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Home / Customer Portal / Business Application Services Essentials / Publications / Business Application Services (CORE) Financials Advisory Board Meeting January, 2010

Business Application Services (CORE) Publications - Financials Advisory Group Meeting January 2010

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

Slide 1

Agenda

  • Introductions
  • Communications and Governance
  • Financials Management Systems (FMS) Team Responsibilities
  • Current Project Status
  • FMS Commitments
  • Future Meetings
  • Prioritization, Organization and Issues
  • Feedback and Questions

Slide 2

Office of State Finance (OSF) Advisory Group Contact Information

Slide 3

Agenda

  • Introductions
  • Communications and Governance

Slide 4 

Governance / Communications Approach

Partner Meeting

  • Senior management briefing
  • Strategy / Portfolio Management
  • Permanent Members: Office of State Finance (Division of Central Accounting and Reporting - DCAR, Information Services Division - ISD); Office of Personnel Management - OPM; Department of Central Services - DSC.
  • Revolving Membership: Oklahoma Department of Transportation - ODOT; Oklahoma Employment Security Commission - OESC; Department of Environmental Quality - DEQ; Department of Commerce; Department of Human Services - DHS.

Finance Advisory Group

  • Management Briefing
  • Process / Continuous Imporvement
  • Led by OSF (ISD/DCAR)
  • Agency Financial Leadership

Human Resources (HR) / Payroll Advisory Group

  • Future

Procurement Advisory Group

  • Future

Production Specific Communications

Slide 5

Purpose of Partner Meeting

  • Quarterly review of projects
  • Communicate Plans, Status and Issues
  • Communicate Resource Requirements
  • Receive Feedback and Guidance from Key Stakeholders

Stakeholder Communication & Feedback

Slide 6

Purpose of Financial Advisory Group Meeting

  • Bi-monthly review of Financials Management Systems (FMS) improvement initiatives
  • Communicate Plans, Status and Issues
  • Review and provide input on ranking of priorities
  • Communicate resource requirements
  • Receive/Provide feedback and guidance
  • Focus in on continuous improvement
  • Assist with building a best-in-class system

Communication / Feedback / Prioritization

Slide 7

What is this all about?

Continuos Improvement

Slide 8

Agenda

  • Introductions
  • Communications
  • FMS Team Responsibilities

Slide 9

FMS Team Responsibilites

  • **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 10

OSF Business Services

Reporting / Business Intelligence
Project Analytics (Implemented) Financial Analytics (Planned) Human Resource (Planned) Procurement & Spend (Planned)
Financial Management Systems Payroll / Human Resources Other
Extend / Collaborate
Strategic Sourcing - 1 (Implemented) E-Supplier - 1 (Implemented)
Accounts Payable (AP) Workflow (In Process) Expenses (travel) (Planned)
E-Bill Payment (Planned) eProcurement (Planned)
Employee Self Service (ESS) - 45 (Implemented Enterprise Learning Management (ELM) (Implemented)
Manager Self Service (In Process)  
ok.gov Portal (Implemented) Help Desk Self Service (Planned)
Transaction / Streamline
General Ledger - (GL) 175 (Implemented) Accounts Payable (AP) - 175 (Implemented)
Purchasing - 130 (Implemented) Budget - 14 (Implemented)
Account Receivable (AR) - 2 Billing - 2 (Implemented)
Asset Management (In Process) Projects / Grants / Contracts (GPC) In Process
Inventory (In Process) P-Cards (Planned)
Human Resource - 132 (Implemented) Base Benefits - 131 (Implemented)
Payroll - 131 (Implemented) Time and Labor (In Process)
Higher Education Interface (In Process)  
Help Desk - 3 (Implemented) Grants Provisioning (In Process)
Licensee (In Process)  

Slide 11

OSF Team Responsibilities

FMS Team Responsibilities

Pie chart showing percentages of reponsibilities.

  • Administration, 9 percent.
  • Incidents, 20 percent.
  • Projects, 67 percent.
  • Service Requests, 4 percent.

OSF Resources spend 67 percent of their time on Projects and 33 percent on Support.

Slide 12

Agenda

  • Introductions
  • Communications and Governance
  • FMS Team Responsibilities
  • Current Project Status

Slide 13

Portfolio/Project Framework

Portfolio (3 Year Plan)

  • Maintain
  • Operational 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 Updated Portfolio and Scorecard
  • Planning
    • Defines objectives and plans the course of action required to attain the objectives
    • +/- 10% Plan Updated Portfolio and Scorecard
  • Execution
    • Integrates people and other resources to carry out the plan
    • Updated Scorecard, Monthly 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, execution.
  • 2011
    • Asset Management Rollout, execution, new project.
    • Scanning and bar coding, planning, new project

Supply Chain Management

  • 2010
    • Integrated Item Maintenance, close
    • Inventory ODOT, execution
  • 2011
    • Inventory Implementation, concept

Financial Management

  • 2010
    • Deposits, close
    • OSF/ODOT Accounts Receivable (AR) Billing, close
    • Backfill Developers, execution
    • Accounts Payable (AP) Workflow, planning
    • Treasury, 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/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, execution
    • Enterprise Learning Rollout, initiation
    • Commitment Accounting Rollout, execution
    • ODOT Human Resources, execution, new project
    • Time and Labor for Non biweekly, planning
    • Carl Albert Payroll, concept, new project
    • Higher Education Interface, execution, new project
  • 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, new project

Other

  • 2010
    • Licensing, planning
    • ARRA Transparency, close
    • Grants Provisioning, planning
    • Data Staging Area, planning, new project
    • OpenBooks Phase 3, concept, new project
    • CAFR Reporting, concept, new project
  • 2011
    • Business Inteligence 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
    • Strategic Sourcing - e-Supplier Rollout, concept
  • 2011
    • e-Procurement, concept

Slide 15

Closed Project Schedule

HCM 9.0 Upgrade: January 2009, close.

Travel Expense EFT: January-March 2009, close; April 2009, close; June 2009, close; August 2009, close; October 2009, close; December 2009, close; January-February 2010, execution; April 2010, execution; May-June 2010, execution.

Employee Self Service: January-February 2009, close;April 2009, close; June 2009, close; August 2009, close; October 2009, close; December 2009, close; January-February 2010, execution; April 2010, execution; May-June 2010, execution.

Strategic Sourcing: January-March 2009, close.

Phase II fit Gap: January-June 2009, close.

Finance Bundles: April-August 2009, close.

Learning Management DEQ: February-August 2009, close.

Archiving: January-September 2009, close.

ARRA: August-October 2009, close.

Commitment Accounting: April-October 2009, close.

OSF/ODOT AR/BI: July-November 2009, close.

Deposits: July 2009-February 2010, close.

Item Maintenance: August 2009-February 2010, close.

Slide 16

Projects in Execution Delivery Schedule

ARRA Transparency: October 2009-January 2010.

Manager Self Service: June 2009-January 2010.

Backfill Developer Support: June 2009-May 2010.

Asset Management Pilot: June 2009-April 2010.

Inventory ODOT: August 2009-May 2010.

Time & Labor: April-November 2009; January 2010; April 2010.

HCM Enhanced Function: December 2009-May 2010.

Commit Accounting Rollout: October 2009-July 2010.

ODOT/OESC GPC: May 2009-July 2010.

GPC/AR/BI/T&L Extended: December 2009-October 2010.

Asset Management Rollout: April 2010-January 2011.

Higher Education Interface: December 2009-March 2011.

Slide 17

Agenda

  • Introductions
  • Communications and Governance
  • FMS Team Responsibilities
  • Current Project Status
  • FMS Commitments

Slide 18

FMS Commitments

The FMS Team will communicate status to agencies as well as receive guidance from agencies by conduction quarterly partner meetings and start advisory group meetings. We will also publish a bi-monthly newsletter.

The FMS Team wants to place more emphasis and effort on operational improvements to better serve the system users. We will also engage agencies for continuous improvement ideas and ranking of priorities.

Time the team can commit to continuous improvement. We will engage with agencies to assist with testing and rollout of items.

Slide 19

Agenda

  • Introductions
  • Communications and Governance
  • FMS Team Responsibilities
  • Current Project Status
  • FMS Commitments
  • Future Meetings

Slide 20

Future Advisory Group Meetings

  • Review and changes or enhancements to the system.
  • Status of changes or enhancements currently in process.
  • Review and rank any new/proposed changes or enhancements.
  • Provide users a forum to request changes/enhancements.

Slide 21

Resources/Process for Future Meetings

  • Around one week before each future meeting we will provide a list of prioritized items.
  • In the meetings we will explain the items as necessary to provide additional clarity.
  • We will solicit input/feedback on priority of the items.
  • After each meeting we will send an updated (re-ranked) list and we will estimate what will be completed in the next 60 days.

Slide 22

What We Need From You

  • Participate in the Process
    • Provide feedback on what you would like us to focus on
  • Look at the "Big Picture"
    • What is best for the State as a whole
    • What will provide the best value
  • Bring ideas for improvement
  • Assist with ranking priorities

Slide 23

Agenda

  • Introductions
  • Communications and Governance
  • FMS Team Responsibilities
  • Current Project Status
  • FMS Commitments
  • Future Meetings
  • Prioritization, Organization and Issues

Slide 24

Prioritization and Organization

What do we focus on and how do we rank items to be worked

  1. Production Impact (break fix)
    • Something that once worked but now does not
    • Something that has been found to be inaccurate
  2. Recurring Problem/Issue  (problem log)
    • An issue that exhibits a pattern that can be corrected (root cause)
  3. Service Requests
    • Requests from users to correct issues (not break fix), provide more data enhances data or additional functionality

Slide 25

Problems/Issues

SQL Requests in Total Year-to-Date 2009
  Jan Feb March April May June July Aug Sept  Oct Nov Dec
ARBI 0 0 0 0 0 0 0 0 0 0 1 0
CRM 1 1 1 2 0 0 0 0 0 0 1 0
Procurement 12 5 4 8 3 9 4 1 8 3 0 0
HRMS 20 21 18 18 10 11 7 24 16 10 3 3
Financial 13 10 34 28 14 16 16 19 15 8 14 0
EPM 2 1 2 2 8 6 1 0 1 0 0 0
ELM 0 0 0 1 0 0 0 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 26

Problems and Issues

Calendar 2009 Occurrences

  • 29 - F-11-KK_liquation
  • 13 - F-17-Recycle_stat_vchr_dup
  • 2 - F-18-Recycle_stat_vchr
  • 8- F-19-Warrant_fix
  • 3 - F-29-Ophan_row_kk_source
  • 4 - F-31-Dup_tran_ids
  • 1 - F-37-Out of Balance Journal Entries
  • 4 - F-40-Voucher Files Error
  • 64 - Total Occurrences

Please refer to attachment A for a detailed list of problems issues

Slide 27

BAS Development Service Request

August 2009: Developer Request (DR) Develop, 15; pending, 63; user test, 30; completed, 6.

September 2009: DR Develop, 19; pending, 58; development, 16; user test, 17; completed, 16.

October 2009: DR Develop, 22; pending, 56; development, 11; user test, 23; completed, 14.

November 2009: DR Develop, 32; pending, 64; development, 12; user test, 23; completed, 12.

December 2009: DR Develop, 31; pending, 54; development, 9, user test, 21; completed, 22.

Slide 28

FMS Service Requests

  Total Financials Supply Chain (PO) Other
Total Items 46 29 17 0
Ranked Items 15 8 7 0
Items Needing Cancellations (30's) 1 1 0 0
Items with Approved DR's (40's) 10 10 0 0
Items without Approved DR's (50's) 20 10 10 0
New Items to be Ranked (100's) 0 0 0 0
Completed Items (999's) 0 0 0 0

Please refer to Attachment B for detailed FMS list.

Slide 29

Agenda

  • Introductions
  • Communications and Governance
  • FMS Team Responsibilities
  • Current Project Status
  • FMS Commitments
  • Future Meetings
  • Prioritization, Organization and Issues
  • Feedback and Questions

 

Last Modified on 03/09/2012
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