exhibit g: conversions - los...

EXHIBIT G: CONVERSIONSThe CGI Advantage Procurement, Inventory, and Vendor Self Service modules will requirecertain data to be populated and configured to ensure successful functionality. The City's legacyprocurement and inventory system, the Supply Management System (SMS), is the primarysource of data for the FMS 2.0 project.

CONVERSION METHODOLOGY

Conversion of data will be performed using one of three conversion methodologies: automated,semi-automated, and manual. The number of records, availability of data, and formattingrequirements are all considered when determining which conversion methodology to use forloading a specific target table. Regardless of the conversion methodology selected, interimsteps for manual review and data cleansing will be added as necessary to support the City'sconversion requirements. Pervasive Data Integrator (PDI) is the tool utilized to programmaticallytransform source data into the target format for automated and semi-automated conversions.The converted data will be imported into FMS 2.0 by using the CGI Advantage SystemMaintenance Utility (SMU) to provide the enforcement of system edits, validations, and controls.

• Automated Conversion - The automated conversion is one in which the datatransformation and data load to the new system can be handled completely by a seriesof developed programs and scripts.

• Semi-Automated Conversion - The semi-automated conversion method is used whenthe data to be converted may be assembled manually (e.g., entered into an Excelspreadsheet), but the actual loading into the target database is supported by anautomated process.

• Manual Conversion - The manual conversion method entails entering the data to beconverted directly into the online application.

The breakdown of data population methodologies for Procurement and Inventory is as follows:

Total Automated Conversions 14

Total Semi-Automated Conversions 3

Total Manual Configurations 36

DETAILED SYSTEM DESIGNS

Many conversions will require the creation of Detailed System Designs (DSDs) to capture allrelevant information and requirements of the conversion. The DSD will record the specificationsfor the conversion processes, and explain the reasons behind the particular decisions made as

FMS 2.0 Project - City of Los Angeles, CACGI Technologies and Solutions, Inc.August 3, 2014

Exhibit G: Conversions

G-1

part of the design. Specific integration layout definitions, PDI maps, crosswalks, or excelstructures utilized for the conversion object will be developed and documented. Anydependencies such as upcoming Fiscal Year data required or object-specific considerationssuch as rollover processing required will be documented. The appropriate verification andreview method for each conversion will also be determined as part of this effort.

The development of the DSD is a joint effort and will require participation from City staff as wellas CGI staff.

There are 14 DSD documents that will be developed during the Build phase:

1. Contract DSD2. Blanket Purchase Order DSD3. Contract Purchase Order DSD4. One-time Purchase Order DSD5. Receiver DSD6. Request for Bid DSD7. Procurement User DSD8. Procurement Location DSD9. Commodity DSD10. Terms and Conditions DSD11. Vendor DSD12. Inventory DSD13. Contracts Budget Structure DSD14. Service Contracts DSD

ENVISION PHASE ANALYSIS

Based upon the assessment completed during the Envision Phase, a cross-reference has beendeveloped identifying the data stores in SMS (tables, documents, and ledgers), and theassociated data stores in CGI Advantage, as well as the method of conversion and DSDrequirements. This section is intended to provide a summarized list of the data that will beconverted for the Procurement and Inventory implementation. FMS requires that several tablesbe populated in order to utilize the Procurement and Inventory modules. This data will bedivided into the following categories:

• Open Items - includes data that is active or open (e.g. remaining balance of aPurchase Order that has not been expended) and will be converted using its' respectiveFMS document.• Reference Data - includes data that is used for validation during theprocessing of FMS documents. This data must be converted prior to the processing ofany FMS documents.

OPEN ITEMS

SMS FMS Conversion DSD Comments/NotesTransaction Document / Method Required?

Table



G-2

SMSTransaction

FMSDocument /

Table

ConversionMethod

DSDRequired?

Comments/Notes

Contracts Contract(CO)

Automated Yes —ContractDSD

• Contracts which areopen in SMS as of Go-Live will be converted

• Blanket Authority andOpen Item ReferenceCatalogs will need to beconsidered during theconversion of contracts

BlanketPurchaseOrders

BlanketPurchaseOrders(BPO)

Automated Yes —BlanketPurchaseOrder DSD

• Blanket Purchase Order(BPO) which are open inSMS as of Go-Live willbe converted

ContractPurchaseOrders

ContractPurchaseOrder(CPO)

Automated Yes —ContractPurchaseOrder DSD

• Contract Purchase Order(CPO) which are open inSMS as of Go-Live willbe converted

• CPO documentsreference CO documentsand will need to beconverted after COdocuments

One-TimePurchaseOrders

One-TimePurchaseOrders(OPO)

Automated Yes — One-timePurchaseOrder DSD

• One-Time PurchaseOrder (OPO) which areopen in SMS as of Go-Live will be converted

Receivers Receiver(RC)

Automated Yes —ReceiverDSD

• Receivers which areopen (no invoice againstit) in SMS as of Go-Livewill be converted

• Receiver documentsreference PurchaseOrders and need to beconverted afterward PO's

Events Request forBid (RFB)

Automated Yes —Requestfor BidDSD

• Events which are open inSMS as of Go-Live willbe converted



G-3

SMSTransaction

FMSDocument /

Table

ConversionMethod

DSDRequired?

Comments/Notes

Requisitions N/A NotConverted

N/A• Requisitions will not be

converted from SMS toFMS 2.0. This dispositionis dependent upon theassumption of Go-Livetaking place at FiscalYear End. Duringstandard year endprocessing allrequisitions are to belapsed and thereforeconversion will not benecessary. It should benoted that becausepurchase orders arebeing converted, they willno longer referencerequisitions within FMS2.0.

Invoices /Vouchers

N/A NotConverted

N/A• InvoicesNouchers will

not be converted fromSMS to FMS 2.0. Allinvoices/vouchers will befully processed andclosed in SMS prior tocutover.

Responses N/A NotConverted

N/A• Responses will not be

converted to FMS 2.0.Responses are currentlytracked offline and canbe entered into FMS 2.0manually as SolicitationResponse (SR)documents.

Bid Tabulation N/A NotConverted

N/A• Bid Tabulation will not be

converted to FMS 2.0.This process is currentlyhandled offline and canbe entered into FMS 2.0manually as Evaluation(EV) documents.

Performance N/A Not N/A• Performance Evaluations

will not be converted to



G-4

SMSTransaction

FMSDocument /

Table

ConversionMethod

DSDRequired?

Comments/Notes

Evaluations Converted FMS 2.0. This process iscurrently handled offlineand can be entered intoFMS 2.0 manually asPerformance Evaluation(PE) documents.

Inventory Inventory(INVN)

Automated Yes —InventoryDSD

• Inventory data such asgeneral information,quantities, pricing, chartof account defaults, andreplenishmentinformation will beconverted from SMS toFMS 2.0.

• If there are correctionsneeded after the initialconversion, InventoryAdjustment (IA)documents will becreated as necessary.

ExpressIssues

N/A NotConverted

N/A• There will be no pending

Express Issues at Go-Live. Express Issues willnot be converted fromSMS to FMS 2.0.

Material StockRequests

N/A NotConverted


Material Stock Requestsat Go-Live. MSRs will notbe converted from SMSto FMS 2.0.

Depletions N/A NotConverted


depletions at Go-Live. Nodepletion processing willbe converted from SMSto FMS 2.0.

MaterialReturnAuthorizations

N/A NotConverted


Material ReturnAuthorizations (MRAs) atGo-Live. MRAs will notbe converted from SMSto FMS 2.0.



G-5

SMSTransaction

FMSDocument /

Table

ConversionMethod

DSDRequired?

Comments/Notes

Putaways N/A NotConverted


Putaways at Go-Live. NoPutaways will beconverted from SMS toFMS 2.0.

Adjustments N/A NotConverted


Adjustments at Go-Live.No Adjustments will beconverted from SMS toFMS 2.0.

FMS OPEN ITEMS

FMSTransaction

FMSDocument /

Table

ConversionMethod

DSDRequired?

Comments/Notes

• The FMS ContractsContracts Master Automated Yes — Budget Structure (BudgetBudget (BQ91) Service Contracts Structure 91) will be used

Agreement Budget to establish Master(MSA) Structure Service Agreements in

DSD FMS 2.0.

• Contract details fromRPT and SRPT also willbe taken into account

• Open encumbranceEncumbrances Service Automated Yes — documents in FMS will(GAE,GAENV)

Contracts(SC)

ServiceContractsDSD

be used to establishService Contractdocuments in FMS 2.0.

REFERENCE DATA

Name Page Table ConversionMethod

DSDRequired?

Comments /Notes

ProcurementUser USER

R PRCU USER Automated Yes —

Procurement



G-6


DSDRequired?

Comments /Notes

User DSD

Manager MANG R MGRSemi-Automated

Buyer BUYR R BUYRSemi-Automated

Buyer Team WBUYRR_WRKLD_TEAMS Manual

ManagerTeam WTEAM

R_WRKLD_TEAMS Manual

ProcurementCardAdministration PRCUA

R_AP_PRCUCARD ADM N/A

Location Table(Bill/Ship) PLOC R LOC TBL Automated

Yes —ProcurementLocation DSD

PS_LOCATION_TBL andPS SHIPTOTBL may beused assource data

Location LOC R_LOC Manual

Commodity COMMR COMM CD Automated

Yes -CommodityDSD

This includesinventorystock itemconversion

CommodityFixed AssetThreshold

COMMFA

R_COMM_FA_THLD N/A



G-7


DSDRequired?

Comments /Notes

CommodityObject

COMMOB

R COMM_OBJ-- N/A

UniversalRequestorControl

URCTRL R _ UR_ CTRL Manual

Free on Board FRBDR FREE_ONl-RD Manual

ShippingMethod

SHPMETH

R SHIP METH Manual

ProcurementDollar Range WRNG

R PRCU_RNG— Manual

Complexity CMPLXR PRCU_CMPLX Manual

Bond TypeBNDTYP

CVL BONDTYP N/A

Deposit TypeDPSTYP

CVL_DSP_TYP Manual

External Emailand LetterConfiguration ELGT

R EXT EMAICLTRdNF Manual

Payment TypePYMTTYP

CVL PYMTASG—N_TYP Manual

TerminationType

TRMTYP

CVL_TERM_TYP Manual



G-8


DSDRequired?

Comments /Notes

Milestones MLSTNR_PRCU_MLSTN Manual

Tax Type TAXTYPR_TAX_TYP_MAINT Manual

Tax ProfileTAXPRFL

R_TAX_PRFLMAINT Manual

Unit ofMeasure UOM

R_UNIT_MEAS Manual

Business Type BTYP R_BUS_TYP Manual

Service AreaN/A -CVL Manual

Terms andConditions TRMC

R TRMS CNS Automated

Yes — Termsand ConditionsDSD

PS_COMMENTS_TBL maybe used assource of data

Terms andConditionsTemplate TRMTM

R_TRMS_CNS TMPL Manual

EvaluationCriteria EVL

R EVAL CRIT Manual

EvaluationCriteriaTemplate EVLTM

R_EVAL_CRIT_TMPL Manual

VendorPerformanceEvaluation

PECRIT R_ PE _CRIT Manual



G-9


DSDRequired?

Comments /Notes

Criteria

VendorPerformanceEvaluationTemplate

PETMPL R_ PE _TMPL Manual

SpecialInstructions SPIS R_SPIS Manual

Condition COND R COND Manual

Delivery TypeDLVRTYP

CVL_DLVR_TYP Manual

Warranty TypeWTYTYP

CVL_WTP_TYP Manual

ProcurementType

PRCUTYP

R PRCU TY_ _P Manual

Parent VendorCustomer VCUST

R PNT VEND CUST Automated

Yes — VendorDSD

Vendorinformationwill beupdated viaVCMdocuments

Tin 1099 Info 10991R TIN 1099INFO— Automated

Yes — VendorDSD

same note asabove

VendorContact VCUST

R_VEND_CNTAC Automated

Yes — VendorDSD

same note asabove

Vendor MasterAddress VCUST R MSTR_AD Automated

Yes — VendorDSD

same note asabove



G-10


DSDRequired?

Comments /Notes

VendorBusiness Type VCUST

R_VEND_BUS_TYP Automated

Yes — VendorDSD

same note asabove

VendorCustomer VCUST

R_VEND_CUST Automated

Yes — VendorDSD

same note asabove

VendorAddress VCUST R_AD Automated

Yes — VendorDSD

same note asabove

VendorCertification VCUST

R VEND CERT Automated

Yes — VendorDSD

same note asabove

VendorCommodity

VENDCOMM

R VEND COMM Automated

Yes — VendorDSD

same note asabove

Contact CNTAC R CNTAC AutomatedYes — VendorDSD

same note asabove

ABCClassificationParameter ABCP R_ABC Manual

AdjustmentCode ADJC R_ADJ Manual

Warehouse WHSE R_WHSESemi-Automated

WarehouseGroup WHSG R_WHSE_GP Manual

Item Group ITMG R ITMG PNT Manual

PotentialStock Itemcrosswalkdepending on3 byte Suffix



G-11


DSDRequired?

Comments /Notes

decision

Item Group byChild ITMGC R ITMG Manual

PotentialStock Itemcrosswalkdepending on3 byte Suffixdecision

Return Code RETC R RET Manual

InventoryFreeze INVF R INVF Manual

InventoryReplenishment IREP R IREP Manual

PotentialStock Itemcrosswalkdepending on3 byte Suffixdecision

ASSUMPTIONS

The following assumptions related to data conversion apply:

1. Automated conversion activities of open items will take place at cutover; cutover will takeplace immediately following the fiscal year end processing conducted within SMS. Wereconversion to take place at another time, the list of open items for conversion wouldneed to be revisited.

2. The specific business logic requirements used to define "open items" will be definedduring within the Detailed System Design document.

3. Necessary document clones for each functional area will be created and are referencedas target conversion documents in this assessment.

4. Because Requisitions will not be converted, any converted Purchase Order (BPO, CPO,and OPO) that referenced a Requisition in SMS will not keep that reference in FMS.

5. Vendor Self Service data is not populated via a conversion process. Baseline batch jobsare executed on a nightly basis to propagate vendor information to VSS. These batchjobs will be utilized to initially populate VSS.



G-12

exhibit g: conversions - los...

Documents