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Financials – Phase II Kick-Off Meeting September 11, 2008

Financials – Phase II Kick-Off Meeting September 11, 2008. Brenda Bolander, State Comptroller Michael Grisser, Project Manager. Agenda. CORE Project History Advantages of New System ERP Applications, Initiatives Phase II Strategy & Overview Training Approach Communications

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Financials – Phase II Kick-Off Meeting September 11, 2008

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  1. Financials – Phase II Kick-Off Meeting September 11, 2008 Brenda Bolander, State Comptroller Michael Grisser, Project Manager

  2. Agenda • CORE Project History • Advantages of New System • ERP Applications, Initiatives • Phase II Strategy & Overview • Training Approach • Communications • Opportunities for Involvement • Project Team • Questions

  3. In December 2001, a contract was awarded to PeopleSoft for the Enterprise Resource Planning (ERP) System. The initial project identified two phases: Phase I replaced existing state-wide systems for procurement, claims, payments, budgeting, human resources, payroll and general ledger. Phase II provides additional functionality needed by most agencies. Project History

  4. Project History • Phase I was completed in October 2006 when the last group of agencies were added to the HR/Payroll system. • The Financials Suite was upgraded from version 8.4 to 8.9 in November 2007. • The HRMS Suite will be upgraded from version 8.3 to 9.0 (called HCM) in November 2008.

  5. Advantages of ERP System Create standard processes which are identified as “Best Practices” Centralize physical data hosting to better facilitate business continuity/disaster recovery functions Provide consistent accounting processes Provide one area for users to access data

  6. Advantages of ERP System Cost benefits of single system Reduction of duplicate software Reduction of hardware in many locations Reduction of related support costs Timely upgrades and current technology System integration = single point of entry

  7. Initial Implementation General Ledger Accounts Payable Purchasing Budgets Human Resources Base Benefits Payroll Time and Labor Administer Training CRM Helpdesk Phase II…. Asset Management Inventory Accounts Receivable Billing Project Costing Grants Contracts ERP Applications

  8. PeopleSoft Applications Integration Model

  9. ERP Applications • Other Initiatives • On-line vendor bidding • Revision of item codes • Electronic receipt of goods/services • EFT payments for travel • EFT payments to vendors • Electronic travel claim submission • Web reporting tool • Time & Labor – Phase II Impact • Employee self-service • Payroll Commitment Accounting – Phase II Impact

  10. Phase II Strategy Overview State-wide design of all modules State-wide use of fixed assets system State-wide use of receivables system for deposits Agency use of other modules as applicable Grants, contracts, billing, receivables, project costing, and inventories Implemented agency-by-agency

  11. Phase II Strategy Concept / pilot agencies Participate in BPR and Fit sessions Completed all documentation by January 2009 Assist with prototyping and testing Target implementation Summer/Fall 2009 All other agencies Participate in BPR and Fit sessions Completed all documentation (checklist) by July 2009 Target implementation dates Fall 2009 – Dec. 2010

  12. Five Phase Implementation Approach Phase 00 - Project Management Phase01 – Initiation (08/04/08 – 11/21/08) Phase 02 – Design (08/04/08 – 04/24/09) Phase 03 – Development (12/01/08 – 07/31/09) Phase 04 – Validation (03/02/09 – 09/02/09) Phase 05 – Post Implementation Quality Assurance Enterprise Readiness

  13. Phase 00 - Project Management Management Meetings, Status Reporting, Project Schedule Maintenance, Staffing Plan Maintenance, Issue Management, Risk Management, Enterprise Readiness, Communication Management, Quality Assurance Phase 00 – Project Management Phase01 – Initiation Phase 02 – Design Phase 03 – Development Phase 04 – Validation Phase 05 – Post Implementation Quality Assurance Enterprise Readiness

  14. Phase 01 - Initiation Phase 00 - Project Management Phase 01 Initiation 08/04/08 To 11/14/08 Finalize Project Schedule Finalize Staffing Plan Technical Initiation Project Team Training Project Kick Off Phase 02 - Design Phase 03 - Development Phase 04 - Validation Phase 05 – Post Implementation Quality Assurance Enterprise Readiness

  15. Phase 02 Design 08/04/08 To 04/24/09 Business Process Analysis Fit Analysis Configuration End User Training Plan Module Prototyping Business Process Documentation Phase 02 - Design Phase 00 - Project Management Phase 01 - Initiation Phase 03 - Development Phase 04 - Validation Phase 05 – Post Implementation Quality Assurance Enterprise Readiness

  16. Phase 03 Development 12/01/08 To 07/31/09 Technical Knowledge Transfer End User Training Development Conversions Interfaces Reports Modifications Workflow Security Phase 03 - Development Phase 00 - Project Management Phase 01 - Initiation Phase 02 - Design Phase 04 - Validation Phase 05 – Post Implementation Quality Assurance Enterprise Readiness

  17. Phase 04 Validation 03/02/09 To 09/02/09 Delivery of End User Training System Rollout Preparation Testing Acceptance System Rollout Phase 04 - Validation Phase 00 - Project Management Phase 01 - Initiation “G o L i v e” W i n d o w Phase 02 - Design Phase 03 - Development Phase 05 – Post Implementation Quality Assurance Enterprise Readiness

  18. Phase 05 – Post Implementation Phase 00 - Project Management Phase 01 - Initiation Phase 02 - Design Phase 03 - Development Phase 04 - Validation Phase 05 PostImplementation 09/03/09 Post Implementation Support Calendar Year-End Support Fiscal Year-End Support Quality Assurance Enterprise Readiness

  19. Agency Support Implementation based on statewide design Readiness checklist/Agency Implementation Packet Use agency specific definitions except statewide definitions for assets, etc. Consultant support, if needed Five approved firms Agency contracts through OSF Deliverables Data flow analysis Data mapping to PeopleSoft Process re-engineering Testing plans / scripts

  20. Training Approach • Project Team Training • Vendor Provided Software Training • Focused on Statewide System Configuration & Support • Agency Training • Project Team / SME Provided Training • Day-to-day System Usage

  21. Communication Tools CORE Website • Project Status • System Functionality • Process Changes and Q&A • Calendar – shows course training schedule • Notification Group Sign-up • Brown Bag Lunch Notes • http://www.ok.gov/OSF/CORE//

  22. CORE Team Introductions • OSF Staff • Maximus Consultants • Other Agency/Consultants

  23. Opportunities for Involvement All Agencies: • Business Process Questionnaires – due now • BPR Sessions – now thru Oct • Fit Analysis Sessions – Nov thru Jan Volunteers: • Agency Advisory Council – Now thru Sept 2009 • 2 to 8 hours per week • Testing / Subject Matter Experts – Jan thru July • Training Experts – May thru Aug & as needed

  24. Submit to : Jeanie Robards Core Communications Questions CORE Office 3812 N. Santa Fe, Suite 100 (405) 522-1700

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