CORE Publications - Business Application Services Project Review March 30, 2011
The following is a text transcript of the presentation made at the CORE Oklahoma Business Services Project Review (BSPR) meeting in March 2011.
Slide 0
Business Application Services Project Review March 30, 2011
Next BSAPR April 27, 2011
Slide 1
Agenda
Slide 2
Project/Enchancement Service Level Dashboard
Slide 3
Operations Service Level Dashboard
Slide 4
Projects Completed Since Last Review
- Asset Management Rollout - Tax Commission: Schedule, green; Budget, green.
Slide 5
2011 Business Application Services Change Request On Time (Detail)
- January (Financials (FIN)): Enhanced Service Requests (ESRs) completed, 9; not completed, 3; percentage, 75%; unplanned completed, 10.
- February (Human Capital Management (HCM)): ESRs completed, 64; not completed, 13; percentage, 83%; unplanned completed, 15.
Slide 6
2011 Business Application Services Enhancement Service Requests
- January 2011: Pending, 86 Technical, 29 Functional; Development, 86 Technical, 8 Functional; User Access Testing (UAT), 30 Technical, 1 Functional; Closed, 12 Technical, 53 Functional.
- February 2011: Pending, 78 Technical, 22 Functional; Development, 25 Technical, 8 Functional; UAT, 10 Technical, 3 Functional; Closed, 10 Technical, 4 Functional.
Slide 7
Problem Management SQL Requests
SQL Requests March 2010 to February 2011
| |
March 2010 |
April 2010 |
May 2010 |
June 2010 |
July 2010 |
August 2010 |
Sept 2010 |
Oct 2010 |
Nov 2010 |
Dec 2010 |
Jan 20110 |
Feb 2011 |
| CRM |
0 |
0 |
0 |
0 |
4 |
0 |
1 |
0 |
0 |
0 |
1 |
0 |
| DBA/System |
0 |
2 |
0 |
0 |
0 |
7 |
0 |
0 |
0 |
0 |
0 |
0 |
| HRMS |
14 |
15 |
11 |
11 |
11 |
10 |
17 |
12 |
16 |
13 |
10 |
6 |
| Financial |
1 |
2 |
7 |
8 |
2 |
4 |
8 |
7 |
7 |
6 |
7 |
8 |
| EPM |
0 |
0 |
0 |
0 |
1 |
0 |
1 |
0 |
0 |
0 |
0 |
0 |
| Purchasing |
0 |
2 |
0 |
2 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Legend
- CRM - Customer Relationship Management
- HRMS - Human Resources Management Systems
- EPM - Enterprise Performance Management
- DBA/System - Database
Slide 8
SQL Problem Management Summary
| Summary |
Total Problems |
Resolved or Resolution in Process |
Investigating |
Resolved by Future Functionality |
DR to be Created |
Monitor |
| Financial |
22 |
13 |
5 |
2 |
1 |
1 |
| PO |
2 |
1 |
1 |
0 |
0 |
0 |
| HCM |
27 |
19 |
3 |
0 |
3 |
2 |
| DBA/System |
3 |
3 |
0 |
0 |
0 |
0 |
| Total |
54 |
36 |
9 |
2 |
4 |
3 |
Slide 9
Portfolio Priority 1-23
| Project Name |
Project Manager |
Function |
Current Project Phase |
Priority within Function |
| data.gov |
Lisa McKeithan |
Transparency |
Execution |
1 |
| Enterprise Learning Management Rollout |
Michael Grisser |
Human Capital Management |
Execution |
2 |
| Higher Education Interface |
Lisa McKeithan |
Human Capital Management |
Execution |
3 |
| Broadband Grants, Projects, Contracts (GPC)/Accounts Receivable (AR)/Billing (BI) |
Alex Galley |
Enterprise Service Automation |
Planning/Execution |
4 |
| Department of Mines GPC/AR/BI |
Alex Galley |
Enterprise Service Automation |
Planning/Execution |
5 |
| Oklahoma Water Resources Board (OWRB) GPC/AR/BI |
Alex Galley |
Enterprise Service Automation |
Planning/Execution |
6 |
| PeopleSoft Extract Staging Environment |
Lisa McKeithan |
Other |
Execution |
7 |
| GPC/AR/BI - ODOT |
Alex/Kim |
Accounts Payable |
Planning/Execution |
8 |
| 3% Federal Withholding |
Michael Grisser |
Enterprise Service Automation |
Planning |
9 |
| Licensing |
Lisa McKeithan |
Other |
Planning |
10 |
| Grants - Provisioning |
Lisa McKeithan |
Other |
Planning |
11 |
| Business Intelligence Financial Analytics |
Lisa McKeithan |
Other |
Planning |
12 |
| Expense Module |
Alex/Kim |
Financial Management |
Planning |
13 |
| Backfill Developers for Production Support and Enhancements 2012 |
Fred Cantrell |
Financial Management Human Capital Management |
Execution |
14 |
| Scanning and Bar Coding Functionality for Phase II Modules |
Alex |
Assets |
Concept |
15 |
| Asset Management Rollout |
Michael Grisser |
Assets |
Concept |
16 |
| Voucher Build |
Lisa McKeithan |
Financial Management |
Concept |
17 |
| Financials Upgrade |
Michael Grisser |
Financial Management |
Concept |
18 |
| Budget |
Pat Elwood |
Other |
Initiation |
19 |
| Absence Management |
Lisa McKeithan |
Absence Management |
Concept |
20 |
| Human Resources Dashboard |
Michael Grisser |
Human Capital Management |
Concept |
21 |
| Portal - PeopleSoft Sign On Consolidation |
Michael Grisser |
Other |
Concept |
22 |
| ePaf - Electronic Personnel Action Form |
Michael Grisser |
Human Capital Management |
Initiation |
23 |
Slide 10
Portfolio Priority 24-33
| Project Name |
Project Manager |
Function |
Current Project Phase |
Priority within Function |
| Manager Self Service (MSS) Rollout |
Michael Grisser |
Human Capital Management |
Concept |
24 |
| Inventory Rollout |
Michael Grisser |
Supply Chain Management |
Concept |
25 |
| Licensing Rollout |
Lisa McKeithan |
Other |
Concept |
26 |
| E-procurement |
Michael Grisser |
Supplier Relationship Management |
Concept |
27 |
| GPC - Health Department |
Alex Galley |
Financial Management |
Concept |
28 |
| GPC/MSS - Wildlife Conservation Commission |
Alex Galley |
Financial Management |
Concept |
29 |
| Asset Management - Office of State Finance (OSF) |
Alex Galley |
Financial Management |
Concept |
30 |
| Co-mined Payroll Processing |
Nancy Tarrant |
Human Capital Management |
Concept |
31 |
| Broadband METL |
Alex Galley |
Human Capital Management |
Concept |
32 |
| ODOT Staging Environment - Phase II (Inventory and HCM) |
Michael Grisser |
Financial Management |
Concept |
33 |
Slide 11
Projects in Execution Delivery Schedule
- data.ok.gov - January-April 2011
- Department of Mines GPC/AR/BI - January-April 2011
- Broadband BPC/AR/BI - January-April 2011
- OWRB GPC/AR/BI - January-May 2011
- Fiscal Year 2011 Technical Backfill - July 2010 - June 2011
- Enterprise Learning Management (ELM) Rollout - August 2010-July 2011
- PeopleSoft Extract Staging Environment - January 2010-December 2011
- Higher Education Interface - April 2010-December 2011
- GPC/AR/Billing ODOT - May 2011-February 2012
Slide 12
Detailed Milestone Plan, XXXX - Broadband - METL
In order to fully utillize the functionality of Grants, Projects, Contracts, Accounts Receivable and Billing the actual labor hours an employee spends on a particular project is required. Each employee working on the OKCAN project will record actual hours worked into the Time and Labor system against a Project and Activity. This will ensure accurate invoicing and billing by the financial system.
Milestone Schedule +/- 50%
- Project Start (Milestone, early April 2011)
- Define Agency Configuration (Task, April 2011)
- Integration Testing (April-May 2011)
- User Acceptance Testing/Training (Task, May-June 2011)
- Perform System Roll-out/Conversion (Task, June-July 2011)
- Go-Live, (Milestone, July 1, 2011)
Issues
- Note: This Project will be fitted in as time permits in the ODOT implementation schedule.
Slide 13
Progam Status
HCM
Slide 14
CORE - 1080 Higher Education Payroll
- Status: Red
- Convert higher education agencies from the legacy payroll system to the PeopleSoft system.
Key Activities
| Task |
Start |
Finish |
| Configuration for Group A and B - 100% complete |
7/1/2010 |
3/18/2011 |
| Conversion Scripts - 95% complete |
7/1/2010 |
2/28/2010 |
| Finish Human Resources (HR) Interfacing Debugging/Testing - 85% complete |
7/1/2010 |
2/28/2010 |
| Complete PY Interface Coding/Debugging/Testing (Integration Testing) - 80% complete |
9/10/2010 |
3/31/2011 |
| UAT for OU - Tentative |
4/25/2011 |
5/31/2011 |
| OU Go-Live - Tentative |
6/8/2011 |
6/8/2011 |
| Addressing File Layout Questions, Reviewing Test Files, Starting System Testing for OSU, Cameron, UCO (Group B) |
3/21/2011 |
4/29/2011 |
| Kick-Off Meeting with OUHSC, OUHSC-2, Rose State (Group C) |
3/24/2011 |
3/24/2011 |
Key Overall Issues
| Requires Awareness: |
- OU go-live has been moved due to problems with extracts, program development (bugs), discovery of unknown issues needing resolutions, and the delayed timing receiving OU data files.
- Issues with Innovative have been addressed.
- Plan is being re-baselined - end of next week. New go-live dates are forthcoming.
|
Slide 15
CORE - 2637 ELM Rollout
- Status: Green
- Rollout of ELM to agencies to be completed in three groups. Group A - Department of Career & Technology (800), ODOT (345), Oklahoma State and Education Employees Group Insurance Board (OSEEGIB) (516) - live 12/6/2010
- Group B: Office of Personnel Management (OPM) (548) live 1/31/2011, State Department of Health (340) - live 3/1/2011
- Group C: OSF (090) and Department of Rehabilitative Services (Rehab) (085) - go-live estimate 4/30/2011
- Working with Department of Human Services (DHS) (830) - Department of Central Services (DCS) (580) Extension Group
Key Activities
| Task |
Start |
End |
| Group B is 100% Live on ELM |
|
3/15/2011 |
| Group C- Train Agency SME's on configuration and setup for testing |
4/5/2011 |
4/25/2011 |
| Group c - Go Live - Tentative |
4/30/2011 |
4/30/2011 |
Key Overall Issues
| Requires Awareness: |
- DHS demo and Question and Answer sessions completed. All but two departments have voted for moving onto ELM. Waiting on Agency decision. DHS requested access to LMTST to start looking at layout, etc.
- DHS and Department of Health (Health) are interested in additional functionality (Phase III to include Web Based Learing using SCORM/AD&D).
- Department of Central Services is considering another product instead of using ELM. We are in final stages of discussions addressing their needs and how ELM meets their needs.
|
Slide 16
Program Status
Financials
Phase II Modules
Slide 17
CORE - 2822 data.ok.gov
- Status: Green
- Testing Vendor payments extract. Should meet 3/31/2011 deadline.
Key Activities
| Task |
Start |
Finish |
| Launched with expenditures, funding, payroll, pcard and tax credits. |
12/28/2010 |
2/8/2011 |
| Vendor Payments |
12/28/2010 |
3/31/2011 |
| Build APIs to automate data integration |
3/1/2011 |
4/15/2011 |
Key Overall Issues
| Requires Awareness: |
- API training needs to be scheduled in order to meet the final deadline. Updates can be made manually until this can be done.
|
Slide 18
CORE - 2675 Data Staging Environment
- Status: Red
- Resumed testing on Assets after FSTST2 refresh. Began development work on Projects tables again - to incorporate changes made by Ciber.
Key Activities
| Task |
Start |
Finish |
ODOT Access |
| Phase I extracts (6) signed off by ODOT |
|
7/2/2010 |
|
| Assets (0523) |
6/25/2010 |
4/30/2011 |
To Be Determined (TBD) |
| Billing (0512) |
|
TBD |
TBD |
| Contracts (0513) |
|
TBD |
TBD |
| Projects (0514) - will test along with roll-out |
|
TBD |
TBD |
| Sign-off on Phase II Modules |
|
TBD |
TBD |
Key Overall Issues
| Requires Awareness: |
- Incorporating the remaining testing (projects, billing) with the ODOT project. Changes in ODOT custom tables requires changes to these programs.
- Created new project for Inventory and HCM (HR, payroll, time/labor)
|
Slide 19
CORE - 2837 GPC AR/BI Department of Mines
- Status: Green
- Implements GPC/AR/BI Functionality for the Department of Mines.
Key Activities
| Task |
Start |
End |
| Agency Configuration - 100% Complete |
2/1/2011 |
2/10/2011 |
| Integration Testing - 50% Complete |
2/17/2011 |
3/15/2011 |
| User Acceptance Testing |
3/16/2011 |
4/4/2011 |
| Go Live |
4/11/2011 |
4/11/2011 |
Key Overall Issues
| Requires Awareness: |
- Project is dependent of Agency resource availability.
|
Slide 20
CORE - 2838 GPC AR/BI Broadband
- Status: Green
- Implement GPC AR/BI Functionality for the statewide Broadband project.
Key Activities
| Task |
Start |
End |
| Agency Configuration - 100% Complete |
2/1/2011 |
2/10/2011 |
| Integration Testing - 50% Complete |
2/24/2011 |
3/10/2011 |
| User Acceptance Testing |
3/17/2011 |
3/31/2011 |
| Go Live |
4/4/2011 |
4/4/2011 |
Key Overall Issues
| Requires Awareness: |
- Project is dependent of Agency resource availability. Running behind but go-live date is still planned
|
Slide 21
CORE - 2860 GPC AR/BI - Water Resources Board
- Status: Green
- Implement GPC AR/BI Functionality for the Water Resources Board.
Key Activities
| Task |
Start |
End |
| Agency Configuration - 100% Complete |
2/1/2011 |
2/10/2011 |
| Integration Testing - 50% Complete |
3/10/2011 |
4/14/2011 |
| User Acceptance Testing |
4/28/2011 |
5/17/2011 |
| Go Live |
6/24/2011 |
6/24/2011 |
Key Overall Issues
| Requires Awareness: |
- Agency has requested a go-live date of 6/24 instead of 6/1 to coincide with fiscal year end.
|
Slide 22
CORE - 2599 GPC AR/BI - ODOT
- Status: Green
- The plan has been created.
Key Activities
| Task |
Start |
Finish |
| BPS / FIT Analysis |
1/5/2011 |
2/4/2011 |
| Integration Testing - 50% Complete |
2/7/2001 |
2/11/2011 |
| User Acceptance Testing |
2/14/2001 |
2/15/2011 |
Key Overall Issues
| Requires Awareness: |
- Awaiting confirmation that ODOT Unit Testing will be complete for April 4 and Sponsor approval..
|
Slide 23
Program Status
- Within 10% of plan (green indicator)
- Within 20% of plan (yellow indicator)
- Greater than 20% of plan (red indicator)
| Project Name / Manager |
Current Project Phase |
Health Indicator Schedule |
Project Phase Start Date |
Project Phase Baseline Completion |
Project Phase Target Completion |
Health Indicator Budget |
| FY11 Technical Backfill / Fred Cantrell |
Execution |
Green |
7/1/2010 |
6/30/2011 |
6/30/2011 |
Green |
| Higher Education Interface - Michanel Grisser |
Execution |
Yellow |
4/1/2010 |
12/31/2011 |
12/31/2011 |
Yellow |
| GPC/AR/BI ODOT Kim/Alex |
Execution |
Green |
4/4/2011 |
2/28/12 |
2/28/2012 |
Green |
| PeopleSoft Extract Staging Environment / Lisa McKeithan |
Execution |
Red |
1/14/2010 |
6/18/2010 |
8/31/2010 |
Green |
| Business Intelligence - FS Analytics - Lisa McKeithan |
Planning |
Red |
4/1/2009 |
7/31/200 |
3/31/2011 |
Green |
| data.ok.gov - Lisa McKeithan |
Execution |
Green |
1/3/2011 |
4/15/2011 |
4/15/2011 |
Green |
| Grants - Provisioning / Lisa McKeithan |
Planning |
Red |
7/31/2008 |
7/15/2009 |
4/30/2010 |
Green |
| Licensing / Lisa McKeithan |
Planning |
rED |
12/1/2008 |
8/15/2009 |
4/30/2011 |
Green |
| ELM Rollout / Michael Grisser |
Execution |
Green |
8/1/2010 |
7/31/2011 |
7/31/2011 |
Green |
| Scanning and Barcoding functionality for Phase II Modules / Jerry |
Planning |
Green |
|
|
|
Green |
| Expense Module / Alex/Kim |
Planning |
Green |
|
|
|
Green |
| Budget / Pat Elwood |
Initiation |
Red |
8/2/2010 |
9/15/2010 |
3/31/2011 |
Green |
| Department of Mines GPC AR/BI / Kim/Alex |
Execution |
Green |
1/3/2011 |
4/30/2011 |
4/11/2011 |
Green |
| Oklahoma Water Resources Board Kim/Alex |
Execution |
Green |
1/3/2011 |
5/31/2011 |
6/24/2011 |
Green |
| Broadband GPC AR/BI / Kim/Alex |
Execution |
Green |
1/3/2011 |
4/30/2011 |
4/4/2011 |
Green |
| 3% Withholding / Alex |
Initiation/Planning |
Green |
1/3/2011 |
2/28/2011 |
4/30/2011 |
Green |
| electronic Personnel Action Form (ePAF) - Alex |
Initiation/Planning |
Green |
1/3/2011 |
2/28/2011 |
4/30/2011 |
Green |
Slide 24
Issues
| Issue |
Status |
| 1) The team and sponsors need to gain a common understanding of how Grants, Projects and Contracts will be rolled out. |
A document describing the Grants, Projects, Contracts rollout is being created. We will distribute and set up a meeting to discuss by the end of March 30, 2011 |
| 2) Assets rollout is on hold until additional resources are made available. |
|
| 3) Pay Cycle Conflict - The custom VFRA process sometimes causes pay cycle to abend when they run at the same time. |
We had a conference call with Oracle and it appears that voucher build should address our issues. A high level (+/- 50%) plan is being developed. |
| 4) The expense module has been purchased but resources are currently unavailable for the implementation. |
Resource requirements include 75% SBAS FTE, 50%% DCAR FTE and 1,492 consultant hours.
|
