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Home / Customer Portal / Business Application Services Essentials / Publications / Business Application Services (CORE) Business Services Project Review Meeting - June 2011

Business Application Services (CORE) Publications - Business Application Services Project Review June 7, 2011

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

Slide 0

Business Application Services Project Review June 7, 2011
Next BASPR July 27, 2011

Slide 1

Agenda

Slide 2

Project/Enhancement Service Level Dashboard

Slide 3

Operations Service Level Dashboard

Slide 4

Projects Completed Since Last Review

  • Data.ok.gov: Schedule, green; Budget, green.

Slide 5

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.

Slide 6

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.

Slide 7

Problem Management SQL Requests

SQL Requests May 2010 to April 2011
  May 2010 June 2010 July 2010 August 2010 Sept 2010 Oct 2010 Nov 2010 Dec 2010 Jan 2010 Feb 2010 March 2011 April 2011
CRM 0 0 4 0 1 0 0 0 1 0 1 0
DBA/System 0 0 0 7 0 0 0 0 0 0 0 0
HRMS 11 11 11 10 17 12 16 13 10 6 8 5
Financial 7 8 2 4 8 7 7 6 7 8 3 4
EPM 0 0 1 0 1 0 0 0 0 0 0 2
Purchasing 0 2 0 0 0 0 0 0 0 0 0 0

Legend

  • CRM - Customer Relationship Management
  • HRMS - Human Resources Management Systems
  • EPM - Enterprise Performance Management
  • DBA/System - Database

Slide 8

SQL Problem Management Summary
Summary Total Problems Resolved or Resolution in Process Investigating Resolved by Future Functionality DR to be Created Monitor
Financial 26 18 3 2 0 3
PO 2 1 1 0 0 0
HCM 28 22 2 0 2 2
DBA/System 3 3 0 0 0 0
Total 59 44 6 2 2 5

Slide 9

Portfolio Priority
Project Name Function Current Project Phase
Higher Education Interface Human Capital Management (HCM) Execution
Oklahoma Water Resources Board Grants, Projects, Contracts (GPC), Accounts Receivable (AR)/Billing (BI) Enterprise Service Execution
PeopleSoft Extract Staging Environment Other Execution
Treasury Module Financial Management Concept
GPC/AR/BI ODOT Enterprise Service Execution
Licensing - Accountancy Board Other Planning
Licensing - Construction Industries Board Other Planning
Licensing - Health Department Other Planning
Licensing - DEQ Other Planning
Grants  Provisioning Other Planning > Execution
Grants  Provisioning - TSET Other Planning
Grants  Provisioning - DAC Other Planning
Grants  Provisioning - OCAST Other Planning > Execution
Grants  Provisioning - EDGE Other Planning
Grants  Provisioning - Commerce Other Planning
Grants  Provisioning - OKOHS Other Planning
Business Intelligence/Financials Analytics Other Planning > Execution
Broadband METL HCM Planning > Execution
Combined Payroll Processing HCM Initiation > Planning
GPC/MSS - Wildlife Financial Management Concept
Backfill Developers for Production Support and Enhancement 2012 Financial Management/HCM Execution  
Scanning and Bar-coding Functionality for Phase II Modules Assets Concept
Asset Management Rollout Assets Concept
Voucher Build Financial Management Concept
Budget Other Concept
Absence Management Absence Management Concept
Human Resources Dashboard HCM Concept
Portal - PeopleSoft Sign On Consolidation Other Concept
ePAF - Electronic Personnel Action Form HCM Initiation
Expense Module Financial Planning

Slide 10

Portfolio Priority
Project Name Function Current Project Phase
3% Federal Withholding Accounts Payable Concept
Financials Upgrade Financial Management Concept
Manager Self Service Rollout HCM Concept
Inventory - Rollout Other Concept
E-procurement Supplier Relationship Management Concept
GPC - Health Department Financial Management Concept
ODOT Staging Environment - Phase II (Inventory & HCM) Financial Management Concept
GPC - Agriculture Financial Management Concept
Enterprise Learning Management - Rollout - Phase III HCM Concept
Department of Education - Grants Provisioning (consolidation) Financial Management Concept
Department of Education - Licensing (consolidation) Financial Management Concept
Department of Education - GPC/AR/Billing/Contracts/Assets/Inventory (consolidation) Financial Management Concept
Department of Education - Leave & Manager Self Service (consolidation) Financial Management Concept
DPS - Inventory Supply Side Management Concept
DPS - Manager Self Service and Leave Conversion HCM Concept
Contracts - Military (might really need GPC) GPC Concept
Wildlife - MSS HCM Concept
Licensing - Real Estate Commission Licensing Concept
Licensing - Aeronautics Commission Licensing Concept
Licensing - Board of Architects Licensing Concept
Licensing - Department of Labor Licensing Concept
Licensing - Department of Agriculture Licensing Concept
Licensing - Pet Breeders Licensing Concept

Slide 11

Projects in Execution Delivery Schedule

  • Oklahoma Water Resources Board - January-June 2011
  • Fiscal Year 11 Technical Backfill - July 2010-June 2011
  • ELM Rollout - June 2010-July 2011
  • Business Intelligence - FS Analytics - April-September 2011
  • Grants - OCAST - June 2011-March 2012
  • PeopleSoft Extract Staging Environment - February 2010-April 2012
  • GPC/AR/Billing ODOT - May 2011-April 2012
  • Higher Education Interface - April 2010-November 2012

Slide 12

Voucher Build (+/-50%)

Will allow the State to utilize company procurement cards as the method of payment within Purchase Requisitions, Purchase Orders or Accounts Payable. Each employee's credit card information is maintained within the application and PeopleSoft provides an integration point in order to download and reconcile transactions from the card provider. Will also streamline 1099 and transparency reporting for PCard information.

High Level Project Plan

  • Review Current Voucher Build Configuration - July 2012
  • Review and Map Delivered Voucher Build Interface to VFR Interface - July-August 2012
  • Data Requirement Gathering with Agencies - September-October 2012
  • Review and development Business Process - November 2012
  • Configure PeopleSoft for Voucher Build - December 2012
  • Review and Setup Roles - December 2012
  • Testing - January-February 2012
  • Training - March 2012
  • Implementation - Milestone, April 1, 2012
  • Post Production Support - April-May 2012

Issues

  • OSF Resource assumes Patricia Garcia

Slide 13

Detailed Milestone Plan, XXXX - 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 OKCAN 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%

  • Project Start (Milestone, early April 2011)
  • Define Agency Configuration (Task, April 2011)
  • Integration Testing (April-May 2011)
  • User Acceptance Testing/Training (Task, May-June 2011)
  • Perform System Roll-out/Conversion (Task, June-July 2011)
  • Go-Live, (Milestone, July 1, 2011)

Issues

Note: This Project will be fitted in as time permits in the ODOT implementation schedule.

Slide 14

Oklahoma Center for the Advancement of Science and Technology Grants Provisioning Detail Plan

The grant provisioning system will allow OCAST 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 - Task, June 2011 - January 2012
  • User acceptance Testing/Signoff - Task, January-February 2012
  • End User Training - Task, February 2012
  • Go-Live - Milestone,  early February 2012

Issues

  • We have not addressed reporting requirements. May use BI reporting tool.
  • Jessica will be on FMLA for June, July and part of August. Rochelle Quillman well be the backfill.
  • Agency start date may change.

Slide 15

Program Status

HCM

Slide 16

BAS - 1080 Higher Education Payroll

  • Status: Red
  • Convert higher education agencies from the legacy payroll system to the PeopleSoft system. Additional due diligence requested of IBM Mainframe data with program change requests due no later than April 22, 2011. From then on a freeze is in place on conversion programs. Due diligence with all Higher Education institutions has been completed regarding pay cycles. Requests are being made for standardization of pay cycles.
 Key Activities
Task Start Finish
Group C Configuration 5/2/2011 5/31/2011
IBM Conversion Programs - 85% complete. 7/1/2010 7/31/2011
Finish HR Interface Debugging/Testing 85% complete. 7/1/2010 7/31/2011
Complete PY Interface Coding/Debugging/Testing (Integration Testing) - 80% complete 9/10/2010 7/31/2011
Addressing File Layout Question, Reviewing Test Files with Cameron and UCO. 4/18/2011 6/30/2011
System Testing with OSU 4/14/2011 7/31/2011
Integration/UAT for OSU group 08/1/2011 10/31/2011
OSU Group Go-Live - Tentative November November
Key Overall Issues
Requires Awareness:
  • OU go-live has been moved.
  • OSU (includes Langston, Connors, N.E. Oklahoma A&M, Panhandle) HR files looking good. Due to new plan looking at November go-live with OSU Group.
  • State staff programming has not been completed to address multiple checks per claim.
  • HR Testing not allowing same job code with different claim groups per employee.
  • No payrolls from Universities have been loaded, only stage data.
  • No data have been passed to Financials for validation.
  • No state payrolls for employees with POI records have been processed.
  • No Year End Testing has been done.

Slide 17

BAS - 2637 ELM Rollout

  • Status: Green
  • Rollout of ELM to agencies to be completed in three groups. Group A - Department of Career & Technology (800),  ODOT (345),  Oklahoma State and Education Employees Group Insurance Board (OSEEGIB) (516) - live 12/6/2010
  • Group B: Office of Personnel Management (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) - Go-Live 4/30/2011
Key Activities
Task Start End
Department of Agriculture signed up on 5/4/2011. Currently in UAT testing and will be live on the system 5/31/2011. 5/4/2011 5/31/2011
Historical Data for Groups A, B and C loaded. 12/6/2010 7/31/2011
Key Overall Issues
Requires Awareness:
  • DHS has no final decision. DHS has been granted access to LMTST to start looking at configuration, etc., in preparation of Phase II (to include Web Based Learning).

Slide 18

Program Status

Financials

Phase II Modules

Slide 19

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:
  • Experienced some problems with voucher load. Reduced number of business units and timeframe to get it to complete successfully. Will need to work on tuning.

Slide 20

BAS - 2675 Data Staging Environment

  • Status: Red
  • Working on programming changes for Assets. ETA is ready for testing in three weeks. Met with ODOT to discuss a plan for sharing development environment so we can proceed with projects programming and testing.
Key Activities
Task Start Finish ODOT Access
Phase I extracts (6) signed off by ODOT   7/2/2010  
Assets (0523) 6/25/2010 6/30/2011 To Be Determined (TBD)
Billing (0512)   TBD TBD
Contracts (0513)   TBD TBD
Projects (0514) - will test along with roll-out   TBD TBD
Sign-off on Phase II Modules   TBD TBD
Key Overall Issues
Requires Awareness:
  • 13 new asset tables identified by ODOT. Have written a change request for these - ready to route for signatures.

 

Slide 21

BAS - 2860 GPC AR/BI Water Resources Board

  • Status: Green
  • Implements GPC/AR/BI Functionality for the Water Resource Board.
Key Activities
Task Start End
Agency Configuration - 100% Complete 2/1/2011 2/10/2011
Integration Testing - 100% Complete 3/10/2011 4/14/2011
User Acceptance Testing - 10% Complete 6/6/2011 6/24/2011
Go Live 7/1/2011 7/1/2011
Key Overall Issues
Requires Awareness:  

Slide 22

BAS - 2599  GPC AR/BI ODOT

  • Status: Red
  • Weekly status of Unit Testing is being sent to Sponsors. Preparation for Integration Testing is on hold pending completion of Unit Testing.
Key Activities
Task Start End
Unit Testing 4/5/2011 5/5/2011
Prepare for Integration Testing 5/12/2011 6/24/2011
Integration Testing 6/27/2011 8/23/2011
Key Overall Issues
Requires Awareness:
  • Meeting held with Sponsors. Project is currently 3-4 weeks behind.

Slide 23

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, 3 Major.

May 7 - Unit Testing, 5 Major, 3 Minor.

May 14 - Prep for Integration Testing, 6 Major, 5 Minor.

May 21 - Prep for Integration Testing, 6 Major, 6 Minor.

May 28 - Prep for Integration Testing, 6 Major, 8 Minor.

June 4 - Prep for Integration Testing, 7 Major, 14 Minor. 

Slide 24

ODOT - Open Bugs on 6/4/2011

BI (billing) - 1 Major, 1 Minor.

CA (contracts) - 1 Major.

INV (inventory) - 2 Major, 3 Minor.

PC (project costing) - 2 Major, 5 Minor

PO (purchasing) - 1 Major, 5 Minor.

Slide 25

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; BAS Unit Testing, 0; ODOT Unit Testing, 13; Development, 6; Initiation, 2.

June 7 - Production, 14; Integration Ready, 36; Bug Development, 11; BAS Unit Testing, 0; ODOT Unit Testing, 12; Development, 7; Initiation, 2.

 

 

Slide 26

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
FY11 Technical Backfill / Fred Cantrell Execution Green 7/1/2010 6/30/2011 6/30/2011 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
Grants - OCAST / Lisa McKeithan Planning > Execution Green 6/15/2011 2/17/2012 2/17/2012 Green
Licensing / Lisa McKeithan Planning Red 12/1/2008 8/15/2009 4/30/2010 Green
Scanning and Barcoding Functionality for Phase II Modules / Jerry Planning Green       Green
Budget / Pat Elwood Initiation Red 8/2/2010 9/15/2011 3/31/2011 Green
Oklahoma Water Resources Board GPC AR/BI Kim/Alex Execution Green 1/3/2011 5/31/2011 6/24/2011 Green
Combined Payroll Processing / Carol Barton Initiation > Planning Green 4/4/2011 5/31/2011 5/31/2011 Green
ELM Rollout / Stacy Bonner Execution Greed 8/1/2010 7/31/2011 7/31/2011 Green

 

Last Modified on 12/03/2012
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