CORE Executive Board

August 18, 2010

Next CEB September 22, 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

3

0

5

10

15

20

25

30

35

40

45

DBA/ System

Purchasing

ARBI

CRM

Procurement

HRMS

Financial

EPM

ELM

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

Problem Management Summary

4

Completed Projects Since Last CEB

Inventory Pilot – DMH

Schedule Budget

5

Portfolio Priority

6

Project Name Project Manager Dept FunctionCurrent

Project PhasePriority within

Function

Backfill Developers for Production support and Enhancments 2011 Fred Cantrell COREFinancial mgmt

Human capital mgmtExecution 1

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

DCS Vendor Registration Lisa McKeithan CORESupply chain Management

Execution 4

P-Card - BOA Transition Lisa McKeithan CORE Financial MgmtPlanning> Execution

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 Mgmt 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

OpenBooks - Phase III Lisa McKeithan CORE Other Execution 16

Asset Mgmt-Rollout Michael Grisser CORE Assets Execution 17

Portfolio Priority

7

Project Name Project Manager Dept FunctionCurrent

Project PhasePriority within

Function

data.gov Lisa McKeithan CORE Transparency Initiation 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 mgmt Execution 21

Scanning and Bar-coding functionality for Phase II modules Alex CORE Assets Concept 22

Expense Module Alex/Kim CORE Financial mgmtPlanning> Execution

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

8

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

Time and Labor Pilot/ODOT

Grants/Projects/Contract A/R Billing ODOT

Inventory ODOT

T&L Manager Self Service ODOT

DCS Vendor Registration

PeopleSoft Extract Staging Environment

PeopleTools 8.49

Assets ODOT

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

Treasury GL Implementation

OpenBooks - Phase III

P-Card - BOA Transition

FY11 Technical Backfill

ELM rollout

Asset Management Rollout

Higher Education Interface

2009 2010 2011

9

May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar

Milestone Task Bar

2010 2011

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

Issues/Assumptions

Build interfaces between state and Bank of America (new pcard vendor). Interfaces include: GL Export, Voucher Build, 1099 Load and OpenBooks.

Milestone Plan +/- 10%

Voucher Build Go-Live

Define Requierments with BOA

2800 - Pcard - BOA Transition

1099 Load - Dev and Testing

GL Export - Dev and Testing

Voucher Build - Dev and Testing

1099 Load Go-Live

GL Export Go-Live

10

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

2823 - Expenses - Pilot

Go-Live

Post Production Support

Business Process Analysis

Fit Analysis / Business Process Testing

Development

This Project is to automate travel requisition and expense reporting for state agencies: Office of State Finance (090), Tobacco Settlement Trust (092), Oil Compact Commission (307), Office of Personnel Management (548). Estimated annual statewide savings of $2.8mm.

Milestone Schedule +/- 10% 2010 2011

User Acceptance Testing

Integration Testing

Project Start Up

Best price for software is at quarter end combined with Analyitics

Plan utilizes new hire starting in November.May require additional backfill in GPC.

IssuesCORE staff not available.

Assumes 75% of a DCAR FTE and 50% of a CORE FTE.

11

Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2824 - Expenses Roll Out - Pilot

Conduct UAT

Convert Data

Go-live Support

Create Roles & Responsibilities

Prepare and Conduct Kickoff

Configure Security

This Project is to roll out travel requisition and expense reporting for all remaining state agencies.

Milestone Schedule +/- 50%2011

Conduct Training

Configure Agency-specific Expense Tables

Prepare Implementation Packet

IssuesGroup B 03/01 - 04/15

Group E 07/16 - 08/31

Group G 10/16 - 11/30

Cost will increase if CORE new hire is not available.

Group F 09/01 - 10/15

Group C 04/16 - 05/31Group D 06/01 - 07/15

Program Status

HCM

12

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 – Round 2 07/05/2010 09/15/2010

PY Conversion extract verification 07/16/2010 09/30/2010

PY Conversion/Interface Testing 08/01/2010 TBD

Go-Live with OU TBD

Requires Awareness:

• OU time is limited during AUG/SEP during enrollment. • Re-assessing status, resources and timeline for implementing OU while maintaining the overall project schedule.

Key Activities

Key Overall Issues

13

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

14

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

Status: GREEN

The Team has completed the Prototype Sessions with DEQ and Commerce and are in the process of Design and Configuration in preparation for Integration Testing.

TASK Start Finish

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

Requires Awareness:

Key Activities

Key Overall Issues

15

CORE – 2637 ELM Rollout

16

Status: GREEN

Rollout of ELM to agencies to be completed in 3 groups, 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 Developmental Disabilities Council (a division of 830). Group A go live date is 11/30/2010.

Requires Awareness:

Confirm decision that we will not be rolling out large numbers of external learners.

If agencies back out, we will find others to replace them or move to the next Phase of the Project (SCORM)

Task Start End

Kickoff Meeting with Rollout Agencies 08/25/2010 08/25/2010

Set up Learning Environments 09/01/2010 10/15/2010

Load HCM Data in Prod for messaging to LM Prod (e-mail & reports to information) 09/20/2010 10/10/2010

Train agency SME’s on config and setup for testing 10/10/2010 11/30/2010

Set up Prod Environments 11/01/2010 11/25/2010

Go Live 11/30/2010 11/30/2010

Key Activities

Key Overall Issues

Program Status

Financials

Phase II Modules

17

CORE – 2611 PeopleTools 8.49

Status:

GREEN

Upgrade EPM PeopleTools

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.

Key Activities

Key Overall Issues

18

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 08/31/2010 08/31/2010

Contracts (0513) & Billing (0512) have been re-migrated to FSTST2 and is ready for functional testing

06/25/2010 08/31/2010 08/31/2010

Sign-off on Phase II Modules 08/15/2010 08/31/2010

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

Inventory - programming 07/30/2010 08/15/2010 09/20/2010

Sign-off on Inventory 08/31/2010 09/30/2010

Requires Awareness:

• Scope increased to include inventory extracts.• Need to resolve ‘who’ is going to finish the testing.

Key Activities

Key Overall Issues

19

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

20

CORE-2676 OpenBooks Phase III

Status: GREEN

Utilize OBIEE for OpenBooks reporting. Update ARRA reporting per SB1759.

TASK Start Estimated Completion

Finish

ARRA Updates 07/01/2010 09/15/2010 09/28/2010

Expenditure & Funding (Build DIM/Create Rpts/Test) 10/01/2010 12/31/2010 Jan 2011

Pcard (Load/Build DIM/Create Rpts/Test/Automate) 06/01/2010 10/31/2010 Jan 2011

Vendor Payments (Build DIM/Create Rpts/Test) 08/01/2010 09/30/2010 Jan 2011

Payroll (Load/Build DIM/Create Rpts/Test/Automate) 08/01/2010 12/31/2010 Jan 2011

Go-Live Jan 2011

Requires Awareness:

• Determine approach for file transfer/load• Possible upgrade to v11 (XML export functionality)• Financials Analytics will not start until this is complete• Potential Conflicts:

ARRA Reporting (October); FFATA;

Key Activities

Key Overall Issues

21

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 09/16/2010 12/05/2010Perform Test Loads

10/26/2010 11/15/2010Train Agency Users

11/17/2010 12/05/2010

Requires Awareness:

•DCS Resource is not committed to the project – Meeting scheduled with DCS on 08/17. 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 be on site no later than 08/23, will delay rollout start up but will not effect ODOT Assets•ODOT Assets and loss of consultant requires re-baselining of rollout timeline

Key Activities

Key Overall Issues

22

2692 – Treasury GL Implementation

Status: GREEN

The Team is in the process of identifying final requirements, approach, and impacts.

The Team is currently behind schedule regarding requirements and configuration. A plan for getting back on track is being created.

TASK Start Finish

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

Configuration 07/06/2010 07/13/2010

Create Business Process Flows, Reconciliation Points, Checklists

07/06/2010 08/19/2010

Define Security 07/14/2010 09/01/2010

Create Development Requests 08/02/2010 08/20/2010

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.

Maximus is supplying extra resources to ensure on time delivery.

Key Activities

Key Overall Issues

23

CORE - 2810 Assets ODOT

Status: GREEN

AM consultant selected.

TASK % Complete Start Finish

Clean-up and Format Asset Conversion Data for FY 2010 100 7/1/2010 8/13/2010

Prepare for Integration Testing 8/16/2010 8/27/2010

Perform Integration Testing 8/30/2010 9/24/2010

Prepare for User Acceptance Testing 9/27/2010 10/04/2010

Perform User Acceptance Testing 10/05/2010 10/22/2010

Requires Awareness:

Key Activities

Key Overall Issues

24

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

25

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

26

CORE – 2674 Manager Self Service ODOT / Pilot

27

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

27

Application Enhancement Service Requests

28

29

(7/1 - 7/30)

Functional ESRs Pending Config/Setup UAT Completed

CRM

ELM

EPM

FIN 2

HCM 26 12 13

Total 28 12 0 13

Technical ESRs Pending Dev UAT Completed

CRM 3 1

ELM 3

EPM 1

FIN 29 10 3 4

HCM 54 11 3 8

Total 90 21 6 13

Pending Dev UAT Completed

Total 118 33 6 26

Application Enhancement Service Requests – July 2010

Based on 60 Day PlanPlanned Enhancement Service Requests OnTime Completion

30

# ESRs completed # ESRs not completed # unplanned completed

JanuaryMarch 6 2 5May 3 5 4July 6 1 1SeptemberNovember

Program Status

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

31

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

FY11 Technical Backfill Execution G 7/1/2010 6/30/2011 6/30/2011 GTime and Labor Pilot/ODOT Execution R 3/1/2009 7/31/2010 7/31/2010 RDCS Vendor Registration Execution G 12/1/2009 8/31/2010 8/31/2010 GP-Card - BOA Transition Planning>

ExecutionG 8/18/2010 12/31/2010 12/31/2010 G

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

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 Execution G 8/1/2010 11/15/2010 11/15/2010 GGrants/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

32

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

Planning R 4/1/2009 7/31/2009 12/31/2010 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 Planning R 7/31/2008 7/15/2009 9/30/2010 GLicensing Planning R 12/1/2008 8/15/2009 9/30/2010 GELM rollout Execution G 8/1/2010 7/31/2011 7/31/2011 GScanning and Barcoding functionality for Phase II Modules

Concept

Expense Module Planning> Execution

G 9/1/2010 11/30/2011 11/30/2011 G

data.gov Initiation G 8/1/2010 3/31/2011 3/31/2011 GBudget Concept>

InitiationG 8/2/2010 9/15/2010 9/15/2010 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?

33

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

On August 24th there is a meeting with DPS, Health and Mental Health to discuss phase two modules. The rollout plan for phase 2 modules is in process.