136426291 Gap Analysis Results Update 112912

7/30/2019 136426291 Gap Analysis Results Update 112912

1/66

Gap by Current Status

Row Labels Count of #

Still An Issue 11

Already Completed 102

Process Change 30CO 4

PBF 2

SRM 8

Reporting 5

Grand Total 162


2/66

Gap by Module and Current Status

Row Labels Count of #

Still An IssueAP 2

AR 3

FXA 1

GL 1

GM 4

Grand Total 11


3/66

Gap Items Still at Issue

Row Labels

Still An Issue

25

Automated BillingResource-Related Billing (as well as Billing Plan-based billing) are not configured in SCEIS. Currently, no such billing is done in the legacy systems (except DOT). There was minimal interest in turning on the functionality in SAP.

DOT

GM

26

Automated update of grant objects for payroll

DHEC described a scenario where the grant is automatically updated in labor distribution to account for grant names changes in the new year.

Standard report for Grant Master data index would provide the information necessary to be used as an upload for the labor distribution system.

DHEC

GM33

Legacy system provides budgeting and reporting at detailed level not currently supported by SAP.

SDE has a project accounting system that tracks at the grant, function, and sub-program level. The function field appears to match to SAP GM's Sponsored Program. The legacy sub-program field does not map to any existing objects in

SDE may need to keep their legacy grant system active to maintain control to that level. A SAP standard interface could be utilized to transfer grant accounting data between SCEIS and the SDE project accounting system.

SDE

GM

37

Some agencies have more than one external fund

Some agencies have externally multi-funded grants, which have more than 1 external fund. That is not allowed in SAP's grant master data and does not affect many grants.Various

GM

63

Discounts

Standard SAP functionality exists that will process discounts for vendors based on payment terms. This is currently not used widely in the SCEIS solution, so needs to be updated to reflect phase 3 & 4 agency business requirements and

take discounts based on volume purchased and meet certain purchasing thresholds.

Need to get additional information about the existing legacy process to access the complexity of the required configuration and possible development work. During AP Gap follow-up workshops, it appears that payment discounts used

standard SAP AP discount terms. The volume-type discounts are related to Purchasing, and should be added to the P.O. No other FRICE items were noted.

DOC, ESC, VRDAP

75

Positive Pay

As we are onboarding VRD composite reservoir activities for Work Training Centers, SCEIS will need to produce a positive pay file for this activity.

VRD

AP

92

Quantity based billing

Several agencies need the ability for the system to calculate the bill based on rate and quantity. The current SCEIS AR solution will not accomodate this requirement, as it relies on the end user performing that calculation before enterin

SD module to bill which will handle this requirement. Agencies that are non-inventory related, we will need further requirements to understand this requirement.DPS, DJJ, BCB, ORS, DOC

AR

93

Recurring


4/66

107

Receipts

DSS would like the ability to produce a paper receipt for a customer for payments received, which they currently handle manually. At this time SCEIS does not have this process designed or configured and considers this a future phase r

DSS

AR

113Automate Asset Shell creation

When purchasing multiple like assets, SCEIS requires the creation of multiple asset shells manually to be included in the shopping cart. Many agencies have identified the need to automate this asset shell creation. This gap is considered

be a manual process.

All

FXA

139

Additional Levels of Approval

The current SCEIS Journal Entry workflow has one level of approval within the agency, many agencies have identified the requirement to have an additional level

Agency can implement a manual approval levelDMH,

GL

Grand Total


5/66

GAP Analysis - Feedback

#

Updated

Status

Name System Module Process Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Complexit

Solution*

25 Still An

Issue

ECC GM Billing Automated

Billing

Resource-Related Billing (as well as Billing Plan-based billing)

are not configured in SCEIS. Currently, no such billing is done

in the legacy systems (except DOT). There was minimalinterest in turning on the functionality in SAP.

System DOT Low Configuratio

n

Post July, 2010 Future Phase Medium

26 Still An

Issue

ECC GM Master Data Automated

update of

grant objects

for payroll

DHEC described a scenario where the grant is automatically

updated in labor distribution to account for grant names

changes in the new year.

Standard report for Grant Master data index would provide

the information necessary to be used as an upload for the

labor distribution system.

System DHEC Low Business

Process

Procedure

Phase 3 Gap to be

addressed

Medium

33 Still An

Issue

ECC GM Passthrough F Legacy system

provides

budgeting and

reporting at

detailed level

not currently

supported by

SAP.

SDE has a project accounting system that tracks at the grant,

function, and sub-program level. The function field appears

to match to SAP GM's Sponsored Program. The legacy sub-

program field does not map to any existing objects in SAP.

SDE may need to keep their legacy grant system active to

maintain control to that level. A SAP standard interface could

be utilized to transfer grant accounting data between SCEIS

and the SDE project accounting system.

System SDE Low FRICEW item Out of Scope Future Phase High

37 Still An

Issue

ECC GM Master Data Some agencies

have more

than one

external fund

Some agencies have externally multi-funded grants, which

have more than 1 external fund. That is not allowed in SAP's

grant master data and does not affect many grants.

System Various Medium Business

Process

Procedure

Phase 3 Gap to be

addressed

Medium

63 Still An

Issue

ECC AP Invoices Discounts Standard SAP functionality exists that will process discounts

for vendors based on payment terms. This is currently not

used widely in the SCEIS solution, so needs to be updated toreflect phase 3 & 4 agency business requirements and tested.

Examples of requirements include, the ability to take

discounts based on volume purchased and meet certain

purchasing thresholds.

Need to get additional information about the existing legacy

process to access the complexity of the required

configuration and possible development work. During AP

Gap follow-up workshops, it appears that payment discounts

used by the agencies will all be able to be handled viastandard SAP AP discount terms. The volume-type discounts

are related to Purchasing, and should be added to the P.O.

No other FRICE items were noted.

System DOC, ESC,

VRD

High Configuratio

n

More

information

needed

Gap to be

addressed

Medium


6/66


#

Updated

Status

Name System Module Process Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Complexity

Solution*

107 Still An

Issue

ECC AR Non-AR

Receipts

Receipts DSS would like the ability to produce a paper receipt for a

customer for payments received, which they currently

handle manually. At this time SCEIS does not have thisprocess designed or configured and considers this a future

phase requirement.

System DSS Low FRICEW item Post July, 2010 Future Phase Medium

113 Still An

Issue

ECC FXA Asset

Procurement

Automate

Asset Shell

creation

When purchasing multiple like assets, SCEIS requires the

creation of multiple asset shells manually to be included in

the shopping cart. Many agencies have identified the need to

automate this asset shell creation. This gap is considered to

be a workforce transition item and will continue to be a

manual process.

System All Medium Workforce

Transition

Out of Scope Future Phase High

139 Still An

Issue

ECC GL Journal Entry

Workflow

Additional

Levels of

Approval

The current SCEIS Journal Entry workflow has one level of

approval within the agency, many agencies have identified

the requirement to have an additional level

Agency can implement a manual approval level

System DMH, Medium Workforce

Transition

Out of Scope Future Phase Medium


7/66


d


8/66



9/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

4 3 Already

Completed

ECC FI PCA PCA codes

(fund splitting)

Several agencies utilize PCA codes to simplify data entry. The

user enters a code, and the line items are automaticallypopulated with fields such as Fund and Grant. SAP has a

fund splitting functionality, but it has only been rolled out for

document chains (purchase requisitions, purchase orders,

and invoices) and earmarked documents (Funds

Management-specific documents). SAP plans to roll out the

functionality to more types of transactions in the future.

SCEIS team has prototyped a custom solution to address PCA

and will meet with affected agencies to review prospective

design.

System DHHS, Lt

Gov, Gov,DSS

High FRICEW

item

CAB agreed on

4/30/2009 thatthis gap should

be addressed

in Phase 3

Gap to be

addressed

High

5 3 Already

Completed

ECC FI PCA PCA codes on

sub-grantee

postings

would split in-

kind match on

invoices,

which must

not be paid.

PCA codes related to sub-grantees can split many ways, such

as federal, state (cost-match), and local (in-kind match). The

in-kind match line items are currently posted to invoices in

GAFRS but not paid. We are unaware of a way to have a line

item on an invoice go unpaid.

SCEIS team has prototyped a custom solution to address PCA

and will meet with affected agencies to review prospective

design, which includes Certified Public Expenditures.

System Lt Gov,

DHHS

High FRICEW

item

CAB agreed on

4/30/2009 that

this gap should

be addressed

in Phase 3

Gap to be

addressed

High

6 10 Process

Change

ECC FM Master

Data

Funds used to

represent

other funding

sources

General consensus was that funds were used to represent

Grants in Legacy System. SCEIS Design is to use Grants

Management to Represent those funds. Often used to

represents Grant but all understand that will be Grant Master

will be used in the future

Examples from workshops:

- Adj Gen - Use a sep fund to track contracts in 3056

(privately funded grant)

- DMH Uses fund to track for donations, are not tracked in

STARS. Composite Reservoir/Cash & Cash Equvialents

- State Housing Funds used that represent Bank of New

York Money Trust fund expenditures, recorded in CG STARS

as negative revenue(Composite Reservoir)

- Judicial Composite Reservoir accounts, state auditors

office tracked in sep fund. Cash acct tracked by STO.

- DSS Epay settlement account (PubA) written out of sep

bank acct, return amounts go to a sep account.

- ORS Regulatory Staff automation around compositereservoir accts

- ESC transferring funds out of trust fund to UIA. Fiduciary

Fund potentially

Agency

Business

Process

DHEC, Adj

Gen,

DMH,

SHA, DSS,

ORS, ESC

Low Business

Process

Procedure

Unnecessary Gap to be

addressed

Low


10/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

9 3 Already

Completed

ECC FM Budget Automated

Budgetreconciliation

As SCEIS will be the agency accounting system and the

Statewide Book of Record, there will be no need to reconcilebetween two systems. DHEC DB with STARS level budget

data which they use to reconcile to their agency level system

(Oracle)

No Solution

Required

DHEC Not Applica N/A Unnecessary Gap to be

addressed

N/A

10 6 PBF ECC FM Budget Budget

Depreciation

Expense

There are agencies that want to budget depreciation

expense. Currently, no live agency today does budget

depreciation expense but it can be done. In SAP however,there is not an AVC Check on the depreciation expense

accounts. 4/30/2009 SHA no longer wants this funtionality

per Kevin Lewis. CAB agrees to remove this gap.

Agency

Business

Process

SHA Low Workforce

Transition

CAB agreed on

4/30/2009 that

this Gap can beClosed

Closed Low

11 3 Already

Completed

ECC FM Budget Budget for

unbudgeted

funds

There are agencies that have a budget associated with funds

where in SAP we would not have an AVC Check. Budget can

be created for these funds but this will need to be excludedfrom workflow approvals, interface to STARS and AVC. This is

not a GAP but a business process and reporting issue

Agency

Business

Process

B&CB,

DHEC,

VRD,DMH,

Tech

Medium Configurat

ion

Phase 3 Gap to be

addressed

Mediu

12 3 Already

Completed

ECC FM Year End Ability to

encumber

new fiscal year

budget prior

to start of FY

Current SAP Functionality does allow you to pre encumber

for a new fiscal year. However, since this is a State wide

system, the New Fiscal Year budget is not provided to SCEIS

until two days prior to the beginning of a fiscal year. Most

Agencies create future year Purchase Orders at least a month

prior. DOC, DDSN, DHEC, DMH and many other agencies

need to be able to encumber budget prior to the new fiscal

year start.

Statewide

Business

Process

All High Decision

Required

MMO, ITMO, External SCEIS

decision

Policy

Decisions

High

13 3 Already

Completed

ECC FM Funds

Reservat

ion

Form for

Funds

Reservations

There is a standard form provided by SAP. No input has been

given as to the data content of the form. The use of Funds

Reservations will be more widespread than current agencies

System All High FRICEW

item

Phase 3 Gap to be

addressed

Mediu


11/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

15 3 Already

Completed

ECC FM Funds

Reservation

Smart

numbering forFunds

Reservation

Document

Currently, SCEIS does not have any logic in the numbering of

Funds Reservation documents, much like Purchase Orders.PRT has some concern in being able to identify their Funds

Reservations from other agencies. A matchcode could be

created to view Funds Reservations by Business Area

Agency

BusinessProcess

PRT Medium Configurat

ion

Phase 3 Gap to be

addressed

Low

16 6 PBF ECC FM Budget

Workflow

Business Rules

byOrganization

Structure

The current SCEIS design for budget workflow, uses the

agency organizational structure to look for approvers forbudget documents. It does not consider the cost/fund center

that someone is assigned to but rather the agency. Due to

the difference in size and complexity of organizational

structure of phase 3 & 4 agencies, many have identified the

requirement to be able to route based on cost/fund center.

System DDSN,

DMH,DHEC,

DMV, DPS

High FRICEW

item

Phase 3 Gap to be

addressed

High

17 10 Process

Change

ECC FM Budget

Workflo

w

Business Rules

by Dollar

Amount

The current SCEIS design for budget workflow does not

consider any dollar amount whilst the document is being

routed for approval. Several agencies have identified the

requirement to exclude certain documents from all approvals

if they fall below a dollar threshold. The business rules logic

would need to be added to an already complicated workflow,

to allow for automatic posting of certain transactions.

It is not recommended to add this to the workflow at this

time, as we would be unable to standardize this across the

state. In addition, it is not feasible to sustain the

maintenance required to manage business rules by business

area.

Agency

Business

Process

DDSN,

DMV,

SHA,

DMH,

DPS,

DHEC,

Low Workforce

Transition



12/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

19 6 Already

Completed

ECC FM Budget

Workflow

Budget

Transfersbetween

agencies

Currently the CG's Office will enter Budget Transfers

manually into STARS for those that cross agencies. Agencieshave the ability to transfer budget from one agency to

another, based on legislative requirements. Currently SCEIS

security is locked by Business Area, only SCEIS team

members or Statewide functions would have the ability to

create this document. Need to design and develop a process

to accomodate this business requirement.

Example - BCB is allocated budget for programs that are

adminstered by other agencies. They require documentation

Statewide

BusinessProcess

All High FRICEW

item

CABCAB

agreed on4/30/2009 that

this gap should

be addressed

in Phase 3

Gap to be

addressed

High

20 3 AlreadyCompleted

ECC FM Availability

Control

Ability tocontrol budget

at different

levels within

an agency (by

org structure,

programmatic

level)

Each agency has defined different scenarios for reporting andcontrolling budgets. In SAP, there is the ability to manage at

this minute level, however, it would require extreme

maintenance of AVC tables, which are controlled by the

SCEIS Team. Currently, the agencies idenfited would like AVC

at the Department Level within the Agency. Further details

such as within the Department, AVC Control at the MAMI,

Major, or Minor, as well as controlling by Program within the

Department, have not been identified.

AgencyBusiness

Process

DDSN,VRD, BCB,

DMH,

DHHS,

SCPRT,

DOC,

SCSDB,

Tech.

Low WorkforceTransition


21 10 Process

Change

ECC FM Availabil

ityControl

Notification

for exhaustingbudget at

departmental

level to agency

central budget

office

Currently today the only AVC notification is based upon the

Fund Center that is defined for the AVC check level. Therequirement from these agencies would require an email

notification to be sent to additional persons within the

agency. Currently, system sends one message to end user

defined in Master Data of Fund Center.

Agency

BusinessProcess

DSS, SHA,

DHHS

Low FRICEW

item

Post July, 2010 Future Phase High

22 10 Process

Change

ECC FM Availabil

ity

Control

Warning at

level of budget

exhaustion not

at lower

budget level ,

Not Related to

AVC Level but

Budget Level

Currently today the only AVC notification is based upon the

Fund Center that is defined for the AVC check level. This is

not standard functionality for Public Sector based upon the

Agency's decision to AVC at specific Fund Center Levels.

These agencies want an email notification sent to

Department Managers where Availablity Control is set at a

higher level. Current SAP Functionality for AVC is the only

automatic notification based upon the FC defined for AVC

Control not Budgeting.

Agency

Business

Process

DDSN,

DMH,

DHHS,

DHEC,

DMV,

ETV, DSS,

PPP

Low Workforce

Transition

Phase 3 Gap to be

addressed

High

23 3 Already

Completed

ECC FM Business

Process

Certified

Public

Expenditure

In the Agencies today, there is a recording of Expenditure

Postings to a 6006 (or like) fund based upon a percentage

that an external entity is responsible for cash outlay. This

System B&CB,

DHEC,

DSS, Lt

High Configurat

ion

Phase 3 Gap to be

addressed

Mediu


13/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

24 3 Already

Completed

ECC FM Budget

Postings

Upload

Program

Automate upload of budget activity (including transfers) System All High FRICEW

item

Phase 3 Gap to be

addressed

High

25 4 Still An

Issue

ECC GM Billing Automated

Billing

Resource-Related Billing (as well as Billing Plan-based billing)

are not configured in SCEIS. Currently, no such billing is done

in the legacy systems (except DOT). There was minimal

interest in turning on the functionality in SAP.

System DOT Low Configurat

ion

Post July, 2010 Future Phase Mediu

26 4 Still An

Issue

ECC GM Master

Data

Automated

update of

grant objects

for payroll

DHEC described a scenario where the grant is automatically

updated in labor distribution to account for grant names

changes in the new year.

Standard report for Grant Master data index would provide

the information necessary to be used as an upload for the

labor distribution system.


Process

Procedur

e

Phase 3 Gap to be

addressed

Mediu

27 10 Process

Change

ECC GM Postings Cash by

sponsored

program in

GM

It is important to display cash by sponsored program.

Currently, GM configuration is not compatible with this

requirement, but you are able to see cash by functional area

(relationship exists between functional area and sponsored

programs).

Currently, users can use BI to see their cash by functional

Statewide

Business

Process

All High Configurat

ion

Phase 3 Gap to be

addressed

Low

28 4 Already

Completed

ECC GM Indirect

Cost

Multiple IDC

rates charged

to each line ofthe grant

DHEC has scenarios where multiple IDC rates are applied on

a given line item. SAP does not do this and SCEIS will require

more information regarding the volume of grants this affects.

For scenarios where recoveries are posted evenly across

multiple funds, the agency will use standard functionality.


Process

Procedur

e

SCEIS FI Phase 3 Gap to be

addressed

High


14/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

30 3 Already

Completed

ECC GM Passthro

ughFunding

Passthrough

as allocationsusing detail

level expenses

Currently, allocation to sub-recipients are charged to a

general ledger account (517*) that represent allocations.There is no current approach in SAP which would be able to

both show a line item as allocation-related and give the

detail of type of expense (labor, supplies, etc.).

New GL accounts and Sponsored Classes could be created to

Agency

BusinessProcess

SDE, DPS Medium Business

ProcessProcedure

Phase 3 Gap to be

addressed

Mediu

31 3 Already

Completed

ECC GM Passthro

ugh

Funding

Passthrough

functionality

for one

live/non-live

agency

There are multiple approaches for passthrough functionality

(sub-grants). We are currently not handling passthrough

scenarios in SAP Grants Management, but we need to decide

on the best method for setting up this data (for example,

using sub-grants vs. sponsored programs for sub-grants).

Agency

Business

Process

SCSGC, LT

GOV, CHE

High Configurat

ion

Phase 3 Gap to be

addressed

High

32 3 Already

Completed

ECC GM Passthro

ugh

Funding

Passthrough

functionality

for two live

agencies

Same as live/non-live agencies, except that it is a slightly

different scenario. We need to set this data up in a way that

we do not double count posting for sub-grants that also

reside in SCEIS.

Agency

Business

Process

SDE, DPS High Configurat

ion

Phase 3 Gap to be

addressed

High

33 4 Still An

Issue

ECC GM Passthro Legacy system

provides

budgeting and

reporting at

detailed level

not currently

supported by

SAP.

SDE has a project accounting system that tracks at the grant,

function, and sub-program level. The function field appears

to match to SAP GM's Sponsored Program. The legacy sub-

program field does not map to any existing objects in SAP.

SDE may need to keep their legacy grant system active to

maintain control to that level. A SAP standard interface could

be utilized to transfer grant accounting data between SCEIS

System SDE Low FRICEW

item


34 10 Process

Change

ECC GM Passthro

ugh

Funding

Sub-grants can

not be set up

with external

funds

SAP's standard design does not allow external funds on sub-

grants. Their methodology is that once an agency receives

funds, those funds are theirs to use. Any of those funds that

they pass on to sub-grantees, therefore, utilize internal

funds.

Statewide

Business

Process

All Medium Business

Process

Procedure


addressed

Mediu

35 3 Already

Completed

ECC GM Master

Data

Program

Income

(Master Data)

We are not currently using any program income master data

in SAP GM. This is needed to discern program income

revenue from other types of revenue.

System DHEC,

COMM,

VRD,

DMH, SHA

Medium Business

Process

Procedur

e

Phase 3 Gap to be

addressed

Low


15/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Compl

Solutio

37 4 Still An

Issue

ECC GM Master

Data

Some agencies

have morethan one

external fund

Some agencies have externally multi-funded grants, which

have more than 1 external fund. That is not allowed in SAP'sgrant master data and does not affect many grants.

System Various Medium Business

ProcessProcedur

e

Phase 3 Gap to be

addressed

Mediu

38 4 Already

Completed

ECC GM Master

Data

Data

Conversion/up

load program

This was done manually in the past, with as many as 200

grants. In November, we are looking at thousands of grants.

We need an upload program, since manual entry will not be

possible.


item

Phase 3 Gap to be

addressed

Mediu

39 4 Already

Completed

ECC GM Budget Conversion/up

load program

This was done manually in the past, with as many as 200

grants. In November, we are looking at thousands of grants,

which will result in many thousands of budget documents.

We need an upload program, since manual entry will not be

possible.


item

Phase 3 Gap to be

addressed

Mediu


16/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

40 8 Already

Completed

ECC GM Reportin

g

FFA Schedule Automate the schedule of Federal Financial Assistance

reports (BI Reports)


item

Phase 3 Gap to be

addressed

High

41 10 Already

Completed

ECC AP Vendor

Master

Ability to

create own

vendor

records

Agencies want the ability to create individual vendor master

records. Currently the vendor would access and create a

record directly through the CG self-service portal. The CG

office is the "owner" of the vendor record and all new vendor

records must processed through the portal.

Agency

Business

Process

DMH,

DMV

Medium N/A Out of Scope Future Phase Mediu

42 10 Process

Change

ECC AP Vendor

Master

Cross-

referencing

Vendors

between

systems for

tax id

ur oses

Currently PRT has vendors in their AS400 system that they

would need the ability to cross reference for tax

identification purposes. Initial conversion/entry of these

vendors would require that each has a FEIN or Tax ID number

assigned. The transformation/crosswalk tables of legacy

values to SCEIS will reside outside of SCEIS, it's the agencies

res onsibilt to ensure that the central vendor master record

Agency

Business

Process

PRT Low Workforce

Transition

Out of Scope Future Phase Low


ECC AP VendorMaster

Ability toupdate SCEIS

with

crosswalks

Initial conversion/entry of these vendors would require thateach has a FEIN or Tax ID number assigned. The

transformation/crosswalk tables of legacy values to SCEIS

will reside outside of SCEIS, it's the agencies responsibilty to

AgencyBusiness

Process

ALL Low WorkforceTransition

Out of Scope Future Phase Low


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Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

45 3 Already

Completed

ECC AP Vendor

Master

Ability to

changeaddress at

time of

invoice.

Currently, you can select from multiple invoicing parties at

invoice entry, but only select from vendors currentlyregistered in SCEIS. No address changes currently allowed on

the fly as the vendor record would need to be added or

changed in SCEIS.

Agency

BusinessProcess

ALL Medium Training Out of Scope Gap to be

addressed

Low

46 10 Already

Completed

ECC AP Vendor

Master

Need ability to

enter "Attn

Line" onCheck, at the

invoice level.

As the vendor file is statewide, the agency can request the

additional remit-to vendor record created with reference to a

specific office or person. This would need to be handled viathe central vendor portal and not on the fly when entering an

invoice. As SCEIS does not process the checks there is also

the limitation of adding fields because they cannot be

mapped on the outbound interface to STO.

As we transition to the STO to SCEIS, options may be

available to address this issue.

Statewide

Business

Process

ALL Low Training Out of Scope Gap to be

addressed

Mediu

47 10 Process

Change

ECC AP Vendor

Master

Smart

numbering of

Vendors

Some users want the ability to smart number vendors by

class or source type. Currently, vendor account groups are

assigned specific number ranges. No other smart coding is

involved. If users need to identify vendors by material types,

etc., vendor searches by materials group, etc. are currently

available.

Statewide

Business

Process

ESC Low Training Out of Scope Gap to be

addressed

Low

48 3 Already

Completed

ECC AP One-

Time

Vendors

One-Time

vendors use

The CG's office needs to give guidelines to agencies on the

use of One-Time Vendors. Currently there is confusion

amongst the agencies as to the appropriate use of a one time

vendor. This functionality is currently available and active in

SCEIS.

Statewide

Business

Process

ALL Low Decision

Required

CG External SCEIS

decision

Policy

Decisions

Low


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Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

49 10 Process

Change

ECC AP Minority

Vendors

Federal

MinorityVendor

Statuses

Currently DOT uses their own minority vendor statuses, not

OSMBA statuses. The SCEIS solution for reporting onMinority status is currently certified by the Office of Small

and Minority Business Administration and does not include

status for states other than SC. Out of the 9 minority

indicators, 2 of them are specific to DOT. Agencies with

different minority vendor status requirements will need to

work with OSMBA to incorporate different minority

indicators than currently configured.

Statewide

BusinessProcess

DOT Low Decision

Required

OSMBA External SCEIS

decision

Policy

Decisions

Low

50 3 Already

Completed

ECC AP Minority

Vendors

Declassified

within a Fiscal

Year.

Agencies will need to be able to identify and report on

qualified vendor activity for the year, even if the vendor has

been declassified during the year. The agencies minority

business plan is based on the fiscal year, which means they

should be given credit for any expenditures and should not

be penalized for the vendor's certification lapsing within a

given fiscal year.

This is not current SAP functionality as there is not currently

a validity period range. A vendor is either active or not. A BI

solution is being researched to determine if a report can be


item

Phase 3 Gap to be

addressed

Mediu

51 3 Already

Completed

ECC AP Invoice

Toleranc

es

Conflicting

Tolerance

Requirements

SCEIS is currently configured to allow a line item tolerance of

5% (not to exceed $50), excluding sales tax and freight, this

was based on SAO requirements. Agencies are split on

whether tolerances should be allowed but as SAP tolerance

configuration is at a Company Code level. SCEIS needs to

have one solution for all agencies without having to

complete complex development. Tolerance functionality will

not allow for reporting of when a tolerance is invoked or not,

as it is considered to be an immaterial amount.

The agencies that do not want a tolerance have already set

Statewide

Business

Process

Yes -

TECH, LLR,

DHHS,

SCJD,

SHA, ESC,

DHEC,

VRD, BCB,

SLED, ETV,

ARCH,

DMV,

DOR

High Decision

Required

MMO, SAO External SCEIS

decision

Policy

Decisions

Low

52 3 Already

Completed

ECC AP Invoice

Toleranc

es

Override

Capability

SAP configuration for tolerances is linked to the company

code and is either on or off. Development would be required

to have override capability at time of entering invoice.

PRT has identified the requirement to be able to make

changes to amount per item for purchases that will be

available for resale. Many agencies identified the ability to

have a manager override tolerances.

Standard SAP functionality would allow the agency manager

to manually release the invoice from being blocked with

MRBR or the purchase order can be updated to reflect the

System PRT, BCB,

DSS

Medium Business

Process

Procedure

Phase 3 Gap to be

addressed

Mediu


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Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

55 7 SRM ECC AP Invoices -

PO

GRs for

Blanket Orders

Blanket Purchase Agreements could be used (these require a

GR). Also need to further define why these agencies requirea GR for purchases made under a blanket P.O.

Statewide

BusinessProcess

DJJ Medium N/A Unnecessary Gap to be

addressed

Low

56 3 Already

Completed

ECC AP Invoices -

PO

Upload

Program

Many agencies currently have interfaces or upload programs

into their current legacy financial systems for PO related

invoices. SCEIS will need to build like functionality to meet

the volume and frequency needs of these agencies.


item

Phase 3 Gap to be

addressed

Mediu

57 3 Already

Completed

ECC AP Invoices -

Direct

Upload

Program

Many agencies currently have interfaces or upload programs

into their current legacy financial systems for Direct Pay

invoices. This program will give the agencies the capability of

uploading invoices referencing funds reservations, pass-


item

Phase 3 Gap to be

addressed

Mediu

58 3 Already

Completed

ECC AP Invoice Bank of

America

All Phase 3 & 4 agencies use Bank of America Works program

to manage the administration of their procurement cards.

SCEIS will need to accommodate an interface to post these

files (including invoices against POs and Funds Reservations)

into SAP for timely processing but will standardize this across

all agencies, as much as possible.

The interface to process the file from Bank of America


item

Post July, 2010 Future Phase High

59 3 Already

Completed

ECC AP Invoices Recurring Several agencies requested the ability to schedule recurring

payments for rent, utilities, etc. They will need to be able toprocess these against a PO, Funds Reservation or Direct Pays.

Standard functionality exists to process recurring payments

in AP.

System DDSN,

PRT, ESC,VRD, DSS,

DHEC, DJJ,

DHHS,

High Configurat

ion

Phase 3 Gap to be

addressed

Mediu


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Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

61 4 Process

Change

ECC AP Invoices Duplicate

Invoice Check

Current duplicate invoice check is at the company code

(statewide) level and is based on the vendor number, invoicedate, invoice/account number and amount. Some agencies

had the concern that this check should be at the business

level, as it may cause false errors but based on the criteria

the system checks, it should be unique by agency.

It would require significant development effort to change this

check to be by business area.

No Solution

Required

ESC,

DHEC,DMV

Not Applica N/A Unnecessary Gap to be

addressed

Not

Applic

62 4 Already

Completed

ECC AP Invoices Electronic

Invoicing

Electronic Invoicing was defined as the receipt of invoice data

in a file format that is read to load to the system (excludes

invoices that are e-mailed (PDF, etc.)). DMH processeselectronic invoices for telephone services within their legacy

system.

Standard AP upload programs will be available (incl. Bank of

America). This requirement falls outside of these

development items.

System DMH High FRICEW

item

Phase 3 Gap to be

addressed

Mediu

63 4 Still An

Issue

ECC AP Invoices Discounts Standard SAP functionality exists that will process discounts

for vendors based on payment terms. This is currently not

used widely in the SCEIS solution, so needs to be updated toreflect phase 3 & 4 agency business requirements and tested.

Examples of requirements include, the ability to take

discounts based on volume purchased and meet certain

System DOC, ESC,

VRD

High Configurat

ion

More

information

needed

Gap to be

addressed

Mediu

64 8 Reporting ECC AP Vendor

Master

Travel DHEC currently utilizes a travel system (TravelWin) that is fed

vendor information from their legacy accounting system. As

DHEC is being onboarded with Travel Management 2 months

after go-live on Finance and Procurement, it is not feasible to

build a custom interface for this short length of time.

A standard vendor index report will be available to downloadinto Excel or Notepad that can be imported into their system

until DHEC is live on SCEIS for Travel Management.

System DHEC Medium Business

Process

Procedure

Out of Scope Gap to be

addressed

Mediu

64 3 Already

Completed

ECC AP Vendor

Master

Travel DHEC currently utilizes a travel system (TravelWin) that is fed

vendor information from their legacy accounting system. As

DHEC is being onboarded with Travel Management 2 months

after go-live on Finance and Procurement, it is not feasible to

build a custom interface for this short length of time.

A standard vendor index report will be available to download

into Excel or Notepad that can be imported into their system

until DHEC is live on SCEIS for Travel Management.

System DHEC Medium Business

Process

Procedure

Out of Scope Gap to be

addressed

Mediu


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#

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Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

65 10 Process

Change

ECC AP Credit

Memos

Credits against

Assets

Agencies will require the ability to post credits and rebates

against assets and reduce capitalized asset value. There wassome inconsistency amongst the agencies in the application

of this credit and it's affect on the asset value. SCEIS will need

a Statewide Business Decision from CG's office regarding this

process.

Statewide

BusinessProcess

All High Decision

Required

CG External SCEIS

decision

Policy

Decisions

Low

66 3 Already

Completed

ECC AP Credit

Memos

Collection

schedule for

large credits.

Credits from large vendors that cannot be taken at one time,

must be able to spread over a span of time. The application

of this credit would not necessarily apply to each vendor

payment and would need to be able to apply credits as

needed.

There is enough flexibilty in credit memo functionality that

they can be applied directly to a specific invoice, PO or

netted in the payment program by vendor, due date and

business area. Standard functionality would not

Agency

Business

Process

DSS,

DDSN

Low Business

Process

Procedure

Phase 3 Gap to be

addressed

Low

67 3 Already

Completed

ECC AP Workflo

w

Additional

Levels of

Approval

Currently, workflow design accommodates up to 3 levels of

approval within an agency.

Agencies may need the ability to add additional levels of

review/approval to the workflow process but this heavily

depends on how complex their organzation structure is.

The SCEIS team considers this a lower priority for Phase 3 & 4

and this can be addressed in a future phase, if deemed

necessary.

System BCB,

DMH,

DOR, SHA,

SCSIF,

ETV, AG,

Medium FRICEW

item

CAB agreed on

4/30/2009 that

this gap should

be considered

Future Phase

Future Phase Mediu

69 10 Process

Change

ECC AP Workflo

w

Bus. Rules -

Miscellaneous

Some agencies identified the need to be able to route

invoices for approval based on type of expenditure, specific

vendor, travel, etc. The business rules to accommodate these

requirements would be different for each agency.It is not recommended to add this to the workflow at this

time, as we would be unable to standardize this across the

state. In addition, it is not feasible to sustain the

Agency

Business

Process

SCJD,

DDSN,

DOT

Low Workforce

Transition



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Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

72 3 Already

Completed

ECC AP Imaging HIPAA-related

data

Certain data may be required to be included with scanned

image of invoice. HIPAA contains rules that regulate theelectronic transmission of certain data (i.e., SSN). There may

be an issue with the inclusion of patient or other data on the

invoice images.

SCEIS will need a decision from the CG Audit group or SAO

regarding the inclusion of HIPAA related information for

audit purposes, as all invoices are required to be scanned.

Statewide

BusinessProcess

DHEC,

DOC, VRD,DJJ,

DHHS,

BCB,

DMH,

DDSN

High Decision

Required

CG, SAO External SCEIS

decision

Policy

Decisions

Mediu

73 3 Already

Completed

ECC AP Vertex Use Tax Current process posts use taxes on an accrual basis in SAP,

but the transfer of expense must still be made to STARS.

Results in expenses being posted twice, and a manual JE to

correct. A BW report is being developed to list all Use taxes

with all relevant accounting elements to help the agencies to

prepare the IDT to transfer funds to DOR, and to prepare the

reversing JE for the initial expenses. We must also to explore

the ossibilit of automatin this rocess. This is a critical

System ALL High FRICEW

item

Phase 3 Gap to be

addressed

High

74 3 Already

Completed

ECC AP Paymen

t

Processi

ng

Single Check

per invoice

Agencies are currently able to require a separate check per

invoice (by Vendor). Need the ability to designate single

invoices for: Court Cases, Closing Packages, 3rd Party

lockbox payments, grants, other.

SCEIS was designed and configured to group invoices

together within a business area by vendor and due date.

Additional payment terms will need to be configured and

used to allow some agencies to process a single check per

invoice. This could cause issues when follow-on bank

processes are executed within SAP.

System SDE, DSS,

BCB, PRT,

DMH,

DHEC,

DHHS,DPS

High Configurat

ion

Phase 3 Gap to be

addressed

Mediu

75 4 Still An

Issue

ECC AP Paymen

t

Processing

Positive Pay As we are onboarding VRD composite reservoir activities for

Work Training Centers, SCEIS will need to produce a positive

pay file for this activity.

System VRD Medium FRICEW

item

Phase 3 Gap to be

addressed

Mediu

76 9 CO ECC CO Internal

Orders

Disaster cost

accounting

and allocation.

Accounting for the costs related to disasters is very important

for two primary reasons. (1) Federal aid received has to be

properly accounted for in order to give the State the ability to

report back to the Federal government how the funds were

spent (2) Key government officials in State government may

want to quantify the cost of a disaster for internal and/or

public management purposes.

Current design has not been used widely, thus needs to be

tested more thoroughly to ensure that all integration points

System All High Configurat

ion

Phase 3 Gap to be

addressed

High


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Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

78 9 CO ECC CO Allocatio

ns

Budget affect

of allocations

This requirement is to ensure that certain allocation postings

effect the budget. SAP has the capability to do this but is notyet configured for it

System All Medium Configurat

ion

Phase 3 Gap to be

addressed

High

79 9 CO ECC CO Allocatio

ns

Statistical Key

Figures

Statistical Key figures can be used to capture information

such as, quantities on invoices, quantities of a material

purchased, time charged, square footage or headcount, etc.

These statistics can then be used for cost allocations

purposes within SAP.

System VRD, BCB,

ESC

Medium Configurat

ion

Phase 3 Gap to be

addressed

High

80 3 Already

Completed

ECC PS Capital

Projects

Project

Systems

SCEIS currently uses internal orders to track capital projects

but there are drawbacks with this process. Project Systems

allows for flexibility to track large, complex, multi-year

activities.

System All who

have CAP

projects

High Configurat

ion

Phase 3 Gap to be

addressed

High

81 3 Already

Completed

ECC PS Billing Federal fund

reimbursemen

t billing

Need to be able to track project phases for matching of Fed

Funds from other State entities, then bill the other agency

with the project number. This is critical because it involves

Federal Funds.

We will require more information from DHHS regarding this

issue as it is heavily integrated scenario.

System DHHS High Configurat

ion

More

information

needed

Review in

Process

High

82 3 Already

Completed

ECC PS Cost

Posting

Retainage Agencies that have long - term construction projects withold

a certain amount of retainage from contractor invoices. SAP

does not have a particular function for this. This is critical

functionality since retainage is an essential part of the

contractor / State relationship and project management. It is

Statewide

Business

Process

All who

have CAP

projects

High Configurat

ion

Phase 3 Gap to be

addressed

Mediu

83 4 Process

Change

ECC PS Cost

Posting/

Security

Security on

project

reporting

One agency may have a project that is performed by another

agency. An example of this is a project that is assigned to ESC

but managed by the BCB State Engineer.

I thi b th i ld t t h t

System All who

have CAP

projects

Medium Configurat

ion

Phase 3 Gap to be

addressed

High


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Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

85 3 Already

Completed

ECC AR Custom

erMaster

Agencies

ability tocreate,

manage and

maintain

customer

master

records.

Several agencies will require the ability to create and manage

customer master records. As the SCEIS customer masterprocess is not fully designed it is currently unclear as to how

involved agencies will be in maintaining customer records.

Statewide

BusinessProcess

DMV,

SCFC,DPS, VRD,

BCB, SHA,

DJJ, DHEC,

ORS,

SCSGC,

SLED,

AdjGen,

High Configurat

ion

CG External SCEIS

decision

Policy

Decisions

Mediu

86 3 Already

Completed

ECC AR Custom

er

Master

Multiple "Bill

To"addresses

Many agencies require the ability to have multiple addresses

for one customer master record. Users need the ability to

bill to one or more parties or on behalf of someone with an

address different from that customer master. These

customer master records would also need to be identified

easily by the end user as a "Bill-to" or "Ship-to" address.

As SCEIS builds out the Customer Master process, this

requirement will be accomodated.

System All High Configurat

ion

Phase 3 Gap to be

addressed

Mediu

87 10 Process

Change

ECC AR Custom

er

Master

Smart

numbering

schema.

Currently, SCEIS is configured to create a system generated

number for customer master records and some agencies

need some intelligence built into their numbering system.

As SCEIS builds out the Customer Master process, all

numbers will be system generated. As all crosswalk and

System SDE, BCB,

DJJ

Low Training Out of Scope Gap to be

addressed

Mediu

88 3 Already

Completed

ECC AR Custom

er

Master

Classifications Several agencies need the ability to report on certain

classifications that are lower level than Customer Master

Account Groups. Examples include but are not limited to;

Private and Non-Private; Non-profit classifications; collegeand university classifications and fraudulent customers. SCEIS

will need to accommodate differentiating these types of

classifications to meet both state and federal requirements.

System VRD, BCB,

DJJ,

High Configurat

ion

Phase 3 Gap to be

addressed

Low

89 3 Already

Completed

ECC AR Custom

er

Master

Conversion/up

load program

customer

master

records.

Agency customer master files will need to be converted via a

program due to the volume. All customer master records

have been converted manually to date. This will be for all

customers including those related to inventory management.


item

Phase 3 Gap to be

addressed

Mediu

90 3 Already ECC AR Custom Interface Due to the number of subsidiary systems that rely on System All High FRICEW Phase 3 Gap to be Mediu


25/66


#

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Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

92 4 Still An

Issue

ECC AR Invoicin

g

Quantity

based billing

Several agencies need the ability for the system to calculate

the bill based on rate and quantity. The current SCEIS ARsolution will not accomodate this requirement, as it relies on

the end user performing that calculation before entering.

Agencies with inventory sale billing will be using the SD

module to bill which will handle this requirement. Agencies

-

System DPS, DJJ,

BCB, ORS,DOC

High Configurat

ion

Phase 3 Gap to be

addressed

High

93 4 Still An

Issue

ECC AR Invoicin

g

Recurring The ability to systematically create recurring receivables for

agencies which we are currently not doing in the SCEIS AR

module. This requirement can be accomodated using

standard AR functionality, that is currently not configured or

tested. For inventory related billing there are several

recurring billing options.

System DHHS,

DDSN,

DSS,

DHEC,

ORS

Medium Configurat

ion

Phase 3 Gap to be

addressed

Mediu

94 3 Already

Completed

ECC AR Invoicin

g

Billing by Line

of Service

Most agencies that process AR will need to bill by line of

service, however, this is unique to each agency. This can be

achieved by breaking out revenue object codes for services

but the consideration must be made to standardize this as

much as possible across the agenices as we use a statewide

chart of accounts. Some a encies such as DHHS accom lish

Statewide

Business

Process

DMV,

DSS,

DHHS,

BCB

High N/A Phase 3 Gap to be

addressed

Low

95 3 Already

Completed

ECC AR Invoicin

g

Interface Many agencies have identified the need to automatically

upload and download invoices for customers from

information collected/transacted in a subsidiary system.


item

Phase 3 Gap to be

addressed

Mediu

96 4 Already

Completed

ECC AR Invoicin

g

Interest

Calculation

Currently, the SCEIS AR module design does not

automatically calculate interest. This process would need to

be designed, configured and tested across the agencies.

Currently most agencies manually calculate interest and theysplit between principal and interest, during payment

application. For some, this interest is not included in the

closing packages and the interest is reduced on their books

and remitted to the state.

System ORS,

DHHS,

DHEC,

VRD, DMH

Medium Configurat

ion

Phase 3 Gap to be

addressed

High

97 3 Already

Completed

ECC AR Reportin

g

Gross vs.

Collected

Revenue

Agencies will need the ability to report on revenue that is

billed vs collected. This report can be built in BI to

accomodate this requirement but will need further

information from agency about exact reporting

requirements.


item

Phase 3 Gap to be

addressed

Mediu


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Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

99 3 Already

Completed

ECC AR Invoices Pre-Paid Bills A few agencies identified the requirement to be able to

receive money for a bill before it's due. SCEIS canaccommodate the requirement to bill and receive money

before it is due. It can be posted against a customer or as

revenue.

No Solution

Required

DMV, LLR,

DSS, CJA

Not

Applicable

Business

ProcessProcedure


addressed

Not A

100 3 Already

Completed

ECC AR Corresp

ondence

Bil ls Several agencies will need to be able to automatical ly

generate bills for customers, on a weekly/monthly/ad hoc

basis. Each agency has their own format for their bill and

want to create at least one bill per agency, which could easily

be 30 forms.

System DHHS,

ORS, DSS,

DOT,

SLED, LLR,

SCFC, ETV,

CHE, DJJ,

High FRICEW

item

Phase 3 Gap to be

addressed

Mediu

101 3 Already

Completed

ECC AR Corresp

ondence

Dunning Outside of ORS, all of the agencies listed have manual

dunning procedures for customers. SAP has the capability to

automate and invoke dunning procedures for all agencies but

this will need to be standardized across the agencies, as

much as possible. All agencies expressed an interest in

developing automated dunning procedures thus the SCEIS

team considers this a future phase requirement.

System DHHS,

DSIT, BCB,

ORS, DJJ,

DMV,

DSS, VRD

Low FRICEW

item

Phase 3 Gap to be

addressed

Mediu

102 8 Already

Completed

ECC AR Corresp

ondence

Customer

Statements

Agencies have identified the need to be able to produce

customer statements for open items. SCEIS currently has an

account statement available but this will need to be

enhanced and consider the aging buckets. As with bills, we

will need to standardize the output of the statement but

allow for flexibility with logo per agency.


item

Phase 3 Gap to be

addressed

Mediu

103 3 Already

Completed

ECC AR Reportin

g

Aging Report All agencies will require AR aging report based on standard

aging buckets (e.g. 30, 60, 90). A BI report will be built to

accommodate this requirement.


item

Phase 3 Gap to be

addressed

Mediu

104 8 Reporting ECC AR Reportin

g

Medicaid

Billings

All Medicaid related agencies will need the ability to report

to report on billed vs collected revenue for medicaid. The

uncollected revenue may need to be written off to a contra

ll t bl t hi h ld l d t b

System All

agencies

that

i

Medium FRICEW

item

Phase 3 Gap to be

addressed

Mediu


27/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

105 4 Process

Change

ECC AR Custom

erPaymen

ts

Credit Card

payments toCustomer

Receivable

Currently all credit card payments are processed via the

inbound interface from STO. This data is aggregated andposted based on terminal ID, which defaults the account

assignment. This process does not allow for the application

of electronic payments to specific customer receivables.

Agencies will need to manually apply the payment to the

No Solution

Required

All Not

Applicable

N/A Unnecessary Gap to be

addressed

Not

Applic

106 3 Already

Completed

ECC AR Custom

er

Paymen

ts

Interface Many agencies have identified the need to automatically

upload or download of payments for customers from

information collected/transacted in a subsidiary system.


item

Phase 3 Gap to be

addressed

Mediu

107 4 Still An

Issue

ECC AR Non-AR

Receipts

Receipts DSS would like the ability to produce a paper receipt for a

customer for payments received, which they currently

handle manually. At this time SCEIS does not have this

process designed or configured and considers this a future

phase requirement.

System DSS Low FRICEW

item

Post July, 2010 Future Phase Mediu

108 4 Already

Completed

ECC AR Deposits Workflow for

Deposits

Agencies agreed upon having one level of automated

approval for deposits required within the Agency and STO

rejection notification. Current deposit workflow is kicked off

after the agency has posted the deposit and the STO

approval is automated. Enhancement to add one level of

approval within agency.

System DSS, LLR,

DJJ,

DDSN,

DMH,

SCJD, ETV,

DMV

High FRICEW

item

Phase 3 Gap to be

addressed

Mediu


28/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

110 3 Already

Completed

ECC AR IDT Non-Live to

Live or Live toNon-Live

Process

As with the live-to-live process, there are some issues with

the IDT process that need to be addressed beforeonboarding more complex and high volume agencies. Partial

payments will need to be addressed and ease of use for data

entry.


item

Phase 3 Gap to be

addressed

High

111 10 Process

Change

ECC AR Imaging Checks Some agencies identified the potential requirement to link

images of deposited and return checks back to individualreceivables/customers. This requirement can be

accomodated in SCEIS but would be very cumbersome for

the agency to apply these images to reversals. Need decision

from SAO as to whether is this an audit requirement.

Statewide

BusinessProcess

DHHS,

DDSN,

Medium Decision

Required

SAO External SCEIS

decision

Policy

Decisions

Mediu

112 10 Process

Change

ECC FXA Asset

Procure

ment

Capitalization

trigger

SCEIS does not have an automated capitalization trigger in

procurement process. Currently all agencies want some sort

of logic built into the workflow to automatically determine

what is a fixed asset or low value asset based on dollar

amount or NIGP code. This functionality is not available in

SAP. The current process is to rely on procurement

personnel or accountants to know the capitalization policy

and ensure that the accounting for every transaction is

appropriate.

Statewide

Business

Process

All High Training Out of Scope Gap to be

addressed

Mediu

113 4 Still An

Issue

ECC FXA Asset

Procure

ment

Automate

Asset Shell

creation

When purchasing multiple like assets, SCEIS requires the

creation of multiple asset shells manually to be included in

the shopping cart. Many agencies have identified the need to

automate this asset shell creation. This gap is considered tobe a workforce transition item and will continue to be a

manual process.

System All Medium Workforce

Transition



29/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

114 3 Already

Completed

ECC FXA Master

Data/Reporting

Location codes

-- Insufficientlocation codes

for assets in

SAP

Agencies want the ability to track assets by Location,

building, county, etc. and need up to 5 fields within an assetmaster for the above different types up of info. This is very

important for inventory and internal control purposes. The

solution is complex in that it requires expanding the

masterdata screens in SAP to include various desired

categories.


item

SCEIS

Integration

Phase 3 Gap to be

addressed

High

115 3 Already

Completed

ECC FXA Master

Data/Re

porting

Low value

asset

classification

codes

Need to be able to expand the categories of low value assets

in the LVA Class in the system currently to perhaps identify

laptops, certain types of Guns, etc.. This is very important to

law enforcement agencies in tracking law enforcementequipment. As this configuration is company code dependent

these classifications will need be standardized as much as

possible.


ion

SCEIS

Integration

Phase 3 Gap to be

addressed

Mediu

116 4 Already

Completed

ECC FXA Master

Data/Re

porting

Disposal codes SCEIS does not have any asset disposal reason codes

currently configured. Need to track asset disposals by various

tracking codes for reporting purposes. This requirement is

driven by internal management requirements and practices.


ion

Phase 3 Gap to be

addressed

Mediu

117 4 Process

Change

ECC FXA Reportin

g

Asset history Asset tracking and history by employee not available in SAP

as configured. Need ability to track the history of assets (e.g.,

who has been assigned the firearm throughout its life?).

This is critical for sensitive items.

System DPS, DMV Medium Configurat

ion

SCEIS

Integration

More

information

needed

Review in

Process

High

118 11 Already

Completed

ECC FXA Disposal Trade in

accounting

Asset trade in process and accounting differs by agency. It is

up to the State to determine whether all agencies should

follow the same way of calculating trade ins. The differences

are likely to be immaterial from a financial accounting

standpoint.

SCEIS will need decision from CG and SAO as to how this

Statewide

Business

Process

All Medium Decision

Required


decision

Policy

Decisions

Mediu

119 11 Already

Completed

ECC FXA Depreci

ation

Salvage value

calculation

Some agencies use a salvage value in determining

depreciation and others don't. The difference in methods is

likely to be immaterial but may have some importance from

a State-wide accounting consistency standpoint.

SCEIS will need decision from CG and SAO as to how this

Statewide

Business

Process

All Medium Decision

Required


decision

Policy

Decisions

Mediu


ECC FXA AssetAcquisiti

on

Follow onvendor

charges

affecting

Agencies do not have common treatment of freight or salesand use tax calculation for capitalization purposes. This also

may be insignificant financially although inconsistent from an

accounting standpoint.

StatewideBusiness

Process

All Medium DecisionRequired

CG External SCEISdecision

PolicyDecisions

Mediu


30/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

122 3 Already

Completed

ECC FXA Depreci

ation

General ledger

accounts for

assets found

after year end

are not in SAP

Certain agencies would like to post depreciation for assets

found after year end that should have been reported in

previous period to a special account reserved for such. SCEIS

will need guidance from CAFR group, as to how these should

be accounted for.

Statewide

Business

Process

BCB, ESC Medium Decision

Required

CG External SCEIS

decision

Policy

Decisions

Low

123 10 Process

Change

ECC FXA Asset

Acquisiti

on

Assets on loan Need to track assets on loan to agency in the system. SAP

has no functionality to track loaned assets. Only one agency

expressed this as a requirement.

System VRD Medium Business

Process

Procedure

Phase 3 Gap to be

addressed

Mediu

124 3 Already

Completed

ECC FXA Asset

Acquisiti

on

Donated or

Confiscated

Assets

Need to distinguish between assets donated and assets

confiscated for management reporting. SAP is not currently

configured to make this distinction. Most agencies will needthe ability to record assets that were donated without a

financial impact.


ion

Phase 3 Gap to be

addressed

Mediu

125 10 Process

Change

ECC FXA Reportin

g

Pass-through

grant assettracking

Pass-Through grant related assets need to be accounted for

but not recorded on the agency's books. SAP does not havethe capability to record assets in the Asset Management

Module without them being on the books. Recommend that

agencies use spreadsheets to track these assets.

4/30/2009: DPS does not need this to be treated as an asset

in SCEIS. DPS wants to be able to add the asset information

to a text field on an invoice, and then be able to download

that asset information from a report. CAB and DPS agree this

System DPS, VRD High Workforce

Transition

CAB agreed on

4/30/2009 thatthis gap should

be addressed

in Phase 3 as

Workforce

Trasnisition

issue

Gap to be

addressed

Mediu

126 3 Already

Completed

ECC FXA Master

Records

Imaging Multiple agencies identified the need to attach

scanned/electronic documentation to asset records because

of scrapping, donations, transfers etc. Imaging is not

currently active in the fixed asset module


item

Phase 3 Gap to be

addressed

Mediu


31/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

129 3 Already

Completed

ECC GL Postings Accruals Accruals is standard SAP functionality but is currently not

used at all in SCEIS. Several of the Phase 3 & 4 agencies will

require the ability to record interest, tax, payroll, bonds,

investments, receivables accruals on a monthly or annual

basis. This functionality will need to be configured and tested

to meet these requirements, currently there does not seem

to be any enhancements required.

System ORS, SHA,

PPP, CHE,

DOR

Medium Configurat

ion

Phase 3 Gap to be

addressed

Low

130 3 Already

Completed

ECC GL Postings Loans Many agencies track long term notes receivable or payable

within their legacy accounting systems. Currently no

requirements have been identified to implement the Loans

Management module within SAP. SHA & BCB have the most

significant loan activity to track and SHA has a full suite of

System CJA, BCB,

DOT, Gov,

SHA, PPP,

DHHS

Medium Business

Process

Procedure


addressed

Mediu

131 4 Already

Completed

ECC GL Postings Capital Leases SCEIS does not currently have a capital lease process

designed and tested and a few agencies have identified the

requirement to be able to track this information. This process

will need to be designed with the CAFR group to ensure that

we build the process with statewide and GAAP accounting

requirements.

Not all capital leases allow for the asset to be kept at the end

of the lease.

System DOC, BCB,

ESC, AG

High Configurat

ion

Phase 3 Gap to be

addressed

Mediu

132 8 Already

Completed

ECC GL Cash

Manage

ment

Cash Flow

Reporting

Current cash flow reporting in SCEIS is immature and there

are several business requirements of the larger agencies, to

have a more robust cash flow reporting capability.

Enhancement Package 4 includes new functionality for public

sector cash flow reporting which will need to be

implemented to meet these requirements. The agencies will

need to be able to run reports to see pending accounts

payable transactions to be processed and pending deposits.

As the banking structure currently resides within STO's FMS

not SCEIS, there will be limits to the reporting that can be

implemented

System BCB,

DDSN,

DPS,

DMV,

DHHS

High Configurat

ion

Phase 3 Gap to be

addressed

High


32/66


#

Updated

status

Updated

Status

Name System Module

Process

Area Gap Findings

Gap

Classificati

on

Agencies

Affected

Business

Criticality

Proposed

Solution

Type

Decision

Responsible

By

Review

Required Status

Comp

Soluti

133 10 Process

Change

ECC GL Cash

Manage

ment

Reserving

Cash at time

of

Expenditure.

SAMS agencies have the ability to reserve cash at time of

invoice, so that the cash is now unavailable for any other

purchase. SAP does not have the ability to reserve cash at

time of invoice, as it is an accrual basis accounting system

and therefore only considers budget at time of processing an

expenditure.

Enhancement package 4 has more sophisticated public

sector based cash flow reporting which should allow agencies

to manage cash more effectively, rather than actually

reserving cash.

Training issue and workforce transition

Agency

Business

Process

DPS,

DMV, CJA

Low Workforce

Transition


134 3 Already

Completed

ECC GL Cash

Availability

Control

Borrowing

Limits

Some agencies control the amount of cash that can be

processed over the balance by instituting borrowing limits.This is related to restricted and earmarked funds not Federal

funds. Currently the enhancement either stops or doesn't

stop the transaction due to cash availability, the program

Agency

BusinessProcess

DHHS,

DSS, LtGov, CJA,

BCB, AG &

SCPRT

Medium Workforce

Transition


135 4 Reporting ECC GL Cash

Availabil

ity

Control

By Grant &

Phase

Many agencies need the ability to control cash by fund and

grant, specifically for non Federal Funds. The current SCEIS

Cash by Fund enhancement does not consider grant, thus the

enhancement will need to be updated.

System DH

Documents

136426291 Gap Analysis Results Update 112912