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CORE Publications - Financials Advisory Board Meeting June 15, 2010

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

Slide 1

Financials Advisory Board

June 15, 2010

Slide 2

Agenda

Welcome
FAB Purpose
Responsibilities
Project Updates
Issues
Updates
Feedback and Questions

Slide 3

Agenda

Welcome

Slide 4

Agenda

Welcome
FAB Purpose

Slide 5

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 6

Agenda

Welcome
FAB Purpose
Responsibilities

Slide 7

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 8

Agenda

Welcome
FAB Purpose
Responsibilities
Project Updates

Slide 9

Completed Projects

Since last FAB Meeting

Employee Self Service Rollout: schedule, green; budget, green
Asset Management Pilot: schedule, green; budget, green
Human Capital Management (HCM) Functionality Enhancements: schedule, green; budget, green
Oklahoma Employment Security Commission Phase 2 (Grants/Projects/Contracts, Accounts Receivable, Billing): 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, changed 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

Issues

Issues	Solutions
1) The CORE team can commit to continuous improvement. We did not make our goal for this period.	IN PROCESS - Combine with PO Advisory group to make rankings easier. Will better enable us to look at the Big Picture - August meeting.
2) Receipt Accrual - Functionality that would allow agencies using receiving to accrue all receivers at month end. Also budget checks, giving agencies a more accurate fund balance.	NEEDS FOLLOW UP - Many of the FAB members expressed interest in this topic. Patricia/Laura to schedule a meeting to discuss.
3) Employee Self Service has increased number of help desk calls. The hold time and abandonment rate for the help desk has increased.	IN PROCESS - We have increased staffing at the help desk with temporary resources.