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Business Application Services (CORE) Publications - HCM Advisory Board Meeting September 16, 2010

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

Slide 1

HCM Advisory Board (HAB)

September 16, 2010

Slide 2

Agenda

Members
HAB Purpose Recap
HCM Team Responsibilities Project Updates
Issues
Prioritization
60 Day Target Review
Feedback and Questions

Slide 3

HCM Advisory Board Contact Information

Michael Grisser - 522-1714 - michael.grisser@osf.ok.gov
Nancy Tarrant- 522-4363 - nancy.tarrant@osf.ok.gov
Alan Binegar - 522-1712 - alan.binegar@osf.ok.gov
Tom Patt - 522-0422 - tom.patt@opm.ok.gov
Everett Slavik - 522-0123 - everett.slavik@opm.ok.gov
Other Members
- Tom Spencer - 858-6737 - tspencer@opers.ok.gov
- Dan Melton - 232-1190 - dmelton@ebc.state.ok.us

Slide 4

HCM Advisory Board Members

Cynthia Zinn, Oklahoma Healthcare Authority
Margot Barnes, Oklahoma Department of Human Services (DHS)
Gary Sloup, Oklahoma Department of Transportation (ODOT)
Cindy Leonard, Oklahoma Department of Corrections
Leanne Beale, Oklahoma State Department of Health
Lucinda Meltabarger, Office of State Finance (OSF)
Lee Ann Gregory, Career Tech
Linda Phillips, Department of Public Safety (DPS)
Diane Haser-Bennett, DHS
Christina Hamilton, Department of Commerce (Commerce)
Ayana Wilkins, Department of Environmental Quality (DEQ)

Slide 5

Agenda

Members
HAB Purpose Recap

Slide 6

Recap - Purpose of HCM Advisory Board Meeting

Bi-Monthy review of Human Capital Management (HCM) and Enterprise Learning Management (ELM) Systems improvement initiatives.
Communicate Plans, Status and Ideas
Review and provide input on ranking of priorities
Communicate resource requirements
Receive/Provide feedback and guidance
Focus on continuous improvement
Assist with building a best-in-class system

Communication/Feedback/Prioritization

Slide 7

Continuous Improvement

Slide 8

Agenda

Members
HAB Purpose Recap
HCM Team Responsibilities

Slide 9

HCM 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 on which the HCM Advisory Board provided input.

Slide 10

Agenda

Members
HAB Purpose Recap
HCM Team Responsibilities
Project Updates

Slide 11

Completed Projects

Accounts Payable (AP) Workflow: Schedule, Green; Budget Green
Inventory - Department of Mental Health (DMH): Schedule, Green; Budget Green
EFT Remit Advices: Schedule, Green; Budget Green

Slide 12

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, close
2011
- Asset Management Rollout, execution
- Asset Management Oklahoma Department of Transportation (ODOT), execution
- Scanning and bar coding, planning

Supply Chain Management

2010
- Integrated Item Maintenance, close
- Inventory Mental Health, execution, close
2011
- Inventory ODOT, execution
- 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, close
- Accounts Payable (AP) Workflow, close
- EFT Remittance, execution, close
- Treasury General Ledger, execution
- Backfill Developers, execution
2011
- Apply Bundles 2011, concept
- eBill Pay, initiation
- Expense Module, concept
- Voucher Build, concept
- PCard Bank of America (BOA) transition, concept
- 3% Backup Withholdings, concept
- Treasury Module, concept
2012
- Financials Upgrade, concept
- P-card Module, concept

Enterprise Service Automation

2010
- Grants, Projects, Contracts (GPC) Pilot OESC, close
- GPC ODOT, execution
- GPC Pilot Oklahoma Department of Corrections (ODOC) and Department of Environmental Quality (DEQ), execution
2011
- GPC Rollout, initiation
2012
- GPC Roldout, concept

Human Capital Management

2010
- Time and Labor (T&L) Pilot, execution
- T&L Manager Self Service Pilot, close
- Commitment Accounting Rollout, close
- HCM Functionality Enhance, close
- Employee Self Service Rollout, close
- T&L for Non Bi-Weekly, execution
- ODOT T&L Manager Self Service (MSS), execution
- Higher Education Interface, execution
2011
- T&L MSS 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, close
- OpenBooks Phase 3, planning
- PeopleBooks 8.49, execution
2011
- Business Inteligence Financial Analytics, planning
- Archiving Phase 2, concept
- FFATA Transparency, concept, concept
- Governmental Risk and Compliance, concept
2012
- Training Web Delivery, concept
- Portal - PeopleSoft Sign on Consolidation
- Address Scrubbing Software, concept
- Budget, concept

Supplier Relationship

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

Slide 13

Projects in Execution Delivery Schedule

Time and Labor Pilot/ODOT, June 2009-July 2010
Grants, Projects, Contracts (GPC), AR, Billing (BI) ODOT, OESC, July 2009-July 2010
Inventory ODOT, August 2009-July 2010
T&L Manager Self Service ODOT, February-July 2010
Department of Central Services (DCS) Vendor Registration, December 2009-August 2010
PeopleSoft Extract Staging Environment, January-August 2010
PeopleTools 8.49, September 2010
Assets ODOT, September-November 2010
GPC/AR/Billing/T&L Extended Commerce/Department of Environmental Quality, March-December 2010
Treasury General Ledger (GL) Implementation, April-December 2010
OpenBooks - Phase III, May-December 2010
P-Card, BOA Transition, September-December 2010
Fiscal Year 2011 Technical Backfill, July 2010-June 2011
Enterprise Learning Management (ELM) Rollout, August 2010-July 2011
Asset Management Rollout, May 2010-August 2011
Higher Education Interface, May 2010-October 2011

Slide 14

Agenda

Members
HAB Purpose Recap
HCM Team Responsibilities
Project Updates
Issues

Slide 15

Issues
Issues	Solutions
1) Time BAS team can commit to continuous improvement. We did not make out goal for this period.	Compete - Combine with PO Advisory group to make rankings easier. Will better enable us to look at the Big Picture - August meeting.
2) Employee Self Service has increased number of help desk calls. The hold time and abandonment rate for the help desk has increased.	Complete - We have increased staffing at the help desk with temporary resource.
3) Training for new state staff and those needing remedial training.	Complete - Additional comprehensive HCM training will be performed in September. This will assist with reducing the demands on the support staff.
4) Continuous Communication for user issues, training and questions.	October - The team was doing a Brown Bag Lunch in months where comprehensive HCM training was not performed. In place of the brown Bag Lunch we are now doing an HCM Forum during normal business hours (not lunch hour) so more can attend.

Slide 16

Agenda

Members
HAB Purpose Recap
HCM Team Responsibilities
Project Updates
Issues
Prioritization

Slide 17

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 in 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, enhanced data or additional functionality.

Slide 18

Agenda

Members
HAB Purpose Recap
HCM Team Responsibilities
Project Updates
Issues
Prioritization
60 Day Target Review

Slide 19

Application Enhancement Service Requests

August 2009: Pending, 63 Technical; Development, 27 Technical; User Acceptance Testing (UAT), 30 Technical; Closed, 6 Technical.
September 2009: Pending, 58 Technical; Development, 35 Technical; UAT, 17 Technical; Closed, 16 Technical.
October 2009: Pending, 56 Technical; Development, 33 Technical; UAT, 23 Technical; Closed, 14 Technical.
November 2009: Pending, 64 Technical; Development, 36 Technical; UAT, 23 Technical; Closed, 12 Technical.
December 2009: Pending, 54 Technical; Development, 47 Technical; UAT, 27 Technical; Closed, 8 Technical.
January 2010: Pending, 59 Technical; Development, 42 Technical; UAT, 24 Technical; Closed, 16 Technical.
February 2010: Pending, 72 Technical; Development, 37 Technical; UAT, 26 Technical; Closed, 9 Technical.
March 2010: Pending, 79 Technical; Development, 25 Technical; UAT, 23 Technical; Closed, 17 Technical.
April 2010: Pending, 58 Technical; Development, 35 Technical; UAT, 16 Technical; Closed, 19 Technical.
May 2010: Pending, 125 Technical; Development, 22 Technical; UAT, 18 Technical; Closed, 22 Technical.
June 2010: Pending, 87 Technical, 37 Functional; Development, 22 Technical, 1 Functional; UAT, 11 Technical, 1 Functional; Closed, 13 Technical, 10 Functional.
July 2010: Pending, 90 Technical, 28 Functional; Development, 21 Technical, 12 Functional; UAT, 6 Technical; Closed, 13 Technical, 13 Functional.