CORE Executive Board March 31, 2010 Next CEB April 28, 2010

CORE Executive Board

March 31, 2010

Next CEB April 28, 2010

2

Agenda

•SQL Requests/Problem Management Summary

•Completed Projects

•Portfolio

• Budget Status

• Priority

• Execution Delivery Schedule

•Projects in Movement

•Program Status

• HCM

• Financials

•Application Development Service Request Summary

•Scorecard

•Executive Issues

3

Problem Management SQL Requests

4

SummaryTotalProblems

Resolved or Resolution In Process

Investigating

Resolved by Future Functionality

DR to be Created

Financials 10 4 1 4 1

PO 1 1

HCM 12 7 1 2

TOTAL 23 12 2 4 3

Problem Management Summary

5

Completed Projectssince last CEB

ARRA Transparency

T&L Self Service – OSF

Schedule Budget

6

Portfolio Priority

Project Name Project Manager Dept FunctionCurrent Project Phase

Priority within

Function

Backfill Developers for Production support and Enhancments

Fred Cantrell COREFinancial mgmt

+Human capital mgmt

Execution 1

Time and Labor Pilot Alex / Kim CORE Human capital mgmt Execution 2

Commitment Accounting- Rollout Michael Grisser CORE Human capital mgmt Execution 3

Asset Mgmt-Pilot Alex / Kim CORE Assets Execution 4

Grants/Projects/Contracts/AR Billing ODOT/OESC

Alex / Kim CORE Enterprise service automation Execution 5

T&L Manager Self Servive ODOT Pilot Alex / Kim CORE Enterprise service automation Execution 6

PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Execution 7

Inventory Pilot Department of Mental Health Alex / Kim CORE Supply chain Management Execution 8

AP Workflow Michael Grisser CORE Financial Management Planning 9

Higher Education Interface Lisa McKeithan CORE Human capital mgmt Planning 10

HCM functionality Enhancements Michael Grisser CORE Human capital mgmt Execution 11

Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 12

Grants/Projects/Contracts/AR Billing ODOC/DEQ

Alex / Kim CORE Enterprise service automationPlanning> Execution

13

7

Portfolio Priority

Project Name Project Manager Dept FunctionCurrent Project Phase

Priority within

Function

Business Intelligence/Financials Analytics Lisa McKeithan CORE Other Planning 14

Employee Self Service Rollout Michael Grisser CORE HCM Execution 15

Travel & Expense EFT Steve Wilson DCAR Financial mgmt Execution 16

OpenBooks - Phase III Lisa McKeithan CORE Other Planning 17

Asset Mgmt-Rollout Michael Grisser CORE AssetsPlanning> Execution

18

Grants - Provisioning Lisa McKeithan CORE Other Planning 19

Licensing Lisa McKeithan CORE Other Planning 20

Treasury Lisa McKeithan CORE Financial mgmtPlanning> Execution

21

eBill Payment Lisa McKeithan CORE Financial mgmt Concept 22

BI - CAFR Lisa McKeithan CORE Other Concept 23

Scanning and Bar-coding functionality for Phase II modules

Alex CORE Assets Concept 24

DCS Vendor Registration Lisa McKeithan CORE Supply chain ManagementPlanning> Execution

25

EFT Remit Advices Lisa McKeithan CORE Accounts PayablePlanning > Execution

26

8

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

Asset Mgmt-Pilot

HCM Functionality Enhancements

EFT Remit Advices

Extract Staging Environment

Commitment Accounting-Rollout

Backfill Developers

ODOT/OESC GPC/AR/BI

T&L MSS - ODOT Pilot

Inventory-ODOT

Inventory Pilot - DMH

T&L Pilot

DCS Vendor Registration

GPC/AR/BI/T&L Ext - Commerce

Treasury GL Implementation

Asset Mgmt-Rollout

Higher Education Interface

2009 2010 2011

9

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

Milestone Task Bar

2010

1080 - Higher Ed Detail Plan

Implementation (by Group)

Test HR & PY Interface - Innovativ

Production Readiness (Training Manuals, Integration Testing, Implementation Plan, etc.)

Post-Production Support (by Group)

Define Conversion Process (Includes programming and testing)

2011

Issues/Assumptions

This process will replace the legacy system and move higher ed payrolls to the PeopleSoft environment. The payrolls will be edited and loaded and after validation, the status will be changed to 'confirmed'. Budgets will be verified and warrant numbers a

Milestone Plan +/- 10%

Cutover Testing: Test HR & PY interfaces, Test Legacy Conversion, Run parallels and balance, Define Cutover Plan (by Group)

Develop HR & PY Interfaces

* We have not addressed reporting requirements. In most cases, higher ed should use the extract for its reporting needs. We may need to exclude higher ed agencies from some state reports.

UAT - Innovativ

10

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

Milestone Task Bar

Train Agency Users

Newly converted Agency Go Live Support

Convert Agencies Asset Data and Validate

Technical Support as Needed

Agency Go Live

Group E - 23 agencies 03/01/2011 - 05/09/2011 - 05/31/2011

Group F - 22 agencies 05/01/2011 - 07/11/2011 - 07/31/2011

Group D - 24 agencies 01/01/2011 - 03/07/2010 - 03/31/2011

Configure Agencies Asset Management Business Unit in Production

Group B - 31 (small) agencies 07/19/2010 - 10/11/2010 - 10/31/2010Group C - 28 agencies 10/01/2010 - 01/10/2011 - 01/31/2011

Issues** The team will be working on up to 3 groups at a time

2665 - Asset Management Rollout - Revised 03/31/2010

Production Support

Configure and Verify Asset Conversion Data

Perform Test-Load and Validate Asset Data

Rollout of PeopleSoft Asset Management to remaining non Pilot Agencies by July 2011

Milestone Plan +/- 10%2010 2011

Prepare for Agency Kickoff

11

Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Milestone Task Bar

Prepare for and conducts Business Process testing

Develop and unit test rules

Define and test security roles.

Prepare for and Conduct Integration Testing

Prepare for and Conduct User Acceptance Testing

Perform Conversions / Go Live

Post Production Support

Perform Gross to Net testing

Issues/Assumptions

2666 - T&L Extended (Monthly)

Prepare Development Requests

Prepare and conduct prototype sessions.

2010

Design and implementation of required functionality for monthly payroll to feed Projects, Contracts and Grants requires the creation of custom rules and modification to existing rules to process time. These rules will be applicable to all State agencies


12

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

Milestone Task Bar

2675 - Staging Environment for PeopleSoft Extracts

Psoft Financials - Dev Requests & Development (ODOT Impact)

Testing (OSF & ODOT)

Development

2010

Issues/Assumptions

Before ODOT can go-live with the Phase II modules, it needs to insure that the appropriate reporting is in place to support its on-going operations. This project will extract data from PeopleSoft and put it in staging tables so that ODOT can pull it for


Build Staging Environment

13

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

Milestone Task Bar

Install software on server; Configure and test PeopleSoft integration for remittance advices; Provide training overview of solution to appropriate IT and functional resources as needed.

Issues/Assumptions

Produce remit advices on EFT payments and email them to the payees. Eliminates several problems that agencies are having now on how to notify vendors of payments that have been deposited into their accounts.


Go-Live

Create/Sign PO for Merkur & Schedule Services

2680 - EFT Remit Advices

Install software

Identify/Dev/Test Customization of EFT Notice

Configure

20112010

14

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

Milestone Task Bar

Issues/Assumptions

Currently, vendors register through ok.gov and once registered, they receive notification of any Requests for Purchase (RFP) or Invitations to Bid (ITB). Once registered, the vendor is manually setup within PeopleSoft by DCS staff. The DCS would like to


Decommission current customization (0027)

Exports to ok.gov - Vendors (0152), Bidders (0576) and Userids (0575)

2681 - DCS Vendor Registration

Bidder to Vendor Interface (0xxx)

Process inbound interface (0574)

Vendor Lookup - modify to use auc_bid_slf_cat table

Update vendor manuals to include all processes

ok.gov mods: (1) Read vendor and userid verification tables for processing; (2) Update online vendor registration process; (3) Validate vendor input with SOS, OTC & IRS.

20112010

15

Apr May Jun Jul Aug Sep Oct Nov Dec

Milestone Task Bar

Issues/Assumptions

Create Process Flows, Reconciliation Points, DRs

2692 - OST General Ledger

Development

Integration / User Acceptance Testing / Rollout

Post Production Support

Kick Off - BPS Sessions

Define SOW: Vendor, OST, OSF Roles and Responsibilities

Go-Live 11-15-2010

Implementation will focus on converting the Agency's general ledger requirements.


Define SOW: Conversion, Interfaces, Modifications, Reports

Conduct Fit Analysis Sessions

Preparation Approach papers

2010

16

Program Status

HCM

17

CORE – 2581 Time & Labor

Status:

GREEN

Integration testing complete for OESC

User Acceptance awaiting ODOT.

Requires Awareness:

ODOT Dilution DR – 280 technical hours (35% complete)

Key Activities

Key Overall Issues

Task % Start End

Prepare for UAT – OESC & Statewide 50 3/22/2010 04/09/2010

UAT – OESC & Statewide 0 04/12/2010 04/30/2010

Integration Testing - ODOT 0 04/19/2010 05/14/2010

System Roll - OESC 0 05/03/2010 05/16/2010

Go Live - OESC 0 05/27/2010

18

CORE – 2636 Commitment Accounting Rollout

Status: GREEN

Rollout plan is progressing as scheduled. Group D successfully converted and payrolls successfully processed. Group E successfully converted and payrolls successfully processed. Group F Q&A session conducted. Group G and H Kick-Off completed.

TASK % Complete Start Finish

Group D Go-Live 100 02/13/2010 02/14/2010

Group D Post-Production Support 100 02/15/2010 02/26/2010

Group E Q&A Session 100 02/16/2010 0216/2010

Group E Training 100 03/10/2010 03/11/2010

Group E Go-Live 100 03/13/2010 03/14/2010

Group E Post-Production Support 100 03/15/2010 03/26/2010

Group F Roll-Out 10 01/21/2010 04/30/2010

Group F Q&A Session 100 03/16/2010 03/16/2010

Group G Kick-Off 100 02/18/2010 02/18/2010

Group H Kick-Off 100 03/18/2010 03/18/2010

Requires Awareness:

No issues at this time

Key Activities

Key Overall Issues

19

Commitment Accounting Rollout Stats

GroupConversion

Date Agencies # of Employees

A 09/15/2009 5 4,230

B 12/13/2009 19 3,812

C 01/16/2010 14 3,885

D 02/13/2010 18 3,393

E 03/13/2010 8 5,493

Total Live 64 20,813

F 04/17/2010 43 5,000

G 05/15/2010 19 5,125

H 05/22/2010 1 8,571

I 06/05/2010 1 526

20

CORE – 2667 HCM Functionality Enhancements

Status: GREEN

All Functional specs are completed. All Technical specs are completed. Two approach papers have been created and are under review Search Match is complete been released to all system users. ODOT updates to locations are complete, as are all Query reports. SQR reports are still being developed and some are in UAT.


ODOT - Completed Location table updates as well as updates to job and position with the new locations

100% 01/01/2010 01/15/2010

Define and Implement Search match 100% 01/01/2010 02/19/2010

ODOT Table of Organization 100% 01/01/2010 02/28/2010

Queries (71%) and Reports 80% 01/01/2010 05/12/2010

Implement Badge Functionality 0% 04/05/2010 05/14/2010

Requires Awareness:

Key Activities

Key Overall Issues

21

Service Catalog Requests – Employee Self Service Rollout

Agencies # of Employees

Live on System as of 4/1/2010 69 21,154

Scheduled after 04/01/2010 26 6,248

Exempted/Legislative/Judicial 6 9,940

Total live/scheduled/exempted 101 37,342

To be completed/scheduled 27 2,331

Target 128 39,673

Initial employee logon process changed 03/24/2010. Users will be required to get their initial password set by the helpdesk

22

CORE – 2674 Manager Self Service ODOT / Pilot

Status: GREEN

Project will be in two phases: (1) limited salary personnel April 24th and (2) all non Agile Asset personnel July 3rd .

Requires Awareness:

CORE will train the trainer, ODOT will train all other users.

Key Activities

Key Overall Issues

Task % Start End

Kick Off limited Pilot 0 03/31/2010 03/31/2010

Go –live Limited Pilot 0 04/242010 04/24/2010

Requirements – Full Implementation 5 03/23/2010 04/07/2010

Go Live 0 07/03/2010 07/03/2010

23

Program Status

Financials

Phase II Modules

24

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

Status: GREEN

The Team is preparing for User Acceptance Testing.

OESC is working with CORE to be a part of the May go-live timeline.

TASK Start Finish

Prepare for UAT – OESC & Statewide 03/22/2010 04/09/2010

UAT - OESC & Statewide 04/12/2010 04/30/2010

Integration Testing - ODOT 04/19/2010 05/14/2010

System Rollout - OESC & Statewide 05/03/2010 05/16/2010

GO-Live OESC 05/27/2010

Requires Awareness:

•Go-Live is scheduled for: OESC – 05/27/2010, ODOT – 07/03/2010

Key Activities

Key Overall Issues

25

CORE – 2602 AP Workflow Status

Status: RED

On December 7th Maximus presented 4 options and made a recommendation. The team wanted more time to digest the options.


Perform On Site Fit/Info gathering Sessions 100% 09/07/2009 09/11/2009

Maximus present solutions 100% 12/07/2009 12/07/2009

Determine to move forward or hold after meeting with Brenda

0% 01/06/2010 04/01/2010

Requires Awareness:

Conference call planned with Brenda Bolander on Thursday 04/01.

Key Activities

Key Overall Issues

26

CORE – 2610 Inventory ODOT

Status: GREEN

Development has been approved for Inventory ODOT

TASK Start Finish

Integration Testing 04/19/2010 05/14/2010

Prepare for User Acceptance Testing 05/15/2010 05/23/2010

User Acceptance Testing 05/24/2010 06/18/2010

Go Live 07/03/2010

Requires Awareness:

No other tasks for CORE at this time.

Key Activities

Key Overall Issues

27

CORE-2675 Data Staging Environment

Status: GREEN

Build staging environment containing PeopleSoft extracts that will be used by ODOT and others.


Build Stage Environment 100% 01/15/2010 03/31/2010

Prepare Development Requests (ODOT Impact) 90% 02/15/2010 04/12/2010

Development 10% 03/01/2010 05/15/2010

Testing 0% 04/01/2010 05/31/2010

Requires Awareness:

•Monitoring security issues. DBAs are working to limit access to data through VPD (virtual private database).• Researching options for secure transfer of data from OSF to agencies. Initial users will be ODOT and ok.gov• Final two development requests are being prepared for sign-off.• I have asked Philip Wallace to prioritize development according to his needs.

Key Activities

Key Overall Issues

28

CORE – 2682 Inventory Pilot - DMH

Status: GREEN

Project started. DMH currently cleaning up inventory item IDs.

TASK Start Finish

Kick off Meeting 03/15/2009 03/15/2010

User Cleanup 03/15/2010 04/30/2010

Conversion Testing 05/01/2010 05/14/2010

User Testing / Training 05/17/2010 06/14/2010

System Configuration and Conversion 06/14/2010 06/30/2010

Go-Live 07/01/2010 07/01/2010

Requires Awareness:

Key Activities

Key Overall Issues

29

CORE – 2597 Asset Pilot

Status: GREEN

Project finishing within budget. Delay in receiving valid files necessitated a second go live date of 03/29/2010.

TASK Start Finish

Integration Testing - Finalizing 11/09/2009 01/13/2010

Training Manuals 01/04/2010 02/05/2010

User Acceptance – Preparing for 02/03/2010 02/25/2010

Training 02/08/2010 03/05/2010

Go-Live 03/08/2010 03/08/2010

Requires Awareness:

- First pilot agencies DEQ and OESC went live on 03/08/2010- Securities, Mental Health, Commerce (?) due to go live 03/29/2010- OSF go live pending naming of an Asset manager

Key Activities

Key Overall Issues

30

Milestone Target Complete

Accelerated OSF/ODOT AR/BI 10/30/2009 10/30/2009

Commitment Accounting 12/14/2009 12/14/2009

Time and Labor Lite 01/10/2010 01/10/2010

Leave Conversion 01/10/2010 01/10/2010

Deposits 01/18/2010 01/18/2010

Item Maintenance 01/19/2010 01/19/2010

Bi-Weekly 01/20/2010 01/20/2010

Contracts – County Leasing 04/01/2010

Asset Management Pilot Rollout 07/03/2010

Inventory 07/03/2010

G/P/C 07/03/2010

T&L with Project Costing 07/03/2010

Agile Assets 07/03/2010

ODOT Phase II Update

31

0

2

4

6

8

10

12

14

16-2

/27/

2010

-3/6

/201

0

-3/1

3/20

10

-3/2

0/20

10

-3/2

7/20

10

-4/3

/201

0

-4/1

0/20

10

-4/1

7/20

10

-4/2

4/20

10

-5/1

/201

0

-5/8

/201

0

-5/1

5/20

10

-5/2

2/20

10

-5/2

9/20

10

-6/5

/201

0

-6/1

2/20

10

-6/1

9/20

10

-6/2

6/20

10

-7/3

/201

0

Coun

t of

Ope

n Bu

gs

Week Ending Date

Phase II Integration TestingOpen Bugs by Week Ending Date

featureminormajorblock

Block The functional team is stopped pending resolution.Crash Program will not executeMajor Must be fixed before UAT and Production.Minor Not critical for going liveFeature Nice but not critical for going live

UAT Prep UAT Issue ResolutionIntegration Testing

Go

Live

UAT Prep UAT Issue ResolutionIntegration Testing

Go

Live

ODOTStatewide / OESC GPC

AR/BI

32

0

1

2

3

4

5

AM

-as

set

man

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AP

-acc

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AR

-acc

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able

AU

C -s

trat

egic

sou

rcin

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BB -

base

ben

efits

BI -

billi

ng

CA -

cont

ract

s

ENV

-env

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men

t

GL

-gen

eral

ledg

er

GM

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man

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HR

-hum

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INV

-inv

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IT -

item

mai

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KA -

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mitm

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KK -

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proj

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g

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Inte

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on

PO -

purc

hasi

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PY -

payr

oll

TL -

time

& la

bor

Coun

t

Category / Service

Phase II Integration Bug TrendOpen Bugs on 3/27/2010

featureminormajorblock

33

2 2

67 67

0

10

20

30

40

50

60

70

80

# of

DR'

s

Week Ending Date

ODOT Development Requestsin Integration or User Acceptance Testing

Integration Testing

Total DRs

Integration Testing UAT Prep UAT & FWHA Audit Issue

Resolution

Go

Live

Integration Testing 4/19/10Prepare for UAT 5/15/10UAT 5/24/10Prepare for and conduct FWHA audit 5/24/10Issue resolution and System Rollout 6/21/10GO Live 7-3 7/03/10

34

Application Enhancement Service Request

0

10

20

30

40

50

60

70

80

90

April

May

June Ju

ly

Augus

t

Septe

mbe

r

Octobe

r

Novem

ber

Decem

ber

Janu

ary

Febru

ary

Mar

ch

Pending

Development

Config/Setup

User Test

Completed

35

Pending Development Config/Setup User Test Completed

April

May

June

July

August 63 27 0 30 6

September 58 35 0 17 16

October 56 33 0 23 14

November 64 36 0 23 12

December 54 47 0 27 8

January 59 42 0 24 16

February 72 37 0 26 9

March 79 25 0 23 17

Application Enhancement Service Request Summary - March 2010

36

(captured March 25, 2010)

Pending Dev Config UAT Completed

Problem Mgt CRM

ELM

EPM

FIN 3 2 1

HCM 3 4 7 3

Total 6 4 0 9 4


Service Requests CRM 1 2

ELM 3 1 2 1

EPM 1

FIN 23 10 5 6

HCM 45 8 7 6

Total 73 21 0 14 13


Overall Total 79 25 0 23 17

Application Enhancement Service Request Detail - March 2010

37

Program Status

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

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

Backfill Developers for Production support and Enhancments

Execution G 6/15/2009 12/18/2009 6/30/2010 G

Time and Labor Pilot Execution G 3/1/2010 7/31/2010 7/31/2010 GCommitment Accounting- Rollout

Execution G 9/1/2009 6/30/2010 6/30/2010 G

Asset Management Pilot Execution G 6/1/2009 4/14/2010 4/14/2010 GGrants/Projects/Contract A/R Billing ODOT/OESC

Execution G 3/1/2010 7/31/2010 7/31/2010 G

T&L Manager Self Service ODOT Pilot

Execution G 3/1/2010 7/31/2010 7/31/2010 G

PeopleSoft Extract Staging Environment

Execution G 1/14/2010 6/18/2010 6/18/2010 G

Inventory Pilot Department of Mental Health

Execution G 4/15/2010 7/31/2010 7/31/2010 G

38

Program Status



Health Ind

Schedule



Completion


Completion

Health Ind

Budget

AP Workflow Planning R 8/15/2009 9/30/2009 2/28/2010 GHigher education Interface Execution G 4/1/2010 8/31/2011 8/31/2011 GHCM Functionality Enhancements

Execution G 1/4/2010 5/28/2010 5/28/2010 G

Inventory ODOT Execution G 3/1/2010 7/31/2010 7/31/2010 GGrants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ

Planning> Execution

G 3/1/2010 12/31/2010 12/31/2010 G

Business Intelligence - FS Analytics

Initiation> Planning

R 4/1/2009 7/31/2009 7/31/2010 G

Asset Management Rollout Execution G 4/19/2010 7/31/2011 7/31/2011 GGrants - Provisioning Planning R 7/31/2008 7/15/2009 5/29/2010 GLicensing Planning R 12/1/2008 8/15/2009 5/15/2010 GTreasury GL Implementation Planning>

ExecutionG 4/12/2010 12/31/2010 12/31/2010 G

Scanning and Barcoding functionality for Phase II Modules

Concept

39

Program Status



Health Ind Schedule



Completion


Completion

Health Ind

Budget

DCS Vendor Registration Planning> Execution

G 12/1/2009 8/31/2010 8/31/2010 G

EFT Remit Advices Planning> Execution

G 4/12/2010 6/15/2010 6/15/2010 G

40

IssuesIssue Status

2) CORE approach was to manually convert PO’s . This approach is no longer supported.

ODOT has chosen to semi automate the PO conversion and they have not finalized this process. Meeting this Thursday.

1) Need improved coordination between all Teams (DCS, ODOT, CORE) to get the newItems setup, assigned to contracts and PO’s.

3) CORE will be involved in the integrationtesting , and UAT. This includes fixingbugs. CORE resources will be spread thin because they will also be working on the OESC implementation

Weekly meetings between teams. ODOT is picking up some additional tasks. We are generating weekly status on UAT and Integration testing.

Documents

CORE Executive Board March 31, 2010 Next CEB April 28, 2010