Q:What is SCEIS?A:
The SC Enterprise Information System (SCEIS) will ultimately streamline and standardize the business processes of virtually all state agencies onto a single system, based on SAP software. An E-Government action plan was developed as part of the strategic IT planning process, to include an Enterprise Resource Planning (ERP) system. The functional scope of the SCEIS initiative involves the replacement of many of the core business systems found throughout South Carolina's state government.
Applications to be replaced by SCEIS include financials, procurement (materials management), budgeting, human resources/payroll, and customer service functions.
The SCEIS project was mandated by the SC Legislature (Act 151 of 2005).
Q:Why is SC implementing SCEIS?A:
The primary goals of the SCEIS program include the following:
- Improve customer service through easy access to public information and services
- Provide managers with consistent, accurate, timely information to support decision-making
- Improve efficiency and effectiveness by implementing best-practice business processes
These goals will be achieved by accomplishing the follow objectives
- Improve customers' access to SC information and services
- Provide managers and employees easy access to information
- Improve data accuracy
- Eliminate unnecessary processes and consolidate duplicate data
- Improve integration of business functions
- Improve controls and promote accountability
Q:What does the SCEIS implementation encompass?A:
The Project Team uses the ASAP methodology for implementing SAP. ASAP was released in June 1997 and has since been used in more than 1,000 projects worldwide to implement SAP efficiently. ASAP streamlines and standardizes the implementation process to achieve mission-critical business functionality as soon as possible. ASAP provides a framework that makes efficient use of resources, including time, and promotes a high-quality implementation.
The "ASAP Roadmap" is a high-level implementation plan. It divides the implementation into five phases, often referred to as "steps" so as not to be confused with the phases of implementation. They are steps in the overall implementation process.
- Project Preparation: During the project preparation phase, the project team makes initial plans and preparation for the implementation. They set up the project management office (PMO), define the statement of work, and publish the detailed project plan.
- Business Blueprint: During the Business Blueprint phase, all stakeholders work to understand the project's business goals and to determine the business processes required to support those goals. This is the "scope definition."
- Realization: During the Realization phase, the Project Team configures the SAP modules and implements defined processes based on the business Blueprint. Design and development activities for modifications identified during the Business Blueprint phase begin. The system integration test is conducted.
- Final Preparation: During this step, the Project Team completes final preparation activities before going live, including final system testing, end-user training, data cutover, and system cutover to a production environment.
- Go Live and Support: During this step, the project-oriented, pre-production environment is transitioned into a successful, live production operation. End-users receive additional training, and the end-user support system is activated.
Q:What are the major impacts and key changes resulting from the new system?A:
The new system will replace the existing financial, budget, procurement and HR systems currently in use throughout state government. The new system will:
- Implement best business practices
- Streamline processes
- Greatly reduce paperwork
- Eliminate redundant work effort
- Improve customer service, with more access to information online
- Improve financial reporting
- Take advantage of technology
Q:How will South Carolina manage the central financial requirements of non-SCEIS agencies?A:By law, all legislative agencies (agency codes beginning with "A") are exempt from implementing SCEIS. The Comptroller General's Office will use SCEIS for payments to those agencies' vendors and employees, and there will be some changes in the way these agencies handle some of their work. The Comptroller General's Office will act as their "bridge" to SCEIS.
Q:How can we prepare and contribute to the success of SCEIS?A:The stakeholders interviewed in preparation for the project viewed the liaison structure as a good way to keep communication open between their agencies and the SCEIS Project Team. Some offered that we could make presentations at their standing meetings, or hold special introductory workshops with their affected employees. Others suggested giving the agencies examples of how SAP or system like SAP can benefit their agency, by perhaps directing them to other jurisdictions that have implemented similar systems.
Q:What costs are covered in my Agency Implementation Cost Allocation?
Your agency's implementation cost
covers a part of the cost of development and implementation of the SCEIS system. The State pays the balance.
Among the items that are included
with your implementation:
- All required SAP licenses
- Other central licenses (including Citrix licenses)
- The first scanner and associated software and support costs (see Imaging Guidance)
- End-user training courses, and training materials
- Service Desk support
Among the services and equipment that are not included
- Any necessary upgrades to your agency's hardware and connectivity (see Agency Technical Readiness)
- Basic computer-literacy training for end-users
- Workstation computers
- Incidental costs, such as your employees' travel expenses for training
- Additional software or equipment for non-SCEIS uses of scanners or other equipment
- Any hardware, software, training or other services beyond the scope of the SCEIS implementation
Q:Will there be a charge for Citrix? A:There will be NO additional charge to your agency for Citrix or other central-system licenses.
Q:Who pays for SCEIS, and how?A:
The costs of the development and implementation of SCEIS are shared by the State and the implementing agencies, with agency implementation costs apportioned according to the agency's number of end-users.
Agencies are permitted to set aside their Agency Implementation Cost Allocation, and to carry those funds forward across fiscal years, using an Agency Savings Account.
Q:Is there any financing help, other than the Agency Savings Account? A:
The SC Master Lease program helps agencies finance the cost of computers and other equipment, permitting costs to be spread over five years. For more information, or to take advantage of the SC Master Lease program, contact the Debt Management Office of the State Treasurer's Office
Q:Who are our SCEIS business partners?A:
SCEIS has partnered with several leading companies involved in its development and implementation. They include, or have included:
SAP, the leader in providing ERP solutions to the public sector, is the software provider.
Deloitte Consulting partnered with the SCEIS Project Team for the Phase 1A realization and implementation of the SAP system.
HP has supplied the hardware system, and partnered with the SCEIS Project Team for its delivery, installation and configuration.
TeamIA is a leader in document management solutions.
BearingPoint, a leader in implementing financial systems in government, worked with the SCEIS Project Team to develop the initial Blueprint, and is currently providing staff augmentation.
Q:Who is SAP?A:
Founded in 1972 by five former IBM systems engineers, SAP is the recognized leader in providing collaborative e-business solutions for all types of industries and for every major market. Headquartered in Waldorf, Germany, SAP is the world’s largest inter-enterprise software company and the world’s third-largest independent software supplier.
SAP is the leading enterprise resource planning (ERP) vendor, with a 33 percent market share in 2001 (according to AMR Research, July 2002) and planned additional growth in 2002.
SAP’s solution is fully integrated, supporting core ERP areas, utilities, and Customer Relationship Management (CRM).
SAP’s solution is industry specific for government accounting, supporting GASB reporting requirements.
There have been 56,000 SAP installations.
The SAP solution has 12 million users.
SAP has been implemented in 18,500 organizations in 120 countries worldwide.
SAP has more than 1,000 public sector customers.