page to report purchase orders and/or procurement contracts
• They will also be able to use the Search function to find purchase orders and/or procurement contract transaction information created by those departments
• Future Wave, Deferred, and Exempt departments will also need to follow SCPRS related policies set by DGS
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Step 35Topic 4: CSCR Processing
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Step 36Topic Objectives
After completing this topic, you will be able to:
• Describe the CSCR functionality within FI$Cal
• Understand who uses the CSCR process in FI$Cal
• Explain the key processes of FI$Cal CSCR
• Understand the difference between a Bidder, Supplier, and eSupplier
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Step 37What You Need to Know – FI$Cal CSCR
• With FI$Cal Wave 2, the California State Contracts and Register (CSCR) will be hosted under FI$Cal for advertising State solicitations to maximize competition through advertising State purchasing and contracting opportunities
• Recall that in FI$Cal, a solicitation is also called an “Event”
• Future Wave, Deferred, and Exempt departments will use the FI$Cal CSCR application to enter information to post a solicitation event
• Key processes include:
• Create solicitation events
• Approve solicitation events
• Post solicitation event advertisements
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Step 38FI$Cal CSCR – Create and Post Solicitation Events
• Future Wave, Deferred, and Exempt departments will create a solicitation event by entering complete information, such as an Event Name, Event Description and attachments to provide solicitation details
• Once a user creates a solicitation event, it will go through a workflow approval process prior to being posted to FI$Cal CSCR
• The approval process will be initiated when the Non-FI$Cal Department CSCR Processor clicks the “Post” button
• This is a one-step approval process with ability to insert ad hoc approvers
• Once approved, the solicitation event will be posted in FI$Cal CSCR for viewing
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Step 39FI$Cal CSCR – Create and Post Solicitation Events
• The Create an Event page in FI$Cal CSCR is used to enter information such as Acquisition Type, Method and DGS Billing code
• FI$Cal CSCR allows State users to invite Bidders/Suppliers to view their event
• Adding comments and attachments to solicitation events will allow users to provide specific instructions or additional details to Bidders/Suppliers who view the event
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Step 40Posted Solicitation Events
• Once departments approve and post their solicitation events using FI$Cal CSCR, specifically invited Bidders/Suppliers will receive an email notification directing them to view the solicitation event
• Solicitation events that are made publicly accessible will be posted on FI$Cal CSCR for all Bidders/Suppliers to view
• Interested Bidders/Suppliers must still submit paper bid responses
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Step 41What You Need to Know –Progress Payments
• Future Wave, Deferred, and Exempt departments will use the FI$Cal Progress Payment page in FI$Cal CSCR to enter progress payment details
• Users can view reported progress payments
• The View Progress Payment page will allow public users to enter search parameters and search for posted progress payments
• Progress Payment information is posted to provide sub-contractors the ability to view payments that have been made to their prime contractor
• Users can click on the Progress Payment Reference number to drill down to view more progress payment details
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Step 42Lesson Summary
The key points covered in this lesson are listed below:
• Future Wave, Deferred, and Exempt departments will use FI$Cal CSCR to create solicitation event advertisements
• Bidders/Suppliers will use Cal eProcure to view and respond to posted solicitation events from departments
• Future Wave, Deferred, and Exempt departments will use the Progress Payment page to enter progress payment details
• Public users can search for progress payments posted by Wave 2 and Future Wave, Deferred, and Exempt departments using the View Progress Payment page
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Step 43Course Summary
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Step 44Course Summary
After completing this topic, you are now able to:
• Understand what FI$Cal is introducing to select State of California agencies and departments
• Recognize the key components of FI$Cal
• Explain how FI$Cal’s rollout strategy encompasses a multi-year strategy
• Understand how Future Wave, Deferred, and Exempt departments will access and enter SCPRS, CSCR, and progress payment data using the FI$Cal system
• Describe how the Bidder/Supplier community will view and respond to posted solicitation events
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Step 45You have successfully completed the "Introduction to FI$Cal for Non-FI$Cal Departments" topic.