The Department's firefighters, fire engines, and aircraft respond to an average of more than 5,600 wildland fires each year. Those fires burn more than 172,000 acres annually..

​​​​Project: FI$Cal Business Transformation

California Department of Forestry and Fire Protection

​​Consulting Projects

The scope of this effort is to support CAL FIRE to meet the requirements of the Fl$Cal project and support them after they cut over to the Fl$Cal system. The project team will assist with activities such as:


User Support Labs

  • Physically be available in a designated location to assist users with entering their work in Fl$Cal
  • Training users - this will include retraining and training on short cuts and best practices
  • Answering questions at SME level
  • Documenting commonly asked questions for future job aids and help
  • Informing users of new discoveries
  • Coordinating with SMEs whenever issues arise that cannot be resolved during a lab
  • Engaging employees through the development of skills that align with the direction of work

Communications

  • Support/setup/present webinars where important messages, training information,process definition,and open forums
  • Drafting training communications

Catch Up

  • Fl$Cal Catch up transactions will remain for the first couple of years after go live - work with all departments to  remove the need to continue doing the catch-up process.
  • Define processes - What's working and what's not
  • Provide for staff entering transactions, if needed, to ensure the month can be closed on schedule


Metrics

  • Review Fl$Cal reports,obtain reports from staff, and update progress related to catch up and month-end close
  • Monitor staff progress
  • Estimate level of effort weekly and by Fl$Cal module


Issues, Change Requests. and Incident Management

  • Create and Submit Requests for Change and configuration modification requests
  • Creating and monitoring the progress of incidents opened with the Fl$Cal Service Center
  • Escalating tickets with the Fl$Cal Service Center executives when necessary
  • Tracking departmental issues

Data Management

  • Data Quality Management
  • Data Validation

Provide Ongoing Support and Assistance  (as needed):
Assist CAL FIRE with ongoing training, user support, configuration maintenance/updates, transacting,  reconciliation, month end close, year-end close, enhancement requests or defects submitted to the Fl$Cal Service Center (FSC), and other Fl$Cal System responsibilities.

  • Focus emphasis on complex  Fl$CAL transactions and  program areas.  Examples include but are not limited to project costing, technical services, lease agreement setup, financial analysis statistics, cash management, fiscal period closing, and report/query training.


Knowledge Transfer
Prepare and deliver all documents and artifacts, digitally, required for State staff to perform MEC and YEC activities within the Fl$Cal System. Include the following:

  • Knowledge Transfer Plan
  • Training Materials for State Staff
  • Training Assessments/Further Training of State Staff
  • Other tasks and activities as needed.
  • Training for State Staff


Review issues identified during assessments 

  • Work with appropriate staff on updates, job aids, and training manuals
  • Provide guidance to super users to help state entities accurately set up their configurations which will res.ult in fewer errors needing correction
  • Provide consultation, training and mentoring


Review issues identified during assessments
Work with appropriate staff on updates, job aids, and training manuals
Provide guidance to super users to help state entities accurately set up their configurations which will result in fewer errors needing correction
Provide consultation, training and mentoring

Deliverables - the following deliverables could be submitted during this phase:

  • A summary progress report for the previous month,including:
  • A discussion of problems encountered, if any, and how they were or are proposed to be resolved
  • If work is behind schedule, the progress report must contain an explanation of reasons and how Contractor plans to get back on schedule
  • Updated and tested all business processes
  • Documentation on all new job aids or workflows
  • Track and report/status on all change requests
  • Track and report on all incidents logged in Fl$Cal
  • Training materials available for the departments to retrain and complete train the training


Other Reporting Requirements

  • Monthly, each contractor staff person shall complete a timesheet
  • The contractor will develop and provide ad hoc reports as deemed  appropriate and necessary by CAL FIRE
  • Auditing of user entered contracts for correct ENY, GOA values, etc.  Results will be escalated for resolution if necessary
  • Auditing of converted contract data for correct ENY, GOA values, etc.  Results will be escalated for resolution if necessary

The men and women of the California Department of Forestry and Fire Protection (CAL FIRE) are dedicated to the fire protection and stewardship of over 31 million acres of California's privately-owned wildlands. In addition, the Department provides varied emergency services in 36 of the State's 58 counties via contracts with local governments.

CAL FIRE


In 2016, VF Partners was selected to provide Business Transformation Services to California Department of Forestry and Fire Protection (CAL FIRE) to support their transition to the new California State Financial Information System commonly referred to as the FI$Cal Project. We work directly with Cal Fire using a staged process that we developed from tremendous experience and will apply proven methodologies and tools during this process. VF Partners created and utilized a custom developed methodology and a tool set for the Business Process Redesign (BPR) "As-Is"/"To-Be" analysis to apply a streamlined, standardized process and documentation approach, to give CalFire the level of understanding and level of detail.

VF Partners provided a team to support the CalFire's  transition from many different accounting systems to the new statewide FI$Cal integrated financial management system.  

Key Activities and Deliverables include:

  • Creating and maintaining overall project documentation and project schedule
  • Analyzing the unique responsibilities and requirements of CalFire
  • Gather questions from staff and managers and provide solutions from FI$Cal subject matter experts
  • Performed extensive as-is and to-be process analysis and Gap analysis to develop new processes that will integrate with the FI$Cal system
  • Create test cases for user acceptance testing
  • Provide expertise and training to help CalFire understand the FI$Cal system and how it will affect their financial management and other functions
  • Identify legacy systems and documentation that can be retired or replaced
  • Facilitate meetings between department staff, department managers, and FI$Cal
  • Report to CNRA senior managers as well as individual department stakeholders and CIOs
  • Developed a reliable and scalable methodology to facilitate the transition for each department from any of several legacy applications to the new standard FI$Cal system
  • Provide post go-live support services
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