1
Office of State Finance
Agenda
Completed Work (Incident/SR/Projects)
Project Portfolio (3 year plan)
Current Project Status
Issues
Communications and Governance
Feedback and Questions
Appendix
2
Office of State Finance
Agenda
Communications and Governance
3
Governance / Communications Approach
Partner Meeting
Quarterly Partner Meeting (Oct, Feb)
Bi-monthly newsletter (Oct, Dec)
Monthly Status Updates (Oct, Dec, Jan)
Next Partner meeting May
Procurement Advisory Group
HR/Payroll Advisory Group
Future Service Request compiled and prioritized
Bi-monthly meeting (January)
High level DHS roadmap
Detail DHS roadmap
Next Financial Advisory meeting (March)
New Governance / Communications Processes Have Started
Finance Advisory Group
Initial Procure to Pay roadmap developed and reviewed
Procure to Pay roadmap reviewed and approved with management
Service Request compiled and prioritized
Bi- monthly meeting start (March)
4
Office of State Finance
Agenda
Completed Work (Incident/SR/Projects)
Communications and Governance
5
Team Responsibilities
Resources Spend 67% of Their Time on Projects and 33% On Support
6
Incident – Service Request
The Team Closes on Average 1500 Support Service Request or Incidents a Month
7
Service Request – Continuous Improvement
Completed Functional Request• Moved OESC and ODOT to Bi-weekly 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 HCM and Fin/PO reports have been updated/enhanced
Completed Projectssince last Partner Meeting
OSF/ODOT AR Billing
Item Maintenance
Deposits
Schedule Budget
Accounting of 2009 Completed Projects Available in Appendix
9
Office of State Finance
Agenda
Completed Work (Incident/SR/Projects)
Project Portfolio (3 year plan)
Communications and Governance
10
Portfolio/Project Framework
Portfolio (3 Year Plan)
Define / Implement ServicesMaintain Operational Improvements
Concept
Initiation
Planning
Execution
- Identifies a project idea, potential benefits and initial scope
-Defines and authorizes a project obtains budgetary estimates
- +/-50% Plan Updated Portfolio and Scorecard
- Defines objectives and plans the course of action required to attain the objectives
- +/-10% Plan Updated Portfolio and Scorecard
- Integrates people and other resources to carry out the plan
- Updated Scorecard, Monthly Status
Project Framework
Close
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 Module
Treasury
AP Workflow
eBill PayVoucher
Build Leave Request Approval
Grants Provisioning
Business Intelligence Financial Analytics
Licensing
Archiving Phase 2
Budget
Govt Risk & Compliance
Address Scrubbing Software
e- procurement
Inventory ODOT
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
Backfill Developers
Integrated Item Maintenance
Deposits
T&L Manager
Self Service
GPC Pilot – ODOT/OESC
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
Inventory Implementation
ARRA Transparency
HCM Functionality
Enhance
Time and Labor for Non
b-weekly
Openbooks Phase 3
Carl Albert Payroll
E-Perfromance
OSF/ODOT AR Billing
Data Staging Area
CAFR Reporting
New Project
New Project
12
Multi Agency Business Services Opportunity MapChanges Since Last Partner Meeting
• Map was changed to include 2010, 2011, and 2012
• Completed projects ODOT/OSF AR & 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 openbooks website• 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 GL – Moved to planning, RFP response received. Review in process• HCM Functionality Enhancements– Moved to execution, Following functionality can be utilized by all state agencies. Table of Organization, Unclassified Salary Bands, Employee Photo’s, new Leave Codes, Market Pay Matrices, Targeted Headcount Matrices, better Employee Search capabilities. • Higher education interface – moved to execution
13
Office of State Finance
Agenda
Completed Work (Incident/SR/Projects)
Project Portfolio (3 year plan)
Current Project Status
Communications and Governance
14
Projects in Execution Delivery Schedule
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
J A N
F E B
M A R
A P R
M A Y
J U N
J U L
ARRA Transparency
Manager Self Service
Backfill Dev Support
Asset Mgmt Pilot
Inventory ODOT
Time & Labor
HCM Enhanced Funct
Commmit Acct Rollout
ODOT/OESC GPC
GPC/AR/BI/T&L Extd
Asset Mgmt Rollout
Higher ED Interface
2009 2010 2011
ReplanExecution
15
Jan
Feb
Mch
Ap
r
May
Jne
J l y
Aug
Sep
Oc
T
Nov
Dec
Jan
Feb
Mch
Ap
r
May
Jun
Ju
L
Aug
Sep
Oc
T
No
v
Scanning- Bar Coding
AP Workflow
Treasury
GPC Pilot ODOC/DEQ Time & Labor Extended
Data Staging Area
Licensing
Grants Provisioning
2010 2011
Projects in Planning SchedulePlanning
16
Office of State Finance
Agenda
Completed Work (Incident/SR/Projects)
Project Portfolio (3 year plan)
Current Project Status
Issues
Communications and Governance
17
Issues
2) The fixed asset rollout plan has beencompleted and additional state resourceis required to deliver on the current schedule.
Determining how to fund the project with additional state resource.
Issues Status
1) PeopleSoft requires agencies to be on bi-weekly payroll to support integration between payroll and Projects / Grants / Contracts. DEQ and Commerce are not moving toward a bi-weekly payroll.
A detail plan has been created and presented to DEQ and Commerce that would support anticipatory payroll. Commerce has committed to the plan And DEQ is in the process of reviewing.
3) The bi-weekly payroll conversion was more difficult for the agencies and HCMTeam than expected
We will conduct a post mortem on the bi-weekly payroll project and determinewhat we can do to improve the conversion process
4) ODOT has delayed their Implementation of Grants/Projects/ Contracts, Inventory, and Time and Labor
The team is currently re-planning the Implementation for the four pilot agencies(DEQ, Commerce, ODOT, OESC).
18
Office of State Finance
Agenda
Completed Work (Incident/SR/Projects)
Project Portfolio (3 year plan)
Current Project Status
Issues
Communications and Governance
Feedback and Questions
19
Office of State Finance
Agenda
Completed Work (Incident/SR/Projects)
Project Portfolio (3 year plan)
Current Project Status
Issues
Communications and Governance
Feedback and Questions
Appendix
20
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/OSF/CORE/index.html. A bi-monthly 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 CORE Updates. Please subscribe to the CORE Updates listserv to get automated notification when
a new document is posted. Clickthe following link and you will be notified each time an update is made
available.CORE Updates Notification link:
http://www.ok.gov/triton/modules/oknotify/index.php?id=65
Website Instructions
21
Completed Projects2009 – Total 12
Schedule*World Class – 80%
Budget*World Class – 94%
* The Hackett Group, a global strategic advisory firm, is a leader in best practice advisory, benchmarking and transformation.
22
Completed Project
CORE HCM Upgrade 9.0 PeopleSoft ESS Travel Expense EFT Strategic sourcing/e-supplier Fin Phase II - BPA, fit gap, Config Archiving Phase 1 Enterprise Learning Mgmt – DEQ Financials Maintenance Packs 2009 Commitment Accounting Accelerated OSF/ODOT AR/BI ARRA Reporting AR Billing
Schedule Budget