CORE Publications - Partners Meeting October 2009

The following is a text transcript of the presentation made at the CORE Oklahoma Partners meeting in October 2009.

Slide 1

Agenda

• Introductions
• Communications and Governance
• CORE Team Responsibilitiest
• Project Portfolio (3 year plan)
• Current Project Status
• Issues
• Feedback and Questions

Slide 2

Agenda

• Introductions
• Communications and Governance

Slide 3

Governance / Communications Approach

• Partner Meeting
• Senior management briefing
  • Strategy / Portfolio Management
  • Permanent members OSF (DCAR, ISD) OPM, DCS
  • Revolving membership ODOT, OESC, DEQ, Commerce, DHS
• Finance Advisory Group
  • Management briefing
  • Policy / Continuous Improvement
  • Lead by OSF (ISD/DCAR)
  • Agency Financial Leadership
• HR/Payroll Advisory Group
  • Future
• Procurement Advisory Group
  • Future
• Project Specific Communications

Slide 4

Purpose of Partner Meeting

• Quarterly review of CORE projects
• Communicate Plans, Status, and Issues
• Communicate Resource Requirements
• Receive Feedback and Guidance from Key Stakeholders
• Stakeholder Communication & Feedback

Slide 5

Agenda

• Introductions
• Communications and Governance
• CORE Team Responsibilities

Slide 6

CORE Team Responsibilities

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

Slide 7

CORE Business Services

Status is indicated by the following labels: implemented (shown visually in green), in process (shown visually in yellow) and planned (shown visually in blue).

Reporting / Business Intelligence

• Project Analytics (In process)
• Financial Analytics (Planned)
• Human Resource (Planned)
• Procurement & Spend (Planned)

Financials

• Extend/Collaborate
  • Strategic Sourcing - 1 (Implemented)
  • E-Supplier - 1  (Implemented)
  • AP Workflow (In process)
  • Expenses (Planned)
  • E-Bill Payment (Planned)
  • eProcurement (Planned)
• Transaction/Streamline
  • General Ledger - 175 (Implemented)
  • Accts Payable - 175 (Implemented)
  • Purchasing - 130 (Implemented)
  • Budget - 174  (Implemented)
  • Account Receivable (In process)
  • Billing (In process)
  • Asset Mgmt (In process)
  • Project/Grants/Contracts (In process)
  • Inventory (In process)
  • P-Cards (Planned)

Payroll/Human Resources

• Extend/Collaborate
  • Employee Self Service - 18 (Implemented)
  • Enterprise Learning Mgmt - 2 (Implemented)
  • Manager Self Service (In process)
• Transaction/Streamline
  • Human Resource - 132 (Implemented)
  • Base Benefits- 131 (Implemented)
  • Payroll - 131 (Implemented)
  • Time & Labor (In process)
  • Higher Education Interface (In process)

Other

• Extend/Collaborate
  • OK.GOV Portal (Implemented)
  • Help Desk Self Service (Planned)
• Transaction/Streamline
  • Help Desk - 3 (Implemented)
  • Grants Provisioning (In process)
  • Licensee (In process)

Slide 8

CORE Team

• Consultant Functional 23%
• OSF/ISD Technical 22%
• consultant Technical 18%
• Agency Functional 12%
• Agency Technical 2%

• 41% of CORE team is consultants
• 45% of CORE team is permanently assigned
• Agency and consultant resources fluctuate
• As agency rollouts occur we want to expand agency resource and reduce consultant

73 FTE’s Are Currently Working on CORE projects

Slide 9

CORE Team Responsibilities

Projects 67%
Incidents 20%
Administration 9%
services Requests 4%

CORE Resources Spend 67% of Their Time on Projects and 33% On Support

Slide 10

Project Portfolio (3 Year Plan)

• Maintain
• Projects that are required to prevent diminished service
• Operational Improvements
• Projects that enhance operational capabilities or decrease complexity
• Define/Implement Services
• Projects that implement new services or expands current services to additional agencies

There are 54 Identified Projects in the 3 Year Plan

Slide 11

Agenda

• Introductions
• Communications and Governance
• CORE Team Responsibilities
• Project Portfolio (3 year plan)

Slide 12

CORE Opportunity Map

Classification is indicated by the following labels: maintain (shown visually in white), operational (shown visually in blue) and new services (shown visually in green). Status is designed visually by a thick black border (completed) and a red border (non-PeopleSoft).

Assets

• Asset Mgmt Pilot (New Service) - 2009-2010
• Asset Mgmt Rollout (New Service) 2010
• Scanning and Bar Coding (New Service) 2010-2011
• Asset Mgmt Rollout (New Service) 2010-2011

Supply Management Chain

• Integrated Item Maintenance (operational) 2009-2010
• Inventory ODOT (New Service) 2009-2010
• Inventory Implementation (New Service) 2010
• Inventory Rollout (New Service) 2010
• Inventory Rollout (New Service) 2011

Financial Management

• Apply Bundles, completed (Maintain) 2009
• Travel Expense EFT, completed (Operational) 2009
• Accel OSF/ODOT AR/BI (New Service) 2009-2010
• Deposits (Operational) 2009-2010
• AP Workflow (New Service) 2010
• AR Billing Rollout (New Service) 2010
• Treasury (New Service) 2010
• Apply Bundles 2010 (Maintain) 2010
• Backfill Developers (Maintain) 2010
• eBill Pay (New Service) 2010
• Expense Module (New Service) 2010
• PCard (New Service) 2011
• Voucher Build (Operational) 2011
• Financials Upgrade (Maintain) 2011

Enterprise Service Automation

• GPC Pilot – ODOT/OESC (New Service) 2009-2010
• GPC Pilot – ODOC/DEQ (New Service) 2010
• Grant/Project/Contracts Other Pilot (New Service) 2010
• Grant/Project/Contracts Rollout (New Service) 2011

Human Capital Management

• HCM V9.0, completed (Maintain) 2009
• Employee Self Service Pilot, completed (New Service) 2009
• Commitment Accounting, completed (Operational) 2009
• Enterprise Learning Mgmt - DEQ, completed (New Service) 2009
• Time and Labor Pilot (New Service) 2009-2010
• Employee Self Service Rollout (New Service) 2009
• T&L Manager Self Service (New Service) 2009-2010
• Time and Labor Rollout (New Service) 2010
• Higher Education Interface (New Service) 2010
• Commitment Accounting Rollout (Operational) 2010
• Apply Bundles 2010 (Maintain) 2010
• T&L Mgr Self Service Rollout (New Service) 2010
• Enterprise Learning - Rollout (New Service) 2010
• Org Publisher (Operational) 2010
• Leave Request Approval (New Service) 2011
• Apply Bundles (Maintain) 2011

Other

• Archiving Phase 1, completed (Maintain) 2009
• ARRA, completed (New Service) 2009
• Open Books Phase 2, non-PeopleSoft (Operational) 2009
• Grants Provisioning, non-PeopleSoft (New Service) 2009-2010
• Licensing, non-PeopleSoft (New Service) 2010
• Business Intelligence (New Service) 2010
• ARRA Transparency (New Service) 2010
  Archiving Phase 2 (Maintain) 2010
• Govt Risk & Compliance (New Service) 2010
• Training Web Delivery (Operational) 2010-2011
• Address Scrubbing Software, non-PeopleSoft (Operational) 2011
• Budget (New Service) 2011

Supplier Relationship

• Strategic Sourcing/E-Supplier, completed (New Service) 2009
• Strategic Sourcing - e-Supplier Rollout (New Service) 2010
• e-procurement (New Service) 2010-2011

Slide 13

Agenda

• Introductions
• Communications and Governance
• CORE Team Responsibilities
• Project Portfolio (3 year plan)
• Current Project Status

Slide 14

Portfolio/Project Framework

Portfolio (3 Year Plan)

• Maintain
• Operational Improvements
• Define/Implement Services

Project Framework

Concept

• Identifies a project idea, potential benefits and initial scope

Initiation

• Defines and authorizes a project obtains budgetary estimates
• +/-50% Plan Updated Portfolio and Scorecard

Planning

• Defines objectives and plans the course of action required to attain the objectives
• +/-15% Plan Updated Portfolio and Scorecard

Execution

• Integrates people and other resources to carry out the plan
• Updated Scorecard, Monthly Status

Close

Slide 15

CORE Opportunity Map

classification is indicated by the following labels: concept (shown visually in aqua), initiation (shown visually in blue), planning (shown visually in yellow), execution (shown visually in green) and close (shown visually in red). Project type is shown visually by a red border (non-PeopleSoft).

Assets

• Asset Mgmt Pilot (Execution) - 2009-2010
• Asset Mgmt Rollout (Planning) 2010
• Scanning and Bar Coding (Initiation) 2010-2011
• Asset Mgmt Rollout (Concept) 2010-2011

Supply Management Chain

• Integrated Item Maintenance (Execution) 2009-2010
• Inventory ODOT (Execution) 2009-2010
• Inventory Implementation (Concept) 2010
• Inventory Rollout (Concept) 2010
• Inventory Rollout (Concept) 2011

Financial Management

• Apply Bundles (Close) 2009
• Travel Expense EFT (Close) 2009
• Backfill Developers (Execution) 2009
• Accel OSF/ODOT AR/BI (Execution) 2009-2010
• Deposits (Execution) 2009-2010
• AP Workflow (Planning) 2010
• AR Billing Rollout (Concept) 2010
• Treasury (Initiation) 2010
• Apply Bundles 2010 (Concept) 2010
• eBill Pay (Initiation) 2010
• Expense Module (Initiation) 2010
• PCard (Concept) 2011
• Voucher Build (Concept) 2011
• Financials Upgrade (Concept) 2011

Enterprise Service Automation

• GPC Pilot – ODOT/OESC (Execution) 2009-2010
• GPC Pilot – ODOC/DEQ (Planning) 2010
• Grant/Project/Contracts Other Pilot (Planning) 2010
• Grant/Project/Contracts Rollout (Concept) 2011

Human Capital Management

• HCM V9.0 (Close) 2009
• Employee Self Service Pilot (Close) 2009
• Commitment Accounting (Close) 2009
• Enterprise Learning Mgmt - DEQ (Close) 2009
• Time and Labor Pilot (Execution) 2009-2010
• Employee Self Service Rollout (Execution) 2009
• T&L Manager Self Service (Execution) 2009-2010
• Time and Labor Rollout (Planning) 2010
• Higher Education Interface (Planning) 2010
• Commitment Accounting Rollout (Concept) 2010
• Apply Bundles 2010 (Concept) 2010
• T&L Mgr Self Service Rollout (Concept) 2010
• Enterprise Learning - Rollout (Concept) 2010
• Org Publisher (Concept) 2010
• Leave Request Approval (Concept) 2011
• Apply Bundles (Concept) 2011

Other

• Archiving Phase 1, non-PeopleSoft (Close) 2009
• ARRA (Close) 2009
• Open Books Phase 2, non-PeopleSoft (Initiation) 2009
• Grants Provisioning (Planning) 2009-2010
• Licensing, non-PeopleSoft (Planning) 2010
• Business Intelligence (Planning) 2010
• ARRA Transparency (Concept) 2010
• Archiving Phase 2, non-PeopleSoft (Concept) 2010
• Govt Risk & Compliance (Concept) 2010
• Training Web Delivery (Concept) 2010-2011
• Address Scrubbing Software, non-PeopleSoft (Concept) 2011
• Budget (Concept) 2011

Supplier Relationship

• Strategic Sourcing/E-Supplier, non-PeopleSoft  (Close) 2009
• Strategic Sourcing - e-Supplier Rollout (Concept) 2010
• e-procurement (Concept) 2010-2011

Slide 16

Projects in Close/Execution Delivery Schedule

Classification is indicated by the following labels: execution (shown visually in yellow) and close (shown visually in green).

• HCM 9.0 Upgrade (Close, January 2009)
• Travel expense EFT (Close, January-March, April, June and August 2009; Execution, October and December 2009 and February, April and June 2010)
• Employee Self Service (Close, January-February 2009)
• Strategic Sourcing (Close, January-February 2009)
• Phase II Fit Gap (Close, January-June 2009)
• Finance Bundles (Close, April-August 2009)
• Learning Mgt DEQ (Close, March-August 2009)
• Archiving (Close, August 2009-May 2010)
• ARRA (Close, January-September 2009)
• Commitment Acctg (Close, April-October 2009)
• OSF/ODOT AR/BI (Close, July-November 2009)
• Time and Labor (Execution, April-December 2009, January and April 2010)
• T&L Mgr Self Service (Execution, September 2009-January 2010)
• Deposits (Execution, July 2009-January 2010)
• Item Maint (Execution, August 200-February 2010)
• Backfill Devel Support (Execution, June 2009-April 2010)
• ODOT GPC (Execution, June 2009-May 2010)
• Asset Mgmt Pilot (Execution, June 2009-May 2010)
• INV ODOT (Execution, August 2009-May 2010)

Slide 17

Projects in Planning Schedule

Classification is indicated by the following label: planning (shown visually in red).

• Asset Mgmt Rollout (August 2009-October 2009)
• AP Workflow (July 2009-October 2009)
• Higher Education interface (April 2009-October 2009)
• Grants provisioning (january 2009-October 2009)
• Grant/project/contract other pilot agency (July 2009-November 2009)
• Enterprise Learning Mgmt Rollout (January 2010-March 2010)
• Licensing (January 2009-March 2010)

Slide 18

Agenda

• Introductions
• Communications and Governance
• CORE Team Responsibilities
• Project Portfolio (3 year plan)
• Current Project Status
• Issues

Slide 19

Slide 20

Agenda

• Introductions
• Communications and Governance
• CORE Team Responsibilities
• Project Portfolio (3 year plan)
• Current Project Status
• Issues
• Feedback and Questions