CORE Publications - Financials Advisory Board Meeting August 25, 2010

The following is a text transcript of the presentation made at the CORE Oklahoma Financials Advisory Board (FAB) meeting in August 2010.

Slide 1

Financials Advisory Board

August 25, 2010

Slide 2

Agenda

• Welcome/Introductions
• FAB Purpose
• Responsibilities
• Project Updates
• Issues
• Updates
• Feedback and Questions

Slide 3

Agenda

• Welcome/Introductions

Slide 4

Office of State Finance (OSF) Group Contact Information

• Michael Grisser - 522-1714 - michael.grisser@osf.ok.gov
• Jennie Pratt - 521-6160 - jennie.pratt@osf.ok.gov
• Laura Swingle -522-4064 - laura.swingle@osf.ok.gov
• Loren Turner -522-1739 - loren.turner@osf.ok.gov
• Ronney Maxwell - 522-744 - ronney.maxwell@osf.ok.gov
• Laura Lovell - 521-3046 - laura_lovell@dcs.state.ok.us

Slide 5

Financials Advisory Board Members

• Travis Monroe - Treasurer's Office
• Suzen Rodesney - Department of Mines
• Lisa McKim - Department of Tourism
• Cindy Hughes, Department of Public Safety (DPS)
• Steve Coffman - Conservation Commission
• Stacy Willis - Department of Commerce (DOC)
• Lisa Hayes - Real Estate Commission
• Grace Brown - Department of Health
• Patrick Farris - Department of Environmental Quality (DEQ)
• Chelley Hilmes - Oklahoma Department of Transportation (ODOT)
• Marilyn Capps - Office of Personnel Management (OPM)
• Tina Hicks - Department of Corrections
• Karen Walllis - ODOT
• Mary Reznicek - Oklahoma State Bureau of Investigation (OSBI)
• Eddie Lee - Department of Rehabilitative Services
• Jim Aulgur - Career Tech

Slide 6

Agenda

• Welcome
• FAB Purpose

Slide 7

Recap - Purpose of Finance Advisory Board Meeting

• Bi-Monthly review of Financials improvement initiatives
• Communicate Plans, Status and Issues
• Assist with review and ranking of priorities
• Communicate resource requirements
• Received feedback and guidance
• Focus in on continuous improvement

Communication/Feedback/Prioritization

Slide 8

Agenda

• Welcome
• FAB Purpose
• Responsibilities

Slide 9

Team Responsibilities - June 2010

Image of pie chart illustrating CORE Team Responsibilities

• Projects - 71%
• Incident Problem - Assist Service Requests - 17%
• Administration - 8%
• Enhancement Service Requests - 4%

Resources spend 71 percent of their time on projects and 29 percent on support.

Slide 10

OSF Team Responsibilities - January 2010

Image of a pie chart illustrating FMS Team Responsibilities

• Projects - 67%
• Administration - 9%
• Incidents - 20%
• Service Requests - 4 %

OSF Resources spend 67 percent of their time on projects and 33 percent on support.

Slide 11

Recap CORE Team Responsibilities

• **Maintain the business services that are in production
• **Provide continuous improvement
• Implement new business services
• Rollout business services to new agencies

**Represents items that the Financial Advisory Board provides input

Slide 12

Agenda

• Welcome
• FAB Purpose
• Responsibilities
• Project Updates

Slide 13

Completed Projects Since last FAB Meeting

• Commitment Accounting Rollout: schedule, green; budget, green
• Backfill Developers: schedule, green; budget, green
• Employee Self Service Rollout: schedule, green; budget, green
• EFT Remit Advices: schedule, green; budget, green
• AP Workflow: schedule, green; budget, green
• Inventory - DMH: schedule, green; budget, green

Slide 10

Multi-Agency Business Services Opportunity Map

Images of a flow chart showing opportunities, phase and status for three-year period.

Assets

• 2010
  • Asset Management Pilot, close, changed phase.
• 2011
  • Asset Management Rollout, execution.
  • Scanning and bar coding, planning.

Supply Chain Management

• 2010
  • Integrated Item Maintenance, close
  • Inventory Oklahoma Department of Transportation (ODOT), execution
  • Inventory Mental Health, execution, new project
• 2011
  • Inventory Implementation, concept
• 2012
  • Inventory Rollout, concept

Financial Management

• 2010
  • Deposits, close
  • Office of State Finance (OSF)/ODOT Accounts Receivable (AR) Billing, close
  • Backfill Developers, close
  • Accounts Payable (AP) Workflow, execution
  • EFT Remittance, execution, new project
  • Treasury General Ledger (GL), execution, changes phase
  • Backfill Developers, concept
• 2011
  • Apply Bundles 2011, concept
  • eBill Pay, initiation
  • Expense Module, initiation
  • Voucher Build, concept
  • PCard, concept
  • 3% Backup Withholding, concept, new project
• 2012
  • Financials Upgrade, concept

Enterprise Service Automation

• 2010
  • Grants, Projects, Contracts (GPC) ODOT/Oklahoma Employment Security Commission (OESC), execution
  • GPC Pilot Oklahoma Department of Corrections (ODOC) and Department of Environmental Quality (DEQ), planning
• 2011
  • GPC Rollout, initiation
• 2012
  • GPC Rollout, concept

Human Capital Management (HCM)

• 2010
  • Time and Labor (T&L) Pilot, execution
  • T&L Manager Self Service Pilot, close, changed phase
  • Enterprise Learning Rollout, planning, changed phase
  • Commitment Accounting Rollout, execution
  • HCM Functionality Enhance, execution
  • Employee Self Service Rollout, close, changed phase
  • ODOT T&L MSS, execution, new project
  • Time and Labor for Non biweekly,execution, changed phase
  • Carl Albert Payroll, concept
  • Higher Education Interface, execution
• 2011
  • T&L Manager Self Service Rollout, concept
  • Apply Bundles 2011, concept
  • T&L Rollout, initiation
  • Leave Request Approval, concept
  • Organization Publisher, initiation
• 2012
  • Apply Bundles, concept
  • E-Performance, concept

Other

• 2010
  • Licensing, planning
  • ARRA Transparency, close, changed phase
  • Grants Provisioning, planning
  • Data Staging Area, execution
  • OpenBooks Phase 3, concept
  • CAFR Reporting, planning, changed phase
• 2011
  • Business Intelligence Financial Analytics, planning
  • Archiving Phase 2, concept
  • FFATA Transparency, concept, new project
  • Governmental Risk and Compliance, concept
• 2012
  • Training Web Delivery, concept
  • Address Scrubbing Software, concept
  • Budget, concept

Supplier Relationship

• 2010
  • Vendor Registration, execution, new project 
  • Strategic Sourcing - e-Supplier Rollout, concept
• 2011
  • e-Procurement, concept

Slide 11

Multi Agency Business Services Opportunity Map 

Changes Since Last Partner Meeting

Completed Projects: 

• Asset Management Pilot, 
• OESC Phase 2, 
• Manager Self Service, 
• ARRA Transparency, 
• Employee Self Service, 
• HCM Functional Enhancement

New Projects

• Inventory Mental Health- Legacy inventory system was unsupported
• EFT Remit Advices - Notifies (emails) vendors about EFT payments
• 3% Backup Withholding - Federal Law requirement by January 2012
• ODOT Manager Self Self Service -Time capture and approval
• FFATA Transparency - Federal transparency requirement
• Vendor Registration - Vendor interface from ok.gov to Peoplesoft

Projects Moved Project Framework Phase

• AP Workflow - Moved to execution. Complete in July
• Treasury GL - Moved to execution. Complete in December
• Enterprise Learning Management Rollout - Moved to planning - Office of Personnel Management, Supreme Court, ODOT
• Time and Labor Non Bi-Weekly - Moved to execution. Complete in December.
• Data Staging Area - Moved to execution. Complete in June
• CAFR Reporting - Moved to planning

Slide 12

Projects in Execution Delivery Schedule

• EFT Remit Advices: April-June 2010.
• PeopleSoft Extract Staging Environment: January-June 2010.
• Commitment Accounting Rollout: August 2009-June 2010.
• Backfill Developers June 2009-June 2010.
• AP Workflow: May-July 2010
• Inventory Pilot Department of Mental (DMH): April-July 2010
• ODOT/OESC GPC/Accounts Payable (AR)/Business Intelligence (BI): July 2009-July 2010.
• Inventory ODOT: March-July 2010
• T&L Manger Self Service (MSS) ODOT Pilot: March-July 2010
• T&L Pilot: June 2009-July 2010.
• DCS Vendor Registration: November 2009-August 2010.
• GPC/AR/BI/T&L Extended - Commerce/DEQ: March-December 2010.
• Asset Management Rollout: April 2010-July 2011.
• Higher Education Interface: April 2009-December 2011.

Slide 13

Agenda

• Welcome
• FAB Purpose
• Responsibilities
• Project Updates
• Issues

Slide 14

CORE Completed Projects 2010 First and Second Quarters - Total 10

Schedule

• *World Class -80% on time
• *Median - 7% on time
• 2009 Actual - 75% on time
• 2010 First Quarter - 75% on time
• 2010 Second Quarter - 100% on time

Budget

• *World Class - 94% on budget
• *Median - 85% on budget
• 2009 Actual - 92% on budget
• 2010 First Quarter - 100% on budget
• 2010 Second Quarter 100% on budget

Images of pie charts illustrating 10% (signified by the color green) of projects for the first and second quarters of 2010 are over 20% (signified by the color red) off schedule and 90% are within 10% of schedule, and 100 percent of the projects for the same time period are within 10 percent of budget.

*The Hackett Group, a global strategic advisory firm, is a leader in best practice advisory, benchmarking and transformation.

Slide 15

Completed Projects - First and Second Quarters 2010

• Asset management pilot: schedule, green; budget, green.
• Commitment Accounting Rollout: schedule, green; budget, green.
• HCM Functionality Enhancements: schedule, green; budget, green.
• EFT Remit Advices: schedule, green; budget, green.
• Backfill Developers: schedule, green; budget, green.
• Time & Labor Self Service -OSF: schedule, red; budget, green.
• ARRA Trtansparency: schedule, green; budget, green.
• Deposits: schedule, green; budget, green.
• IntegratedItem Maintenance: schedule, green; budget, green.
• GPC Pilot OESC: schedule, green; budget, green.

Slide 16

Multi-Agency Business Services Opportunity Map

Images of a flow chart showing opportunities, phase and status for three-year period.

Assets

• 2010
  • Asset Management Pilot, close
• 2011
  • Asset Management Rollout, execution
  • Asset Management ODOT, execution
  • Scanning and bar coding, planning.

Supply Chain Management

• 2010
  • Integrated Item Maintenance, close
  • Inventory Mental Health, close
• 2011
  • Inventory Oklahoma Department of Transportation (ODOT), execution
  • Inventory Implementation, concept
• 2012
  • Inventory Rollout, concept

Financial Management

• 2010
  • Deposits, close
  • Office of State Finance (OSF)/ODOT Accounts Receivable (AR) Billing, close
  • Backfill Developers, close
  • Accounts Payable (AP) Workflow, close
  • EFT Remittance, close
  • Treasury General Ledger (GL), execution
  • Backfill Developers, execution
• 2011
  • Apply Bundles 2011, concept
  • eBill Pay, initiation
  • Expense Module, Planing
  • Voucher Build, concept
  • P-Card Bank of America transition, concept
  • 3% Backup Withholding, concept
  • Apply Bundles 2011, concept
  • Treasury Module, concept
• 2012
  • Financials Upgrade, concept
  • P-card Module, concept

Enterprise Service Automation

• 2010
  • GPC Pilot - OESC, close
  • GPC Pilot ODOT, execution
  • GPC Pilot, ODOC/DEQ, execution
• 2011
  • GPC Rollout, initiation
• 2012
  • GPC Rollout, concept

Human Capital Management (HCM)

• 2010
  • Time and Labor (T&L) Pilot, execution
  • T&L Manager Self Service Pilot, close, changed phase
  • Enterprise Learning Rollout, planning, changed phase
  • Commitment Accounting Rollout, execution
  • HCM Functionality Enhance, execution
  • Employee Self Service Rollout, close, changed phase
  • ODOT T&L MSS, execution, new project
  • Time and Labor for Non biweekly,execution, changed phase
  • Carl Albert Payroll, concept
  • Higher Education Interface, execution
• 2011
  • T&L Manager Self Service Rollout, concept
  • Apply Bundles 2011, concept
  • T&L Rollout, initiation
  • Leave Request Approval, concept
  • Organization Publisher, initiation
• 2012
  • Apply Bundles, concept
  • E-Performance, concept

Other

• 2010
  • Licensing, planning
  • ARRA Transparency, close
  • Grants Provisioning, planning
  • Data Staging Area, close
  • OpenBooks Phase 3, planning
  • Peopletools 8.49, execution
• 2011
  • Business Intelligence Financial Analytics, planning
  • Archiving Phase 2, concept
  • FFATA Transparency, concept
  • Governmental Risk and Compliance, concept
• 2012
  • Training Web Delivery, concept
  • Address Scrubbing Software, concept
  • Portal - PeopleSoft Sign on Consolidation, concept
  • Budget, concept

Supplier Relationship

• 2010
  • Vendor Registration, execution
  • Strategic Sourcing - e-Supplier Rollout, concept
• 2011
  • e-Procurement, concept

Slide 17

Projects in Execution Delivery Schedule

• PeopleSoft Extract Staging Environment, January-June 2010
• Time and Labor Pilot/ODOT, June 2009-July 2010
• GPC/AR/Billing ODOT, July 2009-July 2010
• Inventory ODOT, August 2009-July 2010
• T&L Manager Self Service ODOT, March-August 2010
• Inventory Pilot Department of Mental Health, April-July 2010
• DCS Vendor Registration, December 2009-August 2010
• PeopleTools 8.49, September 2010
• Assets ODOT, September-November 2010
• GPC/AR/Billing/T&L Extended Commerce/DEQ, February-December 2010
• Treasury GL Implementation, April-December 2010
• OpenBooks - Phase III, May-December 2010
• Fiscal Year 2011 Technical Backfill, July 2010-June 2011
• ELM Rollout, May 2010-July 2011
• Asset Management Rollout, August 2010-July 2011
• Higher Education Interface, April 2010-September 2011

Slide 18

Agenda

• Welcome
• FAB Purpose
• Responsibilities
• Project Updates
• Issues

Slide 19

Issues

Slide 19

Agenda

• Welcome
• FAB Purpose
• Responsibilities
• Project Updates
• Issues
• Updates

Slide 20

New Reporting Timelines

• Changes how we measure - reporting will be from the first of a month to the end of a month (still a 60-day period)
  • Old - 6/15/2010 to 8/15/2010
  • This Period 6/15/2010 to 7/31/2010
  • Next Period 8/1/2010 to 9/30/2010
• 10 items on last list - 6/15/2010 to 8/15/2010
• Only 7 items to be included in this reporting period due to change
• The other 3 items will roll into the next reporting period

Slide 21

Updates - Completed Items

Completed Items - Review List

• 7 items to be completed in the new reporting period
• Status
  • 7 items from list completed
  • 0 items from list not completed
  • 1 item completed after target date
• 7 total items completed

Slide 22

Update - 60-Day Target Items

60-Day Target Items - Review List

• Discussion - questions/proposed changes/clarification

Slide 23

Update - Watch Items List

Watch Items -Review List

• Discussion - questions/proposed changes/clarification

Slide 24

Agenda

• Welcome
• FAB Purpose
• Responsibilities
• Project Updates
• Issues
• Updates
• Feedback and Questions