Business Application Services (CORE) Publications - Financials Advisory Board Meeting April 12, 2012

The following is a text transcript of the presentation made at the Business Application Services (CORE) Oklahoma Financials Advisory Board (FAB) meeting in April 2012.

Slide 1

Financials Advisory Board

April 12, 2012

Slide 2

Agenda

• Welcome/Members
• Project Updates
• Issues
• Metrics
• Updates - Closed/Targets/Watch
• Feedback and Questions
• Other

Slide 3

Agenda

• Welcome/Members

Slide 4

Office of State Finance (OSF) Group Contact Information

• Jennie Pratt - (405) 521-6160 - jennie.pratt@osf.ok.gov
• Patricia Garcia - (405) 522-6855 - patricia.garcia@osf.ok.gov
• Jim Bresemann - (405) 522-1762 - james.bresemann@osf.ok.gov
• Ronney Maxwell - (405) 522-1744 - ronney.maxwell@osf.ok.gov
• Danny Fitzpatrick - (405) 522-3971 - danny.fitzpatrick@osf.ok.gov

Slide 5

Financials Advisory Board Members

• Suzen Rodesney - Department of Mines
• Tom James - Department of Corrections (Corrections)
• Pam Leuty - Corrections
• Lisa McKim - Department of Tourism
• Cindy Hughes, Department of Public Safety (DPS)
• Steve Coffman - Conservation Commission
• Travis Monroe - Office of the State Treasurer (Treasurer)
• Lisa Hayes - Real Estate Commission
• Grace Brown - Department of Health
• Chelley Hilmes - Oklahoma Department of Transportation (ODOT)
• Marilyn Capps - Office of Personnel Management (OPM)
• Karen Walllis - ODOT
• Mary Reznicek - Oklahoma State Bureau of Investigation (OSBI)
• Eddie Lee - Department of Rehabilitative Services
• Jim Aulgur - Career Tech

Slide 6

Agenda

• Project Updates

Slide 7

Projects Completed Since Last FAB

• Licensing-Accountancy Board: Schedule, green; Budget, green

Slide 8

Current Projects

• Grants/Projects/Contracts/Inventory ODOT (Oklahoma Department of Transportation)
• PeopleSoft Extract Staging Environment
• IT Consolidation
• Grants Provisioning - Commerce
• Grants Provisioning - Tobacco Settlement Endowment Trust (TSET)
• Grants Provisioning - District Attorneys Council (DAC)
• Grants Provisioning - Oklahoma Center for the Advancement of Science and Technology (OCAST)
• Grants Provisioning - EDGE
• Grants Provisioning - Oklahoma Office of Homeland Security (OKOHS)
• Licensing - Department of Health
• Licensing - Construction Industries Board (CIB)
• Grants Provisioning - Office of State Finance (OSF)

Slide 9

• Licensing - Pet Breeders
• Licensing - Real Estate Commission
• Licensing - Long Term Care Administration
• Oklahoma State Department of Health - Phase II Environment
• ACES Replacement - Treasury
• Office of State Treasurer (OST) Cash Management
• Electronic Vendor Payments (HB 1086)

Slide 10

Business Application Services

Images of a flow chart showing opportunities, phase and status for three-year period. Updated March 3, 2011

Assets

• 2011
  • Asset Management Rollout Tax Commission, execution
• 2012
  • Scanning and bar coding, planning
  • Asset Management Rollout, concept

Supply Chain Management

• 2011
  • Inventory ODOT, execution
• 2012
  • Inventory Rollout, concept
• 2013
  • Inventory Rollout, concept

Financial Management

• 2011
  • Treasury General Ledger (GL), close
  • Expense Module, planning
  • P-Card Bank of America (BOA), Transition, close
  • 3% Backup Withholding, concept
  • Backfill Developers, Execution
• 2012
  • Voucher Build, concept
  • Budget Upgrade, concept
  • Backfill Developers, concept
  • Financials Upgrade, concept
  • Treasury Module, concept
  • eBill Pay, initiation
• 2013
  • Backfill Developers, concept
  • P-Card Module, concept

Enterprise Service Automation

• 2011
  • Department of Mines GPC/AR/BI, execution
  • Broadband GPC/AR/BI, execution
  • Grants/Projects/Contracts (GPC) ODOT, execution
• 2012
  • GPC, Accounts Receivable/Business Intelligence Rollout, initiation
• 2013
  • GPC Rollout, concept

Human Capital Management (HCM)

• 2011
  • Enterprise Learning Rollout, execution
  • Human Resources (HR) Dashboard and new Functions, concept
  • Absence Management, concept
  • Manager Self Service (MSS) rollout, concept
  • Higher Education Interface, execution
  • ODOT Time and Labor Manager Self Service (MSS), execution
• 2012
  • Enterprise Learning Rollout, concept
  • MSS Rollout, concept
  • Apply HCM Bundles, concept
• 2013
  • Organization Publisher, initiation
  • Enterprise Learning Rollout, concept
  • E-Performance, concept

Other

• 2011
  • OpenBooks Phase III, close
  • Data Staging Area, close
  • Data.gov, close
  • Business Intelligence Financial Analytics, planning
  • Grants Provisioning, planning
• 2012
  • Licensing, planning
  • Licensing Rollout, concept
  • Grants Provisioning Rollout, concept
• 2013
  • Archiving Phase 2, concept
  • Governmental Risk and Compliance, concept
  • Training Web Delivery, concept
  • Portal - PeopleSoft Sign-on Consolidation, concept

Supplier Relationship

• 2012
  • e-Procurement, concept
  • Business Intelligence Purchase Order Analytics, concept

Slide 11

Agencies on GPC/AR/Billing

• Department of Environmental Quality
• Department of Commerce
• Employment Security Commission
• Department of Mines
• OSF Broadband
• Water Resources Board

Slide 12

Agencies on Assets

• Department of Mental Health
• Department of Environmental Quality
• Tax Commission
• Police Pension
• Department of Commerce
• Employment Security Commission
• Department of Transportation
• Department of Security
• Uniform Building Code Commission
• Commercial Pet Breeders Board
• OSF

Slide 13

Agencies on Inventory

• Department of Mental Health

Slide 14

Agenda

• Issues

Slide 15

Issues

Slide 16

Agenda

• Metrics

Slide 17

Planned Enhancement Service Requests On Time Completion

Based on 2-month Plan

• January (Financials): completed, 18; not completed, 7.
• February (HCM):  completed 9; not completed 2; 82 percent; unplanned completed 22.
• March (FIN): completed 26; not completed 7; 79 percent; unplanned completed 3.
• April (HCM); .
• May (FIN):
• June (HCM):
• July (FIN):
• August (HCM):
• September (FIN):
• October (HCM)
• November (FIN):
• December (HCM):

Slide 18

2012 Business Application Services Enhancement Service Requests

• January: Pending, 76 technical, 16 functional; Development, 36 technical, 2 functional; UAT, 4 technical, 1 functional; Closed, 43 technical,  1 functional.
• February: Pending, 82 technical, 18 functional; Development, 37 technical, 2 functional; UAT, 8 technical, 1 functional; Closed, 25 technical,  1 functional.
• March: Pending, 86 technical, 19 functional; Development, 36 technical, 3 functional; UAT, 6 technical, 1 functional; Closed, 44 technical.
• April:
• May:
• June:
• July:
• August:  
• September:
• October:
• November:
• December:

Slide 19

Agenda

• Updates - Closed/Targets/Watch

Slide 20

Updates - Completed Items

Completed Items - Review List

• 33 items to be completed in the new reporting period
• Status
  • 26 items from list completed
  • 7 items from list not completed
  • 3 item completed after target date
• 29 total items completed

Slide 21

Update - 60-Day Target Items

60-Day Target Items - Review List

• Discussion - Questions/proposed changes/clarification

Slide 22

Update - Watch Items List

Watch Items - Review List

• Discussion - Questions/proposed changes/clarification

Slide 23

Agenda