Business Services Project Review

January 26, 2011

Next BSPRFebruary 23, 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 10/3-12/31

3

CAPACITY 10/3-12/31

4

Green

RedMet Expected Target

Did Not Meet Expected Target

Target Year Jan Feb March April May June July Aug Sep Oct Nov Dec

75%

2011

2010 75% 38% 86% 82% 100% 55% 92% 84%

70%

2011

2010 75% 75% 75% 80% 80% 80% 100% 100% 100% 60% 60% 60%

85%

2011

2010 100% 100% 100% 94% 94% 94% 100% 100% 100% 80% 80% 80%

85%

2011

2010 100% 100% 100% 86% 86% 86% 86% 86% 86% 78% 78% 78%

70%

2011

2010 27% 27% 27% 43% 43% 43% 57% 57% 57% 67% 67%67%

Business Services Change Request on Time (Detail)

Business Services Projects on Time (Detail)

Business Services Projects on Budget (Detail)

Technical Service Projects on Time (Detail)

Technical Services Projects on Budget (Detail)

Project/Enhancement Service Level Dashboard

5

Projects Completed Since Last BSPR

Pcard – BOA Transition

GPC/AR/BI for DEQ & Commerce

OpenBooks PIII

Time & Labor Pilot

Schedule Budget

6

Business Services Change Requests On time (Detail)

# 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) 26 5 15 Func + 1 Tech 7

Business Services Enhancement Service Requests

8

0

5

10

15

20

25

30

DBA/ System

Purchasing

CRM

HRMS

Financial

EPM

Problem Management SQL Requests

9

SQL Problem Management Summary

Summary Total

Problems

Resolved or

Resolution In Process

Investigating Resolved by

Future Functionality

DR to be Created

Monitor

Financial 20 14 3 2 1 0

PO 2 1 1 0 0 0

HCM 21 14 2 0 5 0

DBA/System 3 3 0 0 0 0

TOTAL 46 32 6 2 6 0

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Portfolio Priority

11

Project Name Project Manager Dept FunctionCurrent Project

PhasePriority within

Function

OpenBooks - Phase III Lisa McKeithan CORE Other Execution>Close 1

Treasury GL Implementation Alex CORE Financial mgmt Execution>Close 2

data.gov Lisa McKeithan CORE Transparency Initiation 3

Enterprise Learning Management- Rollout Michael Grisser CORE Human capital mgmt Execution 4

Higher Education Interface Lisa McKeithan CORE Human capital mgmt Execution 5

AM Rollout - Tax Commission Michael Grisser CORE Financial mgmt Execution 6

Broadband GPC/AR/BI Alex Galley COREEnterprise Service

AutomationPlanning 7

Department of Mines GPC AR/BI Alex Galley COREEnterprise Service

AutomationPlanning 8

T&L Manager Self Service ODOT Pilot Alex / Kim COREEnterprise service

automationExecution 9

PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Execution 10

Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 11

GPC - ODOT Alex / Kim COREEnterprise Service

AutomationExecution 12

3% Federal Withholding Michael Grisser CORE Accounts Payable Planning 13

Licensing Lisa McKeithan CORE Other Planning 14

Grants - Provisioning Lisa McKeithan CORE Other Planning 15

Business Intelligence/Financials Analytics Lisa McKeithan CORE Other Planning 16

Expense Module Alex/Kim CORE Financial mgmt Planning 17

Backfill Developers for Production support and Enhancments 2012 Fred Cantrell COREFinancial mgmt

Human capital mgmtExecution 18

Portfolio Priority

12

Project Name Project Manager Dept FunctionCurrent Project

PhasePriority within

Function

Scanning and Bar-coding functionality for Phase II modules Alex CORE Assets Concept 19

Voucher Build Lisa McKeithan CORE Financial mgmt Concept 21

Financials Upgrade Michael Grisser CORE Financial mgmt Concept 22

Budget Lisa McKeithan CORE Other Concept> Initiation 23

Absence Management Lisa McKeithan CORE Absence Mgmt Concept 24

Human Resources Dashboard Michael Grisser CORE Human capital mgmt Concept 25

Portal - PeopleSoft Sign On Consolidation Michael Grisser CORE Other Concept 26

ePAF - Electronic Personnel Action Form Michael Grisser CORE Human capital mgmt Initiation 27

Manager Self Service rollout Michael Grisser CORE Human capital mgmt Concept 28

Inventory-rollout Michael Grisser CORE Supply chain mgmt Concept 29

Licensing Rollout Lisa McKeithan CORE Other Concept 30

E-procurement Michael Grisser CORESupplier relationship

mgmtConcept 31

Projects in Execution Delivery Schedule

13

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

Treasury GL Implementation

AM Rollout - Tax Commission

data.ok.gov

FY11 Technical Backfill

ELM rollout

Higher education Interface

2009 2010 2011

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

Milestone Task Bar

CORE - 2822 - data.ok.gov

Develop and Test Programs

Go-Live

Migration to Production

2010 2011

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'. Write interface to Socrata to upload files.

Milestone Plan +/- 10%

Prepare Development Requests and Define Process for Loading Data

* These costs/timelines are based on what OSF needs to do to provide data, etc. * Initial loads will require manual intervention until all processes are defined and programming is complete.

* Cost changed from 10% plan due to addition of costs to create APIs. Initially I thouht ok.gov would create the APIs.

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

Milestone Task Bar

2852 - AP 3% Withholding

Design (Config/Setup)

Development (Specs/Coding/Unit test)

Testing (config/setup in TST & QA)

Implement functionality for 3% withholding

Milestone Plan +/- 50%

Go Live

Analysis

2011

How to RemitHow to report remittance

IssuesWhere to hold the money Assumes all Federal Requirements are known by the team.

Changes in requirements may increase or decrease effort/cost

Possible customs Remit - to report who was withheld and how much was withheld Assumes 2 custom reports needed

15

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

Milestone Task Bar

2853 - ePAF - Electronic Personnel Action Form

Training

Pilot Go Live

Remaining Go Live

Post Live support

Install

Design

Need to determine if remove the OPM 14 Custom

Development

Estimate assumes they will be doing a number of edits that need to be developed

UAT

Assumes Pilot Group go-live then remaining agencies one month laterVendor is 25% remoite support after Pilot plus2 weeks for the month to complete remaining agencies

Approval workflow for personnel transactions to be approved before posting to the transaction tables in Peoplesoft. Only approved legal actions will be processed in the system. Will reduce data corrections and retro check processing. The initiative wil

Milestone Plan +/- 50%

Testing

Analysis

Vendor can provide starting Training manual

Issues

2011

Assumes no changes to scope

16

Program Status

HCM

17

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 – 80% complete 07/01/2010 02/28/2011

Finish HR Interface Debugging/Testing 07/01/2010 02/28/2011

Complete PY Interface Coding/Debugging/Testing 09/10/2010 02/28/2011

UAT to begin with OU 03/01/2011 04/26/2011

OU go-live 04/26/2011 05/01/2011

Kickoff with OSU, Cameron, UCO 01/19/2011 01/19/2011

Requires Awareness:

•OU go-live has been moved to 05/01/2011 due to problems with extracts, program development (bugs) and newly discovered programs to be developed.•Plan has been put in place to complete programming, fixes and business process testing prior 02/28/2011 when parallel and UAT testing is scheduled to begin•Issues with Innovative have been addressed•Plan will be re-baselined after the completion of Coding/Debugging/Testing

Key Activities

Key Overall Issues

18

CORE – 2637 ELM Rollout

Status: GREENGREEN

Rollout of ELM to agencies to be completed in 3 groups. Group A - Career Tech (800), ODOT (345), OSEEGIB (516) - live 12/06/10

Group B - OPM (548), State Dept of Health (340) - live 01/31/11

Group C – OSF (090), Working on: Rehab (805) - DHS (830) - OJA (400) – go-live est 04/30/2011

Requires Awareness:

Waiting on decision from Rehab, DHS and OJA for Group (C).

DHS demo completed 11/08/10 – may go live with current functionality in group C

Additional DHS Demo scheduled on 01/25/11 to show a larger audience the existing functionality

DHS and Health are interested in additional functionality (will be next Phase SCORM). They may also be interested in using it for external learners

DCS is considering another product instead of using ELM

Task Start End

Group B - Train agency SME’s on config and setup for testing 12/10/2010 01/31/2011

Group B - Complete UAT 01/05/2011 01/20/2011

Group B - Go Live (post support 02/01 to 03/15) 01/31/2011 01/31/2011

Update and Load HCM Fields in Prod 11/01/2010 01/31/2011

Group C - Train Agency SME’s 04/05//2011 04/25/2011

Group C – Go Live (est) 04/30/2011 04/30/2011

Key Activities

Key Overall Issues

19

Program Status

Financials

Phase II Modules

20

2692 – Treasury GL Implementation

Status: GREENGREEN

Project is live – In production.

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

Change Request 01/01/2011 01/31/2011

Requires Awareness:

Additional functionality requested by the Agency.

Key Activities

Key Overall Issues

21

CORE – 2837 GPC AR/BI Department of Mines

Status: GREENGREEN

The Team is in the process of gathering data for a +- 10% plan.

TASK Start Finish

BPS / Fit Analysis 01/05/2011 01/05/2011

Development of Plan 01/06/2011 01/31/2011

Finalization of Plan 01/26/2001 02/04/2011

Requires Awareness:

We are meeting with the Water Resources Board on January 25 th to assess the viability of including them with this effort.

Key Activities

Key Overall Issues

22

CORE – 2838 GPC AR/BI Broadband

Status: GREENGREEN

The Team is in the process of gathering data for a +- 10% plan.

TASK Start Finish

BPS / Fit Analysis 01/05/2011 01/25/2011

Development of Plan 01/26/2011 02/04/2011

Finalization of Plan 02/07/2001 02/11/2011

Requires Awareness:

Meeting scheduling difficult. Requirements not collected

Key Activities

Key Overall Issues

23

CORE – 2839 - AM Rollout Tax Commission

Status: GREENGREEN

Rollout of Asset Management to Tax Commission

Requires Awareness:

Need time from Particia for oversight during testing in TEST

Planning for DCS to participate in QA and additional test conversion process

Task Start End

Configure Dev and load locations and Manufacturers 11/18/2010 01/14/2011

Test data extracts in Test 01/17/2011 01/21/2011

Correct issues and re-test load 01/24/2011 01/28/2011

Configure QA and Test conversion process 01/31/2011 02/25/2011

Train Agency SME’s 03/01//2011 03/18/2011

Production set up/conversion go-live 03/20/2011 03/29/2011

Key Activities

Key Overall Issues

24

CORE-2675 Data Staging Environment

Status: REDRED

Currently testing Assets. Migrated to FSINT to complete testing. Will work on contracts next. Informal notification that they need more Asset tables.

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:

• Incorporating the remaining testing (projects, billing) with the ODOT project.• ODOT has submitted new requests for (40) Inventory tables, (39) HR, (39) Payroll and (35) Time & Labor tables. We will need to assess these requests and determine how to move forward.

Key Activities

Key Overall Issues

25

CORE – 2599 GPC AR/BI ODOT

Status: GREENGREEN

The Team is in the process of gathering data for a +- 10% plan.

TASK Start Finish

BPS / Fit Analysis 01/05/2011 02/04/2011

Development of Plan 02/07/2001 02/11/2011

Finalization of Plan 02/14/2001 02/15/2011

Requires Awareness:

Key Activities

Key Overall Issues

26

CORE – 2674 Manager Self Service ODOT / Pilot

27

Status: REDRED

Project was planned in two phases: (1) limited salary personnel April 24th (complete) and (2) all non Agile Asset personnel to coincide with ODOT GPC go-live date – on hold.

Requires Awareness:

Task % Start End

Go –live Limited Pilot - Complete 100 04/242010 04/24/2010

Requirements – Full Implementation - Complete 100 03/23/2010 04/07/2010

Key Activities

Key Overall Issues

27

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

28

29

Core Program Status

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase

Start Date

Project Phase

Baseline Completion

Project Phase Target

Completion

Health Ind

Budget

FY11 Technical Backfill Execution G 7/1/2010 6/30/2011 6/30/2011 GHigher education Interface Execution Y 4/1/2010 12/31/2011 12/31/2011 YInventory ODOT Execution R 8/1/2009 7/31/2010 7/31/2010 RGrants/Projects/Contract A/R Billing ODOT

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

T&L Manager Self Service ODOT

Execution R 3/1/2010 7/31/2010 7/31/2010 R

Treasury GL Implementation Execution>Close

G 4/12/2010 1/31/2011 1/31/2011 G

PeopleSoft Extract Staging Environment

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

Business Intelligence - FS Analytics

Planning R 4/1/2009 7/31/2009 3/31/2011 G

OpenBooks - Phase III Execution>Close

G 6/1/2010 12/31/2010 12/31/2010 G

data.ok.gov Planning> Execution

G 1/3/2011 4/15/2011 4/15/2011 G

Grants - Provisioning Planning R 7/31/2008 7/15/2009 3/11/2011 GLicensing Planning R 12/1/2008 8/15/2009 3/31/2011 GELM rollout Execution G 8/1/2010 7/31/2011 7/31/2011 GScanning and Barcoding functionality for Phase II Modules

Planning G G

Expense Module Planning G GBudget Concept>

InitiationR 8/2/2010 9/15/2010 1/30/2011 G

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

30

Core Program Status

Project NameProject

Manager

Current Project Phase

Health Ind

Schedule

Project Phase

Start Date

Project Phase

Baseline Completion

Project Phase Target

Completion

Health Ind

Budget

AM Rollout - Tax Commission Michael Grisser

Execution G 10/15/2010 3/29/2011 3/29/2011 G

Department of Mines GPC AR/BI

Alex Planning G 1/3/2011 1/31/2011 02/04/2011. G

Broadband GPC/AR/BI Alex Planning G 1/3/2011 1/1/2011 2/11/2011 G3% Withholding Michael

GrisserInitiation> Planning

G 1/3/2011 2/28/2011 2/28/2011 G

Electronic Personnel Action from

Michael Grisser

Initiation> Planning

G 1/3/2011 2/28/2011 2/28/2011 G

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

IssuesIssue Status

1) The team and sponsors needs to gain a common understanding of how Grants, projects, and contracts will be rolled out.

A document describing the Grants, Projects, Contracts rollout is being created. We will distribute and set up a meeting to discuss by the end of February

2) Funding for the planning phase for Broadband, Mines, and ODOT will last until February 15th

Option 1: Set up meeting to review execution phase funding of these projects.Option 2: Move forward with funding and review results in the February 23rd review.

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.

5) Oracle end of quarter is November. We will get a better price if we buy Business Intelligence and/or expenses at this time

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IssuesIssue Status

6) Pay Cycle Conflict - The custom VFRA process sometimes causes pay cycle to abend when they run at the same time. The last time this occurred it delayed $5M dollars in payments by one day.

Next steps : 1) investigate use of Voucher Build to replace VFRA – Oracle input & 50% plan, 2) research VFRA to see if it can be changed to avoid the conflict, 3) investigate whether the issue can be avoided via scheduling.

7) The AP Pay cycle does not always pick up and process AP vouchers with withholding. This is a inconsistent issue and the work around is to reset and rerun the paycycle. Usually the second run picks them up. This causes delays in processing and extra work for the end user to reprocess.

Had a conference call with Oracle to discuss capturing data. Captured the issue with a program trace and provided other info to Oracle. Oracle has not provided a resolution. The case has been escalated.

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