Business Application Services (CORE) Publications - Business Application Services Project Review July 27, 2011

The following is a text transcript of the presentation made at the BASS (CORE) Oklahoma Business Services Project Review (BSPR) meeting in July 2011. 

Slide 0

Business Application Services Project Review July 27, 2011
Next BASPR August 31, 2011

Slide 1

Agenda

Slide 2

Project/Enhancement Service Level Dashboard

• Link to Dashboard

Slide 3

Operations Service Level Dashboard

• Link to Dashboard

Slide 4

Shared Business Services - Completed Projects

• OpenBooks Phase III: Schedule, Green; Budget, Green; Quarter 1.
• Treasury General Ledger: Schedule, Green; Budget, Green; Quarter 1.
• Asset Management Rollout - Tax Commission: Schedule, Green; Budget, Green; Quarter 1.
• Data.ok.gov: Schedule, Green; Budget, Green; Quarter 2.
• Department of Mines Grants, Projects, Contracts (GPC), Accounts Receivable (AR), Billing (BI): Schedule, Green; Budget, Green; Quarter 2.
• Broadband GPC/AR/BI: Schedule, Green; Budget, Green; Quarter 2.
• Technical Backfill Fiscal Year 2011: Schedule, Green; Budget, Green; Quarter 2.
• Water Resource Board - GPC/AR/BI: Schedule, Green; Budget, Green; Quarter 2.
• Employee Learning Management (ELM) Phase II: Schedule, Green; Budget, Green; Quarter 3.

Slide 5

Project Completed Since Last Project Review

• Water Resources Board - GPC/AR/BI: Schedule, Green; Budget, Green.
• Technical Backfill FY 11; Schedule, Green; Budget, Green.

Slide 6

Business Application Services Functional & Technical Resource Utilization

Second Quarter

Service Group: Functional Financials (6 Full Time Equivalent); Help Desk, 1.8 FTE; Enhancement, .12 FTE; Administration, .8 FTE; Projects, 3.28 FTE.

Service Group: Functional Payroll / Human Capital Management (HCM) 9 FTE; Help Desk, 3.3 FTE; Enhancement, 1.4 FTE; Administration, 1.7 FTE; Projects, 2.6 FTE.

Service Group: Technical Financials (9 FTE); Help Desk, 3 FTE; Enhancement, 2.5 FTE; Administration, 1.9 FTE; Projects, 1.6 FTE.

Service Group: Technical Payroll (5 FTE); Help Desk, 1.6 FTE; Enhancement, 2 FTE; Administration, .8 FTE; Projects, .7 FTE.

Slide 7 

Business Application Services Functional Resource Utilization

Demand in Second Quarter by Service Group and Service Type

Functional Financials

• Incident Problem - Assistance Service Request (IP-ASR); Actual, 30 percent; Target, 22 percent.
• Enhanced Service Request (ESR); Actual, 2 percent; Target, 10 percent.
• Projects; Actual, 55 percent; Target, 50 percent.
• Administration; Actual, 12 percent; Target, 18 percent.

Functional Payroll / HCM

• IP-ASR; Actual, 38 percent; Target, 39 percent.
• ESR; Actual, 13 percent; Target, 10 percent.
• Projects; Actual, 29 percent; Target, 32 percent.
• Administration; Actual, 19 percent; Target, 19 percent.

Slide 8

Business Application Services Technical Resource Utilization

Demand in Second Quarter by Service Group and Service Type

Technical Financials

• IP-ASR; Actual, 32 percent; Target, 54 percent.
• ESR; Actual, 29 percent; Target, 10 percent.
• Projects; Actual, 18 percent; Target, 18 percent.
• Administration; Actual, 21 percent; Target, 18 percent.

Technical Payroll / HCM

• IP-ASR; Actual, 31 percent; Target, 45 percent.
• ESR; Actual, 39 percent; Target, 10 percent.
• Projects; Actual, 39 percent; Target, 25 percent.
• Administration; Actual, 13 percent; Target, 19 percent.

Slide 9

2011 Business Application Services Change Request On Time (Detail)

• January (Financials (FIN)): completed, 9; not completed, 3; percentage, 75%; unplanned completed, 10.
• February (Human Capital Management (HCM)): completed, 64; not completed, 13; percentage, 83%; unplanned completed, 15.
• March (FIN): completed, 12; not completed, 7; percentage, 63%; unplanned completed, 12.
• April (HCM): completed, 27; not completed, 5; percentage, 84%; unplanned completed 13.
• May (FIN): completed, 18; not completed, 3; percentage, 86%; unplanned completed 17.
• June (HCM): completed, 24; not completed, 4; percentage, 86%; unplanned completed, 10.

Slide 10

2011 Business Application Services Enhancement Service Requests

• January 2011: Pending, 86 Technical, 29 Functional; Development, 86 Technical, 8 Functional; User Access Testing (UAT), 30 Technical, 1 Functional; Closed, 12 Technical, 53 Functional.
• February 2011:  Pending, 78 Technical, 22 Functional; Development, 25 Technical, 8 Functional; UAT, 10 Technical, 3 Functional; Closed, 10 Technical, 4 Functional.
• March 2011: Pending, 86 Technical, 21 Functional; Development, 25 Technical, 8 Functional; UAT, 8 Technical, 2 Functional; Closed, 8 Technical, 1 Functional.
• April 2011: Pending, 85 Technical, 21 Functional; Development, 31 Technical, 11 Functional; UAT, 15 Technical, 1 Functional; Closed, 23 Technical, 7 Functional.
• May 2011: Pending, 75 Technical, 22 Functional; Development, 21 Technical, 9 Functional; UAT, 21 Technical; Closed, 41 Technical, 4 Functional.
• June 2011: Pending, 66 Technical, 22 Functional; Development, 22 Technical, 8 Functional; UAT, 10 Technical; Closed, 26 Technical, 1 Functional.

Slide 11

Problem Management SQL Requests

SQL Requests July 2010 to June 2011

	July 2010	August 2010	Sept 2010	Oct 2010	Nov 2010	Dec 2010	Jan 20110	Feb 2011	March 2011	April 2011	May 2011	June 2011
CRM	3	0	1	0	0	0	1	0	1	0	1	0
Procurement	0	0	0	0	0	0	0	0	0	2	0	0
HCM	15	17	17	12	16	13	10	6	8	5	10	9
Financial	2	4	8	7	7	6	7	8	3	4	9	9
EPM	1	0	0	0	0	0	0	0	0	0	0	0
Purchasing	0	0	0	0	0	0	0	0	0	0	0	0
ELM	0	0	0	0	0	0	0	0	0	0	1	0

Legend

• CRM - Customer Relationship Management
• HCM - Human Capital Management
• EPM - Enterprise Performance Management
• ELM - Enterprise Learning Management

Slide 12

SQL Problem Management Summary

Summary	Total Problems	Resolved or Resolution in Process	Investigating	Resolved by Future Functionality	DR to be Created	Monitor
Financial	32	21	6	2	0	3
PO	2	1	1	0	0	0
HCM	30	23	3	0	2	2
ELM	1	0	0	0	1	0
Total	65	45	10	2	3	5

Slide 13

Portfolio Priority 1-30

Project Name	Function	Current Project Phase	Priority Within Function
GPC/AR/BI ODOT	Enterprise Service Automation	Execution	1
PeopleSoft Extract Staging Environment	Other	Execution	2
Licensing - Accountancy Board	Other	Planning > Execution	3
Licensing - Construction Industries Board	Other	Planning > Execution	4
Licensing - Health Department	Other	Planning	5
Grants  Provisioning - TSET	Other	Planning	6
Grants  Provisioning - DAC	Other	Planning > Execution	7
Grants  Provisioning - OCAST	Other	Execution	8
Grants  Provisioning - EDGE	Other	Planning	9
Grants  Provisioning - Commerce	Other	Planning	10
Grants  Provisioning - OKOHS	Other	Planning	11
Business Intelligence/Financials Analytics	Other	Execution	12
Higher Education Interface	HCM	Execution	13
Broadband METL	HCM	Execution	14
ACES Replacement	Treasurer	Initiation	15
Treasury - Cash Management	Financial Management	Concept	16
GPC/MSS - Wildlife	Financial Management	Concept	17
GPC - Health Department	Financial Management	Concept	18
GPC - State Auditor and Inspector (SAI)	Financial Management	Concept	19
GPC - Agriculture	Financial Management	Concept	20
Department of Education - Grants Provisioning (consolidation)	Financial Management	Concept	21
Department of Education - Licensing (consolidation)	Financial Management	Concept	22
Department of Education - GPC/AR/Billing/Contracts/Assets/Inventory (consolidation)	Financial Management	Concept	23
Department of Education - Leave & MSS (consolidation)	Financial Management	Concept	24
DPS - Inventory	Supply Chain Management	Concept	25
DPS - MSS & Leave Conversion	HCM	Concept	26
Contracts - Military (might really need GPC)	GPC	Concept	27
Licensing - Real Estate Commission	Licensing	Concept	28
Licensing - Aeronautics Commission	Licensing	Concept	29
Licensing - Board of Architects	Licensing	Concept	30

Slide 14

Portfolio Priority 31-53

Project Name	Function	Current Project Phase	Priority Within Function
Licensing - Department of Labor	Licensing	Concept	31
Licensing - Department of Agriculture	Licensing	Concept	32
Licensing - Pet Breeders	Licensing	Concept	33
Licensing - Consumer Credit	Licensing	Concept	34
Licensing - Licensed Social Workers	Licensing	Concept	35
GPC - Historical Society	Licensing	Concept	36
Department of Mental Health and Substance Abuse Services (DMHSAS) - Grants Provisioning	Other	Concept	37
Oklahoma State Bureau of Investigation (OSBI)  - Billing	Financial Management	Concept	38
GPC - Health Care Authority	Financial Management	Concept	39
Department of Corrections - HCM Functionality	HCM	Planning > Execution	40
Fiscal Year 2012 Technical Backfill	Financial Management / HCM	Planning > Execution	41
Combined Payroll Processing	HCM	Planning > Execution	42
ELM Rollout - Phase III	HCM	Concept	43
Voucher Build	Financial Management	Concept	44
Financials Upgrade	Financial Management	Concept	45
Expense Module	Financial Management	Concept	46
Asset Management - Rollout	Assets	Concept	47
Absence Management	Absence Management	Concept	48
Portal - PeopleSoft Sign On Consolidation	Other	Concept	49
ePAF - Electronic Personnel Action Form	HCM	Concept	50
Licensing Rollout	Other	Concept	51
E-procurement	Supplier Relationship Management	Concept	52
Budget	Other	Concept	53

Slide 15

Projects in Execution Delivery Schedule

• ELM Rollout - August 2010-July 2011
• Business Intelligence - FS Analytics - April-September 2011
• Licensing - Accountancy Board - July 2011-January 2012
• Broadband METL - September 2011-January 2012
• Grants - OCAST - June 2011-February 2012
• PeopleSoft Extract Staging Environment - January 2010-February 2012
• GPC/AR/Billing ODOT - April 2011-February 2012
• Licensing - Construction Industries Board - September 2011-March 2012
• Grants - DAC - October 2011-June 2012
• Higher Education Interface - June 2010-November 2012

Slide 16

Department of Corrections Conversion to PeopleSoft

This project plan exhibits the timeline and effort needed to convert Department of Corrections from Oracle HR and Learning Management System to PeopleSoft HCM system. This plan eliminates the needs for Department of Corrections to upgrade Oracle HR and Oracle Learning Management system. The following benefits will be the result of the project. Functionalities to be used by other agencies, elimination of one instance of Oracle and a step toward IT consolidation.

Milestone Schedule +/- 10%

• Agency Review (Fit Session) plus Roles and Responsibilities (Task, August 2011)
• Design and DR Creation (Task, August-October 2011)
• Development/Unit Testing (Task, August 2011-January 2012)
• Functional Unit Testing (Task, September 2011-January 2012)
• Integration Testing (Task, October-December 2011)
• User Acceptance Testing (Task, October 2011-January 2012)
• Training Manuals and Training (Task, December 2011)
• Go-Live (Milestone, mid-January 2012)
• Post Production Support (Task, late-January 2012)

Project Budget

• External Labor - 1 Functional Consultant, 1 Technical
• Internal Labor - .25 Functional, .5 Technical

Issues/Assumptions

• Functionalities to be used by other agencies:
  • Performance Management Tracking
  • New Employee Survey
  • Additional Job Code Data
  • Tracking of Workers' Comp/Medical Information
  • Tracking of Incentive and Reimbursement payments to employees
• .25 Functional FTE include Alan Binegar and Stacey Bonner
• This project does not include conversion of DOC Time and Leave system
• Estimate Go-Live: mid-January 2012

Slide 17

BAS 2922 - ACES Replacement

Replace Treasurer's ACES warrant tracking system.

Milestone Plan +/- 50%

• Finalize requirements and setup internal environment (Task, August 2011)
• Vendor development (Task, late-August 201)
• Vendor testing (Task, August-September 2011)
• User Acceptance Testing (Task, September-October 2011)
• Post delivery support (Task, September-October 2011)

Initiative Cost

• Software - based on 500 users
• Professional services - 584 vendor hours
• Maintenance - 1-year annual fee based on 500 users
• Internal labor - 192 hours

Issues/Assumptions

• Estimate is based on software and labor only.
• Software and maintenance numbers came from Lee Cosby.
• Labor hours came from vendor's generic plan.
• Timeline based on vendor's generic plan.

Slide 18

BAS - 2930 FY12 Technical Backfill

Backfill Developers for Enhancement Service Requests

Milestone Schedule +/- 10%

• FIN, ELM production support and required enhancements (Task, July 2011-June 201)2
• HCM, ELM, CRM production support and required enhancements (Task, July 2011-June 2012)

Project Budget

• External Labor - 2080 hours
• Internal Labor - 300 hours

Issues

• This is for technical backfill services for Enhancement Service Requests and 30-day post go-live support.
• External backfill staff will be targeted to FIN and HCM.
• External backfill staff could be applied to CRM, ELM and EPM as needed.
• This plan assumes state technical resources average 1-2 hours/day to assist and coordinate external resource activities.

Slide 19

BAS 2606 - OST Cash Management

This project will focus on the implementation of the Cash Management module delivering the functional specifications identified in RFP C.5.2 to include: Bank Sweep, Daily Cash Position, Financial Gateway, Bank Reconciliation, Interface to Treasury Ledger.

Milestone Schedule +/- 10%

• Project Start Up (Milestone, January 1, 2011)
• Business Process Analysis (Task, January 2011)
• Fit Gap, Analysis, Approach Papers (Task, January 2011)
• Development (Task, February-March 2011)
• Integration Testing (Task, February-March 2011)
• User Acceptance Testing (Task, March-April 2011)
• Go-live (Milestone, early-April 2011)
• Post Production Support (April 2011)

Project Budget

• External Labor - 2589 hours
• Internal Labor - 981 hours

Resources	Jan 2011	Feb 2011	March 2011	April 2011	Total
BAS - AR/AP/GL	137	78	76	62	353
DCAR - GL/AR	77	62	60	32	231
DCAR - AP	48	39	38	16	141
BAS - DBA	80	16	16		112
BAS - System Administrator	96	16	16	16	144
BAS Total	438	211	206	126	981

Slide 20

OSF Broadband  METL

In order to fully utilize the functionality of Grants, Projects, Contracts, Accounts Receivable and Billing the actual labor hours an employee spends on a particular project is required. Each employee working on the OCAN project will record actual hours worked into the Time and Labor system against a Project and Activity. This will ensure accurate invoicing and billing by the financial system.

Milestone Schedule +/_ 50%

• Review Configuration (Task, September 2011)
• System/Integration Testing (September-November 2011)
• User Acceptance Testing/Training (Task, November-December 2011)
• Training (Task, January 2012)
• Go-Live, (Milestone, Late-January 2012)
• Post Production Support (Task, February 2012)

Issues/Assumptions

• This Project will be fitted in as time permits in the ODOT implementation schedule.
• Schedule is based on .75 Functional FTE (0.5 HCM and .25 GPC)

Slide 21

Combined Payroll Processing

Consolidating payrolls will save time and will be a tool to use in controlling scheduled timelines for all Shared Service Departments that run payroll processes/reports relating to payroll cycles. DCAR has agreed that this proposed custom front-end process to automate many payroll processing steps is the best method to handle consolidating payroll processing.

Milestone Schedule +/- 10%

• Design and DR Creation (Task, August 2011)
• Development/Unit Testing (Task, August-November 2011)
• Functional Design Review (Task, August-September 2011)
• Functional Unit Testing (Task, September-October 2011)
• System/Integration Testing (Task, October-November 2011)
• Training Manuals and Training (Task, November 2011)
• User Acceptance Testing (Task, December 2011)
• Go-Live (Milestone, mid-December 2011)
• Post Production Support (Task, December 2011)

Issues/Assumptions

• .5 BAS Functional
• .2 OSF BAS Functional
• .5 BAS Technical
• 1 External Functional
• 1 External Technical for Development
• Estimated cost based on external and internal resource
• 2011 go-live possible by using external functional and technical resource

Slide 22

Enterprise Learning Management Rollout - Phase III

ELM Phase III rollout includes implementing ELM Self Service, Certification programs and External Learners functionalities.

Milestone Schedule +/- 10%

• Design Review and DR Creation (Task, September-October 2011)
• Development/Unit Testing (Task, October-December 2011)
• Functional Unit Testing (Task, October-December 2011)
• System/Integration Testing (Task, November-December 2011)
• Training Manuals and Training (Task, November-December 2011)
• User Acceptance Testing (Task, December 2011-January 2012)
• Go-Live (Milestone, mid-January 2012)

Issues/Assumptions

• .5 Internal Functional and 1 External Functional
• .5 Internal Technical and 1 External Technical
• Certification Programs will be used by Department of Transportation, Office of Personnel Management, Department of Rehabilitation Services, Department of Central Services and Oklahoma State and Education Employees Group Insurance Board.
• Department of Corrections may also use Certification Programs if converted from Oracle Learning Management to PeopleSoft ELM.
• If external learners are from other agencies within the state outside of the agency that [indecipherable] training, Self Service must be allowed by other agencies for ELM Self Service to [indecipherable] function.
• External Learners and Certification Programs are required by Department of Central Services [indecipherable] the agency legacy system.

Slide 23

Oklahoma Accountancy Board - Licensing and ePermitting

The licensing system will allow the Oklahoma Accountancy Board to manage their licensing and permit applications, renewals, continuing professional education, testing and compliance management.

Detail Milestone Plan +/- 10%

• Kick-off of implementation (Milestone, early-July 2011)
• FIT/Gap Analysis (Task, July-October 2011)
• Folder Types and Workflow Configuration (Task, October-December 2011)
• System Training (Task, August-December 2011)
• User Acceptance Testing/Signoff (Task, December 2011-January 2012)
• End User Training (Task, January 2012)
• Go-Live (Milestone, mid-January 2012)

Initiative Cost

• Training - Based on SOW hours required.
• Internal Labor - Based on SOW hours required.
• External Labor - Does not contain SOW cost.

Issues

• Interfaces with OTC, OSBI and PeopleSoft AR/Billing have yet to be finalized.
• We have not addressed reporting requirements. May use BI reporting tool.

Slide 24

Construction Industries Board - Licensing and ePermitting

The licensing system will allow the Construction Industries Board to manage their licensing and permit application, renewals, continuing education, testing and compliance management.

Detail Milestone Plan +/- 10%

• Kick-off of implementation (Milestone, early-August 2011)
• Fit/Gap Analysis (Task, August-December 2011)
• Folder Types and Workflow Configuration (Task, December 2011-April 2012)
• System Training (Task, August 2011-February 2012)
• User Acceptance Testing/Signoff (Task, early-April 2012)
• End User Training (Task, April-May 2012)
• Go-Live (Milestone, early-May 2012)

Initiative Cost

• Training - Based on SOW hours required
• Internal Labor - Based on SOW hours required

Issues

• Interfaces with OTC, OSBI and PeopleSoft AR/Billing have yet to be finalized.
• We have not addressed reporting requirements. May use BI reporting tool.

Slide 25

2881 - District Attorneys Council Grants Provisioning

The grant provisioning system will allow DAC to manage the full grants life-cycle including contact management, grant proposal, response, review and award, expenditure tracking as well as audit and compliance management.

Milestone Plan +/- 10%

• Forms and Workflow Configuration
  • JAG (Task, July 2011-March 2012; Milestones, mid-September and mid-November 2011 and mid-January and mid-March 2012)
  • VOCA (Task, August 2011-June 2012; Milestones, mid-October 2011 and mid-February, mid-April and mid-June 2012.
• User Acceptance Testing/Signoff
  • JAG (Task, March 2012)
  • VOCA (Task, June 2012)
• End User Training
  • JAG (Task, mid-March 2012)
  • VOCA (Task, mid-June 2012)
• Go-Live
  • JAG (Milestone, mid-March 2012)
  • VOCA (Milestone, mid-June 2012)

Slide 26

Program Status

HCM

Slide 27

BAS - 1080 Higher Education Payroll

• Status: Red
• Convert higher education agencies from the legacy payroll system to the PeopleSoft system. Re-base line of task and Go-Live dates. Freeze is now in place for all conversion programs.

 Key Activities

Task	Start	Finish
IBM Conversion Programs - 95% complete.	7/1/2010	7/31/2011
Finish HR Interface Debugging/Testing 90% complete.	7/1/2010	9/1/2011
Finish PY Interface Debugging/Testing 80% complete.	9/10/2010	9/1/2011
Addressing File Layout Questions, Reviewing Test Files with Group B (OSU, Connors, Langston, Northeastern, Panhandle, Cameron, UCO)	4/18/2011	8/15/2011
Addressing File Layout Question, Reviewing Test Files with Group A and C (OU, Rose, OU Heath Sciences Center 770 and 771)	6/1/2011	9/1/2011
Integration/UAT - Group B (7 universities)	8/8/2011	9/25/2011
Integration/UAT - Group A & C (4 universities)	9/8/2011	10/23/2011
Group B Go-Live	October 1, 2011	October 31, 2011
Group A & C Go-Live	November 1, 2011	November 30, 2011

Key Overall Issues

Requires Awareness:

August and September are high-volume months for the universities. HR and PY resources are limited. We are currently working with 11 different agencies and we know most of them will not go live this year due to the quality of files we are receiving. Not all universities have submitted files for review and others are taking more than 30 days to submit corrected files. Training completed by August 31, 2011.

Slide 28

BAS - 2637 ELM Rollout

• Status: Green
• Phase II Rollout of ELM to agencies in three groups has been completed. Group A - Department of Career & Technology (800),  ODOT (345),  OSEEGIB (516) - live 12/6/2010
• Group B: OPM (548) live 1/31/2011, State Department of Health (340) - live 3/1/2011
• Group C: OSF (090) and Department of Rehabilitative Services (Rehab) (085) and Department of Central Services (DCS) (580) - Live 5/31/2011

Key Activities

Task	Start	End
Historical Data for Groups A, B and C loaded.	12/6/2010	7/31/2011

Slide 29

Program Status

Financials

Phase II Modules

Slide 30

BAS - 2603 Financials Analytics

• Status: Green
• Setting up environment and configuration.

Key Activities

Task	Start	Finish
Environment Setup and ETLs		6/30/2011
Report and Dashboard Development	6/15/2011	8/15/2011
Testing	8/1/2011	9/16/2011
Go-Live		9/16/2011

Key Overall Issues

Requires Awareness:	Completed ETLs. Will meet with agencies the week of 7/28 to review reports and dashboards. Upgrade to OBIEE 11G. New version of FS Analytics is now certified with OBIEE new version.

Slide 31

BAS - 2675 Data Staging Environment

• Status: Red
• Testing on asset tables has been completed and will be used as the basis for the other tables.

Key Activities

Task	Start	Finish	ODOT Access
Signed off on scope - list of tables		7/15/2011
Assets (0523)	6/25/2010	7/23/2011	7/23/2011
Billing (0512)	7/18/2011	9/13/2011
Contracts (0513)	7/18/2011	9/13/2011
Projects (0514)	7/25/2011	9/13/2011
Inventory (0696)	7/25/2011	9/13/2011
Commitment Control (0697)	7/25/2011	9/13/2011

Key Overall Issues

Requires Awareness:	New baseline for integration with the ODOT plan. All should be ready for integration testing by 9/13/2011. KK table are LARGE

Slide 32

BAS - 2882 Grants Provisioning - OCAST

• Status: Green
• Working on the Intent and Application processes.

Key Activities

Task	Start	End
Application Process	7/25/2011	11/30/2100
Expenditure Reporting	10/15/2011	3/31/2012
Monitor and Control	4/1/2012	6/15/2012
Conversions	11/30/2011	6/15/2012
Monitor and Control	4/1/2012	6/15/2012

Key Overall Issues

Requires Awareness:	Working on detail plan and milestones Working on web presence Defining PeopleSoft requirements

Slide 33

BAS - 2599  GPC AR/BI ODOT

• Status: Red
• Start date for Preparation for Integration Testing was July 25.

Key Activities

Task	Start	End
Prepare for Integration Testing	7/25/2011	9/7/2011
Integration Testing	9/8/2011	11/4/2012
Prepare for and Perform User Acceptance Testing	11/7/2011	1/18/2012
Go-Live	2/2/2012

Key Overall Issues

Requires Awareness:	We are starting Integration Testing without all development complete. There is a risk.

Slide 34

ODOT - Key Deliverables

Task	Begin Date	End Date	Agency	BAS	RAMP
Development - Functional Unit Testing - ODOT	7/1/2010	To Be Determined	Support	Participate	Lead
Regression/Unit Testing - BAS	4/4/2011	To Be Determined	Support	Lead	Support
Update Configuration for Integration Testing	7/18/2011	8/15/2011	Participate	Lead	Support
Prepare for Integration Testing	7/25/2011	9/7/2011	Support	Lead	Support
Perform Integration Testing	9/8/2011	11/04/2011	Support	Lead	Support
Update Configuration for User Acceptance Testing	11/04/2011	11/18/2011	Participate	Lead	Support
Prepare for User Acceptance Testing	11/4/2011	11/18/2011	Support	Lead	Lead
ODOT End-User Training	10/11/2011	12/11/2011	Support	Support	Lead
Perform User Acceptance Testing	11/21/2011	1/12/2012	Support	Support	Lead
FFWA Certification	To Be Determined	To Be Determined	Participate	Support	Lead
System Rollout	1/10/2012	2/5/2012	Support	Lead	Support
ODOT Go-Live	2/6/2012	2/6/2012
Post Production Support	2/6/2012	4/25/2012	Support	Lead	Support

 

Slide 35

Phase II Integration Testing

Open Bugs by Week Ending Date

• Major - Nice, but no critical for going live
• Minor - Not critical for going live
• Major - Must be fixed before UAT and Production
• Crash - Program will not execute.

April 30 - Unit Testing, 1 Major.

May 7 - Unit Testing, 1 Major, 1 Minor.

May 14 - Prep for Integration Testing, 1 Major, 1 Minor.

May 21 - Prep for Integration Testing, 1 Major, 1 Minor.

May 28 - Prep for Integration Testing, 1 Major, 1 Minor.

June 4 - Prep for Integration Testing, 2 Major, 2 Minor. 

June 11 - Prep for Integration Testing, 2 Major, 4 Minor

June 18 - Prep for Integration Testing, 4 Major, 4 Minor

June 25, Prep for Integration Testing, 5 Major, 6 Minor

July 2 - Integration Testing, 4 Major, 2 Minor

July 9, Integration Testing, 4 Major, 2 Minor

July 16, Integration Testing, 1 Major, 1 Minor

July 23, Integration Testing, 1 Major, 1 Minor

Slide 36

ODOT DR Trend

April 30 - Production, 13; Integration Ready, 2; Bug Development, 3; BAS Unit Testing, 27; ODOT Unit Testing, 24; Development, 5, Initiation, 2.

May 7 - Production, 13; Integration Ready, 11; Bug Development, 7; BAS Unit Testing, 24; ODOT Unit Testing, 18; Development, 3; Initiation, 2. 

May 14 - Production, 13; Integration Ready, 26; Bug Development, 16; BAS Unit Testing, 2; ODOT Unit Testing, 16; Development, 3; Initiation, 2.

May 21 - Production, 14; Integration Ready, 32; Bug Development, 13; BAS Unit Testing, 1; ODOT Unit Testing, 14; Development, 4; Initiation, 2.

May 28 - Production, 14; Integration Ready, 35; Bug Development, 11; ODOT Unit Testing, 13; Development, 6; Initiation, 2.

June 4 - Production, 14; Integration Ready, 36; Bug Development, 11;  ODOT Unit Testing, 12; Development, 7; Initiation, 2.

June 11 -  Production, 14; Integration Ready, 38; Bug Development, 10; ODOT Unit Testing, 12; Development, 6; Initiation, 2.

June 18 - Production, 14; Integration Ready, 39; Bug Development, 10; ODOT Unit Testing, 11; Development, 6; Initiation, 4.

June 25 - Production, 14; Integration Ready, 38; Bug Development, 13; ODOT Unit Testing, 13; Development, 4; Initiation, 2.

July 2 - Production, 14; Integration Ready, 49; Bug Development, 5; BAS Unit Testing, 2; ODOT Unit Testing, 10; Development, 4; Initiation, 1.

July 9 - Production, 14; Integration Ready, 55; Bug Development, 4; BAS Unit Testing, 1; ODOT Unit Testing, 7; Development, 3; Initiation, 1.

July 16 - Production, 14; Integration Ready, 59; Bug Development, 2; ODOT Unit Testing, 7; Development, 3.

July 23 - Production, 14; Integration Ready, 59; Bug Development, 2; ODOT Unit Testing, 7; Development, 3.

Slide 37

Business Application Services Program Status

• Within 10% of plan (green indicator)
• Within 20% of plan (yellow indicator)
• Greater than 20% of plan (red indicator)

Project Name / Manager	Current Project Phase	Health Indicator Schedule	Project Phase Start Date	Project Phase Baseline Completion	Project Phase Target Completion	Health Indicator Budget
ELM Rollout Phase II/ Stacy Bonner	Execution > Close	Green	8/1/2011	7/31/2011	7/31/2011	Green
Higher Education Interface - Carol Barton	Execution	Red	4/1/2010	12/31/2011	11/31/2012	Red
GPC/AR/BI ODOT  Kim/Alex	Execution	Red	4/4/2011	2/28/2012	2/28/2012	Red
PeopleSoft Extract Staging Environment  / Lisa McKeithan	Execution	Red	1/14/2010	6/18/2010	2/28/2012	Green
Business Intelligence - FS Analytics / Lisa McKeithan	Execution	Green	4/25/2011	9/16/2011	9/16/2011	Green
Broadband METL / Alex Galley	Execution	Green	9/6/2011	1/31/2012	1/31/2012	Green
Combined Payroll Processing / Hanh Minson	Planning > Execution	Green	6/7/2011	7/29/2011	7/29/2011	Green
FY12 Technical Backfill / Fred Cantrell	Planning > Execution	Green	7/1/2011	6/30/2012	6/30/2012	Green
Department of Corrections - HCM Functionality / Alex	Planning > Execution	Green	8/1/2011	1/15/2012	1/15/2012	Green
ELM Rollout Phase III / Stacy Bonner	Initiation	Green				Green
ACES Replacement / Lee Cosby	Initiation	Green	7/6/2011	7/8/2011	7/8/2011	Green
Licensing - Accountancy Board / Lisa McKeithan	Planning > Execution	Green	7/5/2011	1/15/2012	1/15/2012	Green
Licensing - Construction Industries Board / Lisa McKeithan	Planning > Execution	Green	8/1/2011	3/31/2012	3/31/2012	Green
Licensing - Health Department / Lisa McKeithan	Planning	Red				Green
Licensing - DEQ / Lisa McKeithan	Planning	Red				Green
Grants - DAC / Lisa McKeithan	Planning > Execution	Green	7/18/2011	6/30/2012	6/30/2012	Green
Grants - OCAST / Lisa McKeithan	Execution	Green	6/15/2011	2/17/2012	2/17/2012	Green
Grants - Commerce / Lisa McKeithan	Planning	Red				Green
Grants - Homeland Security / Lisa McKeithan	Planning	Red				Green
Scanning and Barcoding Functionality for Phase II Modules / Jerry	Planning	Green				Green
Budget / Pat Elwood	Initiation	Red	8/2/2010	9/15/2010	3/31/2011	Green

Slide 38

Issues

Issue	Status
1) DCS wants to move forward with the Sciquest project. There are still several outstanding issues that need to be resolved on this project: What analytics solution will we utilize? What is the system of record for requisitions? Integration Project scope and return on investment.	Cherryroad will be on-site the third week of August to give us detailed insight on how Sciquest was integrated at Georgia. Oracle will populate the procurement analytics module with out data so that DCS can determine how this will meet their requirements. OSF, ISD and DCS will work with Cherryroad and Sciquest to obtain a +/- 50% plan and return on investment analysis for this project.
2) We are in the process of determining how to configure the PeopleSoft system to support the ISD consolidation efforts.	Several meetings have been held with Brenda and her staff to discuss accounting requirements the ISD consolidation. A plan will be presented, reviewed and accepted with ISD.
3) The equivalent of 1 consultant (153 hours) has been spent addressing ODOT reconciliation issues. OESC has issues and there are concerns with other agencies.	A meeting with BAS, DCAR and GPC agencies in production will be arranged to determine causes and formulate corrective actions going forward.

Slide 39

Sandwich Scenario, (how to order)  

System of Record (Int. Opt.): Suppliers, Chart of Accounts, Ship to, and Commodity under PSFT ePro and SciQuest.  Has Contract Compliance & Tracking, E-sourcing (Sourcing Director).
 

Spend Director

• Login
• Shop with Punch Out to Spend Director to Non Catalog, Custom Forms, stockroom Items
• Punch out Catalogs to Hosted Catalogs.
  

Requisition Workflow

• Create Requisition
  

Return Cart to Create & Validate Requisition
 

Approve Req

Workflow Approvals

Order Manager

• Create PO

Create PO, Encumber Funds to Imported from ERP.

• Transmit PO
  

Send Via: Cxml, EDI, Email, Fax and Portal
 

Settlement Manager

• Settle

Accept E-Invoice: Cxml, EDI and Portal to

Enter Receipt to Approve and Match to (Match) & Pay Invoice

Slide 40

Full Suite Scenario, (how to order).  Outbound Syncs: Suppliers, Chart of Accounts, Ship To, Commodity  PSFT Finance System and SciQuest.  Has Contract Compliance & Tracking, E-sourcing (Sourcing Director).

Spend Director

• Login

Auth. Interface/LDAP or Similar or
Create Req or
Shop Hosted Catalogs, Punch Out Catalogs, Stockroom Items, Custom Forms or Non Catalog

Requisition Manager

• Create Req to E-Sourcing (Sourcing Director) or
• Approve Req
  

Financial Approvals, EH&S Approvals, and Custom Approvals and Validate & Budget Check

Order Manager

• Create PO
  

Auto to Enhanced Manual, Create Po to Encumbered Funds

• Transmit PO

Send Via: Cxml, EDI, Email, Fax and Portal

Settlement Manager

Settle

Accept E-Invoice: Cxml, EDI and Portal to Approve and Match to Enter Receipt to  (Match) & Pay Invoice