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Agenda

Agenda. Office of State Finance. Completed Work (Incident/SR/Projects). Communications and Governance. Project Portfolio (3 year plan). Issues. Current Project Status. Feedback and Questions. Appendix. Agenda. Office of State Finance. Communications and Governance.

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Agenda

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  1. Agenda Office of State Finance Completed Work (Incident/SR/Projects) Communications and Governance Project Portfolio (3 year plan) Issues Current Project Status Feedback and Questions Appendix

  2. Agenda Office of State Finance 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 HR/Payroll Advisory Group Procurement Advisory Group Finance Advisory Group • Service Request compiled and prioritized • Bi-monthly meeting (January) • High level DHS roadmap • Detail DHS roadmap • Next Financial Advisory meeting (March) • 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) Future New Governance / Communications Processes Have Started

  4. Agenda Office of State Finance 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

  8. OSF/ODOT AR Billing Item Maintenance Deposits Schedule Budget Completed Projectssince last Partner Meeting Accounting of 2009 Completed Projects Available in Appendix

  9. Agenda Office of State Finance Completed Work (Incident/SR/Projects) Communications and Governance Project Portfolio (3 year plan)

  10. Portfolio/Project Framework Portfolio (3 Year Plan) Maintain Operational Improvements Define / Implement Services Project Framework Concept - Identifies a project idea, potential benefits and initial scope Initiation • Defines and authorizes a project obtains budgetary estimates • - +/-50% Plan Updated Portfolio and Scorecard Planning - Defines objectives and plans the course of action required to attain the objectives - +/-10% Plan Updated Portfolio and Scorecard Execution - Integrates people and other resources to carry out the plan - Updated Scorecard, Monthly Status Close

  11. Multi Agency Business Services Opportunity Map New Project New Project Concept Initiation Planning Execution Close 2010 2011 2012 Asset Mgmt Pilot Asset mgmt Rollout Scanning and bar coding Assets Inventory Rollout Inventory Implementation Financials Upgrade E-Perfromance Budget Integrated Item Maintenance Grant/Project/Contracts Rollout Apply Bundles Address Scrubbing Software PCard Inventory ODOT Training Web Delivery Supply Chain Mgmt eBill Pay Org Publisher Apply Bundles 2011 Voucher Build Expense Module Leave Request Approval Govt Risk & Compliance Grant/Project/Contracts Rollout Treasury Backfill Developers Time and Labor Rollout Deposits AP Workflow Archiving Phase 2 Apply Bundles 2011 Business Intelligence Financial Analytics GPC Pilot – ODOC/DEQ Higher Education Interface Financial Management Backfill Developers T&L Mgr Self Service Rollout e- procurement OSF/ODOT AR Billing Time and Labor for Non b-weekly Carl Albert Payroll Strategic Sourcing- e-Supplier Rollout Enterprise Learning - Rollout Enterprise Service Automation Openbooks Phase 3 Employee Self Service Rollout CAFR Reporting GPC Pilot – ODOT/OESC Commitment Accounting Rollout Licensing Data Staging Area HCM Functionality Enhance Time and Labor Pilot T&L Manager Self Service Grants Provisioning ARRA Transparency Human Capital Management Other Supplier Relationship

  12. Multi Agency Business Services Opportunity Map Changes 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. Agenda Office of State Finance Completed Work (Incident/SR/Projects) Communications and Governance Project Portfolio (3 year plan) Current Project Status

  14. Execution Replan Projects in Execution Delivery Schedule

  15. Planning Projects in Planning Schedule 2010 2011

  16. Agenda Office of State Finance Completed Work (Incident/SR/Projects) Communications and Governance Project Portfolio (3 year plan) Issues Current Project Status

  17. Issues 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. 2) 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. 3) The bi-weekly payroll conversion was more difficult for the agencies and HCM Team than expected We will conduct a post mortem on the bi-weekly payroll project and determine what 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. Agenda Office of State Finance Completed Work (Incident/SR/Projects) Communications and Governance Project Portfolio (3 year plan) Issues Current Project Status Feedback and Questions

  19. Agenda Office of State Finance Completed Work (Incident/SR/Projects) Communications and Governance Project Portfolio (3 year plan) Issues Current Project Status Feedback and Questions Appendix

  20. Website Instructions 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

  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. 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 Completed Project

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