Business Application Services (CORE) Publications - Financials Advisory Board Meeting October 20, 2011

The following is a text transcript of the presentation made at the BAS (CORE) Oklahoma Financials Advisory Board (FAB) meeting in October 2011.

Slide 1

Financials Advisory Board

October 20, 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

• Jennie Pratt - (405) 521-6160 - jennie.pratt@0sf.ok.gov
• Patricia Garcia - (405) 522-6855 - patricia.garcia@osf.ok.gov
• Jim Bresemann - (405) 522-1762 - james.bresemann@osf.ok.gov
• Ronney Maxwell - (405) 522-1744 - ronney.maxwell@osf.ok.gov
• Danny Fitzpatrick - (405) 522-3971 - danny.fitzpatrick@osf.state.ok.us

Slide 5

Financials Advisory Board Members

• Suzen Rodesney - Department of Mines
• Tom James - Department of Corrections (Corrections)
• Pam Leuty - Corrections
• Lisa McKim - Department of Tourism
• Cindy Hughes, Department of Public Safety (DPS)
• Steve Coffman - Conservation Commission
• Travis Monroe - Office of the State Treasurer (Treasurer)
• Lisa Hayes - Real Estate Commission
• Grace Brown - Department of Health
• Chelley Hilmes - Oklahoma Department of Transportation (ODOT)
• Marilyn Capps - Office of Personnel Management (OPM)
• 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

• Water Resource Board - Grants, Projects, Contracts (GPC)/ Accounts Receivable (AR)/Business Intelligence (BI): Schedule, green; Budget, green.
• Assets for OSF: Schedule, green; Budget, green.

Slide 8

Current Projects

• GPC/Inventory ODOT
• IT Consolidation
• Financial Analytical
• Grants Provisioning - Commerce
• Grants Provisioning - Tobacco Settlement Endowment Trust (TSET)
• Grants Provisioning - Oklahoma Center for the Advancement of Science and Technology (OCAST)
• Grants Provisioning - Homeland Security
• Licensing - Oklahoma State Department of Health
• Licensing - Construction Industries Board (CIB)
• Licensing - Accountancy Board
• Oklahoma State Department of Health

Slide 9

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 Manager Self Service (MSS), execution
• 2012
  • Enterprise Learning Rollout, concept
  • MSS Rollout, concept
  • Apply HCM Bundles, concept
• 2013
  • Organization Publisher, initiation
  • Enterprise Learning 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 10

Agencies on GPC/AR/Billing

• Department of Environmental Quality
• Department of Commerce
• Employment Security Commission
• Department of Mines
• OSF Broadband
• Water Resources Board

Slide 11

Agencies on Assets

• Department of Mental Health
• Department of Environmental Quality
• Tax Commission
• Police Pension
• Department of Commerce
• Employment Security Commission
• Department of Transportation
• Department of Security
• Uniform Building Code Commission
• Commercial Pet Breeders Board
• OSF

Slide 12

Agencies on Inventory

• Department of Mental Health

Slide 13

Agenda

• Issues

Slide 14

Issues

Slide 15

Agenda

• Metrics

Slide 16

Business Services Change Requests On Time (Detail) 

• January (Financials): completed, 9; not completed, 3.
• February (HCM): completed 64; not completed, 13.
• March (FIN): completed, 12; not completed, 7.
• April (HCM); completed, 27; not completed, 5.
• May (FIN): completed, 18; not completed, 3.
• June (HCM): completed, 24; not completed, 4.
• July (FIN): completed, 19; not completed, 3.
• August (HCM): completed, 21; not completed, 4.
• September (FIN): completed, 15; not completed, 3.

Slide 17

• January (Financials): Enhanced Service Requests (ESRs) completed, 9; not completed, 3; 75 percent; unplanned completed 10.
• February (HCM): ESRs completed 64; not completed, 13; 83 percent; unplanned completed 15.
• March (FIN): ESRs completed, 12; not completed, 7; 63 percent; unplanned completed 12.
• April (HCM); ESRs completed, 27; not completed, 5; 84 percent; unplanned completed 13.
• May (FIN): ESRs completed, 18; not completed, 3; 86 percent; unplanned completed 17.
• June (HCM): ESRs completed, 24; not completed, 4; 86 percent; unplanned completed 10. .
• July (FIN): ESRs completed, 19; not completed, 3; 84 percent; unplanned completed 7.
• August (HCM): ESRs completed, 21; not completed, 4; 84 percent; unplanned completed 11.
• September (FIN): ESRs completed, 15; not completed, 3; 83 percent; unplanned completed 19.

Slide 18

Agenda

• Updates - Closed/Targets/Watch

Slide 19

Updates - Completed Items

Completed Items - Review List

• 18 items to be completed in the new reporting period
• Status
  • 15 items from list completed
  • 3 items from list not completed
  • 19 item completed after target date
• 34 total items completed

Slide 20

Update - 60-Day Target Items

60-Day Target Items - Review List

• Discussion - questions/proposed changes/clarification

Slide 21

Update - Watch Items List

Watch Items - Review List

• Discussion - questions/proposed changes/clarification

Slide 22

Agenda

• Feedback and Questions
• Asset Demo

Slide 20

Other