Financials – Phase II Kick-Off Meeting

September 11, 2008

Brenda Bolander, State ComptrollerMichael Grisser, Project Manager

Agenda

CORE Project History Advantages of New System ERP Applications, Initiatives Phase II Strategy & Overview Training Approach Communications Opportunities for Involvement Project Team Questions

Project History

In December 2001, a contract was awarded to PeopleSoft for the Enterprise Resource Planning (ERP) System.

The initial project identified two phases: Phase I replaced existing state-wide systems

for procurement, claims, payments, budgeting, human resources, payroll and general ledger.

Phase II provides additional functionality needed by most agencies.

Project History

Phase I was completed in October 2006 when the last group of agencies were added to the HR/Payroll system.

The Financials Suite was upgraded from version 8.4 to 8.9 in November 2007.

The HRMS Suite will be upgraded from version 8.3 to 9.0 (called HCM) in November 2008.

Advantages of ERP System

Create standard processes which are identified as “Best Practices”

Centralize physical data hosting to better facilitate business continuity/disaster recovery functions

Provide consistent accounting processes Provide one area for users to access data

Advantages of ERP System

Cost benefits of single system Reduction of duplicate software Reduction of hardware in many locations Reduction of related support costs Timely upgrades and current technology

System integration = single point of entry

ERP Applications

Initial Implementation

General Ledger Accounts Payable Purchasing Budgets Human Resources Base Benefits Payroll Time and Labor Administer Training CRM Helpdesk

Phase II….

Asset Management Inventory Accounts Receivable Billing Project Costing Grants Contracts

PeopleSoft Applications Integration Model

Payables Module

Purchasing Module

Requisitions& PO’s

Vouchers

ContractsModule

General Ledger Module

AccountingEntries

Billing Module

Billing for Expenditure &

Salary

Customer, Billing and

Revenue Info

ReceivablesModule

Invoice

AccountingEntries

Accounting Entries

AccountingEntries

Commitment Control

Budget Dollars

Budgeting Module

Budget Dollars

Asset Management

Module

Asset Creation & Depreciation

HRMS

Labor Distribution&

Project Prompts'

Project Costing Module

Grants Module

Project & Budget

Copy PO

Inventory Module

Put away & Replenish

Project Inventory

StrategicSourcing Module

eBidding & Award

Phase I

Phase II

Personnel & Employment info

Time & Labor

ERP Applications

Other Initiatives On-line vendor bidding

Revision of item codes Electronic receipt of goods/services

EFT payments for travel EFT payments to vendors Electronic travel claim submission Web reporting tool Time & Labor – Phase II Impact Employee self-service Payroll Commitment Accounting – Phase II Impact

Phase II Strategy

Overview State-wide design of all modules State-wide use of fixed assets system State-wide use of receivables system for

deposits Agency use of other modules as applicable

Grants, contracts, billing, receivables, project costing, and inventories

Implemented agency-by-agency

Phase II Strategy

Concept / pilot agencies Participate in BPR and Fit sessions Completed all documentation by January 2009 Assist with prototyping and testing Target implementation Summer/Fall 2009

All other agencies Participate in BPR and Fit sessions Completed all documentation (checklist) by July 2009 Target implementation dates Fall 2009 – Dec. 2010

Phase 02 – Design(08/04/08 – 04/24/09)

Phase 03 – Development(12/01/08 – 07/31/09)

Phase 04 – Validation(03/02/09 – 09/02/09)

Phase 05 – Post Implementation

Phase 01 – Initiation(08/04/08 – 11/21/08)

Five Phase Implementation ApproachPhase 00 - Project Management

Enterprise Readiness

Quality Assurance

Phase 00 – Project Management

Phase 02 – Design

Phase 03 – Development

Phase 04 – Validation

Phase 05 – Post Implementation

Phase 01 – Initiation

Phase 00 - Project ManagementManagement Meetings, Status Reporting, Project Schedule Maintenance, Staffing Plan Maintenance,

Issue Management, Risk Management, Enterprise Readiness, Communication Management, Quality Assurance

Enterprise Readiness

Quality Assurance

Finalize Project Schedule

Finalize Staffing Plan

Technical Initiation

Project Team Training

Project Kick Off

Phase 01Initiation

08/04/08To

11/14/08

Phase 02 - Design

Phase 03 - Development

Phase 04 - Validation

Phase 05 – Post Implementation

Phase 00 - Project ManagementPhase 01 - Initiation

Enterprise Readiness

Quality Assurance

Business Process Analysis

Fit Analysis

Configuration

End User Training Plan

Module Prototyping

Business Process Documentation

Phase 02Design

08/04/08To

04/24/09

Phase 01 - Initiation

Phase 03 - Development

Phase 04 - Validation

Phase 05 – Post Implementation

Phase 02 - DesignPhase 00 - Project Management

Enterprise Readiness

Quality Assurance

Phase 01 - Initiation

Phase 02 - Design

Technical Knowledge TransferEnd User Training Development

ConversionsInterfacesReports

ModificationsWorkflowSecurity

Phase 03Development

12/01/08To

07/31/09

Phase 04 - Validation

Phase 05 – Post Implementation

Phase 03 - DevelopmentPhase 00 - Project Management

Enterprise Readiness

Quality Assurance

“G o L i v e” W i n d o wPhase 01 - Initiation

Phase 02 - Design

Delivery of End User Training

System Rollout Preparation

Testing

Acceptance

System Rollout

Phase 04Validation

03/02/09To

09/02/09

Phase 03 - Development

Phase 05 – Post Implementation

Phase 04 - ValidationPhase 00 - Project Management

Enterprise Readiness

Quality Assurance

Phase 01 - Initiation

Phase 02 - Design

Phase 04 - Validation

Post Implementation SupportCalendar Year-End Support

Fiscal Year-End Support

Phase 05Post

Implementation

09/03/09

Phase 03 - Development

Phase 05 – Post ImplementationPhase 00 - Project Management

Enterprise Readiness

Quality Assurance

Agency Support

Implementation based on statewide design Readiness checklist/Agency Implementation Packet Use agency specific definitions

except statewide definitions for assets, etc. Consultant support, if needed

Five approved firms Agency contracts through OSF Deliverables

Data flow analysis Data mapping to PeopleSoft Process re-engineering Testing plans / scripts

Training Approach

Project Team Training Vendor Provided Software Training Focused on Statewide System Configuration & Support

Agency Training Project Team / SME Provided Training Day-to-day System Usage

Communication Tools

CORE Website Project Status System Functionality Process Changes and Q&A Calendar – shows course training schedule Notification Group Sign-up Brown Bag Lunch Notes http://www.ok.gov/OSF/CORE//

CORE Team

Introductions

OSF Staff

Maximus Consultants

Other Agency/Consultants

Opportunities for Involvement

All Agencies: Business Process Questionnaires – due now BPR Sessions – now thru Oct Fit Analysis Sessions – Nov thru Jan

Volunteers: Agency Advisory Council – Now thru Sept 2009

2 to 8 hours per week Testing / Subject Matter Experts – Jan thru July Training Experts – May thru Aug & as needed

Submit to : Jeanie Robards

Core Communications

CORE Office3812 N. Santa Fe, Suite 100

(405) 522-1700

Questions