Business Application Services (CORE) Publications - Financials Advisory Board Meeting October 18, 2012

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

Slide 1

Financials Advisory Board

October 18, 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) Avisory Group Contact Information

• Mike Hedrick - (405) 522-1714 - mike.hedrick@omes.ok.gov
• Fred Cantrell- (405) 522-1757 - fred.cantrell@omes.ok.gov
• Lisa McKeithan - (405) 521-3722 - lisa.mckeithan@omes.ok.gov
• Scott Schlotthauer- (405) 521-2115 -scott.sclotthauer@omes.ok.gov
• Steve Hagar - (405) 522-3369 - steve.hager@omes.ok.gov
• Jennie Pratt - (405) 521-6160 - jennie.pratt@omes.ok.gov
• Patricia Garcia - (405) 522-6855 - patricia.garcia@omes.ok.gov
• Jim Bresemann - (405) 522-1762 - james.bresemann@omes.ok.gov
• Ronney Maxwell - (405) 522-1744 - ronney.maxwell@omes.ok.gov
• Danny Fitzpatrick - (405) 522-3971 - danny.fitzpatrick@omes.ok.gov

Slide 5

Financials Advisory Board Members

• Suzen Rodesney - Department of Mines
• Tom James - Department of Corrections (Corrections)
• Lisa McKim - Department of Tourism
• Cindy Hughes, Department of Public Safety (DPS)
• Lisa Hayes - Real Estate Commission
• Grace Brown - Department of Health
• Chelley Hilmes - Oklahoma Department of Transportation (ODOT)
• Karen Walllis - ODOT
• Eddie Lee - Department of Rehabilitative Services
• Jim Aulgur - Career Tech
• Amanda Stork - Oklahoma Water Resources Board (OWRB)
• Loren Turner - Office of State Finance (OSF)
• Lori Hou - Oklahoma Employment Security Commission (OESC)
• Monte Boyce - Department of Environmental Quality (DEQ)
• Stacie Willis - Department of Commerce
• Vernon Glover - Oklahoma State Bureau of Investigation (OSBI)
• Tina Hick - Corrections

Slide 6

Agenda

• Project Updates

Slide 7

Projects Completed Since Last FAB

Slide 8

Current Projects Page 1

• 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 - Oklahoma Office of Homeland Security (OKOHS)
• Licensing - Department of Health
• Licensing - Construction Industries Board (CIB)

Slide 9

• Grants Provisioning - OKOHS
• Grants Provisioning - Oklahoma State Department of Health (OSDH)
• Licensing - Real Estate Commission
• Oklahoma State Department of Health - Phase II
• ACES Replacement - Treasury
• Office of State Treasurer (OST) Cash Management
• Electronic Signatures
• eProcurement Statewide Rollout
• Strategic Sourcing/Reverse Auctioning

Slide 10

Agencies on GPC/AR/Billing

• Department of Environmental Quality
• Department of Commerce
• Employment Security Commission
• Department of Mines
• OSF BroadBand
• OWRB
• Capitol Improvement Authority - Accounts Receivable (AR)/Billing

Slide 11

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 12

Department of Mental Health

Slide 13

Business Application Services

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

Asset & Inventory

• 2012
  • Asset Management Rollout, concept
  • Inventory, ODOT, execution
• 2013
  • Scanning and bar coding, planning
  • Asset Management Rollout, concept
  • Inventory Rollout, concept

Procure to Pay

• 2012
  • Electronic Vendor payment, execution
  • E-procurement IT Pilot, execution
  • Item ID Cleanup, concept
  • Vendor Cleanup, concept
  • E-Procurement IT Rollout, planning
  • E-Procurement Statewide, concept
• 2013
  • Invoice Matching, concept
  • Receiving, concept
  • AP Workflow, concept
  • Strategic Sourcing, concept
  • Central Pay, concept
  • Voucher Build, planning
  • Electronic Pay to Vendors, concept
• 2014
  • Expense Module, planning
  • Catalog Management, planning
  • Procurement Analytics, concept
  • P-Card Module, concept

Transparency

• 2012
  • School District Transparency, close
  • Expense Report and Revolving Funds, close
  • Documents.Gov - Forms.Gov, execution
  • Business OK.Gov, concept

Enterprise Service Automation

• 2012
  • Health Department GPC Analysis, close
  • GPC/AR/BI OSF, execution
  • Auditor and Inspection GPC, concept
  • GPC/AR/BI ODOT, execution
  • OSBI GPC, concept
• 2013
  • Health Department GPC AR/BI, planning
  • Health Order Management, planning
  • GPC/AR/BI Rollout, concept
  • Project Analytics, planning
• 2014
  • GPC Rollout, concept

Hire to Retire

• 2012
  • Move ISD 2/1/12 People, close
  • Corrections HR Replacement, execution
  • Higher Education Interface, execution
  • ODOT Time and Labor Manager Self Service (MSS), execution
• 2013
  • Hire to Retire HR Processing, planning
  • Employee Self Service, execution
  • Manager Self Service, execution
• 2014
  • Enterprise Learning Management (ELM) III, planning
  • HCM Upgrade, planning

Other

• 2012
  • Licensing Oklahoma Accountancy Board (OAB), close
  • Financial Analytics, close
  • Grants Homeland Security, execution
  • Licensing Construction Industries Board (CIB), execution
  • Grants DAC, execution
  • Grants, Commerce, execution
  • Licensing Pet Breeders, planning
  • Grants TSET, execution
• 2013
  • Grants OCAST, planning
  • Licensing Real Estate Commission, concept
  • Licensing Dentistry Board, concept
  • Grants PS Interface, execution
  • Licensing, Labor Department, concept
  • Licensing Consumer Credit, concept
  • Licensing Agriculture Department, concept
  • Budget Upgrade, planning
  • Grants OSF, concept
  • Licensing Board of Social Workers, concept
  • Grants Department of Public Safety, concept
  • Licensing Long Term Care, concept,
  • Licensing Nursing, concept
• 2014
  • Licensing Rollout, concept
  • Grants Provisioning Rollout, concept
  • Financials Upgrade, planning

Treasury

• 2012
  • Cash Management, execution
  • Bottom Line, execution
• 2013
  • Treasury Work Station, concept

Slide 14

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 15

Agenda

• Issues

Slide 16

Issues

Slide 17

Agenda

• Metrics

Slide 18

Planned Enhancement Service Requests On Time Completion

Based on 2-month Plan

• January (Financials): completed, 18; not completed, 2; 90 percent; unplanned completed 8.
• 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): completed 10; not completed 3; 77 percent; unplanned completed 9.
• May (FIN): completed 19; not completed 4; 83 percent; unplanned completed 6.
• June (HCM): completed 11; not completed 3; 79 percent; unplanned completed 5.
• July (FIN): completed 17; not completed 4; 81 percent; unplanned completed 5.
• August (HCM): completed 13; not completed 5; 72 percent; unplanned completed 11.
• September (FIN): completed 15; not completed 4; 79 percent; unplanned completed 8.
• 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: Pending, 82 technical, 12 functional; Development, 40 technical, 3 functional; UAT, 8 technical, 1 functional; Closed, 20 technical, 1 functional.
• May: Pending, 91 technical, 22 functional; Development, 37 technical, 5 functional; UAT, 8 technical, 2 functional; Closed, 20 technical, 1 functional.
• June: Pending, 96 technical, 24 functional; Development, 41 technical, 3 functional; UAT, 10 technical, 2 functional; Closed, 17 technical, 2 functional.
• July: Pending, 118 technical, 21 functional; Development, 33 technical, 1 functional; UAT, 12 technical, 2 functional; Closed, 25 technical, 5 functional.
• August:  
• September:
• October:
• November:
• December:

Slide 19

Agenda

• Updates - Closed/Targets/Watch

Slide 20

Updates - Completed Items

Completed Items - Review List

• 19 items to be completed in the new reporting period
• Status
  • 15 items from list completed
  • 4 items from list not completed
  • 8 unplanned items completed after target date
• 23 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

• Feedback and Questions

Slide 24

Other