The following is a text transcript of the presentation made at the BASS (CORE) Oklahoma Business Services Project Review (BSPR) meeting in July 2011.
Business Application Services Project Review July 27, 2011
Next BASPR August 31, 2011
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.
Functional Payroll / HCM
Technical Payroll / HCM
|July 2010||August 2010||Sept 2010||Oct 2010||Nov 2010||Dec 2010||Jan 20110||Feb 2011||March 2011||April 2011||May 2011||June 2011|
|Summary||Total Problems||Resolved or Resolution in Process||Investigating||Resolved by Future Functionality||DR to be Created||Monitor|
|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|
|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|
|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|
|E-procurement||Supplier Relationship Management||Concept||52|
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.
Replace Treasurer's ACES warrant tracking system.
Backfill Developers for Enhancement Service Requests
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.
|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|
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.
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.
ELM Phase III rollout includes implementing ELM Self Service, Certification programs and External Learners functionalities.
The licensing system will allow the Oklahoma Accountancy Board to manage their licensing and permit applications, renewals, continuing professional education, testing and compliance management.
The licensing system will allow the Construction Industries Board to manage their licensing and permit application, renewals, continuing education, testing and compliance management.
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.
|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|
|Historical Data for Groups A, B and C loaded.||12/6/2010||7/31/2011|
Phase II Modules
|Environment Setup and ETLs||6/30/2011|
|Report and Dashboard Development||6/15/2011||8/15/2011|
|Signed off on scope - list of tables||7/15/2011|
|Commitment Control (0697)||7/25/2011||9/13/2011|
|Monitor and Control||4/1/2012||6/15/2012|
|Monitor and Control||4/1/2012||6/15/2012|
|Prepare for Integration Testing||7/25/2011||9/7/2011|
|Prepare for and Perform User Acceptance Testing||11/7/2011||1/18/2012|
|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|
|Post Production Support||2/6/2012||4/25/2012||Support||Lead||Support|
Open Bugs by Week Ending Date
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
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.
|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|
1) DCS wants to move forward with the Sciquest project. There are still several outstanding issues that need to be resolved on this project:
|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.|
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).
Return Cart to Create & Validate Requisition
Create PO, Encumber Funds to Imported from ERP.
Send Via: Cxml, EDI, Email, Fax and Portal
Accept E-Invoice: Cxml, EDI and Portal to
Enter Receipt to Approve and Match to (Match) & Pay Invoice
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).
Auth. Interface/LDAP or Similar or
Create Req or
Shop Hosted Catalogs, Punch Out Catalogs, Stockroom Items, Custom Forms or Non Catalog
Financial Approvals, EH&S Approvals, and Custom Approvals and Validate & Budget Check
Auto to Enhanced Manual, Create Po to Encumbered Funds
Send Via: Cxml, EDI, Email, Fax and Portal
Accept E-Invoice: Cxml, EDI and Portal to Approve and Match to Enter Receipt to (Match) & Pay Invoice