1 Office of State Finance Agenda Completed Work (Incident/SR/Projects)Project Portfolio (3 year...

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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

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Agenda


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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)

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Agenda



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Team Responsibilities

Resources Spend 67% of Their Time on Projects and 33% On Support

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Incident – Service Request

The Team Closes on Average 1500 Support Service Request or Incidents a Month

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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

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Agenda




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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

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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

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Agenda





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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

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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

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Agenda




Issues


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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).

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Agenda




Issues



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Agenda




Issues



Appendix

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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

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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.

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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

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