CORE Executive Board

CORE Executive Board

December 1, 2010

Next CEB January , 2011

Agenda

Performance Metrics

Self Sufficiency Resource Utilization

Project/Enhancement 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

Planning Delivery Schedule

Projects in Movement

Program Status

HCM

Financials

Application Development Service Request Summary

Scorecard

Executive Issues

2

CAPACITY 7/3- 10/2

3

CAPACITY 7/3- 10/2

4

Project/Enhancement Service Level DashboardGreen

Red

Met Expected Target

Did Not Meet Expected Target

Business Services Change Request on

Time (Detail)

Target

5

Business Services Projects on Time

(Detail)

80%

Business Services Projects on Budget

(Detail)

94%

Technical Service Projects on Time

(Detail

Technical Services Projects on Budget

(Detail)

70%

85%

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

75%

2011

2010 75% 38% 86% 82% 100% 55% 92%

2011

2010 75% 75% 75% 80% 80% 80% 100% 100% 100%

2011

2010 100% 100% 100% 100% 100% 100%

2011

2010 27% 27% 27% 43% 43% 43% 57% 57% 57%

2011

2010 100% 100% 100% 86% 86% 86% 86% 86% 86%

100% 100% 100%

Projects Completed Since Last CEB

PeopleTools 8.49

Assets ODOT

DCS Vendor Registration

Schedule Budget

6

7

# ESRs completed # ESRs not completed # unplanned completed

January (FIN) February (HCM) March (FIN) 6 2 5April (HCM) May (FIN) 3 5 4June (HCM) July (FIN) 6 1 1August (HCM) 18 4 7September (FIN) 9 0 5October (HCM) 12 10 10November (FIN) 12 1 1December (HCM)

Business Services Change Requests On time (Detail)

8

Business Services Enhancement Service Requests

9

Functional ESRs Pending Config/Setup UAT Completed

CRM

ELM 1

EPM

FIN 3

HCM 33 8 2 9

Total 36 8 2 10

Technical ESRs Pending Dev UAT Completed

CRM 3

ELM 3 1

EPM 1

FIN 28 13 3 8

HCM 49 20 3 3

Total 84 33 7 11

Pending Dev UAT Completed

Total 120 41 9 21

Business Services Enhancement Service Requests - Nov, 2010

0

5

10

15

20

25

30

DBA/ System

Purchasing

ARBI

CRM

Procurement

HRMS

Financial

EPM

Problem Management SQL Requests

10

Problem Management Summary

Summary Total

Problems

Resolved or

Resolution In Process

Investigating Resolved by

Future Functionality

DR to be Created

Monitor

Financial 16 13 1 2 0 0

PO 2 1 1 0 0 0

HCM 19 14 1 0 4 0

DBA/System 3 3 0 0 0 0

TOTAL 40 31 3 2 4 0

11

Portfolio Priority

12

Project NameProject

ManagerDept Function

Current Project Phase

Priority within

FunctionBackfill Developers for Production support and Enhancments 2011

Fred Cantrell CORE Financial mgmt+

Human capital mgmt

Execution 1

Time and Labor Pilot Alex / Kim CORE Human capital mgmt Execution 2P-Card - BOA Transition Lisa

McKeithanCORE Financial Mgmt Execution 3

Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ

Alex / Kim CORE Enterprise service automation

Execution 4

Higher Education Interface Lisa McKeithan

CORE Human capital mgmt Execution 5

Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 6GPC - ODOT Alex / Kim CORE Enterprise Service

AutomationInitiation> Planning

7

T&L Manager Self Service ODOT Pilot

Alex / Kim CORE Enterprise service automation

Execution 8

Treasury GL Implementation Alex CORE Financial mgmt Execution 9PeopleSoft Extract Staging Environment

Lisa McKeithan

CORE Other Execution 10

Business Intelligence/Financials Analytics

Lisa McKeithan

CORE Other Planning 11

OpenBooks - Phase III Lisa McKeithan

CORE Other Execution 12

data.gov Lisa McKeithan

CORE Transparency Initiation 13

Portfolio Priority

13

Project Name Project Manager Dept Function Current Project PhasePriority within

Function

Grants - Provisioning Lisa McKeithan CORE Other Planning 14

Licensing Lisa McKeithan CORE Other Planning 15

Enterprise Learning Management- Rollout Michael Grisser CORE Human capital mgmt Execution 16

Scanning and Bar-coding functionality for Phase II modules Alex CORE Assets Concept 17

Loans Processing Initiation> Planning 18

Expense Module Alex/Kim CORE Financial mgmt Planning 19

Budget Lisa McKeithan CORE Other Concept> Initiation 20

AM Rollout - Tax Commission Michael Grisser CORE Financial mgmt Planning> Execution 21

Department of Mines GPC AR/BI Alex Galley CORE Enterprise Service Automation Initiation> Planning 22

Broadband GPC/AR/BI Alex Galley CORE Enterprise Service Automation Initiation> Planning 23

Human Resources Dashboard Michael Grisser CORE Human capital mgmt Concept 24

14

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

Grants/Projects/Contract A/R Billing ODOT

Inventory ODOT

T&L Manager Self Service ODOT

PeopleSoft Extract Staging Environment

Time and Labor Pilot


OpenBooks - Phase III

P-Card - BOA Transition

Treasury GL Implementation

Asset Management Rollout - Tax Commission

FY11 Technical Backfill

ELM rollout

Higher education Interface

2009 2010 2011

15

Projects in Planning Delivery Schedule

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

Loans

Data.gov

Mines GPC/AR/BI

Broadband GPC/AR/BI

Financial Analytics

Grants Provisioning

Licensing

2010 2011 2012

16

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

Milestone Task Bar

* Pilot agencies include: OSF, Wildlife, Board of Tests, DEQ & Conservation Commission.

* Go-live is planned for January but there will be clean-up work to complete DRs and automate processes.* Initial loads will likely require manual intervention until all processes are defined and programming is complete.

* Labor costs are based on OSF doing the development. This might increase if the DRs are given to Innovativ.

* Project kick-off is set for December 1st.

Issues/Assumptions

Per SB1759, provide transparency data in a downloadable format. The state has chosen Socrata to do this. OK.gov will be the 'front-end'. We will transfer files to OK.gov and they will write the interface to Socrata.

Milestone Plan +/- 50%

Prepare Development Requests and Define Process for Loading Data

CORE - 2822 - data.ok.gov

Develop and Test Programs

Go-Live

Migration to Production

2010 2011

17

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

Only Required if Grants Provisioning can not satisfy functionality or is not timely

* 150 hours are Agency's consultant ($27,750)

Issues

ODOC HP System is unreliable and solution requires action.

2010 / 2011

Roll out / Conversion

Project Start

2833 - ODOC Loans Processing

Prototype Review

Development

Integration Testing / User Acceptance Testing / Training

Two options for implementing the Contracts module functionality are presented in this document:Option # 1 involves the development of a conversion process to convert open contract (Loan) definitions into PeopleSoft. After the Contract definitions are loaded, Contract Billing and Receivable history will be converted using the standard CORE conversion methodology. Option # 2 involves the agency converting open Contract definitions manually.

Milestone Schedule +/- 50%

18

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

Issues

2010 / 2011

Project Start

2837 - GPC AR/BI - Department of Mines

Fit Analysis

Develop a +-10% Plan for the implementation of GPC AR/BI Functionality for the Department of Mines.

Milestone Schedule +/-10%

19


2838 - GPC AR/BI - Broadband

Fit Analysis

Develop a +-10% Plan for the implementation of GPC AR/BI Functionality for the Statewide Broadband Project.

Milestone Schedule +/- 10%2010 / 2011

Project Start

Issues

20


Issues

2010 / 2011

Project Start

2599 - GPC AR/BI - ODOT

Fit Analysis

Develop a +-10% Plan for the implementation of GPC AR/BI Functionality for the ODOT Phase II implementation.

Milestone Schedule +/- 10%

21

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

Milestone Task Bar

Original project completion was projected for 03/31/2011 - Tax has requested timeline be changed to 04/30/2011 due to the resources they can commit

Train SME and Agency

Newly converted Agency Go Live Support

Convert Agencies Asset Data and Validate

Technical Support as Needed

Agency Go Live 02/18/2011

Configure Agencies Asset Management Business Unit in Production

Issues

2839 - Tax Asset Management Rollout - Go-Live

Production Support

Configure and Verify Asset Conversion Data

Perform Test-Load and Validate Asset Data

Rollout of PeopleSoft Asset Management Tax Commission

Milestone Plan +/- 10%2010 2011

Prepare for Agency Kickoff

Program Status

HCM

22

CORE-1080 Higher Ed Payroll

Status: YELLOWYELLOW

Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system.

TASK Start Finish

Configuration – 95% complete 07/01/2010 11/01/2010

Conversion Scripts – 75% complete 07/01/2010 12/01/2010

Finish HR Interface Debugging/Testing 07/01/2010 12/01/2010

Complete PY Interface Coding/Debugging/Testing 09/10/2010 12/15/2010

UAT to begin with OU 01/01/2011 01/26/2011

OU go-live 01/26/2011 02/01/2011

Provided file layout to OSU, Cameron, UCO

Requires Awareness:

•Re-assessed, resources and timeline for implementing OU while maintaining the overall project schedule – OU has signed Roles and Responsibilities Document.•OU is on site weekly to assist in testing and manual creation – missing for 4 weeks of project•Payroll file from OU is 1 week late – 11/19

Key Activities

Key Overall Issues

23

CORE – 2666 Grants, Projects, Contracts with AR/Billing Monthly Extended Time & Labor

Status: GREENGREEN

Conversion / Implementation is underway and on schedule

TASK Start Finish

ODOC - User Acceptance Testing (UAT) 11/15/2010 11/18/2010

DEQ - Production 11/15/2010 12/06/2010

ODOC - Production 11/22/2010 12/13/2010

Requires Awareness:

Key Activities

Key Overall Issues

24

CORE – 2637 ELM Rollout

25

Status: GREENGREEN

Rollout of ELM to agencies to be completed in 3 groups. First Group go live date is 12/06/2010

Group A - Career Tech (800), ODOT (345), OSEEGIB (516)

Group B - OPM (548), State Dept of Health (340)

Requires Awareness:

No decision from (C), OSF (C), DCS (C), Rehab (C).

DHS demo completed 11/08/10

19 agencies plus appx. 40 shared services are in process of loading e-mails

Agencies that do not load employee e-mails in the system will have their nominating official loaded into ELM until they provide a file

Task Start End

Group A - Train agency SME’s on config and setup for testing 10/10/2010 11/30/2010

Group A - Complete UAT 11/08/2010 11/19/2010

Group A - Go Live 12/01/2010 12/06/2010

Group B - Update and Load HCM Fields in Prod 11/01/2010 11/25/2010

Group B - Train Agency SME’s 11/30/2010 12/15/2010

Group B – Go Live 01/24/2011 01/31/2011

Key Activities

Key Overall Issues

Program Status

Financials

Phase II Modules

26

CORE-2675 Data Staging Environment

Status: REDRED

Currently testing Assets. Will have to migrate to another environment to complete the testing due to data problems in FSTST2. Will work on contracts next.

TASK Start Finish ODOT Access

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

Assets (0523) 06/25/2010 12/31/2010 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:

• Have made some progress on testing. ODOT connectivity has been an issue. As of 11/19, connectivity has been restored.

Key Activities

Key Overall Issues

27

CORE-2676 OpenBooks Phase III

Status: GREENGREEN

Reviewed pcard and vendor screens with Brenda and Steve. Alpha list and ledger programming is complete to move data into the staging environment.

TASK Start Estimated Completion

Finish

ARRA Updates 07/01/2010 09/15/2010 08/26/2010

Expenditure & Funding (Build DIM/Create Rpts/Test) 10/01/2010 12/31/2010 Jan 2011

Pcard (Load/Build DIM/Create Rpts/Test/Automate) 06/01/2010 10/31/2010 Jan 2011

Vendor Payments (Build DIM/Create Rpts/Test) 08/01/2010 09/30/2010 Jan 2011

Payroll (Load/Build DIM/Create Rpts/Test/Automate) 08/01/2010 12/31/2010 Jan 2011

Go-Live Jan 2011

Requires Awareness:

• Need to complete development of pcard load into staging environment• Financials Analytics will not start until this is complete

Key Activities

Key Overall Issues

28

CORE-2800 PCard Transition to BOA

Status: GREENGREEN

Completed the GL Export and Voucher Build processes. Will work on the 1099 process in December. Other outstanding task is to automate the file transfers between the state and the bank.

TASK Start Finish

GL Export (0613) Segment values and combo code values 08/30/2010 09/30/2010

Voucher Build (0614) 08/30/2010 10/31/2010

1099 Processing (0xxx) 08/30/2010 12/31/2010

Requires Awareness:

• Pilot went well with a couple of DCS card holders. DCS will have all agencies transitioned by the end of December.•Danny will run the November statement (voucher build) with Lisa Martin’s assistance. Then Lisa will run the December upload with Danny’s assistance. She has already mentioned there have been process improvements built in to the new system.

Key Activities

Key Overall Issues

29

2692 – Treasury GL Implementation

Status: GREENGREEN

The Team is currently behind schedule. Additional requirements have been requested by the Client.

TASK Start Finish

Integration / User Acceptance Testing 11/04/2010 12/08/2010

System Roll out 12/11/2010 12/14/2010

Go-Live 12/31/2010 01/01/2011

Requires Awareness:

OST has requested that their Go-Live date be moved to 12/31/2010.

A Change Request is waiting to be approved for work to be done following go live.

Key Activities

Key Overall Issues

30

CORE – 2581 Time & Labor

31

Status: REDRED

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. DEQ and ODOC will be going live in December.

Requires Awareness:

The three agencies listed above will have tested 90+ % of the rules. This project will be closed 12/31/2010.

Task Start End

DEQ go live 12/06/2010

ODOC go live 12/13/2010

Project complete 12/31/2010

Key Activities

Key Overall Issues

CORE – 2599 Grants, Projects, Contracts with AR/Billing

Status: REDRED

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

32

CORE – 2610 Inventory ODOT

Status: REDRED

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

33

Program Status

Within 10% of plan Within 20% of Plan Over 20% of plan

34

Project NameProject

Manager


Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

FY11 Technical Backfill Fred Cantrell Execution G 7/1/2010 6/30/2011 6/30/2011

Time and Labor Pilot Kim/Alex Execution R 3/1/2009 7/31/2010 12/31/2010P-Card - BOA Transition Lisa

McKeithanExecution G 8/18/2010 12/31/2010 12/31/2010


Kim/Alex Execution G 3/1/2010 12/31/2010 12/31/2010

Higher education Interface Michael Grisser

Execution Y 4/1/2010 12/31/2011 12/31/2011

Inventory ODOT Barbara Lawrence

Execution R 8/1/2009 7/31/2010 7/31/2010

Grants/Projects/Contract A/R Billing ODOT

Kim/Alex Execution R 7/1/2009 7/31/2010 7/31/2010

T&L Manager Self Service ODOT Kim/Alex Execution R 3/1/2010 7/31/2010 7/31/2010Treasury GL Implementation Alex Execution G 4/12/2010 1/31/2011 1/31/2011PeopleSoft Extract Staging Environment

Lisa McKeithan

Execution R 1/14/2010 6/18/2010 8/31/2010

Business Intelligence - FS Analytics

Lisa McKeithan

Planning R 4/1/2009 7/31/2009 12/31/2010

Program Status

Within 10% of plan Within 20% of Plan Over 20% of plan

35

Project NameProject

Manager


Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

BudgetBaseline Cost Target Cost Comments

OpenBooks - Phase III Lisa McKeithan

Execution G 6/1/2010 12/31/2010 12/31/2010 G $44,590.00 $44,590.00 Continuing to work on transparency initiatives. Reviewed some items with Brenda and Steve F.

data.ok.gov Lisa McKeithan

Initiation> Planning

G 8/1/2010 10/15/2011 11/30/2010 G $69,988.00 $69,988.00 In the process of finalizing the contract. Kick-off meeting is scheduled for 12/01/2010.

Grants - Provisioning Lisa McKeithan

Planning R 7/31/2008 7/15/2009 2/28/2011 G $1,961,335.00 $1,961,335.00 Project awarded. Kick-off meeting is set for 12/15. Jessica Vinson has been hired and will be starting xx/xx/xx.

Licensing Lisa McKeithan

Planning R 12/1/2008 8/15/2009 3/31/2011 G $2,245,240.00 $1,660,645.00 Finalizing contract negotiations and funding issues. Brett Johnson has been hired and will be starting xx/xx/xx.

ELM rollout Michael Grisser

Execution G 8/1/2010 7/31/2011 7/31/2011 G $118,100.00 $118,100.00 On schedule for Group A go-live, Group B is working on their tasks

Scanning and Barcoding functionality for Phase II Modules

Jerry Planning G G $50,000.00 $50,000.00 RFP being reviewed by procurement. No anticipated RFP posting date avaialble.

Loan Processing Alex Initiation> Planning

G 12/1/2010 2/28/2011 2/28/2011 G

Expense Module Kim/Alex Planning G G $729,620.00 $729,620.00 Proof of Concept complete. +- 10% Pilot presented. Waiting on approval.

Budget Pat Elwood Concept> Initiation

R 8/2/2010 9/15/2010 1/30/2011 G $500,000.00 $500,000.00 Estimate for Hyerion $3,500,000, EPM upgrade $500,000. Next steps Gartner analyst discussion, and demonstration of upgraded EPM functionality. Working to get decision for 2012 budget.

AM Rollout - Tax Commission Michael Grisser

Planning> Execution

G 10/15/2010 12/3/2010 12/3/2010 G $15,000.00 $15,000.00 Roll out Peoplesoft Asset Management to Tax Commission

Department of Mines GPC AR/BI Alex Initiation> Planning

G 1/3/2011 1/31/2011 1/31/2011 G $103,350.00 $103,350.00 Planning phase estimate.

IssuesIssue Status

1) ODOT Phase II ( Projects, Grants, AR, Billing Inventory) have not committed to a date to start integration testing.

Department of Mines and Broadband have been prioritized in front of the ODOT project. We are going to start a knowledge transfer process in January that will enable us to get to a 10% plan for this project. ODOT has still not committed to an integration start date.

2) Commerce will be going live on Phase 2 without a Grants Provisioning or Loans. They will utilize manual work around until we acquire a Grants Provisioning and/or Loans package.

Agate (Grants vendor) on site in December to review loans functionality. After this meeting we will determine if Loans will be added to PeopleSoft or if Agate will be utilized.

36

3) Assets rollout is on hold until additional resources are made available.

4) Expense module +- 10% plan is complete and we are waiting on decision to move into execution.

Set up executive review and determine when we want to proceed with expenses.

Documents

CORE Executive Board