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
Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ
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
Milestone Plan +/- 10%
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.
Milestone Plan +/- 50%
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
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 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.