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STATE SOFTWARE SOLUTIONS

Delayed Cost Allocation - Allocate AS&T purchases made during the month to funds and grants at month end based on time sheet entry.    Purchases for AS&T items are made throughout the month and booked to a series of holding tables (a Small customizations to MS Dynamics GP) used to for Budget checking during the month.   At the end of the month, when all Time Sheets (Single Point of Entry Time Sheets) have been booked against a Grant (Federal Entitlements) or Fund (State Appropriation) decrementing the budget balance of that Grant or Fund (Across multiple fiscal periods),  relative percentages  between each Grant or fund are calculated (by a small customization to MS Dynamics GP).  Those percentages are then used to rebook the AS&T purchases and expenses in the holding tables to the correct Grant or Fund based on the relative percentages using variable allocation accounts (standard MS Dynamics functionality).    This process allows accurate evaluation of Grant and Fund balances throughout the month (By the Web Based Requisition Software), and accurate allocation of costs after all hours have been booked against Grants and Funds at the end of the month.   We include this software and the minor customizations in our fixed bid implementation.

Single Point of Entry Time Sheets - Web Time Sheets that integrate to other systems, requiring a single point of entry.     In most State Divisions, multiple systems exist, requiring duplicate entry of time, concatenation and entry of time by key administrators,, manual timesheet approval, an absence of system crosschecks and other unproductive  business processes.  We provide template integrations to and from Statewide Oracle, SAP, UNIX, MS SQL systems and Transact SQL compliant systems.  These two way templates allow us to architect and implement complex two way integrations that are acceptable to the ORACLE, SAP or UNIX folks at your states DIS.   Our system provides unlimited employee access through a secure Web Timesheet Portal.    Each user can enter their own time against Grants, sub-grants, Funds and Sub-funds across multiple fiscal periods.    Approval workflows route the Timesheets to a hierarchy of supervisors for approval.   These routings show up as web links accompanied by a detailed instruction in the Supervisors email.   A simple click on the link and login authentication allows the supervisors to approve, disapprove, modify, or manage the timesheet process in an orderly, efficient, user friendly manner (this is standard functionality of MS Dynamics GP and MS Outlook).   Links to reports and dashboards are automatically sent to supervisors and managers allowing them to have powerful oversight over hours applied to Grants and Funds, vacation and sick leave time and hours available for a Grant or We include this software and the minor customizations in our fixed bid implementation.

Web Based Requisition Software - All purchases can be approved by a hierarchy of supervisors using the workflow engine.  Budget availability can be automatically checked against Grants, Funds, Departmental budgets, regional budgets or any custom data set across bi-annual fiscal periods (A small customization to the Workflow Engine).    Users wishing to initiate an AS&T purchase or wishing to authorize purchases on behalf of an agency client log into a Web Based Requisition Software.  They then enter the purchase into a web form, selecting items and vendors from an approved list or requesting new items or vendors be added to the list, send the requisition on to be approved by supervisors.   A flexible workflow engine has been configured to route the approval through a GASB approved process with correct separation of duties.   Multiple workflow layers are available to accommodate the requirements of any organization. Users and supervisors receive automatic email notifications with instructions and links back to the Web Based Requisition Software for approvals, rejections, modifications, cross notifications and vacation management. Up to 5 separate types of budgets can be checked including Multiple fiscal year budgets for Grants, Funds or any budget setup for checking.  Workflow can be setup to Warn, Stop or request approval for budget shortfalls, and can be set to validate the budget amount or a buffer amount above or below.   We include this software and the minor customizations in our Fixed Bid Implementation.

Custom Automated SQL/SRS Reports - For federal reporting (Federal 9906 report), consolidated financial reporting to the state, business intelligence dashboards.  Automated reports, automated exports from Microsoft SQL reporting services to Microsoft Excel are generated, links emailed to the appropriate user groups, who then view the reports via a web browser using Microsoft Active Directory Authentication.   This convenient, secure automatic, visual presentation of data using MS SQL Reporting Services Dashboards and Controls is the backbone of Microsoft Business Solutions Business Intelligence capability.   Microsoft Dynamics GP Smart Lists allow users to readily access all data, export data results to Microsoft Excel with the click of a button, and create and save ad hoc reports at the user level without requiring a report writing resource such as an ORACLE programmer.   We include these reports in our Fixed Bid Implementation.
(Sample of reports)

Systems Integrations - Integrations between existing Statewide systems and Microsoft Dynamics GP.  We provide template integrations to and from Statewide Oracle, SAP, UNIX, MS SQL systems and Transact SQL compliant systems.  These two way templates allow us to architect and implement complex two way integrations that are acceptable to the ORACLE, SAP or UNIX folks at your states DIS.   These Integrations are most useful when some business process requires data to flow into and out of a Statewide ERP system controlled by DIS and not be your division.   For Example, you may need to have a Purchase requisition which is routing through your Web Based Requisition Software entered into and approved by the Statewide ERP system and then re-entered and continue it’s routing through your Web Based Requisition Software.  Our integrations will allow us to work with DIS personnel to rapidly deploy an integration into and back out of the other system and out of and into Microsoft Dynamics GP.   We include these integrations in our Fixed Bid Implementation.
(Sample Integration)

Full Set of Organization specific Documentation - Existing Business Process Flowcharts with accompanying narrative.   Re-engineered Business Process Flowcharts with accompanying narrative.  Comprehensive training manuals.  – Documentation of Existing Processes is important in a Government Software Implementation.  We already possess mid-level Existing Business Process Flowcharts and Re-engineered Business Process Flowcharts for most State divisions.   With a few meetings with your managers and then staff, we can tweak these process flowcharts to match your existing processes with very little of our time or your time.   We have Comprehensive Training Manuals already written for most State Divisions.  Our experience and our template of existing documents allow us to greatly reduce the cost of the project and offer you a rapid Fixed Bid Implementation. (Sample set of documentation)

SOLUTIONS

Delayed Cost Allocation - Allocate AS&T purchases made during the month to funds and grants at month end based on time sheet entry.

Single Point of Entry Time Sheets - Web Time Sheets that integrate to other systems, requiring a single point of entry.

Web Based Requisition Software - All purchases can be approved by a hierarchy of supervisors using the workflow engine. Budget availability can be automatically checked against Grants, Funds, Departmental budgets, regional budgets or any custom data set across bi-annual fiscal periods.

Custom Automated SQL/SRS Reports - For federal reporting (Federal 9906 report), Consolidated Financial Reporting to the State, Business Intelligence Dashboards.

Systems Integrations - Integrations between existing Statewide systems and Microsoft Dynamics GP.

Full Set of Organization specific Documentation - Existing Business Process Flowcharts with accompanying narrative. Re-engineered Business Process Flowcharts with accompanying narrative. Comprehensive training manuals.