CORE Publications - Financials Advisory Board Meeting October 14, 2010

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

Slide 1

Financials Advisory Board

October 14, 2010

Slide 2

Agenda

• Welcome/Introductions
• FAB Purpose
• 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@0sf.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
• Project Updates

Slide 9

Completed Projects Since Last FAB

Tools Upgrade EPM 8.49: 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, change phase.
• 2011
  • Asset Management Rollout, execution.
  • Asset Management Oklahoma Department of Transportation (ODOT), execution
  • Scanning and bar coding, planning.

Supply Chain Management

• 2010
  • Integrated Item Maintenance, close
  • Inventory Mental Health, execution
• 2011
  • Inventory 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, execution
  • EFT Remittance, execution, close
  • Treasury General Ledger (GL), execution
  • Backfill Developers, execution
• 2011
  • Apply Bundles 2011, concept
  • eBill Pay, initiation
  • Expense Module, planning
  • Voucher Build, concept
  • P-Card Bank of America (BOA), Transition, concept
  • 3% Backup Withholding, concept, new project
  • Treasury Module, concept
• 2012
  • Financials Upgrade, concept
  • P-Card Module, concept

Enterprise Service Automation

• 2010
  •  Grants, Projects, Contracts (GPC) Pilot, Oklahoma Employment Security Commission (OESC), close
  • GPC ODOT/, execution
  • GPC Pilot Oklahoma Department of Corrections (ODOC) and Department of Environmental Quality (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
  • Enterprise Learning Rollout, planning
  • Commitment Accounting Rollout, close
  • HCM Functionality Enhance, close
  • Employee Self Service Rollout, close
  • ODOT T&L Manager Self Service (MSS), execution
  • Time and Labor for Non biweekly, execution
  • 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
  • Portal PeopleSoft Sign on Consolidation, concept
  • Address Scrubbing Software, concept
  • Budget, concept

Supplier Relationship

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

Slide 11

Projects in Execution Delivery Schedule

• 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-July 2010
• PeopleSoft Extract Staging Environment: December 2009-August 2010
• PeopleTools 8.49: September 2010
• Department of Central Services (DCS) Vendor Registration: January-October 2010
• Assets ODOT: September-November 2010
• GPC/AR/Billing/Time and Labor Extended Commerce/DEQ: March-December 2010
• Treasury General Ledger Implementation: April-December 2010
• OpenBooks Phase III: May-December 2011
• P-Card BOA Transition: September-December 2010
• Fiscal Year 2011 Technical Backfill: July 2010-June 2011
• Enterprise Learning Management Rollout: August 2010-July 2011
• Asset Management Rollout: May 2010-August 2011
• Higher Education Interface: May 2010-October 2011

Slide 12

Agenda

• Welcome
• FAB Purpose
• Project Updates
• Issues

Slide 13

Issues

Slide 14

Agenda

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

Slide 15

Application Enhancement Service Requests

• October 2009: pending, 56 technical; development, 33 technical; User Access Testing (UAT), 23 technical; closed, 14 technical.
• November 2009: pending, 64 technical; development, 38 technical; UAT, 23 technical; closed, 12 technical.
• December 2009: pending, 54 technical; development, 47 technical; UAT, 27 technical; closed 8 technical.
• January 2010: pending, 59 technical; development, 42 technical; UAT, 24 technical; closed 16 technical.
• February 2010: pending, 72 technical; development, 37 technical; UAT, 26 technical; closed, 9 technical.
• March 2010: pending, 79 technical; development, 25 technical; UAT, 23 technical; closed, 17 technical.
• April 2010: pending, 122 technical;  development, 27 technical; UAT, 16 technical; closed, 19 technical.
• May 2010: pending, 125 technical; development, 22 technical; UAT, 22 technical; closed, 22 technical.
• June 2010: pending, 87 technical, 37 functional; development, 22 technical, 1 functional; UAT, 11 technical, 1 functional; closed, 13 technical, 10 functional.
• July 2010: pending, 90 technical, 28 functional; development, 21 technical, 12 functional; UAT,  6 technical; closed, 13 technical, 13 functional.
• August 2010: pending, 85 technical, 27 functional; development, 20 technical, 12 functional; UAT, 9 technical, 2 functional; closed, 13 technical, 7 functional.
• September 2010: pending, 87 technical, 32 functional; development, 27 technical, 11 functional; UAT, 7 technical, 3 functional; closed, 7 technical, 8 functional.

Slide 16

Planned Enhancement Service Requests (ESRs) On -Time Completion

Based on 60-Day Plan

• March (Financials): ESRs completed, 6; ESRs not completed, 2; unplanned completed, 5.
• May (Financials):  ESRs completed, 3; ESRs not completed, 5; unplanned completed, 4.
• July (Financials): ESRs completed, 6; ESRs not completed, 1; unplanned completed, 1.
• August (Human Capital Management): ESRs completed, 18; ESRs not completed, 4; unplanned completed, 7.
• September (Financials): ESRs completed, 9; ESRs not completed, 0; unplanned completed, 5.

Slide 17

Supplier Relationship

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

Slide 17

Updates - Completed Items

Completed Items - Review List

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

Slide 18

Update - 60-Day Target Items

60-Day Target Items - Review List

• Discussion - questions/proposed changes/clarification

Slide 19

Update - Watch Items List

Watch Items -Review List

• Discussion - questions/proposed changes/clarification

Slide 20

Agenda

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