Business Application Services (CORE) Publications - Executive Board Meeting June 9, 2010

The following is a text transcript of the presentation made at the BAS (CORE) Oklahoma Executive Board meeting in June 2010.

Slide 1

Agenda

• Communications and Governance
• Completed Work (Incident/Service Requests (SR)/Projects
• Project Portfolio (3 year plan)
• Current Project Status
• Issues
• Feedback and Questions

Slide 2

Communications and Governance

Slide 3

Federated Model of The Enterprise

Information Technology Infrastructure Library

Consists of an image of a pyramid showing the three layers.

From top layer down:

• Agency Layer
  • Agency Services
    • Agency Specific Services Remain in Agency
• Enterprise Layer
  • Shared Business Services
    • Centralize Business Services Utilized by Multiple Agencies
• Infrastructure Layer
  • Technology Services
    • Centralize Technology

Slide 4

Shared Business Services

• Green - Implemented
• Yellow - In process
• Blue - Planned

Reporting/Business Intelligence

• Transparency - Green
• Project Analytics - Blue
• Financial Analytics - Blue
• Human Resources - Blue
• Procurement & Spend - Blue

#/#

• First Number - agencies live
• Second Number - agencies in scope

 

Financial Management Systems	Payroll/Human Resources	Other
Extend / Collaborate
Strategic Sourcing - 1/? - Green Employee Self Service - 115/121 - Green ok.gov Portal - Green Accounts Payable Workflow - Yellow Manager Self Service - 1/131 - Green Help Desk Self Service - Blue E-Bill Payment - Blue Enterprise Learning Management - 2/? - Green   E-Supplier - 1/? - Green     Expenses (travel) - Blue     eProcurement - Blue     Transaction / Streamline
General Ledger - 175/175 - Green Human Resources - 132/132 - Green Help Desk - 3/? - Green Purchasing - 130/130 - Green Payroll - 131/131 - Green Licensee - Yellow Account Receivable - 2/40 - Green Higher Education Interface - Yellow Grants Provisioning - Yellow Asset Management - 4/128 - Green Base Benefits - 131/131 - Green   Inventory - Yellow Time and Labor - Yellow   Accounts Payable - 175/175 - Green     Budget - 174/174 - Green     Billing - 2/40 - Green     Projects/Grants/Contracts - Yellow     P-Cards - Blue

 

Slide 5

Governance / Communications Approach

New governance/communications processes have started.

Partner Meeting

• Quarterly Partner Meeting (October, February, June)
• Bi-monthly newsletter (October, December, February, April)
• Monthly status updates (January, February, March, May)
• Next Partner Meeting August

Finance Advisory Board

• Service Request compiled and prioritized 
• Team members identified (see appendix)
• Bi-monthly meeting (January, April, June)
• High level Department of Human Services (DHS) roadmap
• Detail DHS roadmap
• Next Financial Advisory meeting (June)

HR/Payroll Advisory Board

• Service Request compiled and prioritized
• Team members identified
• Bi-monthly meeting (July)

Procurement Advisory Board

• Initial Procure to Pay roadmap developed and reviewed
• Procure to Pay roadmap reviewed and approved with management
• Service Request compiled and prioritized
• Bi-monthly meeting (July)

Slide 6

Agenda

• Communications and Governance
• Completed Work (Incidents/SR/Projects)

Completed Work (Incident, Service Requests (SR), Projects

Slide 7

Team Responsibilities

CORE Team Responsibilities

An image of a pie chart indicating the percentage of time spent on various responsibilities.

Administration: 8 percent

Incident Problem - Assist Service Requests: 17 percent

Enhancement Service Requests: 4 percent

Projects: 71 percent

Resources spend 71 percent of their time on Projects and 29 percent on Support.

Slide 8

State Team Responsibilities

BAS State Team Responsibilities

Administration: 15 percent

Incident Problem - Assist Service Requests: 31 percent

Enhancement Service Requests: 7 percent

Projects: 47 percent

State resources spend 47 percent of their time on Projects and 53 percent on Support.

Slide 9

Incidents and Service Requests

August 2009 - 1,229

September 2009 - 1,398

October 2009 - 1,222

November 2009 - 1,216

December 2009 - 1,281

January 2010 - 1,804

February 2010 - 1,514

March 2010 - 2,250

April 2010 -  2,668

May 2010 - 2,344

The team closes on average 1,700 Support Service Requests or Incidents a month (increase of 200 over last reporting).

Slide 10

Enhancement Service Request - Continuous Improvement

Completed Functional Request

• Problem Management issues completed - 2 Financial/Purchase Order (FIN/PO) and 2 Human Capital Management (HCM)
• Reports and Extracts created or enhanced - 19 FIN/PO and 13 HCM
• Added Comp Time report to Employee Self Service so employees can access the data without involvement from their Human Resources department.
• Enhanced security in Employee Self Service password resets
• Assisted with the Total Compensation process for 2010
• Improvements to Leave Accrual Processing - will reduce agency user errors
• Numerous enhancements to the Enterprise Learning Management (ELM) module
• Tested Tax Update A
• Made enhancements/corrections to programs relating to recently completed projects (Deposits and Asset Management)

Completed Development Request

• August 2009 - 6
• September 2009 - 16
• October 2009 - 14
• November 2009 - 12
• December 2009 - 8
• January 2010 - 16
• February 2010 - 9
• March 2010 - 17
• April 2010 -  19
• May 2010 - 22

Slide 11

Completed Projects

Since last Partner Meeting

• ARRA Transparency: Schedule, green; Budget, green.
• Manager Self Service Pilot: Schedule, red; Budget, green.
• Employee Self Service Rollout: Schedule, green; Budget, green.
• Asset Management Pilot: Schedule, green; Budget, green.
• HCM Function Enhance: Schedule, green; Budget, green.
• Oklahoma Employment Security Commission Phase 2 (Grants/Projects/Contracts/Accounts Receivable/Billing): Schedule, Green; Budget, green.

Slide 12

Agenda

• Communications and Governance
• Completed Work (Incident/SR/Projects)
• Project Portfolio (3 year plan)

   Slide 13 

Portfolio/Project Framework

Portfolio (3 Year Plan)

• Maintain
• Operation Improvements
• Define/Implement Services

Project Framework

• Concept
  • Identifies a project idea, potential benefits and initial scope
• Initiation
  • Defines and authorizes a project; obtains budgetary estimates
  • +/- 50% Plan Update Portfolio and Scorecard
• Planning
  • Defines objectives and plans the course of action required to attain the objectives
  • +/- Plan Updated Portfolio and Scorecard
• Execution
  • Integrates people and other resources to carry out the plan
  • Updated Scorecard, Month Status
• Close

Slide 14

Multi-Agency Business Services Opportunity Map

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

Assets

• 2010
  • Asset Management Pilot, close, changed phase.
• 2011
  • Asset Management Rollout, execution
  • Scanning and bar coding, planning

Supply Chain Management

• 2010
  • Integrated Item Maintenance, close
  • Inventory Mental Health, execution, new project
  • Inventory Oklahoma Department of Transportation (ODOT), execution
• 2011
  • Inventory Implementation, concept
• 2012
  • Inventory Rollout, concept

Financial Management

• 2010
  • Deposits, close
  • Office of State Finance (OSF)/ODOT Accounts Receivable (AR) Billing, close
  • Backfill Developers, close
  • Accounts Payable (AP) Workflow, execution, changed phase
  • EFT Remittance, execution, new project
  • Treasury General Ledger, execution, changed phase
  • Backfill Developers, concept
• 2011
  • Apply Bundles, concept
  • eBill Pay, initiation
  • Expense Module, initiation
  • Voucher Build, concept
  • PCard, concept
  • 3% Backup Withholdings, concept, new project
• 2012
  • Financials Upgrade, concept

Enterprise Service Automation

• 2010
  • Grants, Projects, Contracts (GPC) Pilot, ODOT, OESC, execution
  • GPC Pilot Oklahoma Department of Corrections (ODOC) and Department of Environmental Quality (DEQ), planning
• 2011
  • GPC Rollout, initiation
• 2012
  • GPC Roldout, concept

Human Capital Management

• 2010
  • Time and Labor (T&L) Pilot, execution
  • T&L Manager Self Service Pilot, close, changed phase
  • Enterprise Learning Rollout, planning, changed phase
  • Commitment Accounting Rollout, execution
  • HCM Functionality Enhance, close, changed phase
  • Employee Self Service Rollout, close, changed phase
  • Carl Albert Payroll, concept
  • T&L for Non Bi-Weekly, execution, changed phase
  • ODOT T&L MSS, execution, new project
  • Higher Education Interface, execution
• 2011
  • T&L Manager Self Service Rollout
  • Apply Bundles 2011, concept
  • T&L Rollout, initiation
  • Leave Request Approval, concept
  • Organization Publisher, initiation
• 2012
  • Apply Bundles, concept
  • E-Performance, concept

Other

• 2010
  • Licensing, planning
  • ARRA Transparency, close, changed phase
  • Grants Provisioning, planning
  • Data Staging Area, execution
  • OpenBooks Phase 3, concept
  • CAFR Reporting, planning, change phase
• 2011
  • Business Inteligence Financial Analytics, planning
  • Archiving Phase 2, concept
  • FFATA Transparency, concept, new project
  • Governmental Risk and Compliance, concept
• 2012
  • Training Web Delivery, concept
  • Address Scrubbing Software, concept
  • Budget, concept

Supplier Relationship

• 2010
  • Vendor Registration, execution, new project
  • Strategic Sourcing - e-Supplier Rollout, concept
• 2011
  • e-Procurement, concept

Slide 15

Multi-Agency Business Services Opportunity Map

Changes Since Last Partner Meeting

Completed projects: Asset Management Pilot, OESC Phase 2, Manger Self Service, ARRA Transparency, Employee Self Service, HCM Functional Enhancement

New Projects:

• Inventory mental health - Legacy inventory system was unsupported
• EFT Remit Advices - Notifies (e-mails) vendors about EFT payments
• 3% Backup Withholding - Fedeal Law requirement by January 2012
• ODOT Manager Self Service - Time capture and approval
• FFATA Transparency - Federal transparency requirement
• Vendor Registration - Vendor interface form ok.gov to PeopleSoft

Projects Moved Project Framework Phase:

• AP Workflow - Moved to execution. Complete in July
• Treasury GL - Moved to execution, Complete in December
• Enterprise Learning Management Rollout - Moved to planning, Office of Personnel Management, Supreme Court, ODOT
• Time and Labor non bi-weekly - Moved to execution, complete in December
• Data Staging Area - Moved to execution, complete in June
• CAFR Reporting - Moved to planning

Slide 16

Agenda

• Communications and Governance
• Completed Work (Incident/SR/Projects)
• Project Portfolio (3 year plan)
• Current Project Status

Slide 17

Projects in Execution Delivery Schedule

EFT Remit Advices, April-June 2010; within 10% of Plan.

PeopleSoft Extract Staging Environment, January-June 2010; within 10% of Plan.

Commitment Accounting Rollout, September 2001-June 2010; within 10% of Plan.

Backfill Developers June 2009-June 2010; within 10% of Plan.

AP Workflow, May-July 2010; within 10% of Plan.

Inventory Pilot DMH, April-July 2010; within 10% of Plan.

GPC, AR, BI for ODOT, OESC, July 2009-May 2010; within 10% of Plan.

Inventory ODOT, August 2009-July 2010

T&L Manager Self Service ODOT Pilot, March -July 2010; within 10% of Plan.

Time and Labor Pilot, June 2009-July 2010; within 10% of Plan.

DCS Vendor Registration, December 2009-August 2010; within 10% of Plan.

Treasury GL Implementation, April-August 2010; within 10% of Plan.

GPC, AR, BI, T&L, Extended, Commerce, DEQ, March-December 2010; within 10% of Plan.

Asset Management Rollout, April 2010-July 2011; within 10% of Plan.

Higher Education Interface, April 2010-September 2011; within 10% of Plan.

Slide 18

Projects in Planning Delivery Schedule

Licensing, January-May 2010; over 20% of plan.

Grants - Provisioning, January-May 2010; over 20% of plan.

OpenBooks - Phase III, April-May 2010; within 10% of plan.

Business Intelligence - FS Analytic, January-July 2010; over 20% of plan.

Slide 19

Agenda

• Communications and Governance
• Completed Work (Incident/SR/Projects)
• Project Portfolio (3 year plan)
• Current Project Status
• Issues

Slide 20

Issues

Issues	Status
1) ODOT Phase II (Agile Assets Projects, Grants, AR, Billing, Inventory) will not meet their scheduled implementation date.	We are in the process of re-baselining the project schedule and assessing the impact on other projects in the portfolio.
2) Employee Self Service has increase number of Help Desk calls. The hold time and abandonment rate for the the Help Desk has increased.	We have increased staffing at the Help Desk with temporary resource.
3) The fixed asset rollout plan has been completed and additional state resource is required to deliver on the current schedule.	Determining how to fund the project with additional state resource.
4) New Legislation 2310 - ARRA Transparency, Financial Shared Services 1759 - Social Media, Open Technology, Convenience Information	We are analyzing the legislation and defining projects that need to be initiated.

 

Slide 21

Agenda

• Communications and Governance
• Completed Work (Incident/SR/Projects)
• Project Portfolio (3 year plan)
• Current Project Status
• Issues
• Feedback and Questions

Slide 22

Appendix

Slide 23

Website Instructions

In our last partner meeting we talked about posting content from the partner meeting and monthly project updates to the web for your review. You and find this information at the following URL: http://www.ok.gov/cio/Customers/Business_Application_Services_Essentials/index.html. A bi-monthly newsletter and a monthly executive steering presentation (status) will be posted on this page along with the IT partner information.

We have also set up a new Notification Group called BAS Updates. Please subscribe to the BAS Updates listserv to get automated notification when a new document is posted. Click the following link and you will be notified each time an update is made available.

BAS Updates Notification link: http://www.ok.gov/triton/modules/oknotify/index.php?id=65