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Home / Customer Portal / Business Application Services Essentials / Publications / Business Application Services (CORE) Executive Board - October 2009

Business Application Services (CORE) Publications - Executive Board Meeting Oct. 14, 2009

The following is a text transcript of the presentation made at the BAS (CORE) Oklahoma Executive Board meeting in October 2009.

Slide 1

BAS Executive Board Oct. 14, 2009
Next CEB Scheduled - Nov. 18, 2009

Slide 2

Agenda

  • Problem Management
  • Completed Projects
  • Portfolio
    • Budget Status
    • Priority
    • Execution Delivery Schedule
  • ELM Rollout – Move to Execution Phase
  • Commitment Accounting Rollout – Move to Execution Phase
  • Program Status
    • HCM
    • Financials
  • Scorecard
  • Executive Issues

Slide 3

Problem Management

SQL Requests in Total Year-to-Date 2009
  January February March April May June July August September
ARBI 0 0 0 0 0 0 0 0 0
CRM 1 1 1 2 0 0 0 0 0
Procurement 12 5 4 8 3 9 4 1 8
HRMS 20 21 18 18 10 11 7 24 16
Financial 13 10 34 28 14 16 16 19 15
EPM 2 1 2 2 8 6 1 0 1
ELM 0 0 0 1 0 0 0 0 0

Legend

  • ARBI - Accounts Receivable/Business Intelligence
  • CRM - Customer Relationship Management
  • HRMS - Human Resources Management Systems
  • EPM - Enterprise Performance Management
  • ELM - Enterprise Learning Management

Slide 4

Problem Management Summary
Summary Total Problems Resolved or Resolution in Process Investigating DR to be Created
Financials 7 4 2 1
PO 1 0 1 0
HCM 7 2 3 2
Total 15 6 6 3

Slide 5

Completed Projects 2009 – Total 9

  • Project status Green - 67%
  • Project Status Red - 33%
  • Project Status Yellow - 0%

Description: BAS completed a total of 9 projects in year 2009. Of those nine, 39% were 25% over schedule or budget. 67 were within 15% of schedule and budget. None were completed between 15 to 25% of budget or schedule.

Slide 6

Completed Project, since last BAS Executive Board

Commitment Accounting, Schedule (Green); Budget (Green)

Description: Since the last BAS Executive Board meeting the Commitment Accounting project was completed. It was within fifteen percent of schedule and budget.

Slide 7

Portfolio Priority 1-14
Project Name Project Manager Function Current Project Phase Priority within Function
ARRA Reporting Lisa McKeithan Other Initiation 1
Backfill Developers for Production Support and Enhancements Fred Cantrell Financial Mgmt + Human Capital Mgmt Execution 2
Accelerated OSF Accounts Receivable/Business Intelligence Alex / Kim Financial Mgmt Execution 3
Deposits Alex / Kim Financial Mgmt Execution 4
Time and Labor Pilot Alex / Kim Human Capital Mgmt Execution 5
Commitment Accounting - Rollout Michael Grisser Human Capital Mgmt Planning - Execution 6
Enterprise Learning Mgmt - Rollout Michael Grisser Human Capital Mgmt Planning 7
Time & Labor Manager Self Service Alex / Kim Human Capital Mgmt Planning - Execution 8
Integrated Item Maintenance Alex / Kim Assets, Supply Chain Mgmt Execution 9
Asset Mgmt - Pilot Alex / Kim Assets Execution 10
Grants/Projects/Contracts/AR Billing - ODOT/OESC Alex / Kim Enterprise Service Automation Execution 11
AP Workflow Michael Grisser Financial Mgmt Planning - Execution 12
Higher Education Interface Lisa McKeithan Human Capital Mgmt Planning 13
Inventory - ODOT Alex / Kim Supply Chain Mgmt Execution 14

Slide 8

Portfolion Priority 15-25
Project Name Project Manager Function Current Project Phase Priority within Function
Grants/Projects/Contracts/AR Billing - Commerce/DEQ/Remainder of Concept Agencies Alex / Kim Enterprise Service Automation Planning 15
Business Intelligence Lisa McKeithan Other Initiation 16
Employee Self Service - Rollout Michael Grisser Human Capital Mgmt Execution 17
Travel & Expense EFT Steve Wilson Financial Mgmt Execution 18
Asset Mgmt - Rollout Michael Grisser Assets Planning 19
Expense Module Lisa McKeithan Financial Mgmt Initiation 20
Grants - Provisioning Lisa McKeithan Other Planning 21
Licensing Lisa McKeithan Other Planning 22
Treasury Lisa McKeithan Financial Mgmt Initiation 23
eBill Payment Lisa McKeithan Financial Mgmt Initiation 24
Backfill Developers for Production Support and Enhancements - 2011 Fred Cantrell Financial Mgmt + Human Capital Mgmt Planning 25

Slide 9

Projects in Execution Delivery Schedule

  • ARRA - August-October 2009
  • OSF - Accounts Receivable/Business Intelligence - July-November 2009
  • Manager Self Service - October-December 2009
  • Enterprise Learning Mgmt Rollout - October 2009-January 2010
  • Item Maintenance - August 2009-January 2010
  • Deposits - July 2009-January 2010
  • Backfill Developer Support - June 2009-March 2010
  • Asset Mgmt Pilot - June 2009-April 2010
  • Inventory ODOT - August 2009-May 2010
  • Time & Labor - April-November 2009, January and April 2010
  • Commitment Accounting Rollout - October 2009-June 2010
  • Grants/Projects/Contracts/AR Billing ODOT/OESC - June 2009-July 2010

Slide 10

Detailed Milestone Plan, 2637 - Enterprise Learning Management Rollout

Rollout of PeopleSoft Enterprise Learning Management to OPM (Group 1)

Milestone Plan (+/- 15%)

  • Business Process Review (Tasks, October 2009 and February 2010)
  • System Setup for Agency (Tasks, October-November 2009 and February-March 2010)
  • Verify configuration (Tasks, November 2009 and March 2010)
  • Testing Preparation (Includes data entry for learners catalog etc.) (Tasks, November 2009 and March 2010)
  • Business Process Testing (Tasks, November-December 2009 and March-April 2010)
  • Training (Tasks, January and May 2010)
  • Go Live Setup/Prep (Tasks, January and May 2010)
  • Go Live (Milestones, January and May 2010)

Issues

  • Need to determine if data conversions are required/permitted
  • Will we require enrollment to go through a nominating official or employee self enroll
  • To meet the timelines, OPM must take the system as it is currently designed

Slide 11

Detailed Milestone Plan, 2636 - Commitment Accounting Rollout

Rollout of PeopleSoft Commitment Accounting to remaining non-Pilot agencies by June 2010.

Milestone Plan (+/- 15%)

  • Prepare Implementation Packets for each agency (Tasks periodically, October 2009-April 2010)
  • Kick Off Meeting - Agency Implementation Packet (Tasks monthly, October 2009-April 2010)
  • ** Agency Cleanup Production Data (multiple groups concurrent) (Tasks from October 2009-June 2010)
  • ** Convert Agencies in Testing Environment (multiple groups concurrent) (Tasks from October 2009-June 2010)
  • Provide Agencies with Conversion Spreadsheets (Tasks periodically, December 2009-June 2010)
  • Train Agency Users (Tasks periodically, December 2009-June 2010)
  • Review Conversion Spreadsheets from Agencies (Tasks periodically, December 2009-June 2010)
  • Rollout/Conversion (Milestones, December 2009-June 2010)
  • Agency Go-Live (First Payroll Processed at BAS) (Tasks periodically, December 2009-June 2010)
  • 1st Payroll Support (Tasks periodically, December 2009-June 2010)

Issues

**  The team will be working on up to 3 groups at a time 

  • Group B - 19 agencies 10/01/2009 - 12/31/2009 - 3,812 FTE's
  • Group C - 14 agencies 11/01/2009 - 01/31/2010 - 3,885 FTE's
  • Group D - 18 agencies 12/01/2009 - 02/28/2010 - 3,993 FTE's
  • Group E - 8 agencies 01/01/2010 - 03/31/2010 - 5,492 FTE's
  • Group F - 44 agencies 02/01/2010 - 04/30/2010 - 5,000 FTE's
  • Group G - 19 agencies 03/01/2010 - 05/31/2010 - 5,125 FTE's
  • Group H - 1 agencies 04/01/2010 - 06/30/2010 - 8,571 FTE's

Slide 12

Program Status - HCM

  • Time & Labor
  • Manager Self Service
  • Commitment Accounting - Rollout
  • Enterprise Learning Management - Rollout
  • Employee Self Service - Rollouts

Slide 13

BAS – 2581 Time & Labor Key

  • Overall Issues Status: GREEN
  • Round 3 Integration Testing In Progress
Key Activities
Task Percentage Complete Start End
Development 90 3/23/2009 11/15/2009
Implementation Packages for Agencies in Review 90 7/1/2009 9/14/2009
Training Manual 95 4/24/2009 10/30/2009
Business Process Flow 95 6/15/2009 10/30/2009
User Acceptance Testing - ODOT 0 TBD TBD

 

Requires Awareness:
  • ODOT and OESC committed to biweekly Payrolls as of 01/01/2010
  • ODOT planning to use partial Time & Labor functionality in January
  • Full integration test and UAT will coincide with GPC and Concept Agencies

Slide 14

BAS – 2600 Manager Self Service

  • Overall Issues Status: GREEN
  • Project is just being initiated
Key Activities
Task Percentage Complete Start End
Requirements Matrix, Configuration   10/01/2009 10/16/2009
Configuration   11/02/2009 11/27/2009
Development   10/15/2009 12/15/2009
Security   10/15/2009 12/15/2009
Integration Testing   12/01/2009 12/19/2009

 

Requires Awareness:
  • None

Slide 15

BAS – 2636 Commitment Accounting Rollout

  • Overall Issues Status: GREEN
  • A Rollout plan/schedule has been developed. Group B presentation is ready and scheduled for 10/15. Roles and Responsibilities document is complete. Agency Implementation Packet is ready for distribution.
Key Activities
Task Percentage Complete Start End
Prepare Implementation Packets for Agencies 100 10/01/2009 10/14/2009
Agency Kick-off Meeting 75 10/01/2009 10/14/2009
Agency Clean-up of Production Data 0 10/14/2009 12/13/2009
Convert Agencies in Test Environments 5 10/16/2009 12/1/2009

 

Requires Awareness:
  • None

Slide 16

BAS – 2637 Enterprise Learning Management Rollout

  • Overall Issues Status: GREEN
  • A Rollout Plan has been developed for OPM. The Kickoff Presentation is complete and was held on 10/12. Roles and Responsibilities Document is complete. Agency Implementation Packet is complete and has been distributed. Enterprise Learning Management Manuals are being updated due to process changes in Security Roles. DEQ is testing the Load Files to convert historical data.
Key Activities
Task Percentage Complete Start End
Review/Adjust Implementation Packet 100 10/01/2009 10/14/2009
Review/Adjust Kickoff Presentation 100 10/01/2009 10/14/2009
Perform Kickoff Presentation 100 10/12/2009 12/13/2009
Review and Confirm Requirements 5 10/15/2009 12/1/2009
Initial System Configuration 0 10/27/2009 11/022009

 

Requires Awareness:
  •  Closed 8 items on the Issues List, 2 Issues remain open (1 wait list, 1 conversion)

Slide 17

Service Catalog Requests – Employee Self Service Rollout

 

  Agencies No. of Employees
Live on System 14 4,201
October/November 6 362
December/January/February 5 7,507
Total 25 12,070
  •  As of Oct. 15, 11% of employees are live on Employee Self Services
  • As of Oct. 15, 30% of employees are scheduled to be live on Employee Self Services by February 2010
  • Presentations – Sept. 24 50 agencies, 150 Employees attended
  • Next Presentation Oct. 20

Slide 18

Program Status

  • Financials Phase II Modules

Slide 19

BAS – 2595 Accelerated OSF/ODOT AR/BI

  • Overall Issues Status: GREEN
  • A Rollout plan/schedule has been developed. Group B presentation is ready and scheduled for 10/15. Roles and Responsibilities document is complete. Agency Implementation Packet is ready for distribution.
Key Activities
Task Start End
Define Business Process Flows – Completed 8/3/2009 8/11/2009
Define Agency Configuration – Completed 8/3/2009 8/14/2009
Test Security – Completed 8/12/2009 9/4/2009
Prepare for Integration/UAT – Completed 8/12/2009 9/1/2009
Perform Integration / UAT 9/9/2009 10/22/2009
Go – Live 10/30/2009  

 

Requires Awareness:
  • None

Slide 20

BAS – 2596 Deposits

  • Overall Issues Status: GREEN
  • Due to this project not starting until after OSF/ODOT Accelerated Accounts Receivable/Business Intelligence. The only task in progress is development.
Key Activities
Task Start End
Development – Completed 7/6/2009 9/11/2009
Integration Testing 11/6/2009 11/26/2009
User Acceptance Testing 12/7/2009 12/18/2009
Training 12/7/2009 1/15/2010
Go Live 1/18/2010  

 

Requires Awareness:
  • Estimate 559 people to train. No issues.

Slide 21

BAS – 2597 Asset Pilot

  • Overall Issues Status: GREEN
  • Currently on plan and development is in process
Key Activities
Task Start End
Integration Testing 11/9/2009 1/13/2010
Training Manuals 1/4/2010 2/5/2010
User Acceptance 2/3/2010 2/25/2010
Training 2/8/2010 3/5/2010
Go Live 3/8/2010  

 

Requires Awareness:
  • First agencies to go-live on 03/08/2010
  • Added Asset Conversion

Slide 22

BAS – 2599 Grants, Projects, Contracts with AR/Billing

  • Overall Issues Status: GREEN
  • Currently on plan and development is in process
Key Activities
Task Start End
Define Agency Configuration 9/1/2009 11/30/2009
Clean-up and Format Conversion Data 9/1/2009 11/30/2009
Prepare for Integration Testing 10/1/2009 12/25/2009
Integration Testing 1/4/2010 2/16/2010
Training Manuals 1/18/2010 2/26/2010

 

Requires Awareness:
  • Go-Live is scheduled for:
    • ODOT – 05/03/2010
    • OESC – 07/05/2010

Slide 23

BAS - 2602 AP Workflow Status

  • Overall Issues Status: GREEN
  • In September, Maximus was on site and performed a Fit/Information gathering sessions with OSF and select other agencies.
Key Activities
Task Percentage Complete Start End
Review/Adjust Implementation Packet 100 9/7/2009 9/11/2009
Review/Adjust Kickoff Presentation 50 9/11/2009 9/18/2009
Perform Kickoff Presentation 50 9/11/2009 10/30/2009

 

Requires Awareness:
  • Resource was called for Jury duty, and scheduled for vacation thus the development of the plan is delayed.
  • Oracle has not provided contact information so the messaging of roles from HCM to Financials can not be determined. This custom will have an impact on the amount of maintenance required to manage workflow users.

Slide 24

BAS – 2608 Item Maintenance

  • Overall Issues Status: GREEN
  • Project kick-off was on 08/19/2009. Consultant was onsite the week of 08/24/2009 to work with team and identify tasks.  
Key Activities
Task Start End
Identify Item Strategy & Maintenance Requirements 9/1/2009 10/12/2009
Retro-fit and Unit Test Solution 9/15/2009 11/23/2009
Integration Testing 11/24/2009 12/18/2009
User Acceptance Testing 1/4/2010 1/13/2010
Go Live 1/19/2010  

 

Requires Awareness:
  • Go-Live is scheduled for 01/19/2010. Good participation from DCS.

Slide 25

BAS – 2610 Inventory ODOT

  • Overall Issues Status: GREEN
  • A Rollout plan/schedule has been developed. Group B presentation is ready and scheduled for 10/15. Roles and Responsibilities document is complete. Agency Implementation Packet is ready for distribution. 
Key Activities
Task Start End
Development 10/1/2009 11/30/2009

 

Requires Awareness:
  • No other tasks for BAS at this time. They plan to go live 05/03/2010.

Slide 26

ODOT Phase II Update

Current

  • Implementation alignment meetings are continuing with BAS

Plan Targets Estimated

  • Accelerated OSF/ODOT Accounts Receivable/Business Intelligence 10/30/2009
    • Commitment Accounting 12/01/2009
    • Time & Labor Lite 01/10/2010
    • Leave Conversion 01/10/2010
    • Deposits 01/18/2010
    • Item Maintenance 01/19/2010
    • Bi-Weekly 01/20/2010
    • Asset Management Pilot/Rollout 03/08/2010
    • Inventory 05/03/2010
    • Grants/Projects/Contracts/AR Billing 05/03/2010
    • Time & Labor with Project Costing 05/03/2010
    • Agile Assets 05/03/2010
    • Enterprise Learning Management 06/30/2010

Slide 27

Application Development Service request Summary - Sept. 24, 2009

Backfill   DR Pending Dev UAT Ready
(Staged)
Completed
(Since 8/21/2009)
FIN 0 0 3 1 0 1
HCM 3 3 0 6 1 0
Total 3 3 3 7 1 1


 

Problem Mgmt   DR Pending Dev UAT Ready
(Staged)
Completed
(Since 8/21/2009)
CRM 0 0 0 0 0 0
ELM 0 0 0 0 0 0
EPM 0 0 0 0 0 0
FIN 0 1 1 0 0 2
HCM 1 0 1 0 0 2
Total 1 1 2 0 0 4

 

Service Requests   DR Pending Dev UAT Ready
(Staged)
Completed
(Since 8/21/2009)
CRM 2 0 0 2 0 1
ELM 0 0 0 0 0 0
EPM 0 1 0 0 0 0
FIN 7 20 6 3 0 6
HCM 6 33 5 5 0 3
Total 15 54 11 10 0 10

 

    DR Pending Dev UAT Ready
(Staged)
Completed
(Since 8/21/2009)
Overall Total 19 58 16 17 1 15

UAT down from 30 on Aug. 20, 2009

Slide 28

Program Status

  • Within 15% of plan (green indicator)
  • Greater than 15% and less than 25% of plan (yellow indicator)
  • Greater than 25% of plan(red indicator)
Project Name Current Project Phase Health Indicator Schedule Project Phase Start Date Project Phase Baseline Completion Project Phase Target Completion Health Indicator Budget
ARRA Reporting Execution Green 8/17/2009 10/31/2009 10/31/2009 Green
Backfill Developers for Production Support and Enhancements Execution Green 6/15/2009 12/18/2009 4/30/2009 Green
Accelerated OSF,ODOT Accounts Receivable Business Intelligence Execution Green 7/1/2009 11/30/2009 11/30/2009 Green
Deposits Execution Green 7/1/2009 1/31/2010 1/31/2010 Green
Time & Labor Pilot Execution Green 3/1/2009 5/28/2010 6/30/2010 Green
Commitment Accounting Rollout Planning/Execution Green 9/1/2009 6/30/2010 6/30/2010 Green
Enterprise Learning Management Rollout Planning/Execution Green 9/1/2009 1/31/2010 1/31/2010 Green
Time & Labor Manager Self Service Execution Green 10/1/2009 12/31/2009 12/31/2009 Green

Slide 29

Program Status

  • Within 15% of plan (green indicator)
  • Greater than 15% and less than 25% of plan (yellow indicator)
  • Greater than 25% of plan (red indicator)
Project Name Current Project Phase Health Indicator Schedule Project Phase Start Date Project Phase Baseline Completion  Project Phase Target Completion Health Indicator Budget
Integrated Item Maintenance Execution Green 8/1/2009 1/31/2010 1/31/2010 Green
Asset Management Pilot Execution Green 6/1/2009 4/14/2010 4/14/2010 Green
Grants, Projects,Contract Accounts Receivable  Billing ODOT, OESC Execution Green 7/1/2009 7/31/2010 5/3/2010 Green
AP Workflow Planning Green 8/15/2009 9/30/2009 10/30/2009 Green
Higher Education Interface Planning Yellow 3/1/2008 7/31/2009 10/31/2009 Green
Inventory ODOT Execution Green 8/1/2009 5/3/2010 5/3/2010 Green
Grants, Projects, Contract Accounts Receivable,  Billing Commerce/DEQ Remainder of Pilot Agencies Planning Green 7/1/2009 7/31/2010 11/30/2009 Green

Slide 30

Program Status

  • Within 15% of plan (green indicator)
  • Greater than 15% and less than 25% of plan (yellow indicator)
  • Greater than 25% of plan (red indicator)
Project Name Current Project Phase Health Indicator Schedule Project Phase Start Date Project Phase Baseline Completion Project Phase Target Completion Health Indicator Budget
Business Intelligence Initiation Red 4/1/2009 7/31/2009 7/31/2009 Red
Asset Management Rollout Planning Green  9/15/2009 3/31/2010 3/31/2010 Green
Grants - Provisioning Planning Red 7/31/2008  7/15/2009 10/16/2009 Green
Licensing Planning Red 12/1/2008 8/15/2009 3/31/2010 Green
Treasury - GL Implementation Initiation Red 3/16/2009 7/15/2009 7/31/2009 Green
eBill Payment Initiation Green 4/1/2009 6/30/2009 6/30/2009 Green

Slide 31

Executive Issues

  • Monthly interface with Project Costing Module
  • Replace ODOT legacy HCM application
  • ARRA: Web site project not yet defined
  • Communications:
    • Quarterly Partners meeting: 10/22/2009
    • Bi-monthly Newsletter following Partners Mtg.
    • Advisor Group meetings to be scheduled
  • Agencies require 2011 budget info by end of November

Slide 32

ODOT HCM Requirements

  Summary of Hours Functional Hours BASCORE Technical Hours
Reports (48) 5,912 1,116 4,796 223 384
Modifications/New Functionality Rollout (14) 1,179 481 698 120 112
Extracts (8) 1,808 336 1,472 67 118
Totals 8,889 1,933 6,966 410 614

Required for successful completion

  • Must find alternative resources (Functional and Technical)…. ODOT will have to hire consultants
  • BAS Resources – will need to stop the ELM Rollouts to free up necessary BAS staff
Last Modified on 03/09/2012
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