Business Application Services (CORE) Publications - Partners Meeting February 2010

The following is a text transcript of the presentation made at the BAS (CORE) Oklahoma Partners meeting in February 2010.

Slide 1

Agenda

• Communications and Governance
• Completed Work (Incidents/SR/Projects)
• Project Portfolio (3 year plan)
• Current Project Status
• Issues
• Feedback and Questions
• Appendix

Slide 2

Agenda

• Communications and Governance

Slide 3

Governance / Communications Approach

• Partner Meeting
  • Quarterly Partner Meeting (October, February)
  • Bimonthly newsletter (October, December)
  • Monthly Status Updates (October, December, January)
  • Next Partner meeting May
• Finance Advisory Group
  • Service Request compiled and prioritized
  • Bimonthly meeting (January)
  • High level OKDHS roadmap
  • Detail OKDHS roadmap
  • Next Financial Advisory meeting (March)
• HR/Payroll Advisory Group
  • Future
• Procurement Advisory Group
  • Initial Procure to Pay roadmap developed and reviewed
  • Procure to Pay roadmap reviewed and approved with management
  • Service Request compiled and prioritized
  • Bimonthly meeting start (March)

New Governance / Communications Processes Have Started

Slide 4

Agenda

• Communications and Governance
• Completed Work (Incidents/SR/Projects)

Slide 5

Team Responsibilities

BAS Team Responsibilities

• Projects - 67%
• Incident / Service Request - 24%
• Administration - 9%

Resources spend 67% of their time on projects and 33% On support

Slide 6

Incident - Service  Request

Incidents and Service Requests

• August - 1,447
• September - 1,470
• October - 1,458
• November - 1,495
• December - 1,617

Slide 7

Service Request - Continuous Improvement

Completed Functional Request

• Moved OESC and ODOT to biweekly payroll
• Converted ODOT to the PeopleSoft Leave System
• Moved ODOT and OESC to Positive Time Reporting
• An additional 30 agencies were moved to Employee Self Service. Total of 48 agencies in production
• Tested and moved Payroll Tax Updates 09D, 09E and 09F
• Closed out 120,000 old PO’s so they can be archived
• Reconciled all encumbrances and pre encumbrances for FY02, 03, 04, 05, 06 and 07. (removed PO’s and Req’s that sill had funding that statutorily had been lapsed, also removed this from Commitment Control)
• Numerous Human Capital Management and Financials/PO reports have been updated/enhanced

Completed Development Request

• August - 6
• September - 16
• October - 14
• November - 12
• December - 22

Slide 8

Completed Projects (Since last Partners Meeting)

• OSF/ODOT - Accounts Receivable Billing (Green - schedule/budget)
• Item Maintenance (Green - schedule/budget)
• Deposits (Green - schedule/budget)

Accounting of 2009 Completed Projects Available in Appendix

Slide 9

Agenda

• Communications and Governance
• Completed Work (Incidents/SR/Projects)
• Project Portfolio (3 year plan)

Slide 10

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 11

BAS Opportunity Map

Classification is indicated by the following labels: maintain (shown visually in white), operational (shown visually in blue) and new services (shown visually in green). Status is designed visually by a thick black border (completed) and a red border (non-PeopleSoft).

Assets

• Asset Mgmt Pilot - Execution,2010
• Asset Mgmt Rollout - Execution, (New Project) 2010-11
• Scanning and Bar Codin - Planning, (New Project) 2011

Supply Management Chain

• Integrated Item Maintenance - Close, 2010
• Inventory ODOT - Execution, 2010
• Inventory Implementation - Concept, 2011
• Inventory Rollout - Concept, 2012

Financial Management

• Deposits - Close, 2010
• OSF/ODOT Accounts Receivable/Billing - Close, 2010
• AP Workflow - Planning, 2010
• Backfill Developers - Concept, 2010
• Treasury - Planning, (New Project) 2010
• Apply Bundles 2011 - Concept, 2010-11
• eBill Pay - Initiation, 2011
• Expense Module - Initiation, 2011
• PCard - Concept, 2011
• Voucher Build - Concept, 2011
• Financials Upgrade - Concept, 2012

Enterprise Service Automation

• Grant/Project/Contracts Pilot – ODOT/OESC - Execution, 2010
• Grant/Project/Contracts Pilot – ODOC/DEQ - Planning, 2010
• Grant/Project/Contracts Rollout - Initiation, 2011
• Grant/Project/Contracts Rollout - Concept, 2012

Human Capital Management

• Time and Labor Pilot - Execution, 2010
• Time and Labor Manager Self Service - Execution, 2010
• Enterprise Learning - Rollout - Initiation, 2010
• Commitment Accounting Rollout - Execution, 2010
• Human Capital Management Functionality Enhancement - Execution, 2010
• Employee Self Service Rollout - Execution, 2010
• Carl Albert Payroll - Concept, (New Project) 2010
• Higher Education Interface - Execution, 2010-11
• Time and Labor Mgr Self Service Rollout - Concept, 2010-11
• Time and Labor Rollout -Initiation, 2011
• Apply Bundles 2011 - Concept, 2011
• Leave Request Approval - Concept, 2011
• Org Publisher - Initiation, 2011-12
• Apply Bundles - Concept, 2012
• e-Performance - Concept, 2012

Other

• ARRA Transparency - Execution, 2010
• Licensing - Planning, 2010
• Grants Provisioning - Planning, 2010
• Data Staging - Planning, (New Project) 2010
• Open Books Phase 3 - Concept, (New Project) 2010
• CAFR Reporting - Concept, (New Project) 2010
• Business Intelligence Financial Analytics - Planning, 2011
• Archiving Phase 2 - Concept, 2010
• Govt Risk & Compliance - Concept, 2010
• Training Web Delivery - Concept, 20111-12
• Address Scrubbing Software - Concept, 2012
• Budget - Concept, 2012

Supplier Relationship

• Strategic Sourcing - e-Supplier Rollout - Concept, 2010-11
• e-procurement - Concept, 2011

Slide 12

Multi-Agency Business Services Opportunity Map Changes Since Last Partner Meeting

• Map was changed to include 2010, 2011 and 2012
• Completed projects ODOT/OSF Accounts Receivable and Billing, Deposits, Item Maintenance
• New Projects
  • Data Staging Area – Move Oracle data into staging tables to feed OSF/ODOT reporting data marts
  • Open Books Phase 3 – Utilize business intelligence for Open Books Web site
  • CAFR Reporting  - Utilize business intelligence for CAFR reporting
  • Carl Albert Payroll – Move Carl Albert to the PeopleSoft payroll system
  • E-performance – Automated Performance Management Process (PMP)
• Projects Moved Project Management Phase
  • Asset Management Rollout – Moved to execution. Starting rollout in April
  • Scanning and bar coding – Moved to planning, added RFID in scope, needed for Asset Rollout. RFP in process
  • Treasury General Ledger – Moved to planning, RFP response received. Review in process
  • Human Capital Management (HCM) Functionality Enhancements – Moved to execution, following functionality can be utilized by all state agencies. Table of organization, unclassified salary bands, employee photos, new leave codes, market pay matrices, targeted headcount Matrices, better employee search capabilities.
  • Higher education interface – Moved to execution

Slide 13

Agenda

• Communications and Governance
• Completed Work (Incidents/SR/Projects)
• Project Portfolio (3 year plan)
• Current Project Status

Slide 14

Projects in Execution Delivery Status

• ARRA Transparency - Execution (October 2009-January 2010)
• Manager Self Service - Replan (November 2009-January 2010)
• Backfill Developer Support - Execution (June 2009-May 2010)
• Asset Management Pilot - Execution (June 2009-mid April 2010)
• Inventory ODOT - Replan (August 2009-April 2010)
• Time and Labor - Replan (April-November 2009, January and April 2010)
• Human Capital Management Enhanced Functionality - Execution (mid December 2009-mid May 2010)
• Commitment Accounting Rollout - Execution (October 2009-July 2010)
• ODOT/OESC Grant/Project/Contracts - Replan (mid May 2009-July 2010)
• Grant/Project/Contracts and Accounts Receivable/Billing and Time and Labor Extd. - Replan (mid December 2009-October 2010)
• Asset Management - Execution (April 201-January 20110)
• Higher Ed Interface - Execution (December 2009-March 2011)

Slide 15

Projects in Planning Schedule

• Scanning-Bar Coding - Planning (January-July 2010)
• AP Workflow - Planning (January-February 2010)
• Treasury - Planning (January-mid March 2010)
• Grant/Project/Contracts Pilot ODOC/DEQ Time and Labor Extd. - Planning (January-February 2010)
• Data Staging Area - Planning (January-mid February 2010)
• Licensing - Planning (January-March 2010)
• Grants Provisioning - Planning (January-February 2010)

Slide 16

Agenda

• • Communications and Governance
  • Completed Work (Incidents/SR/Projects)
  • Project Portfolio (3 year plan)
  • Current Project Status
  • Issues

Slide 17

Issues

Slide 18

Agenda

• • Communications and Governance
  • Completed Work (Incidents/SR/Projects)
  • Project Portfolio (3 year plan)
  • Current Project Status
  • Issues
  • Feedback and Questions

Slide 19

Agenda

• • Communications and Governance
  • Completed Work (Incidents/SR/Projects)
  • Project Portfolio (3 year plan)
  • Current Project Status
  • Issues
  • Feedback and Questions
  • Appendix

Slide 20

Web site Instructions

In our last partner meeting, we talked about posting content from the partner meeting, and monthly project updates to the Web for your review. You can find this information at the following URL: http://www.ok.gov/cio/Customers/Business_Application_Services_Essentials/index.html. A bimonthly newsletter and a monthly executive steering presentation (status) will be posted on this page along with the IT partner information.

We have also set up a new Notification Group called BAS Updates. Please subscribe to the BAS Updates lists to get automated notifications when a new document is posted. Go to the the following link and you will be notified each time an update is made available. BAS Updates Notification link: http://www.ok.gov/triton/modules/oknotify/index.php?id=65.

Slide 21

Completed Projects (2009 - Total 120

Schedule (World Class - 80%*)

• Green Status - 75%
• Yellow Status - 0%
• Red Status - 25%

Budget (World Class - 94%)

• Green Status - 92%
• Yellow Status- 0%
• Red Status - 8&

* The Hackett Group, a global strategic advisory firm, is a leader in best practice advisory, benchmarking and transformation.

Slide 22

Completed Projects (BAS)

• Human Capital Management (HCM) Upgrade 9.0 (Green status - Schedule, Budget)
• PeopleSoft Employee Self Services (Green status - Schedule, Budget)
• Travel Expense EFT (Green status - Schedule, Budget)
• Strategic Sourcing/e-Supplier (Red status - Schedule; Green status - Budget)
• Financials Phase II - BPA, fit gap, configuration (Red status - Schedule, Budget)
• Archiving Phase I (Red status - Schedule; Green status - Budget)
• Enterprise Learning Management - DEQ (Green status - Schedule, Budget)
• Financials Maintenance Packs 2009 (Green status - Schedule, Budget)
• Commitment Accounting (Green status - Schedule, Budget)
• Accelerated OSF/ODOT Accounts Receivables/Billing (Green status - Schedule, Budget)
• ARRA Reporting (Green status - Schedule, Budget)
• Accounts Receivable/Billing (Green status - Schedule, Budget)