Business Application Services (CORE) Publications - Financials Advisory Board Meeting February 16, 2011
The following is a text transcript of the presentation made at the Bas (CORE) Oklahoma Financials Advisory Board (FAB) meeting in February 2011.
Slide 1
Financials Advisory Board
February 16, 2011
Slide 2
Agenda
- Welcome/Members
- Project Updates
- Issues
- Metrics
- Updates - Closed/Targets/Watch
- Feedback and Questions
- Other
Slide 3
Agenda
- Welcome/Members
Slide 4
Office of State Finance (OSF) Group Contact Information
- Michael Grisser - 522-1714 - michael.grisser@osf.ok.gov
- Jennie Pratt - 521-6160 - jennie.pratt@0sf.ok.gov
- Patricia Garcia - 522-6855 - patricia.garcia@osf.ok.gov
- Loren Turner -522-1739 - loren.turner@osf.ok.gov
- Ronney Maxwell - 522-744 - ronney.maxwell@osf.ok.gov
- Laura Lovell - 521-3046 - laura_lovell@dcs.state.ok.us
Slide 5
Financials Advisory Board Members
- Suzen Rodesney - Department of Mines
- Lisa McKim - Department of Tourism
- Cindy Hughes, Department of Public Safety (DPS)
- Steve Coffman - Conservation Commission
- Stacy Willis - Department of Commerce (DOC)
- Lisa Hayes - Real Estate Commission
- Grace Brown - Department of Health
- Patrick Farris - Department of Environmental Quality (DEQ)
- Chelley Hilmes - Oklahoma Department of Transportation (ODOT)
- Marilyn Capps - Office of Personnel Management (OPM)
- Tina Hicks - Department of Corrections
- Karen Walllis - ODOT
- Mary Reznicek - Oklahoma State Bureau of Investigation (OSBI)
- Eddie Lee - Department of Rehabilitative Services
- Jim Aulgur - Career Tech
Slide 6
Agenda
- Project Updates
Slide 7
Projects Completed Since Last FAB
- Pcard - Bank of America Transition: Schedule, green; Budget, green.
- Grants, Projects, Contracts (GPC)/ Accounts Receivable (AR)/Business Intelligence (BI) for Department of Environmental Quality (DEQ) and Commerce: Schedule, green; Budget, red.
- OpenBooks Phase III: Schedule, green, Budget, green.
- Time and Labor Pilot: Schedule, red, Budget, green.
- Customer Relations Management (CRM) - Helpdesk: Schedule, green; Budget, green.
- Enterprise Learning Management (ELM) - Career Tech, ODOT, Oklahoma Education Employees Group Insurance Board (OSEEGIB) (Incremental Delivery): Schedule, green; Budget, green.
Slide 8
Multi-Agency Business Services Opportunity Map
Images of a flow chart showing opportunities, phase and status for three-year period.
Assets
- 2011
- Asset Management Rollout Tax Commission, execution
- 2012
- Scanning and bar coding, planning
- Asset Management Rollout, concept
Supply Chain Management
- 2011
- Inventory ODOT, execution
- 2012
- Inventory Rollout, concept
- 2013
- Inventory Rollout, concept
Financial Management
- 2011
- Treasury General Ledger (GL), close
- Expense Module, planning
- P-Card Bank of America (BOA), Transition, close
- 3% Backup Withholding, concept
- Expense Module, planning
- 2012
- Voucher Build, concept
- Budget Upgrade, concept
- Backfill Developers, concept
- Financials Upgrade, concept
- Treasury Module, concept
- eBill Pay, initiation
- 2013
- Backfill Developers
- P-Card Module
Enterprise Service Automation
- 2011
- Department of Mines GPC/AR/BI, execution
- Broadband GPC/AR/BI, execution
- GPC ODOT, execution
- 2012
- GPC/AR/BI Rollout, initiation
- 2013
- GPC Rollout, concept
Human Capital Management (HCM)
- 2011
- Enterprise Learning Rollout, execution
- Human Resources (HR) Dashboard and new Functions, concept
- Absence Management, concept
- Manager Self Service (MSS) rollout, concept
- Higher Education Interface, execution
- ODOT Time and Labor MSS, execution
- 2012
- Enterprise Learning Rollout, concept
- MSS Rollout, concept
- Apply HCM Bundles, concept
- 2013
- Organization Publisher, initaition
- Enterprise Learing Rollout, concept
- E-Performance, concept
Other
- 2011
- Openbooks Phase III, close
- Data Staging Area, Close
- Data.gov, close
- Business Intelligence Financial Analytics, planning
- Grants Provisioning, planning
- 2012
- Licensing, planning
- Licensing Rollout, concept
- Grants Provisioning Rollout, concept
- 2013
- Archiving Phase 2, concept
- Governmental Risk and Compliance, concept
- Training Web Delivery, concept
- Portal - PeopleSoft Sign-on Consolidation
Supplier Relationship
- 2012
- e-Procurement, concept
- Business Intelligence Purchase Order Analytics, concept
Slide 9
Projects in Execution Delivery Schedule
- GPC/AR/Billing ODOT: July 2009-July 2010
- Inventory ODOT: August 2009-July 2010
- T&L Manager Self Service ODOT: March-July 2010
- PeopleSoft Extract Staging Environment: December 2009-August 2010
- Treasurer General Ledger Implementation: April 2010-January 2011
- Asset Management Rollout - Tax Commission: October 2010-March 2011
- data.ok.gov: January-April 2011
- Fiscal Year 2011 Technical Backfill: July 2010-June 2011
- Enterprise Learning Management Rollout: August 2010-July 2011
- Higher Education Interface: May 2010-December 2011
Slide 10
Agenda
- Issues
Slide 11
Issues
| Issues | Solutions |
|---|---|
| 1) Time BAS team can commit to continuous improvement. There are numerous projects coming to conclusion in the next few months as well as calendar year end tasks. The next reporting period may be a little lighter for enhancement requests. | SOLUTION: Make sure we estimate realistic workload projections and prioritize appropriately |
| 2) Pay Cycle Conflict - The custom VFRA process sometimes causes pay cycle to abend when they run at the same time. The last time this occurred it delayed $5 million in payments by one day. | Next steps: 1) investigate use of voucher build to replace VFRA - Oracle input and 50% plan, 2) research VFRA to see if it can be changed to avoid the conflict, 3) investigate whether the issue can be avoided via scheduling. |
| 3) The Accounts Payable cycle does not always pick up and process AP vouchers with withholding. This is an inconsistent issue and the work around is to reset and rerun the pay cycle. Usually the second run picks them up. This causes delays in processing and extra work for the end user to reprocess. | Had a conference call with Oracle to discuss capturing data. Captured the issue with a program trace and provided other info to Oracle. Oracle has provided a resolution and it is being evaluated. The case has been escalated. |
Slide 12
Agenda
- Metrics
Slide 13
2011 Business Services Enhancement Service Requests
- January 2011: pending, 86 technical, 29 functional; development, 30 technical, 8 functional; User Acceptance Testing, 14 technical, i functional; closed, 12 technical, 53 functional.
Slide 14
Business Services Change Requests On Time (Detail)Planned Enhancement Service Requests (ESRs) On -Time Completion
- January (Financials): Enhancement Service Requests (ESRs) completed, 9; ESRs not completed, 3; unplanned completed, 10 Technical.
Slide 15
Agenda
- Updates - Closed/Targets/Watch
Slide 16
Updates - Completed Items
Completed Items - Review List
- 12 items to be completed in the new reporting period
- Status
- 9 items from list completed
- 3 items from list not completed
- 10 item completed after target date
- 19 total items completed
Slide 17
Update - 60-Day Target Items
60-Day Target Items - Review List
- Discussion - questions/proposed changes/clarification
Slide 18
Update - Watch Items List
Watch Items -Review List
- Discussion - questions/proposed changes/clarification
Slide 19
Agenda
- Feedback and Questions
- Other
Slide 20
Other
Goals for the meeting
- Get through the Project Updates quickly
- Work through the 60-Day Target Items
- Have an optional time at the end of the meeting for those who wish to stay
- Topics may include:
- OSF Procedures - to help with understanding
- Product demos
- Deep dive discussions
- This part of the meeting if for your benefit - we are open to suggestions
- Topics may include:
Last Modified on 03/09/2012