CORE Executive Board

CORE Executive Board

July 21, 2010

Next CEB August 18, 2010

Agenda

SQL Requests/Problem Management Summary

Completed Projects

Portfolio

Priority

Execution Delivery Schedule

Projects in Movement

Program Status

HCM

Financials

Application Development Service Request Summary

Scorecard

Executive Issues

2

Problem Management SQL Requests

0

5

10

15

20

25

30

35

40

45

DBA/ System

Purchasing

ARBI

CRM

Procurement

HRMS

Financial

EPM

ELM

3

Problem Management Summary

Summary Total

Problems

Resolved or

Resolution In Process

Investigating Resolved by

Future Functionality

DR to be Created

Monitor

Financial 14 8 2 4 0 0

PO 2 1 1 0 0 0

HCM 18 12 1 0 4 1

DBA/System 3 0 2 0 0 1

TOTAL 37 21 6 4 4 2

4

Completed Projects Since Last CEB

Commitment Accounting Rollout

Backfill Developers

Employee Self Service Rollout

EFT Remit Advices

AP Workflow

Schedule Budget

5

6

CORE Completed Projects 2010 Qtr 1 and 2 – Total 10

Schedule*World Class – 80% on time

*Median – 70% on time

2009 Actual – 75% on time

2010 Q1 – 75% on time

2010 Q2 – 100% on time

Budget*World Class – 94% on

budget

*Median – 85% on budget

2009 Actual – 92% on budget

2010 Q1 – 100% on budget

2010 Q2 – 100% on budget

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

Within 10%

Within 20%

Over 20%

Completed Projects – 2010 Qtr 1& 2

Asset Management Pilot

Commitment Accounting Rollout

HCM Functionality Enhancements

EFT Remit Advices

Backfill Developers

Time & Labor Self Service – OSF

ARRA Transparency

Deposits

Integrated Item Maintenance

GPC Pilot OESC

Schedule Budget

7

Multi Agency Business Services Opportunity Map

Enterprise Service Automation Human Capital Management Other Supplier Relationship

Fin

anci

al M

an

age

men

tS

upp

ly C

ha

in M

gm

tA

sse

ts

2010 2011 2012

Time and Labor Pilot

Higher Education Interface

Asset Mgmt Pilot

Scanning and bar coding

Grant/Project/

Contracts Rollout

Grant/Project/

Contracts Rollout

Expense ModuleTreasury GL

AP Workflow

eBill Pay

Voucher Build

Leave Request Approval

Grants Provisioning

Business Intelligence Financial Analytics

Licensing

Archiving Phase 2

Budget

Govt Risk & Compliance

Address Scrubbing Software

e- procurement

Inventory Mental Health

Inventory Rollout

Training Web

Delivery

Time and Labor Rollout

Commitment Accounting

Rollout

Enterprise Learning -

Rollout

Strategic Sourcing- e-

Supplier Rollout

Financials Upgrade

Apply Bundles

2011

Apply Bundles

Pcard BOA trans

Integrated Item Maintenance

Deposits

T&L Manager

Self Service Pilot

GPC ODOT

Apply Bundles

2011

Employee Self Service

Rollout

Org Publisher

Asset mgmt Rollout

Concept Initiation ExecutionPlanning Close

Backfill Developers

T&L Mgr Self Service Rollout

GPC Pilot – ODOC/DEQ

ARRA Transparency

HCM functionality

Enhance

T& L for Non b-weekly

Openbooks Phase 3

E-Perfromance

OSF/ODOT AR Billing

Data Staging Area

Inventory ODOT

Vendor Registration

EFT Remittance

ODOT T&L MSS

FFATA Transparency

3% Backup Withholdings

Backfill Developers

Peopletools 8.49

Asset mgmt ODOT

GPC Pilot – OESC

Treasury Module

P-Card Module

INV Implementati

on

Portal – PS Sign on Cons

8

Portfolio Priority

9

Project Name Project Manager Dept FunctionCurrent Project

PhasePriority within

FunctionBackfill Developers for Production support and Enhancments 2011

Fred Cantrell COREFinancial mgmt

Human capital mgmtPlanning> Execution

1

Time and Labor Pilot/ODOT Alex / Kim CORE Human capital mgmt Execution 2

Inventory Pilot Department of Mental Health Alex / Kim CORE Supply chain Management Execution 3

DCS Vendor Registration Lisa McKeithan CORE Supply chain Management Execution 4

P-Card - BOA Transition Lisa McKeithan CORE Financial Mgmt Initiation 5

Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ

Alex / Kim COREEnterprise service

automationExecution 6

Higher Education Interface Lisa McKeithan CORE Human capital mgmt Execution 7

PeopleTools 8.49 Mike Jorski AppDevCORE FIN

CORE CRM CORE EPM

Execution 8

Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 9

Assets ODOT Alex CORE Financial MgmtPlanning> Execution

10

GPC - ODOT Alex / Kim COREEnterprise Service

AutomationExecution 11

T&L Manager Self Service ODOT Pilot Alex / Kim COREEnterprise service

automationExecution 12

Treasury GL Implementation Alex CORE Financial mgmt Execution 13

PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Execution 14

Business Intelligence/Financials Analytics Lisa McKeithan CORE Other Planning 15

Portfolio Priority

10

Project Name Project Manager Dept FunctionCurrent Project

PhasePriority within

Function

OpenBooks - Phase III Lisa McKeithan CORE OtherPlanning> Execution

16

Asset Mgmt-Rollout Michael Grisser CORE Assets Execution 17

Travel & Expense EFT Steve Wilson DCAR Financial mgmt Execution 18

Grants - Provisioning Lisa McKeithan CORE Other Planning 19

Licensing Lisa McKeithan CORE Other Planning 20

Enterprise Learning Management- Rollout Michael Grisser CORE Human capital mgmtPlanning> Execution

21

Scanning and Bar-coding functionality for Phase II modules

Alex CORE Assets Concept 22

Expense Module Lisa McKeithan CORE Financial mgmt Planning 23

Budget Lisa McKeithan CORE OtherConcept> Initiation

24

eBill Payment Lisa McKeithan CORE Financial mgmt Concept

Federal Funding Accountability and Transparency Act (FFATA)

Lisa McKeithan CORE Accounts Payable Concept

3% Federal Withholding Lisa McKeithan CORE Accounts Payable Concept

11

Projects in Execution Delivery Schedule

J U N

J U L

A U G

S E P

O C T

N O V

D E C

J A N

F E B

M A R

A P R

M A Y

J U N

J U L

A U G

S E P

O C T

N O V

D E C

J A N

F E B

M A R

A P R

M A Y

J U N

J U L

A U G

S E P

O C T

N O V

D E C

PeopleSoft Extract Staging Environment

Time and Labor Pilot/ODOT

Grants/Projects/Contract A/R Billing ODOT

Inventory ODOT

T&L Manager Self Service ODOT

Inventory Pilot Department of Mental Health

DCS Vendor Registration

PeopleTools 8.49

Assets ODOT


Treasury GL Implementation

OpenBooks - Phase III

FY11 Technical Backfill

ELM rollout

Asset Management Rollout

Higher education Interface

2009 2010 2011

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Milestone Task Bar

2676 - OpenBooks - Phase III

Deploy - OpenBooks

Design/Model Data Warehouse and Repository

OK.gov Integration; Automate Uploads & Documentation

Reports & Testing;

2010

Issues/Assumptions

Design and build the OpenBooks data warehouse and web site. New design must include improved search functionality including detailed vendor payments, dashboard lookg and feel, and download capabilities.

Milestone Plan +/- 10%

Deploy - ARRA

Design and Build Extracts to Data Staging Environment

Included ARRA updates due 9/28/2010

***New legislation (SB2310/SB1759) will require changes to the current timeline and cost

Financials Analytics will not start until AFTER this project is completed. Any delay in the AP Workflow project will impact this schedule

12

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Milestone Task Bar

CORE-2801 FY11 Technical Backfill AppDev

FIN, EPM production support & required enhancements

HCM, ELM, CRM production support & required enhancements

Backfill Developers for Enhancment Service Requests.

Milestone Schedule +/- 10%2010 2011

• This plan assumes state technical resources average 4hrs/day to assist & coordinate external resource activities.

• This is for technical backfill services for Enhancement Service Requests and 30-day post go-live support.• External backfill staff will be targeted to FIN & HCM.• External backfill staff could be applied to CRM, ELM & EPM as needed.

Issues

13

14

Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July

Group A - 5000 empl's (8/01/10 - 11/30/10 -12/31/10) Group B - 2250 empl's plus HRDS courses (11/1/10 - 1/31/11 - 3/31/11) Group C - 500 empl's plus CPO's, CPA's, Financial Mgrs & Firefighters statewide (1/20/11 - 4/30/11 - 6/15/11)

Additional functionality requirements will not be met in this rollout, and may require a consultant and additional technical support (Phase III)

Milestone Task Bar

Train Users

Will we require enrollment to go thru a nominating official or emp self enrollTo meet the timelines, all Groups must take the system as it is currently designed/configured

IssuesNeed to determine if update of additional HCM fields will be manual or load

CORE - 2637 Enterprise Learning Management Rollout

Setup for Agency's/Update additional HCM fieldsVerify ConfigurationTesting - Includes data entry for learners catalog etc

2010

Phase II Rollout of Enterprise Learning Management: Group A consists of Department of Career & Technology Education (800), CompSource Oklahoma (390), Department of Transportation (345), Administrative Office of the Courts (199, 219, 220, & 677), Oklahoma


Business Process Testing

Convert Agency Training HistoryGo-live

Post Production Support

Business Process Review and Kickoff

2011

15

May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr

Milestone Task Bar

2800 - Pcard - BOA Transition

Development and Testing

Implementation

Integration Testing with BOA

Issues/Assumptions

Design and build the OpenBooks data warehouse and web site. New design must include improved search functionality including detailed vendor payments, dashboard lookg and feel, and download capabilities.


Define Requierments with BOA

1 outbound interface: GL Exports3 inbound interfaces: Vouchers, 1099s and OpenBooks

2010 2011

16

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Milestone Task Bar

Issues

2810 - Asset Management - ODOT

Production Support

Perform Integration Testing

Prepare for User Acceptance Testing

Perform User Acceptance Testing

Asset Management Implementation - ODOT

Milestone Schedule2009

Go-Live

Perform System Roll-out / Conversion

Prepare for Integration Testing

17

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Configuration has begun in FSPH2.

BPA Questionnaire created and sent to Steve Wilson.Response received.

Issues

Meeting scheduled for 07/15 to review requirements.

2010

Develop a +- 10% Plan

Evaluate results and determine next steps

Gather initial requirements from OSF

CORE Expense Evaluation

Decision - Next Steps

Define scope of the Expense implementation

Conduct a high-level FIT/Gap

Create a working prototype using OSF requirements and data

The Project will create a working prototype from which we will evaluate whether Expenses is a useful and viable solution for the state.

Milestone Schedule +/- 50%

Program Status

HCM

18

CORE-1080 Higher Ed Payroll

Status: GREEN

Convert higher ed agencies from the legacy payroll system to the PeopleSoft system.

TASK Start Finish

PY Test Scripts 07/01/2010 07/31/2010

HR Interface Testing 07/05/2010 07/31/2010

PY Conversion extract verification 07/16/2010 07/31/2010

PY Conversion/Interface Testing 08/01/2010 09/30/2010

Requires Awareness:

• Working on project plan to include state specific tasks.• OU time is limited during AUG/SEP during enrollment.

Key Activities

Key Overall Issues

19

CORE – 2581 Time & Labor

Status: RED

This Project is to address Time & Labor functionality for bi-weekly agencies. The pilot agencies are OESC and ODOT. OESC went live on schedule May 17th.

Requires Awareness:

Integration and User Acceptance Testing for ODOT will be scheduled to coincide with a re-baselined plan.

Task Start End

Key Activities

Key Overall Issues

20

CORE – 2666 Grants, Projects, Contracts with AR/Billing Monthly Extended Time & Labor

Status: GREEN

The Team is performing Prototype Sessions with DEQ and Commerce for implementation of the Phase II modules.

Requires Awareness:

Key Activities

Key Overall Issues

TASK Start Finish

Prototype Review and Documentation 06/14/2010 07/09/2010

Develop & Unit Test (Rules, Conversions, Interfaces, & Modifications

06/07/2010 08/06/2010

Define and Test Security Roles 07/12/2010 07/23/2010

Prepare for Integration Testing 07/19/2010 08/06/2010

21

Program Status

Financials

Phase II Modules

22

CORE – 2611 PeopleTools 8.49

Status:

GREEN

Upgrade EPM to PeopleTools version 8.49.

TASK % Complete Start Finish

Prepare Change Assistance & stage software 08/30/2010 08/31/2010

Upgrade & test non-prod EPM environments 09/10/2010 09/24/2010

Upgrade EPM production environment 09/25/2010 09/25/2010

Upgrade EPM development environment 09/27/2010 09/28/2010

Requires Awareness:

Execution starts the end of August.

CRM PeopleTools will be upgraded with the CRM ITIL project.

FIN PeopleTools will be upgraded with the next maintenance pack project.

Key Activities

Key Overall Issues

23

CORE-2675 Data Staging Environment

Status: RED

Build staging environment containing PeopleSoft extracts that will be used by ODOT.

TASK Start Finish ODOT Access

Phase I extracts (6) signed off by ODOT 07/02/2010

Assets (0523) & Projects (0514) have been re-migrated to FSTST2 and is ready for functional testing

06/25/2010 07/12/2010 07/12/2010

Contracts (0513) & Billing (0512) still working on updating programming

06/25/2010 07/31/2010 07/31/2010

Sign-off on Phase II Modules 08/15/2010 08/15/2010

Inventory – define requirements 07/01/2010 07/23/2010

Inventory - programming 07/30/2010 08/15/2010 08/22/2010

Sign-off on Inventory 08/31/2010 08/31/2010

Requires Awareness:

• Interfaces/batch process were not updating audit tables and getting records created in the staging tables. Re-work required on Phase II extracts (db trigger).•Request to add inventory information

Key Activities

Key Overall Issues

24

CORE-2681 DCS Vendor Registration

Status: GREEN

Build interfaces between OK.gov and PeopleSoft for validation and upload of vendor/bidder data into PeopleSoft.

TASK Start Finish

Go-live with vendor registration – Part I 07/19/2010

Development /Testing – Tech specs 0027 – update ‘look-up’ functionality within PeopleSoft to include bidders

06/04/2010 08/31/2010

Development/Testing – Bidder to Vendor Update 05/10/2010 08/31/2010

Review/Revise processes – OSF & DCS 07/31/2010 07/31/2010

Requires Awareness:

• Missed Phase I implementation by 19 days. •DCS is working on ‘Phase II’ for updated front-end. This will cause some reprogramming of the interface that will be tracked as a service request. Scheduled for the fall.

Key Activities

Key Overall Issues

25

2665 – Asset Management Rollout

Status: GREEN

Meetings to be held to prepare for Kickoff Session Will not make much progress until August: after the DMH Inventory Implementation is completed, consulting resources are filled and DCS participation is resolved.

TASK Start Finish

Prepare for / Conduct Project Kick-offTBD TBD

Configure/Verify Agency Conversion Data 08/16/2010 11/05/2010Perform Test Loads

09/26/2010 10/15/2010Train Agency Users

10/17/2010 11/05/2010

Requires Awareness:

•DCS Resource is not committed to the project – Brenda is addressing. If no DCS resource rollout plan may need to be adjusted.•Patricia not available until August•Brenda to also assist with agency buy in to rollout plan.•Lost Consulting Resource, took another assignment – will delay start and could impact ODOT Assets•ODOT Assets requires re-baselining of rollout timeline

Key Activities

Key Overall Issues

26

CORE – 2682 Inventory Pilot - DMH

Status: GREEN

The following warehouses are in production:-Griffin Memorial Hospital-Carl Albert Community Mental Health Center-Bill Willis Community Mental Health Center

TASK Start Finish

Go-Live 07/01/2010 07/06/2010

Post Production Support

Requires Awareness:

Working with DMH to cleanse data for the remaining warehouses:-Jim Taliaferro Community Mental Health Center-Oklahoma Forensic Center-Northwest Center for Behavioral Health

Key Activities

Key Overall Issues

27

2692 – Treasury GL Implementation

Status: GREEN

The Team conducted the Fit Analysis Sessions and has reviewed the notes. They are in the process of identifying final approach and impacts.

TASK Start Finish

Create Decision Approach Papers 05/28/2010 07/02/2010

Identify Development Requirements 05/28/2010 07/02/2010

Configuration 07/06/2010 07/13/2010

Define Security 07/14/2010 07/16/2010

Requires Awareness:

OST has requested that their Go-Live date be moved to a month-end. Rather than go-live on 11/15/2010 they would like to look at either 10/31/10 or 12/31/2010.

Key Activities

Key Overall Issues

28

CORE – 2599 Grants, Projects, Contracts with AR/Billing

Status: RED

This Project is on hold.

TASK Start Finish

Functional Unit Testing – ODOT (see below)

Requires Awareness:

•ODOT cannot supply a date for conversion of legacy data.

Key Activities

Key Overall Issues

29

CORE – 2610 Inventory ODOT

Status: RED

On Hold.

TASK Start Finish

Integration Testing (see below)

Prepare for User Acceptance Testing

User Acceptance Testing

Go Live

Requires Awareness:

Key Activities

Key Overall Issues

30

CORE – 2674 Manager Self Service ODOT / Pilot

31

Status: RED

Project was planned in two phases: (1) limited salary personnel April 24th (complete) and (2) all non Agile Asset personnel to coincide with ODOT GPC go-live date – on hold.

Requires Awareness:

Task % Start End

Go –live Limited Pilot - Complete 100 04/242010 04/24/2010

Requirements – Full Implementation - Complete 100 03/23/2010 04/07/2010

Key Activities

Key Overall Issues

31

Application Enhancement Service Requests

32

Current Application Enhancement Service Requests - June 2010

(5/29 - 6/30)

Functional ESRs Pending Config/Setup UAT Completed

CRM

ELM

EPM

FIN 3

HCM 34 1 1 10

Total 37 1 1 10

Technical ESRs Pending Dev UAT Completed

CRM 1 3

ELM 3

EPM 1

FIN 27 7 4 4

HCM 55 12 7 9

Total 87 22 11 13

Pending Dev UAT Completed

Total 124 23 12 23 33

Based on 60 Day PlanPlanned Enhancement Service Requests OnTime Completion

# ESRs completed # ESRs not completed # unplanned completed

JanuaryMarch 6 2 5May 3 5 4JulySeptemberNovember

34

CORE Scorecard

Within 10% of plan Within 20% of Plan Over 20% of plan

35

Project NameCurrent

Project PhaseHealth Ind Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind Budget

FY11 Technical Backfill Planning> Execution

G 7/1/2010 6/30/2011 6/30/2011 G

Time and Labor Pilot/ODOT Execution R 3/1/2009 7/31/2010 7/31/2010 RInventory Pilot Department of Mental Health

Execution G 4/15/2010 7/31/2010 7/31/2010 G

DCS Vendor Registration Execution G 12/1/2009 8/31/2010 8/31/2010 GP-Card - BOA Transition Initiation>

PlanningG 5/1/2010 8/15/2010 8/15/2010 G


Execution G 3/1/2010 12/31/2010 12/31/2010 G

Higher education Interface Execution G 4/1/2010 10/31/2011 10/31/2011 GPeopleTools 8.49 Execution G 8/30/2010 9/28/2010 9/28/2010 GInventory ODOT Execution R 8/1/2009 7/31/2010 7/31/2010 RAssets ODOT Planning>

ExecutionG 8/1/2010 11/15/2010 11/15/2010 G

Grants/Projects/Contract A/R Billing ODOT

Execution R 7/1/2009 7/31/2010 7/31/2010 R

T&L Manager Self Service ODOT Execution R 3/1/2010 7/31/2010 7/31/2010 R

Program Status

Within 10% of plan Within 20% of Plan Over 20% of plan

36

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

Treasury GL Implementation Execution G 4/12/2010 12/31/2010 12/31/2010 GPeopleSoft Extract Staging Environment

Execution R 1/14/2010 6/18/2010 8/31/2010 G

Business Intelligence - FS Analytics

Execution R 4/1/2009 7/31/2009 7/31/2010 G

OpenBooks - Phase III Execution G 6/1/2010 12/31/2010 12/31/2010 GAsset Management Rollout Execution G 4/19/2010 8/31/2011 8/31/2011 GGrants - Provisioning Execution R 7/31/2008 7/15/2009 7/31/2010 GLicensing Execution R 12/1/2008 8/15/2009 7/31/2010 GELM rollout Execution G 8/1/2010 7/31/2011 7/31/2011 GScanning and Barcoding functionality for Phase II Modules

Execution

Expense Module Execution G 7/12/2010 8/20/2010 8/20/2010 G

IssuesIssue Status

1) ODOT Phase II ( Projects, Grants, AR, Billing Inventory) will not meet their July 3rd scheduled implementation date.

ODOT can not supply an estimated date when they will have the legacy data converted into PeopleSoft. The project is on hold until this data is provided.

4) Commerce will be going live on Phase 2 without a Grants Provisioning. They will utilize manual work arounds until we acquire a Grants Provisioning package.

We need to expedite the Grants Provisioning purchasing process and prioritize Commerce in the first implementation.

3) The fixed asset rollout plan has been completed and additional state resource is required to deliver on the current schedule.

Initial meeting held with DCS to obtain resources. No follow up meeting has occurred. Do we need to postpone this project?

37

2) The Asset consultant left the project without conducting turnover to a new consultant.

Maximus is looking for an Asset consultant. They have committed that they will supply the necessary resource so that ODOT Assets and Asset rollout dates are met. Any consulting resources required over our plan will not be billed to the state.

IssuesIssue Status

38

5) We need to determine which agencies will be moved to Phase 2 after Commerce and DEQ

The additional agencies will be scheduled around the ODOT implementation. This project could start as early as November

6) ODOT has a staff shortage in AR due to turnover of staff. Payments have been posted in error causing aging to be off. Reconciliation of the initial load of County Leases is still in progress. ODOT is not using functionality implemented last October (Accelerated AR/BI) - Outdoor Advertising, Tuition, etc.

Currently 2 positions are being recruited. Working with Ciber on reconciliation as time permits (required for GAAP). Mark will continue support on County Leases and Deposits until new hires come on.Mark will have to train staff when hired.

Documents

CORE Executive Board