CORE Executive Board

CORE Executive Board

June 9, 2010

Next CEB July 21, 2010

Agenda

SQL Requests/Problem Management Summary

Completed Projects

Portfolio

• Budget Status

• Priority

• Execution Delivery Schedule

Projects in Movement

Program Status

• HCM

• Financials

Application Development Service Request Summary

Scorecard

Executive Issues

2

0

5

10

15

20

25

30

35

40

45

DBA/ System

Purchasing

ARBI

CRM

Procurement

HRMS

Financial

EPM

ELM

3

Problem Management SQL Requests

Summary Total

Problems

Resolved or Resolution In Process

Investigating Resolved by

Future Functionality

DR to be Created

Monitor

Financial 12 7 1 4 0 0

PO 2 1 1 0 0 0

HCM 14 10 0 0 3 1

DBA/System 3 0 2 0 0 1

TOTAL 31 18 4 4 3 2

Problem Management Summary

4

Completed Projectssince last CEB

GPC/AR/BI for OESC

HCM Enhancements

Schedule Budget

5

Portfolio Priority

Project Name Project Manager Dept FunctionCurrent Project Phase

Priority within

FunctionBackfill Developers for Production support and Enhancments

Fred Cantrell CORE FIN HCM Execution 1

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

Commitment Accounting- Rollout Michael Grisser CORE Human capital mgmt Execution 3

Grants/Projects/Contracts/AR Billing ODOT/OESC Alex / Kim CORE Enterprise Service Automation Execution 4

T&L Manager Self Servive ODOT Pilot Alex / Kim CORE Enterprise service automation Execution 5

PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Execution 6

Inventory Pilot Department of Mental Health Alex / Kim CORE Supply chain Management Execution 7

AP Workflow Michael Grisser CORE Financial Management Execution 8

Higher Education Interface Lisa McKeithan CORE Human capital mgmt Execution 9

HCM functionality Enhancements Michael Grisser CORE Human capital mgmt Close 10

Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 11

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

Alex / Kim CORE Enterprise service automation Execution 12

Business Intelligence/Financials Analytics Lisa McKeithan CORE Other Planning 13

Employee Self Service Rollout Michael Grisser CORE HCM Execution 14

Travel & Expense EFT Steve Wilson DCAR Financial mgmt Execution 15

6

Portfolio Priority

Project Name Project Manager Dept FunctionCurrent Project Phase

Priority within

Function

OpenBooks - Phase III Lisa McKeithan CORE Other Planning 16

Asset Mgmt-Rollout Michael Grisser CORE Assets Execution 17

Grants - Provisioning Lisa McKeithan CORE Other Planning 18

Licensing Lisa McKeithan CORE Other Planning 19

Treasury GL Implementation Alex CORE Financial mgmt Execution 20

eBill Payment Lisa McKeithan CORE Financial mgmt Concept 21

BI - CAFR Lisa McKeithan CORE Other Concept 22

Scanning and Bar-coding functionality for Phase II modules

Alex CORE Assets Concept 23

DCS Vendor Registration Lisa McKeithan CORE Supply chain Management Execution 24

EFT Remit Advices Lisa McKeithan CORE Accounts Payable Execution 25

Federal Financial Accountability and Transparency Act (FFATA)

Lisa McKeithan CORE Accounts Payable Concept 26

PeopleTools 8.49 Mike Jorski AppDev FIN CRM EPM Execution 27

3% Federal Withholding Lisa McKeithan CORE Accounts Payable Concept 28

ELM rollout Michael Grisser CORE Human capital mgmt Initiation 29

7

Projects in Execution Delivery Schedule

8

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

EFT Remit Advices

PeopleSoft Extract Staging Environment

Commitment Accounting- Rollout

Backfill Developers

AP Workflow

Inventory Pilot DMH

GPC AR BI for ODOT/OESC

Inventory ODOT

T&L Manager Self Service ODOT Pilot

Time and Labor Pilot

DCS Vendor Registration

Treasury GL Implementation

GPC AR BI T&L Ext Commerce/DEQ

Asset Management Rollout

Higher Education Interface

2009 2010 2011

8

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

Milestone Task Bar

***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

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

Design and Build Extracts to Data Staging Environment

2676 - OpenBooks - Phase III

Design/Model Data Warehouse and Repository

OK.gov Integration; Automate Uploads & Documentation

Reports & Testing;

2010

9

Program Status

HCM

10

CORE-1080 Higher Ed Payroll

Status: GREEN

Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system.

TASK Start Finish

Project Planning – draft plan/project team education 05/03/2010 06/30/2010

System Testing – test script preparation and validation and system testing

05/03/2010 08/31/2010

Production Preparation 10/16/2010 10/31/2010

Production - OU 11/01/2010 11/01/2010

Requires Awareness:

• Meeting with state team HR/PY teams to discuss project and provide overview • OU will be the pilot agency and will participate in all testing phases. UAT will consist of running conversion process and parallels for OU which should provide final sign-off on system readiness. OU is unavailable during parts of August and September due to extra workload for fall semester.

Key Activities

Key Overall Issues

11

CORE – 2581 Time & Labor

Status: 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

12

CORE – 2636 Commitment Accounting Rollout

Status: GREEN

Project is complete other than Post Production Support

TASK % Complete Start Finish

Group G Conversion 100 05/15/2010 05/16/2010

Group H Conversion 100 05/22/2010 05/23/2010

Group I Conversion – HR data only 100 05/23/2010 05/23/2010

Post Production Support 25 05/24/2010 06/30/2010

Requires Awareness:

No issues at this time

Key Activities

Key Overall Issues

13

Commitment Accounting Rollout Stats

GroupConversion

Date Agencies # of Employees

A 09/15/2009 5 4,230

B 12/13/2009 19 3,812

C 01/16/2010 14 3,885

D 02/13/2010 18 3,393

E 03/13/2010 8 5,493

F 04/17/2010 43 5,000

G 05/15/2010 19 5,125

H 05/22/2010 1 8,571

I 05/23/2010 1 526

Total Live 128 40,035

14

2666 – Time & Labor Extended

Status: GREEN

Prototype sessions held with DEQ and Commerce.

TASK Start Finish

Conduct Prototypes04/26/2010 05/21/2010

Develop Rules 04/19/2010 06/30/2010Test Security Roles

05/24/2010 06/30/2010Gross to Net Testing

06/21/2010 09/03/2010

Requires Awareness:

DRs identified.

Key Activities

Key Overall Issues

15

CORE – 2667 HCM Functionality Enhancements

Status: GREEN

Project was completed on time and within budget – Formal close will occur after final invoice is paid.


Salary Surveys 100% 03/01/2010 05/07/2010

Queries and Reports 100% 01/01/2010 05/12/2010

Implement Badge Functionality 100% 04/05/2010 05/14/2010

Demo to Agencies 100% 05/26/2010 05/26/2010

Project Complete 100% 05/28/2010 05/28/2010

Requires Awareness:

Demo was performed on 05/26 for all interested agencies. User acceptance form was given to ODOT for sign off.

Key Activities

Key Overall Issues

16

Service Catalog Requests – Employee Self Service Rollout

Agencies # of Employees

Live on System as of 6/1/2010 113 27,058

Scheduled after 06/01/2010 12 3,732

Exempted / Legislative / Judicial / DHS

3 8,924

Total live/scheduled/exempted 128 39,714

To be completed/scheduled 0 0

Target 128 39,714

17

Program Status

Financials

Phase II Modules

18

AppDev – 2611 PeopleTools 8.49

Status:

GREEN

Upgrade EPM to PeopleTools version 8.49.

CRM will be upgraded with the CRM ITIL project.

FIN will be upgraded with the next Bundles project.


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

19

CORE-2675 Data Staging Environment

Status: GREEN

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

TASK Start Finish ODOT Access

Development: Project Costing (0514) is still in Development 02/15/2010 06/18/2010 06/04/2010

Contracts (0513) – Ciber is entering test data for us 06/01/2010 06/11/2010 06/01/2010

Vendors (0152) – Production 04/26/2010 05/13/2010 05/13/2010

AR/Billing (0512) – OSF Testing – moved to TST2 on 5/28 04/26/2010 06/04/2010 05/27/2010

Assets (0523) – OSF Testing (fsdev2) – moved to TST2 on 5/18

04/26/2010 06/04/2010 05/27/2010

Purchase Orders (0234) – Production 04/26/2010 05/11/2010 05/11/2010

Production – GL alltrans (0188), Setup Tables (0235), AP Alltrans (0287) & Dpos Alltrans (0515)

04/26/2010 06/30/2010 04/28/2010

Requires Awareness:

• Philip has successfully connected to both the test and prd staging environments. Connection to test system from ODOT was successful 5/27.

Key Activities

Key Overall Issues

20

CORE-2680 EFT Remit Advices

Status: GREEN

Merkur has software that works with delivered PeopleSoft functionality to email remit advices to vendors for electronic payments. This alleviates the need for agencies to mail invoices that typically arrive several days after money is deposited into a bank account. This will streamline processing for vendors.

TASK Start Finish

Finalize Contract and Requisition for Merkur 04/21/2010 05/21/2010

Review Remit Advices and Propose Changes 05/17/2010 06/22/2010

Installation & Configuration 06/21/2010 06/22/2010

Testing 06/21/2010 06/22/2010

Production 06/22/2010 06/22/2010

Requires Awareness:

• Will work with Transaction Processing and Security teams to identify any necessary changes to the delivered remit advices so that it will meet state standards.•Need to identify initial vendors for go-live•Create change request to send employee email information to vendor file

Key Activities

Key Overall Issues

21

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

Finalize SOW and Interagency Agreement 04/15/2010 04/23/2010

Development 04/19/2010 05/31/2010

Testing 05/10/2010 06/30/2010

Documentation 05/10/2010 06/30/2010

Production 07/01/2010 07/01/2010

Requires Awareness:

• Bidder and Userid exports are complete.• Should begin testing on PeopleSoft upload by 06/07/2010

Key Activities

Key Overall Issues

22

CORE – 2602 AP Workflow

Status: GREEN

The Team is in the process of creating their Business Process Flows and preparing for Integration Testing.

Development and Unit Testing are on schedule.

TASK Start Finish

Role mapping 05/24/2010 06/07/2010

Business process Flows and Test Scripts 05/24/2010 06/07/2010

Perform Integration Testing 06/03/2010 06/11/2010

Go-Live 07/06/2010

Requires Awareness:

ODOT and OESC are not able to be Pilot Agencies. We will be replacing them with other agencies.

Key Activities

Key Overall Issues

23

2665 – Asset Management Rollout

Status: GREEN

Meetings to be held to prepare for Kickoff Session Will not make much progress until July after the DMH Inventory Implementation is completed.

TASK Start Finish

Prepare for / Conduct Project Kick-offTBD TBD

Configure/Verify Agency Conversion Data 07/16/2010 10/05/2010Perform Test Loads

08/26/2010 09/15/2010Train Agency Users

09/17/2010 10/05/2010

Requires Awareness:

DSC 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.

Key Activities

Key Overall Issues

24

CORE – 2682 Inventory Pilot - DMH

Status: GREEN

DMH currently working on conversion clean up tasks. Training held week of June 1st.

TASK Start Finish

Inventory Item ID cleanup. 03/22/2010 05/31/2010

Beginning Balance and Conversion Data Load 05/01/2010 05/31/2010

User Testing / Training 06/01/2010 06/14/2010

System Configuration and Conversion 06/14/2010 06/30/2010

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

Requires Awareness:

Key Activities

Key Overall Issues

25

2692 – Treasury GL Implementation

Status: GREEN

The Team is preparing for the Fit Analysis sessions.

TASK Start Finish

Prepare for / Conduct Project Kick-off04/12/2010 04/21/2010

Prepare for / Conduct / Document Business Process Analysis Sessions 04/21/2010 04/30/2010Prepare for / Conduct / DocumentFit Analysis Sessions 06/09/2010 06/10/2010Define Statement of Work

05/28/2010 07/02/2010

Requires Awareness:

Due to a delay on receiving requirements from OST, the dates for the Fit sessions were moved to June 9-10. This is not expected to impact the overall schedule.

Key Activities

Key Overall Issues

26

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

Status: OESC went live as scheduled on May 17th. This phase of the Project is in the post production support phase. No major issues have been encountered.

TASK Start Finish

Integration Testing – ODOT (see below)

UAT - ODOT

Requires Awareness:

•ODOT plan is being re-baselined.

Key Activities

Key Overall Issues

27

CORE – 2610 Inventory ODOT

Status: Integrated with the re-baseline of the ODOT plan.

TASK Start Finish

Integration Testing (see below)

Prepare for User Acceptance Testing

User Acceptance Testing

Go Live

Requires Awareness:

Key Activities

Key Overall Issues

28

0

2

4

6

8

10

12

14

16

18

20

-2/2

7/20

10

-3/6

/201

0

-3/1

3/20

10

-3/2

0/20

10

-3/2

7/20

10

-4/3

/201

0

-4/1

0/20

10

-4/1

7/20

10

-4/2

4/20

10

-5/1

/201

0

-5/8

/201

0

-5/1

5/20

10

-5/2

2/20

10

-5/2

9/20

10

-6/5

/201

0

-6/1

2/20

10

-6/1

9/20

10

-6/2

6/20

10

-7/3

/201

0

Coun

t of

Ope

n Bu

gs

Week Ending Date

Phase II Integration TestingOpen Bugs by Week Ending Date

feature

tweak

minor

major

block

Block The functional team is stopped pending resolution.Crash Program will not executeMajor Must be fixed before UAT and Production.Minor Not critical for going liveFeature Nice but not critical for going live

UAT Prep UAT Issue ResolutionIntegration Testing

Go

Live

UAT Prep UAT Issue ResolutionIntegration Testing

Go

Live

ODOT

Statewide / OESC GPC AR/BI

29

2623

15 17

31 29

12 1114 15 15 15

912

1919

2324

41 41

41 38 39 382 2 2

2

3 3 3 3

3 6 6 7

0

10

20

30

40

50

60

70

ODOT DR Trend

Integration Testing

Testing

Development

30

31

(5/1 - 5/28)

Pending Config/Setup Development UAT Completed

June

July

August 63 0 27 30 6

September 58 0 35 17 16

October 56 0 33 23 14

November 64 0 36 23 12

December 54 0 47 27 8

January 59 0 42 24 16

February 72 0 37 26 9

March 79 0 25 23 17

April 122 1 27 16 19

May 125 7 22 18 22

Application Enhancement Service Request Summary - May 2010

32

(5/1 - 5/28)

Pending Config/Setup Dev UAT Completed

Problem Mgt CRM

ELM

EPM

FIN 3 2

HCM 6 2 5 2

Total 9 0 2 5 4

Pending Config Dev UAT Completed

Service Requests CRM 3 1

ELM 2 2

EPM 1

FIN 25 5 6 6

HCM 88 7 12 7 9

Total 116 7 20 13 18

Pending Config Dev UAT Completed

Overall Total 125 7 22 18 22

Application Enhancement Service Request Detail - May 2010

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

Program Status

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

Project NameCurrent Project Phase

Health Ind Schedule

Project Phase Start

Date

Project Phase

Baseline Completion

Project Phase Target

Completion

Health Ind

Budget

Backfill Developers for Production support and Enhancments

Execution G 6/15/2009 12/18/2009 6/30/2010 G

Time and Labor Pilot Execution 3/1/2009 7/31/2010 7/31/2010

Commitment Accounting- Rollout

Execution G 9/1/2009 6/30/2010 6/30/2010 G

Grants/Projects/Contract A/R Billing ODOT/OESC

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

T&L Manager Self Service ODOT Pilot

Execution G 3/1/2010 7/31/2010 7/31/2010 G

PeopleSoft Extract Staging Environment

Execution G 1/14/2010 6/18/2010 6/18/2010 G

Inventory Pilot Department of Mental Health

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

AP Workflow Execution G 5/3/2010 7/16/2010 7/16/2010 GHigher education Interface Execution G 4/1/2010 10/31/2011 10/31/2011 G

35

Program Status



Health Ind Schedule

Project Phase

Start Date

Project Phase

Baseline Completion


Completion

Health Ind

Budget

HCM Functionality Enhancements

Close G 1/4/2010 5/28/2010 5/28/2010 G

Inventory ODOT Execution 8/1/2009 7/31/2010 7/31/2010Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ

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

Business Intelligence - FS Analytics

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

Asset Management Rollout Execution G 4/19/2010 7/31/2011 7/31/2011 G

36

Program Status



Health Ind Schedule

Project Phase

Start Date

Project Phase

Baseline Completion


Completion

Health Ind

Budget

Grants - Provisioning Planning R 7/31/2008 7/15/2009 5/29/2010 GLicensing Planning R 12/1/2008 8/15/2009 5/15/2010 GTreasury GL Implementation

Execution G 4/12/2010 12/31/2010 12/31/2010 G

Scanning and Barcoding functionality for Phase II Modules

Concept

DCS Vendor Registration Execution G 12/1/2009 8/31/2010 8/31/2010 GEFT Remit Advices Execution G 4/12/2010 6/15/2010 6/15/2010 GOpenBooks - Phase III Planning G 4/19/2010 5/30/2010 5/30/2010 GPeopleTools 8.49 Execution G 3/9/2010 4/30/2010 4/20/2010 GELM rollout Initiation G 3/31/2010 6/30/2010 6/30/2010 G

37

IssuesIssue Status

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

We are in the process of re-baselining the project schedule and assessing the impact on other projects in the portfolio.

2) Employee Self Service has increased number of help desk calls. The hold time and abandonment rate for the help desk has increased.

We have increased staffing at the help desk with temporary resource.

4) New Legislation2310 - ARRA Transparency, Financial Shared Services, 1759 – Social Media, Open Technology, Convenience Information

We are analyzing the legislation and defining projects that need to be initiated.

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

Determining how to fund the project with additional state resource.

38

Documents

CORE Executive Board