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Office of State Finance
Agenda
Communications and Governance
FMS Team Responsibilities
Current Project Status
Introductions
FMS Commitments
Future Meetings
Prioritization, Organization and Issues
Feedback and Questions
2
OSF Advisory Group Contact Information
Michael Grisser – 522-1714 - [email protected]
Jennie Pratt – 521-6160 - [email protected]
Laura Swingle – 522-4064 – [email protected]
Loren Turner – 522-1739 - [email protected]
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Office of State Finance
Agenda
Communications and Governance
Introductions
4
Governance / Communications Approach
Partner Meeting
• Senior management briefing
• Strategy / Portfolio Management
• Permanent members OSF (DCAR, ISD) OPM, DCS
• Revolving membership ODOT, OESC, DEQ, Commerce, DHS
Finance Advisory Group
HR/Payroll Advisory Group
Procurement Advisory Group
Future Future• Management briefing
• Process / Continuous Improvement
• Lead by OSF (ISD/DCAR)
• Agency Financial Leadership
Production Specific Communications
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Quarterly review of projects
Communicate Plans, Status, and Issues
Communicate Resource Requirements
Receive Feedback and Guidance from Key Stakeholders
Purpose of Partner Meeting
Stakeholder Communication & Feedback
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Purpose of Financial Advisory Group Meeting
Bi Monthly review of Financials Management Systems (FMS) improvement initiatives
Communicate Plans, Status, and Issues
Review and provide input on ranking of priorities
Communicate resource requirements
Receive/Provide feedback and guidance
Focus is on continuous improvement
Assist with building a best in class system
Communication/Feedback/Prioritization
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What is this all about
CONTINUOUS IMPROVEMENT
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Office of State Finance
Agenda
Communications and Governance
FMS Team Responsibilities
Introductions
9
FMS Team Responsibilities
**Maintain the business services that are in production
**Provide continuous improvement
Implement new business services
Rollout business services to new agencies
** Represents items that the Financial Advisory Group provides input
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OSF Business Services
Financial Mgt Systems Payroll/Human Resources Other
Reporting / Business Intelligence
Financial Analytics Human Resource Procurement & Spend Project Analytics
Implemented In Process Planned
Extend / Collaborate
Transaction / Streamline
General Ledger - 175 Accts Payable - 175
Purchasing - 130
Strategic Sourcing - 1 E-Supplier - 1
Budget - 174
Human Resource - 132 Base Benefits- 131
Time & LaborPayroll - 131
Employee Self Service – 45
Enterprise Learning Mgmt - 2
Higher Education Interface
Manager Self Service
Account Rec - 2 Billing - 2
Asset MgmtProject / Grants
/ Contracts
Inventory
E-Bill Payment
Expenses (travel)
Help Desk - 3
Help Desk Self Service
Grants Provisioning
Licensee
OK.GOV Portal
P-Cards
AP Workflow
eProcurement
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OSF Team Responsibilities
OSF Resources Spend 67% of Their Time on Projects and 33% On Support
FMS Team Responsibilities
Incidents, 20%
Service Requests, 4%
Projects, 67%
Administration, 9%
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Office of State Finance
Agenda
Communications and Governance
FMS Team Responsibilities
Current Project Status
Introductions
13
Portfolio/Project Framework
Portfolio (3 Year Plan)
Define / Implement ServicesMaintain Operational Improvements
Concept
Initiation
Planning
Execution
- Identifies a project idea, potential benefits and initial scope
-Defines and authorizes a project obtains budgetary estimates
- +/-50% Plan Updated Portfolio and Scorecard
- Defines objectives and plans the course of action required to attain the objectives
- +/-10% Plan Updated Portfolio and Scorecard
- Integrates people and other resources to carry out the plan
- Updated Scorecard, Monthly Status
Project Framework
Close
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Multi Agency Business Services Opportunity Map
Enterprise Service Automation Human Capital Management Other Supplier Relationship
Fin
anci
al M
an
age
men
tS
upp
ly C
ha
in M
gm
tA
sse
ts
2010 2011 2012
Time and Labor Pilot
Higher Education Interface
Asset Mgmt Pilot
Scanning and bar coding
Grant/Project/
Contracts Rollout
Grant/Project/
Contracts Rollout
Expense Module
Treasury
AP Workflow
eBill PayVoucher
Build
Leave Request Approval
Grants Provisioning
Business Intelligence Financial Analytics
Licensing
Archiving Phase 2
Budget
Govt Risk & Compliance
Address Scrubbing Software
e- procurement
Inventory ODOT
Inventory Rollout
Training Web
Delivery
Time and Labor Rollout
Commitment Accounting
Rollout
Enterprise Learning -
Rollout
Strategic Sourcing- e-
Supplier Rollout
Financials Upgrade
Apply Bundles
2011
Apply Bundles
PCard
Backfill Developers
Integrated Item Maintenance
Deposits
T&L Manager
Self Service
GPC Pilot – ODOT/OESC
Apply Bundles
2011
Employee Self Service
Rollout
Org Publisher
Asset mgmt Rollout
Concept Initiation ExecutionPlanning Close
Backfill Developers
T&L Mgr Self Service Rollout
GPC Pilot – ODOC/DEQ
Inventory Implementation
ARRA Transparency
ODOT Human
Resources
Time and Labor for Non
b-weekly
Openbooks Phase 3
Carl Albert Payroll
E-Perfromance
OSF/ODOT AR Billing
Data Staging Area
CAFR Reporting
New Project
New Project
15
Jan
Feb
Mch
Ap
r
May
Jne
J l y
Aug
Sep
Oc
T
Nov
Dec
Jan
Feb
Mch
Ap
r
May
Jun
Ju
L
Aug
Sep
Oc
T
No
v
HCM 9.0 Upgrade
Travel expense EFT
Employee Self Service
Strategic Sourcing
Phase II fit Gap
Finance Bundles
Learning Mgt DEQ
Archiving
ARRA
Commitment Acctg
OSF/ODOT AR/BI
Deposits
Item Maint
2009 2010
Closed Projects Schedule
Execution Close
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Projects in Execution Delivery Schedule
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
ARRA Transparency
Manager Self Service
Backfill Dev Support
Asset Mgmt Pilot
Inventory ODOT
Time & Labor
HCM Enhanced Funct
Commmit Acct Rollout
ODOT/OESC GPC
GPC/AR/BI/T&L Extd
Asset Mgmt Rollout
Higher ED Interface
2009 2010 2011
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Office of State Finance
Agenda
Communications and Governance
FMS Team Responsibilities
Current Project Status
Introductions
FMS Commitments
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FMS Commitments
•The FMS team will communicate status to agencies as well as receive guidance from agencies by conducting quarterly partner meetings and start advisory group meetings. We will also publish a bi-monthly newsletter
•The FMS team wants to place more emphasis and effort on operational improvements to better serve the system users. We will also engage agencies for continuous improvement ideas and ranking of priorities.
•Time the team can commit to continuous improvement. We will engage with agencies to assist with testing and rollout of items.
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Office of State Finance
Agenda
Communications and Governance
FMS Team Responsibilities
Current Project Status
Introductions
FMS Commitments
Future Meetings
20
Future Advisory Group Meetings
Review any changes or enhancements to the system
Status of changes or enhancements currently in process
Review and rank any new/proposed changes or enhancements
Provide users a forum to request changes/enhancements
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Resources/Process for Future Meetings
Around 1 week before each future meeting we will provide a list of prioritized items
In the meetings, we will explain the items as necessary to provide additional clarity
We will solicit input/feedback on priority of the items
After each meeting we will send an updated (re-ranked) list and we will estimate what will be completed in the next 60 days
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What We Need From You
Participate in the Process Provide feedback on what you would like us to
focus on Look at the “Big Picture”
What is best for the State as a whole What will provide the best value
Bring ideas for improvement Assist with ranking priorities
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Office of State Finance
Agenda
Communications and Governance
FMS Team Responsibilities
Current Project Status
Introductions
FMS Commitments
Future Meetings
Prioritization, Organization and Issues
24
Prioritization and Organization
What do we focus on and how do we rank items to be worked 1. Production Impact (break fix)
Something that once worked but now does not Something that has been found to be inaccurate
2. Recurring Problem/Issue (problem log) An issue that exhibits a pattern that can be corrected
(root cause)
3. Service Requests Requests from users to correct issues (not break fix),
provide more data, enhanced data or additional functionality
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Problems/Issues
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Problems and Issues
Calendar 2009 Occurrences 29 - F-11-KK_liquidation 13 - F-17-Recycle_stat_vchr_dup 2 - F-18-Recycle_stat_vchr 8 - F-19-Warrant_fix 3 - F-29-Ophan_row_kk_source 4 - F-31-Dup_tran_ids 1 - F-37-Out of Balance Journal Entries 4 - F-40-Voucher File Error
64 – Total Occurrences
Please refer to attachment “A” for a detailed list of problems/issues
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CORE Development Service Request
0
10
20
30
40
50
60
70
Month
Nu
mb
er
of
SR
DR Develop
Pending
Development
User Test
Completed
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FMS Service Requests
Please refer to Attachment “B” for detailed FMS list.
Total Financials Supply Chain (PO)
Other
Total Items 46 29 17 0
Ranked Items 15 8 7 0
Items Needing Cancellation (30’s) 1 1 0 0
Items with Approved DR’s (40’s) 10 10 0 0
Items w/out Approved DR’s (50’s) 20 10 10 0
New Items to be Ranked (100’s) 0 0 0 0
Completed Items (999’s) 0 0 0 0
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Office of State Finance
Agenda
Communications and Governance
FMS Team Responsibilities
Current Project Status
Introductions
FMS Commitments
Future Meetings
Prioritization, Organization and Issues
Feedback and Questions
