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Business Application Services (CORE) Publications - Financial Advisory Board Meeting April 6, 2010

The following is a text transcript of the presentation made at the BAS (CORE) Oklahoma Financial Advisory Board (FAB) meeting in January 2010.

Slide 2

Agenda

Introductions / New FAB Members
FAB Purpose
Responsibilities
Project Updates
Issues
Updates
Feedback and Questions

Slide 3

Agenda

Introductions / New FAB Members

Slide 4

Agenda

Introductions
New FAB Member
- Marilyn Capps

Slide 5

Agenda

Introductions / New FAB Members
FAB Purpose

Slide 6

Bi-Monthly review of Financials improvement initiatives
Communicate Plans, Status and Issues
Assist with review and ranking of priorities
Communicate resource requirements
Received feedback and guidance
Focus in on continuous improvement

Communication/Feedback/Prioritization

Slide 7

Agenda

Introductions / New FAB Members
FAB Purpose
Responsibilities

Slide 8

Recap - BAS Team Responsibilities

**Maintain the business services that are in production
**Provide continuous improvement
Implement new business services
Rollout business services to new agencies

**Represents items that the Financial Advisory Group provides input

Slide 9

Agenda

Introductions / New FAB Members
FAB Purpose
Responsibilities
Project Updates

Slide 10

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, execution.
2011
- Asset Management Rollout, execution, new project.
- Scanning and bar coding, planning, new project

Supply Chain Management

2010
- Integrated Item Maintenance, close
- Inventory Oklahoma Department of Transportation (ODOT), execution
- Inventory Mental Health, 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, execution
- Accounts Payable (AP) Workflow, planning
- EFT Remittance, execution
- Treasury General Ledger (GL), planning, new project,
- Backfill Developers, concept,
2011
- Apply Bundles 2011, concept
- eBill Pay, initiation
- Expense Module, initiation
- Voucher Build, concept
- PCard, concept
2012
- Financials Upgrade, concept

Enterprise Service Automation

2010
- Grants, Projects, Contracts (GPC) ODOT/Oklahoma Employment Security Commission (OESC), execution
- GPC Pilot Oklahoma Department of Corrections (ODOC) and Department of Environmental Quality (DEQ), planning
2011
- GPC Rollout, initiation
2012
- GPC Rollout, concept

Human Capital Management

2010
- Time and Labor (T&L) Pilot, execution
- T&L Manager Self Service Pilot, close
- Enterprise Learning Rollout, initiation
- Commitment Accounting Rollout, execution
- Human Capital Management (HCM) Functionality Enhance, execution
- Employee Self Service Rollout, execution
- ODOT T&L MSS, execution
- Time and Labor for Non biweekly,execution
- Carl Albert Payroll, concept, new project
- Higher Education Interface, execution
2011
- T&L Manager Self Service Rollout, concept
- 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
- Grants Provisioning, planning
- Data Staging Area, planning
- OpenBooks Phase 3, concept
- CAFR Reporting, concept
2011
- Business Intelligence Financial Analytics, planning
- Archiving Phase 2, concept
- Governmental Risk and Compliance, concept
2012
- Training Web Delivery, concept
- Address Scrubbing Software, concept
- Budget, concept

Supplier Relationship

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

Slide 11

Completed Projects

ARRA Transparency: Schedule, Green; Budget, Green.
T&L Self Service - OSF: Schedule, Red; Budget, Green.

Slide 12

Projects in Execution Delivery Schedule

Asset Management Pilot: June 2009-April 2010.
HCM Functionality Enhancements: December4 2009-May 2010.
EFT Remit Advices: May-June 2010.
Extract Staging Environment: January-June 2010.
Commitment Accounting Rollout: August 2009-June 2010.
Backfill Developers June 2009-June 2010.
ODOT/OESC GPC/Accounts Payable (AR)/Business Intelligence (BI): February-July 2010.
T&L MSS ODOT Pilot: February-July 2010
Inventory ODOT: February-July 2010
Inventory Pilot Department of Mental (DMH): April-July 2010
T&L Pilot: February-August 2010.
DCS Vendor Registration: November 2009-August 2010.
GPC/AR/BI/T&L Extended - Commerce: November 2009-December 2010.
Treasury GL Implementation: January 2010-January 2011.
Asset Management Rollout: January 2010-July 2011.
Higher Education Interface: December 2009-September 2011.

Slide 13

Agenda

Introductions / New FAB Members
FAB Purpose
Responsibilities
Project Updates
Issues

Slide 14

Issues

Issues	Solutions
1) The BAS team needs to do a better job of communicating status and direction to agencies and receiving guidance from agencies.	COMPLETE - Conduct quarterly partner meetings and start advisory
2) The BAS team needs to place more emphasis and effort on operational improvements to better serve the system users.	COMPLETE - Make continuous improvement a higher priority. Engage agencies for continuous improvement ideas and ranking of priority.
3) Time BAS team can commit to continuous improvement.	IN PROCESS - Engage with agencies to assist with testing and rollout of items.
4) Receipt Accrual - Functionality that would allow agencies using receiving to accrue all receivers at month end. Also, budget checks, giving agencies a more accurate fund balance.	NEW - Many of the FAB members expressed interest in this topic. Patricia/Laura to schedule a meeting to discuss.