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SMITHSONIAN UNIFIED COLLECTIONS MANAGEMENT SYSTEM

As reported to the Regents last summer, there has been a study underway with IBM Corporation to consider the scope and feasibility of a unified collections management system at the Smithsonian.  That study is now complete.  Any further action or decisions to proceed with the recommendations contained therein must necessarily await the appointment of the new Chief Information Officer.  Other potential organizational changes could also affect the eventual decision.

Smithsonian staff continue to explore issues and efforts by other organizations in this and related areas of information technology.  Several major systems applications at the Smithsonian currently are undergoing significant revision or upgrade, and developments in each of these systems has potential impact on the others.  The information being gathered and researched will provide the new Chief Information Officer with an overall representation of the Institution's automated functionality in the area of collections management.


STATUS OF THE SMITHSONIAN FINANCIAL SYSTEM

I.  Background

On July 29, 1991, responsibility for the development of the New Financial System was transferred to the Office of Accounting and Financial Services (OAFS) under the leadership of the Comptroller.  Because of changes in leadership, organization, accounting practice and information technology since the selection of the Walker software package, OAFS contracted with Price Waterhouse to review the options for the project.

Price Waterhouse concentrated on three questions:
• What is the financial system vision?
• Does the Walker software package meet the vision?
• What is the implementation strategy?  What portion of the project should be implemented first?

II.  Accomplishments/Findings to Date

The summarized findings in each area are:

• System vision - the system will reduce paper flow between offices by capturing information at the point of origin.  Up-to-date information will be widely available throughout the Smithsonian via on-line inquiry, reports, and extracts.

• Walker software review - Price Waterhouse concluded that the Walker software meets the vision for the financial system, and requires less modification to meet the vision than the most widely used government software package.