Business Application Services Project Review

June 7, 2011

Next BASPRJuly 27, 2011

AgendaPerformance Metrics

Project/Enhancement Service Level Dashboard

Operations Service Level Dashboard

Completed Projects

Business Services Change Requests

Business Services Enhancement Service Requests

SQL Requests/Problem Management Summary

Portfolio

Budget Status

Priority

Execution Delivery Schedule

Projects in Movement

Program Status

HCM

Financials

Scorecard

Executive Issues

2

Project/Enhancement Service Level Dashboard

3

Operations Service Level Dashboard

4

Projects Completed Since Last Project Review

Data.ok.gov

Schedule Budget

5

2011 Business Application Services Change Requests On Time

Completed Not Completed Pct Unplanned completed

January (FIN) 9 3 75% 10February (HCM) 64 13 83% 15March (FIN) 12 7 63% 12April (HCM) 27 5 84% 13May (FIN)

June (HCM)

July (FIN)

August (HCM)

September (FIN)

October (HCM)

November (FIN)

December (HCM) 6

2011 Business Application Services Enhancement Service Requests

7

Problem Management SQL Requests

0

5

10

15

20

25

30

DBA/ System

CRM

Procurement

HRMS

Financial

EPM

8

SQL Problem Management Summary

Summary Total

Problems

Resolved or

Resolution In Process

Investigating Resolved by

Future Functionality

DR to be Created

Monitor

Financial 26 18 3 2 0 3

PO 2 1 1 0 0 0

HCM 28 22 2 0 2 2

DBA/System 3 3 0 0 0 0

TOTAL 59 44 6 2 2 5

9

Portfolio Priority

10

Project Name FunctionCurrent Project

PhaseHigher Education Interface Human capital mgmt Execution

Oklahoma Water Resources Board GPC AR/BI Enterprise Service Automation

Execution

PeopleSoft Extract Staging Environment Other Execution

Treasury Module Financial mgmt Concept

Grants/Projects/Contract A/R Billing ODOT Enterprise Service Automation

Execution

Licensing - Accountancy Board Other Planning

Licensing - Construction Industries Board Other Planning

Licensing - Health Dept Other Planning

Licensing - DEQ Other Planning

Grants - Provisioning Other Planning> Execution

Grants Provisioning - TSET Other Planning

Grants Provisioning - DAC Other Planning

Grants Provisioning - OCAST Other Planning> Execution

Grants Provisioning - EDGE Other Planning

Grants Provisioning - Commerce Other Planning

Grants Provisioning - OKOHS Other Planning

Business Intelligence/Financials Analytics Other Planning> Execution

Broadband METL Human capital mgmt Planning> Execution

Combined Payroll Processing Human capital mgmt Initiation> Planning

GPC/MSS - Wildlife Financial mgmt Concept

Backfill Developers for Production support and Enhancements 2012 Financial mgmt/HCM Execution

Scanning and Bar-coding functionality for Phase II modules Assets Concept

Asset Mgmt-Rollout Assets Concept

Voucher Build Financial mgmt Concept

Budget Other Initiation

Absence Management Absence Mgmt Concept

Human Resources Dashboard Human capital mgmt Concept

Portal - PeopleSoft Sign On Consolidation Other Concept

ePAF - Electronic Personnel Action Form Human capital mgmt Initiation

Expense Module Financial mgmt Planning

Portfolio Priority

11

Project Name FunctionCurrent Project

Phase3% Federal Withholding Accounts Payable Concept

Financials Upgrade Financial mgmt Concept

Manager Self Service rollout Human capital mgmt Concept

Inventory-rollout Supply chain mgmt Concept

Licensing Rollout Other Concept

E-procurement Supplier relationship mgmt Concept

GPC - Health Dept Financial mgmt Concept

ODOT Staging Environment - Phase II (Inventory & HCM) Financial Mgmt Concept

GPC - State Auditor & Inspector (SAI) Financial Mgmt Concept

GPC - Agriculture Financial Mgmt Concept

Enterprise Learning Management- Rollout - Ph III Human capital mgmt Initiation

Dept of Education - Grants Provisioning (consolidation) Financial Mgmt Concept

Dept of Education - Licensing (consolidation) Financial Mgmt Concept

Dept of Education - GPC/AR/Billing/Contracts/Assets/Inventory (consolidation) Financial Mgmt Concept

Dept of Education - Leave & Mgr Self Service (consolidation) Financial Mgmt Concept

DPS - Inventory Supply chain Management Concept

DPS - Mgr Self Service and Leave Conversion Human capital mgmt Concept

Contracts - Military (might really need GPC) GPC Concept

Wildlife - MSS Human capital mgmt Concept

Licensing - Real Estate Commission Licensing Concept

Licensing - Aeronautics Commission Licensing Concept

Licensing - Board of Architects Licensing Concept

Licensing - Dept of Labor Licensing Concept

Licensing - Dept of Agriculture Licensing Concept

Licensing - Pet Breeders Licensing Concept

Projects in Execution Delivery Schedule

12

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

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

Oklahoma Water Resources Board GPC AR/BI

FY11 Technical Backfill

ELM rollout

Business Intelligence - FS Analytics

Grants - OCAST

PeopleSoft Extract Staging Environment

Grants/Projects/Contract A/R Billing ODOT

Higher education Interface

2010 2011 2012

13

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Category Category

OSF Resource assumes Patricia Garcia

Review and Map Delivered Voucher Build Interface to VFR Interface

2012

Review and Setup roles

Detail

Voucher Build (+-50%)

Will allow the State to utilize company procurement cards as the method of payment within Purchase Requisitions, Purchase Orders or Accounts Payable. Each employee's credit card information is maintained within the application and PeopleSoft provides an integration point in order to download and reconcile transactions from the card provider. Will also streamline 1099 and transparency reporting for PCard information.

Testing

Post Production Support

Review current Voucher Build Configuration

Review and development Business Process

Initiative Cost

Training

Implementation

High Level Project Plan

Configure PeopleSoft for Voucher Build.

Total Ext labCost

AGENCYOSFCORE

Issues/Assumptions

Data requirement Gathering with Agencies

TeckTotal LaborInternal Labor

Cost Detail

14

Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Category Category

2835 - Broadband - METL

$

Define Agency Configuration

Integration Testing

User Acceptance Testing / Training

Project Budget

In order to fully utilize the functionality of Grants, Projects, Contracts, Accounts Receivable and Billing the actual labor hours an employee spends on a particular project is required. Each employee working on the OKCAN project will record actual hours worked into the Time and Labor system against a Project and Activity. This will ensure accurate invoicing and billing by the financial system.

Milestone Schedule +/- 50%2010 / 2011

Go-Live

Perform System Roll-out / Conversion

Project Start

Cost DetailHardware Inst. Fees

Detail

Ext. LaborTravel/ExpTraining

Software

Cost

Int. Labor

Maint.Other

Prof. Svcs

Decision Paper completed - Meeting scheduled 06/07/11.

IssuesNote: This Project will be fitted in as time permits in the ODOT implementation schedule.

June July Aug Sept Oct Nov Dec Jan Feb March April May

Category Category DetailCost Detail

Jessica will be on FMLA for June, July and part of August. Rochelle Quillman will be the backfill.

Travel/Exp

We have not addressed reporting requirements. May use BI reporting tool. Agency start date might change.

Maint.

Issues/AssumptionsInt. Labor

HardwareSoftware Ext. Labor

Cost

Oklahoma Center for the Advancement of Science and Technology Grants Provisioning Detail Plan

$

End User Training

User Acceptance Testing/Signoff

Initiative Cost

Go-Live

Forms and Workflow Configuration

20122011

The grant provisioning system will allow OCAST to manage the full grants life-cycle including contact management, grant proposal, response, review and award, expenditure tracking as well as audit and compliance management.

Milestone Plan +/- 10%

15

Program Status

HCM

16

CORE-1080 Higher Ed Payroll

Status:

REDRED

Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system. Additional due diligence requested of IBM Mainframe data with program change requests due NLT 22 April 2011. From then on a Freeze is in place on conversion programs. Due diligence with all HE institutions has been completed regarding pay cycles. Requests are being made for standardization of pay cycles.

TASK Start Finish

Group C Configuration 05/2/2011 05/31/2011

IBM Conversion Programs – 85% complete 07/01/2010 07/31/2011

Finish HR Interface Debugging/Testing 85% Complete 07/01/2010 07/31/2011

Complete PY Interface Coding/Debugging/Testing (Integration Testing) 80% Complete 09/10/2010 07/31/2011

Addressing File Layout Questions, Reviewing Test Files with Cameron and UCO. 04/18/2011 06/30/2011

System Testing with OSU 04/14/2011 07/31/2011

Integration/UAT for OSU Group 08/01/2011 10/31/2011

OSU Group Go-Live – Tentative November November

Requires Awareness:

•OU go-live has been moved.•OSU (includes Langston, Connors, N.E. Oklahoma A&M, Panhandle) HR files looking good. Due to new plan looking at November go-live with OSU Group.•State Staff Programming has not been completed to address multiple checks per claim,.•HR Testing not allowing same job code with different claim groups per employee.•No payrolls from Universities have been loaded, only staged data.•No data has been passed to Financials for validation.•No state payrolls for employees with POI records have been processed.•No Year End Testing has been done.

Key Activities

Key Overall Issues

17

CORE – 2637 ELM Rollout

18

Status: GREENGREEN

Phase II rollout of ELM to agencies in three groups has been completed. Group A - Career Tech (800), ODOT (345), OSEEGIB (516) - live 12/06/10

Group B - OPM (548), - Live 01/31/11, State Dept of Health (340) – Live 3/1/11.

Group C – OSF (090), Rehab (805) & DCS (580) – Go-Live 04/30/2011

Requires Awareness:

DHS no final decision. DHS has been granted access to LMTST to start looking at configuration, etc., in preparation of Phase III (to include Web Base Learning).

Task Start End

Department of Agriculture signed up on 5-4-2011. Currently in UAT testing and will be live on the system 5-31-2011. 05/04/2011 05/31/2011

Historical Data for Group’s A, B & C loaded 12/06/2010 07/31/2011

Key Activities

Key Overall Issues

Program Status

Financials

Phase II Modules

19

CORE-2603 Financials Analytics

Status: GREEN

Setting up environment and configuration.

TASK Start Finish

Environment Setup and ETLs 06/30/2011

Report and Dashboard Development 06/15/2011 08/15/2011

Testing 08/01/2011 09/16/2011

Go-Live 09/16/2011

Requires Awareness:

• Experienced some problems with voucher load. Reduced number of BUs and timeframe to get it to complete successfully. Will need to work on tuning.

Key Activities

Key Overall Issues

20

CORE-2675 Data Staging Environment

TASK Start Finish ODOT Access

Phase I extracts (6) signed off by ODOT 07/02/2010

Assets (0523) 06/25/2010 6/30/2011 TBD

Billing (0512) TBD TBD

Contracts (0513) TBD TBD

Projects (0514) - will test along with roll-out TBD TBD

Sign-off on Phase II Modules TBD TBD

Requires Awareness:

• 13 new asset tables identified by ODOT. Have written a change request for these – ready to route for signatures.

Key Activities

Key Overall Issues

Status: REDRED

Working on programming changes for Assets. ETA is ready for testing in 3 weeks. Met with ODOT to discuss a plan for sharing dev environment so we can proceed with Projects programming/testing.

21

2860 - GPC AR/BI - Water Resources Board

2222

Status: GREENGREEN

Implement GPC AR/BI Functionality for the Water Resources Board.

Requires Awareness:

Task % Start End

Agency Configuration- Complete 100 02/01/2011 02/10/2011

Integration Testing 100 03/10/2011 04/14/2011

User Acceptance Testing 10 06/06/2011 06/24/2011

Go Live 07/01/2011 07/01/2011

Key Activities

Key Overall Issues

CORE – 2599 GPC AR/BI ODOT

Status:

REDRED

Weekly status of Unit Testing is being sent to Sponsors. Preparation for Integration Testing is on hold pending completion of Unit Testing.

TASK Start Finish

Unit Testing 04/05/2011 05/05/2011

Prepare for Integration Testing 05/12/2011 06/24/2011

Integration Testing 06/27/2011 08/23/2011

Requires Awareness:

Meeting held with the Sponsors. Project is currently 3-4 weeks behind.

Key Activities

Key Overall Issues

23

35

6 6 67

3

56

8

14

0

5

10

15

20

25-0

4/30

-05/

07

-05/

14

-05/

21

-05/

28/

-06/

04

-06/

11

-06/

18

-06/

25

-07/

02

-07/

09

-07/

16

-07/

23

-07/

30

-08/

06

-08/

13

-08/

20

-08/

27

-09/

03

-09/

10

-09/

17

-09/

24

-10/

01

-10/

08

-10/

15

-10/

22

-10/

29

-11/

05

-11/

12

Coun

t of

Ope

n Bu

gs

Week Ending Date

Phase II Integration TestingOpen Bugs by Week Ending Date

minor

major

Feature Nice but not critical for going liveMinor Not critical for going liveMajor Must be fixed before UAT and Production.Crash Program will not executeBlock The functional team is stopped pending resolution.

UAT Prep UAT Go Live PrepIntegration Testing

Go

Live

11/1

4/20

11

Unit Testing Prep for Integration Testing

Unit Testing

PlanActual

0

1

2

3

4

5

6

7

8

AM

-as

set

man

agem

ent

AP

-acc

ount

s pa

yabl

e

AR

-acc

ount

s re

ceiv

able

AU

C -s

trat

egic

sou

rcin

g

BB -

base

ben

efits

BI -

billi

ng

CA -

cont

ract

s

ENV

-env

iron

men

t

GL

-gen

eral

ledg

er

GM

-gr

ant

man

agem

ent

HR

-hum

an r

esou

rces

INV

-inv

ento

ry

IT -

item

mai

nten

ance

KA -

com

mitm

ent

acco

untin

g

KK -

com

mitm

ent

cont

rol

PC -

proj

ect c

ostin

g

Phas

e II

Inte

grati

on

PO -

purc

hasi

ng

PY -

payr

oll

TL -

time

& la

bor

Coun

t

Category / Service

ODOTOpen Bugs on 6/4/2011

minor

major

13 13 13 14 14 14

2

11

26

3235 36

3

7

16

1311 11

27

24

2

1 0 0

24

18 1614 13 12

53 3

4 6 72

2 22 2 2

0

10

20

30

40

50

60

70

80

9004

/30

05/0

7

05/1

4

05/2

1

05/2

8

06/0

4

06/1

1

06/1

8

06/2

5

07/0

2

07/0

9

07/1

6

07/2

3

07/3

0

08/0

6

08/1

3

08/2

0

08/2

7

09/0

3

09/1

0

09/1

7

09/2

4

10/0

1

10/0

8

10/1

5

10/2

2

10/2

9

11/0

5

11/1

2

ODOT DR Trend

Initiation

Development

ODOT Unit Testing

CORE Unit Testing

Bug Development

Integration Ready

User Acceptance

Production

UAT Prep UAT Go Live PrepIntegration Testing

Go

Live

11/1

4/20

11

Unit Testing Prep for Integration TestingPlanActual

Week Ending Date

Unit Testing

Business Application Services Program Status

27

Project NameProject

Manager

Current Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

FY11 Technical Backfill Fred Cantrell Execution G 7/1/2010 6/30/2011 6/30/2011 GHigher education Interface Carol Barton Execution R 4/1/2010 12/31/2011 11/31/2012 RGrants/Projects/Contract A/R Billing ODOT

Kim/Alex Execution R 4/4/2011 2/28/2012 2/28/2012 R

PeopleSoft Extract Staging Environment

Lisa McKeithan

Execution R 1/14/2010 6/18/2010 2/28/2012 G

Business Intelligence - FS Analytics

Lisa McKeithan

Execution G 4/25/2011 9/16/2011 9/16/2011 G

Grants - OCAST Lisa McKeithan

Planning> Execution

G 6/15/2011 2/17/2012 2/17/2012 G

Licensing Lisa McKeithan

Planning R 12/1/2008 8/15/2009 4/30/2011 G

Scanning and Barcoding functionality for Phase II Modules

Jerry Planning G G

Budget Pat Elwood Initiation R 8/2/2010 9/15/2010 3/31/2011 GOklahoma Water Resources Board GPC AR/BI

Kim/Alex Execution G 1/3/2011 5/31/2011 6/24/2011 G

Combined Payroll Processing

Carol Barton Initiation> Planning

G 4/4/2011 5/31/2011 5/31/2011 G

ELM rollout Stacy Bonner Execution G 8/1/2010 7/31/2011 7/31/2011 G