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FAQ

  1. What is the SAM Implementation Project?
  2. Why is the GNWT replacing FIS?
  3. Why don't we just upgrade FIS rather than replace it entirely?
  4. Why was SAM chosen to replace FIS?
  5. Why is the system called SAM?
  6. What modules are we implementing in 2009?
  7. What are the stages of the SAM Implementation project?
  8. Will Regional employees participate in the SAM Implementation project?
  9. How can I ask a question about the SAM Implementation project?
  10. How can I keep updated on the project?

What is the SAM Implementation Project?

The GNWT is replacing the current Financial Information System (FIS) with Oracle PeopleSoft Financials in the summer of 2009. A project team has been established, with both functional and technical expertise, and represents a cross section of the GNWT for each of the modules. In addition, the project has dedicated project management and change management resources. We have partnered with IBM to help us configure and deploy the new Oracle PeopleSoft Financial modules that are in scope for the project.

Why is the GNWT replacing FIS?

Our current system, Financial Information System (FIS), has served us well over the years; however the GNWT has new and changing business requirements and there is a need for a source of consistent information, as well as efficient and effective processes.

The GNWT is replacing FIS with PeopleSoft Financials for several reasons:

  • It will provide us with a source of consistent data that will help us improve decision making throughout the organization
  • It will enable us to standardize our data, processes and procedures
  • It will help us to eliminate duplicated activities allowing resources to be focused on other initiatives

Why don't we just upgrade FIS rather than replace it entirely?

Although FIS has functioned adequately for about 30 years, the platform will soon be unsupported (the HP 3000 server), forcing us to replace the system. We have decided to replace the system now to avoid any risk that it will no longer function. As well, the current FIS offers limited functionality, and is unable to provide the right level of information for effective management decision making, in light of the changing needs of the GNWT.

Why was PeopleSoft chosen to replace FIS?

Following a thorough analysis and evaluation of appropriate Enterprise Resource Planning (ERP) systems, PeopleSoft Financials was selected as the new software. Many large organizations, including those in the public sector, use PeopleSoft to manage their information needs. The GNWT currently uses PeopleSoft as its HR system, and the PeopleSoft financial system will complement that platform as we integrate systems and processes throughout the organization.

Why is the system called SAM?

SAM stands for System for Accountability and Management, which reflects the broad role of the system, in providing information for the GNWT's accountability to the public, while at the same time providing the financial information we need to manage our programs and services. The project team held a contest and asked employees to submit their choice for a name for the new system. The entries that were deemed to meet certain criteria were submitted to the executive steering committee for review - and the winning name chosen was System for Accountability and Management - or SAM .

What modules are we implementing in 2009?

The following modules are being implemented in mid- 2009 as the foundation of our financial system:

  • General Ledger
  • Accounts Receivable and Billing
  • Accounts Payable
  • Purchasing
  • Treasury
  • Expense
  • Asset Management

The Project Costing module is currently in the planning phase, but the Implementation date of this module is yet to be determined.

What are the stages of the SAM Implementation project?

The SAM Implementation project has four distinct stages - Define, Design, Build, and Transition, with specific activities occurring during each phase.

Define : In this first stage, which started in September of 2008, the functional teams are reviewing the capabilities of SAM during workshops held with subject matter experts (SME's) from different areas within the organization. These workshops, called fit-gap sessions, will help determine any potential "gaps" with the system functionality and organizational requirements. The outcomes of these fit-gap workshops establish how the system will be designed, what functions will be used, how the GNWT transitions through this change, and the training requirements. The technical and change management teams will also initiate activities during this phase.
Design :In this second phase, scheduled to begin early in 2009, the team will assess the information from the define stage, recommend options, validate and propose setup and determine the impact to business processes. As well, a detailed approach to testing, conversions, and training will be established, and we'll be defining the technical environments and post-implementation support.
Build : In this third phase, scheduled to start in the Spring of 2009, the team will begin to configure the SAM modules, test system integrations, assure the quality of the solution, and validate once again with the organization.
Transition :In this last phase, beginning prior to go-live, we will be testing, training end users both in the application and the new business processes, completing conversions, and transitioning over to the new system. Post-implementation support will be in place to ensure that issues are dealt with quickly, employees have access to help with the system and the new work environment is sustained.

Will Regional employees participate in the SAM Implementation project?

Yes. In January, several members of the SAM Implementation project team will visit each of the major Regional centers. During these meetings, the project team will discuss the recommended solutions. Staff in the regional centers will also have an opportunity to participate in discussions about their specific regional requirements of the new system. The people team members meet in January will be asked for continued input to the project as we enter subsequent project phases.

In addition, members of the project change management team are currently conducting interviews with regional representatives to understand perspectives from the people most affected by the replacement of the system. The information obtained in these interviews will assist with the change management and training plans, which are essential to ensure a smooth and collaborative transition to the new work environment for everyone.

How can I ask a question about the SAM Implementation project?

You can submit a question to the project team through the website, or you can send your question by email to SAM@gov.nt.ca - your question will be directed to a member of the project team who can provide the answers for you.

How can I keep updated on the project?

The SAM Implementation project team has developed a web site dedicated to the project. It will be updated regularly with new information as the project moves forward. Only GNWT and NWTHC employees will have access to the site.

The new site can be found at http://www.fin.gov.nt.ca/sam/intranet/index.htm

Other information sources will be the GNWT messenger and Bearfacts, as well as SAM@gov.nt.ca - an e-mail address that will provide a direct link to the project team.