Business Application Services Project Review

July 27, 2011

Next BASPRAugust 31, 2011

AgendaPerformance Metrics

Project/Enhancement Service Level Dashboard

Operations Service Level Dashboard

Completed Projects

Resource Utilization

Business Services Change Requests

Business Services Enhancement Service Requests

SQL Requests/Problem Management Summary

Portfolio

Budget Status

Priority

Execution Delivery Schedule

Projects in Movement

Program Status

HCM

Financials

Scorecard

Executive Issues

2

Project/Enhancement Service Level Dashboard

3

Operations Service Level Dashboard

4

5

Schedule Budget Qtr

OpenBooks PIII

Treasury GL

Asset Management Rollout – Tax

Data.gov

Dept Mines GPC AR/BI

Broadband GPC AR/BI

Technical Backfill FY 11

Water Resource Brd – GPC/AR/BI

ELM Rollout Phase II

1

1

1

222

Shared Business Services – Completed Projects

2

2

3

Projects Completed Since Last Project Review

Water Resources Board – GPC/AR/BI

Technical Backfill FY 11

Schedule Budget

6

Business Application ServicesFunctional & Technical Resource Utilization

7

Business Application ServicesFunctional Resource Utilization

8

Business Application ServicesTechnical Resource Utilization

9

2011 Business Application Services Change Requests On Time

10

Completed Not Completed Pct Unplanned completed

January (FIN) 9 3 75% 10February (HCM) 64 13 83% 15March (FIN) 12 7 63% 12April (HCM) 27 5 84% 13May (FIN) 18 3 86% 17June (HCM) 24 4 86% 10July (FIN)

August (HCM)

September (FIN)

October (HCM)

November (FIN)

December (HCM)

2011 Business Application Services Enhancement Service Requests

11

Problem Management SQL Requests

12

0

5

10

15

20

25

30

HCM

CRM

Procurement

Financial

EPM

ELM

SQL Problem Management Summary

13

Summary Total

Problems

Resolved or

Resolution In Process

Investigating Resolved by

Future Functionality

DR to be Created

Monitor

Financial 32 21 6 2 0 3

PO 2 1 1 0 0 0

HCM 30 23 3 0 2 2

ELM 1 0 0 0 1 0

TOTAL 65 45 10 2 3 5

Portfolio Priority

14

Project Name Function Current Project PhasePriority within

Function

Grants/Projects/Contract A/R Billing ODOT Enterprise Service Automation Execution 1

PeopleSoft Extract Staging Environment Other Execution 2

Licensing - Accountancy Board Other Planning> Execution 3

Licensing - Construction Industries Board Other Planning> Execution 4

Licensing - Health Dept Other Planning 5

Grants Provisioning - TSET Other Planning 6

Grants Provisioning - DAC Other Planning> Execution 7

Grants Provisioning - OCAST Other Execution 8

Grants Provisioning - EDGE Other Planning 9

Grants Provisioning - Commerce Other Planning 10

Grants Provisioning - OKOHS Other Planning 11

Business Intelligence/Financials Analytics Other Execution 12

Higher Education Interface Human capital mgmt Execution 13

Broadband METL Human capital mgmt Execution 14

ACES Replacement Treasurer Initiation 15

Treasury - Cash Management Financial mgmt Concept 16

GPC/MSS - Wildlife Financial mgmt Concept 17

GPC - Health Dept Financial mgmt Concept 18

GPC - State Auditor & Inspector (SAI) Financial Mgmt Concept 19

GPC - Agriculture Financial Mgmt Concept 20

Dept of Education - Grants Provisioning (consolidation) Financial Mgmt Concept 21

Dept of Education - Licensing (consolidation) Financial Mgmt Concept 22

Dept of Education - GPC/AR/Billing/Contracts/Assets/Inventory (consolidation) Financial Mgmt Concept 23

Dept of Education - Leave & Mgr Self Service (consolidation) Financial Mgmt Concept 24

DPS - Inventory Supply chain Management Concept 25

DPS - Mgr Self Service and Leave Conversion Human capital mgmt Concept 26

Contracts - Military (might really need GPC) GPC Concept 27

Licensing - Real Estate Commission Licensing Concept 28

Licensing - Aeronautics Commission Licensing Concept 29

Licensing - Board of Architects Licensing Concept 30

Portfolio Priority

15

Project Name Function Current Project PhasePriority within

Function

Licensing - Dept of Labor Licensing Concept 31

Licensing - Dept of Agriculture Licensing Concept 32

Licensing - Pet Breeders Licensing Concept 33

Licensing - Consumer Credit Licensing Concept 34

Licensing - Licensed Social Workers Licensing Concept 35

GPC - Historical Society Licensing Concept 36

DMHSAS - Grants Provisioning Other Concept 37

OSBI - Billing Financial Mgmt Concept 38

GPC - Health Care Authority Financial Mgmt Concept 39

Dept of Corrections - HCM Functionality HCM Planning> Execution 40

FY12 Technical Backfill Financial mgmt/Human capital mgmt Planning> Execution 41

Combined Payroll Processing Human capital mgmt Planning> Execution 42

Enterprise Learning Management Rollout - Ph III Human capital mgmt Initiation 43

Voucher Build Financial mgmt Concept 44

Financials Upgrade Financial mgmt Concept 45

Expense Module Financial mgmt Concept 46

Asset Mgmt-Rollout Assets Concept 47

Absence Management Absence Mgmt Concept 48

Portal - PeopleSoft Sign On Consolidation Other Concept 49

ePAF - Electronic Personnel Action Form Human capital mgmt Concept 50

Licensing Rollout Other Concept 51

E-procurement Supplier relationship mgmt Concept 52

Budget Other Initiation 53

Projects in Execution Delivery Schedule

16

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

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

Enterprise Learning Management Rollout - Ph II

Business Intelligence - FS Analytics

Licensing - Accountancy Board

Broadband METL

Grants - OCAST

PeopleSoft Extract Staging Environment

Grants/Projects/Contract A/R Billing ODOT

Licensing - Construction Industries Board

Grants - DAC

Higher education Interface

2010 2011 2012

17

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

Category Category

Functionalities to be used by other agencies: - Performance Management Tracking - New Employee Survey - Additional Job Code Data - Tracking of Workers' Comp/Medical Information - Tracking of Incentive and Reimbursement payments to employees

Issues/Assumptions.25 Functional FTE include Alan Binegar and Stacey BonnerThis project does not include conversion of DOC Time and Leave systemEstimate Go-Live: Mid January of 2012

.25 Functional; .5 TechnicalTravel/Exp OtherTraining Int. Labor

Software Prof. SvcsExt. Labor 1 Functional Consultant; 1 Technical Maint.

Go-Live

Post Production Support

Project Budget $

Cost Detail Cost DetailHardware Inst. Fees

Training Manuals and Training

Department of Corrections Conversion to PeopleSoftThis project plan exhibits the timeline and effort needed to convert Department of Corrections from Oracle HR and Learning Management system to PeopleSoft HCM system. This plan eliminates the needs for Department of Corrections to upgrade Oracle HR and Oracle Learning Management system. The following benefits will be the result of the project: Functionalities to be used by other agencies, elimination of one instance of Oracle, and a step toward IT consolidation.

Milestone Schedule +/-10%

Agency Review (Fit Session) + Roles and Responsibilities

Design and DR Creation

Development / Unit Testing

Functional Unit Testing

Integration Testing

User Acceptance Testing

2011 2012

18

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

Category Category

1 yr annual fee based on 500 usersOther

Training Int. Labor

Software & maintenance numbers came from Lee Cosby.Labor hours came from vendor's generic plan.

Inst. Fees584 vendor hrbased on 500 users Prof. Svcs

Ext. Labor

192 hrsTravel/Exp

Time line based on vendor's generic plan.

Issues/Assumptions

Vendor testing

CostHardware

Detail Cost Detail

SoftwareMaint.

Estimate is based on software & labor only.

CORE 2922 - ACES Replacement

$

Post delivery support

Vendor development

Training

Initiative Cost

20122011

Replace Treasurer's ACES warrant tracking system.

Milestone Plan +/- 50%

User Acceptance Testing

Finalize requirements & setup internal environment

19

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

Category Category

Ext. LaborSoftware

2080 hrs Maint.

300 hrs

• This plan assumes state technical resources average 1-2 hrs/day to assist & coordinate external resource activities.

Travel/ExpTraining

• External backfill staff will be targeted to FIN & HCM.

Int. LaborOther

CORE - 2930 FY12 Technical Backfill

$

Backfill Developers for Enhancment Service Requests.

Milestone Schedule +/- 10%

FIN, EPM production support & required enhancements

2011 2012

HCM, ELM, CRM production support & required enhancements

Project Budget

• External backfill staff could be applied to CRM, ELM & EPM as needed.

Issues

Cost DetailHardware Inst. Fees

Prof. Svcs

Cost Detail

• This is for technical backfill services for Enhancement Service Requests and 30-day post go-live support.

20

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

Category Category

Issues/Assumptions

981 hoursTravel/Exp OtherTraining Int. Labor

Software Prof. SvcsExt. Labor 2589 hours Maint.

Post Production Support

Project Budget $

Cost Detail Cost DetailHardware Inst. Fees

Go-Live

CORE 2606 - OST Cash ManagementThis project plan will focus on the implementation of the Cash Management module delivering the functional specifications identified in RFP C.5.2 to include: Bank Sweep, Daily Cash Position, Fiancial gateway, Bank Reconciliation, Interface to Treasury Ledger.

Milestone Schedule +/-10%2011

Project Start Up

Business Process Analysis

Fit Gap - Analysis - Approach Papers

Development

Integration Testing

User Acceptance Testing

Resource Jan 2011 Feb 2011 Mar 2011 Apr 2011 Total CORE – AR/AP/GL 137 78 76 62 353 DCAR – GL / AR 77 62 60 32 231 DCAR - AP 48 39 38 16 141 CORE - DBA 80 16 16 112 CORE - System Administrator 96 16 16 16 144

CORE Total 438 211 206 126 981

21

Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug

Category Category

Training Int. Labor

Issues/AssumptionsThis project will be fitted in as time permits in the ODOT implementation schedule.

Schedule is based on .75 Functional FTE (0.5 HCM and .25 GPC)

Ext. Labor Maint.Travel/Exp Other

Hardware Inst. FeesSoftware Prof. Svcs

Cost Detail Cost Detail

System/Integration Testing

User Acceptance Testing

Training

Go-live

Post Production Support

Project Budget $

Review Configuration

OSF Broadband METLIn order to fully utilize the functionality of Grants, Projects, Contracts, Accounts Receivable and Billing the actual labor hours an employee spends on a particular project is required. Each employee working on the OCAN project will record actual hours worked into the Time and Labor system against a Project and Activity. This will ensure accurate invoicing and billing by the financial system.

Milestone Schedule +/-10%2011 2012

22

Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July

Category Category

Design and DR Creation

Combined Payroll ProcessingConsolidating payrolls will save time and will be a tool to use in controling scheduled time-lines for all Shared Service Departments that run payroll processes/reports relating to payroll cycles. DCAR has agreed that this proposed custom front-end process to automate many payroll processing steps is a the best method to handle consolidate payroll processing.

Milestone Schedule +/- 10%2011

Cost Detail Cost Detail

Development / Unit Testing

Functional Design Review

Functional Unit Testing

System / IntegrationTesting

Training Manuals and Training

User Acceptance Testing

Go-Live

Post Production Support

Project Budget $

Hardware Inst. FeesSoftware Prof. SvcsExt. Labor Maint.Travel/Exp Other

Issues/Assumptions* .5 CORE Functional * Above time frame and costs is based on State personnel only. If project time

Estimated cost based on external and internal resource* .2 OSF Functional * Above time frame and costs is based on State personnel only. If project time

2011 go-live possible by using external functional and technical resource

Training Int. Labor

* 1 External Functional * Above time frame and costs is based on State personnel only. If project time * 1 External Technical for development

* .5 CORE Technical* Above time frame and costs is based on State personnel only. If project time

23

Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct

Category Category

Milestone Task Bar

Go-Live

Design Review and DR Creation

Enterprise Learning Management Rollout - Phase III

2011 2012

ELM Phase III rollout includes implementing ELM Self Service, Certification programs, and External Learners functionalities.

Development / Unit Testing

Functional Unit Testing

System / IntegrationTesting

Training Manuals and Training

User Acceptance Testing

Milestone Schedule +/-10%

Project BudgetCost Detail Cost

.5 InternalTechnical and 1 External Technical

Issues/AssumptionsIf external learners are from other agencies within the state outside of the agency that conducts the training, Self Service must be allowed by other agencies in order for ELM Self Service to fully function.Certification programs will enable ODOT to eliminate legacy system

Travel/Exp Other

Certification Programs will be used by Department of Transportation, Offi ce of Personnel Management, Department of Rehabilitation Services, Department of Central Services, and OSEEGIB.

Department of Corrections may also use Certification Programs if converted from Oracle Learning Management to PeopleSost ELM.

Training Int. Labor

Ext. Labor Maint.

.5 Internal Functional and 1 External Functional

Post Production Support

External Learners and Certfication Programs are required by Department of Central Services to retire the agency legacy system.

$

Detail

Software Prof. SvcsHardware Inst. Fees

24

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

Category Category

Interfaces with OTC, OSBI and PeopleSoft AR/Billing have yet to be finalized.

We have not addressed reporting requirements. May use BI reporting tool.

System Training

OtherTraining Based on SOW hours required Prof. Svcs

Software Ext. Labor

IssuesInt. Labor Based on SOW hours required Inst. Fees

Does not containSOW costHardware Maint.

Travel/Exp

FolderTypes and Workflow Configuration

User Acceptance Testing/Signoff

End User Training

Go-Live

Fit / Gap Analysis

Kick-off of implementation

Initiative CostCost Detail Cost Detail

Oklahoma Accountancy Board - Licensing and ePermittingThe licensing system will allow the Oklahoma Accountancy Board to manage their licensing and permit applications, renewals, continuing professional education, testing and compliance management.

Detail Milestone Plan +/- 10%2011 2012

25

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

Category Category

Interfaces with OTC, OSBI and PeopleSoft AR/Billing have yet to be finalized.

We have not addressed reporting requirements. May use BI reporting tool.

IssuesInt. Labor Based on SOW hours required Inst. Fees

Travel/Exp OtherTraining Based on SOW hours required Prof. Svcs

Hardware Maint. Software Ext. Labor

End User Training

Go-Live

Initiative CostCost Detail Cost Detail

Kick-off of implementation

Fit / Gap Analysis

FolderTypes and Workflow Configuration

System Training

User Acceptance Testing/Signoff

Construction Industries Board - Licensing and ePermittingThe licensing system will allow the Construction Industries Board to manage their licensing and permit applications, renewals, continuing education, testing and compliance management.

Detail Milestone Plan +/- 10%2011 2012

26

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

Category Category

Maint.Other

Detail

VOCA

Ext. LaborTravel/ExpTraining

SoftwareHardware

2881 - District Attorney's Council Grants Provisioning

Cost

$

Issues/Assumptions JAG

Inst. FeesProf. Svcs

Int. Labor

Cost Detail

Project Budget

The grant provisioning system will allow DAC to manage the full grants life-cycle including contact management, grant proposal, response, review and award, expenditure tracking as well as audit and compliance management.

Milestone Plan +/- 10%

Forms and Workflow Configuration

User Acceptance Testing/Signoff

End User Training

Go-Live

2011 2012

Program Status

HCM

27

CORE-1080 Higher Ed Payroll

Status:REDRED

Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system. Re-Base line of task and Go-Live dates. Freeze is now in place for all conversion programs.

TASK Start Finish

IBM Conversion Programs – 95% complete 07/01/2010 07/31/2011

Finish HR Interface Debugging/Testing 90% Complete 07/01/2010 09/01/2011

Finish PY Interface Debugging/Testing 80% Complete 09/10/2010 09/01/2011

Addressing File Layout Questions, Reviewing Test Files with Group B (OSU, Connors, Langston, North Eastern, Panhandle, Cameron, Central Ok)

04/18/2011 08/15/2011

Addressing File Layout Questions, Reviewing Test Files with Group A & C (OU, Rose, OU Health Science Center 770 and 771)

06/01/2011 09/01/2011

Integration/UAT – Group B ( 7 Universities) 08/08/2011 09/25/2011

Integration/UAT - Group A & C (4 Universities) 09/08/2011 10/23/2011

Group B Go-Live October 1, 2011 October 31,2011

Group A & C Go-Live November 1, 2011 November 30, 2011

Requires Awareness:

•August and September are high volume months for the Universities. HR and PY resources are limited.•We are currently working with 11 different agencies and we know most of them will not go live this year due to the quality of files we are receiving.•Not all Universities have submitted files for review and others are taking more than 30 days to submit corrected files.•Training completed by August 15, 2011

Key Activities

Key Overall Issues

28

CORE – 2637 ELM Rollout

29

Status: GREENGREEN

Phase II rollout of ELM to agencies in three groups has been completed. Group A - Career Tech (800), ODOT (345), OSEEGIB (516) - live 12/06/10

Group B - OPM (548), - Live 01/31/11, State Dept of Health (340) – Live 3/1/11.

Group C – OSF (090), Rehab (805) & DCS (580) – Go-Live 04/30/2011, Dept of Agriculture (040) – Live 5-31-2011

Requires Awareness:

Task Start End

Historical Data for Group’s A, B & C loaded 12/06/2010 07/31/2011

Key Activities

Key Overall Issues

Program Status

Financials

Phase II Modules

30

CORE-2603 Financials Analytics

Status: GREENGREEN

Setting up environment and configuration.

TASK Start Finish

Environment Setup and ETLs 06/30/2011

Report and Dashboard Development 06/15/2011 08/15/2011

Testing 08/01/2011 09/16/2011

Go-Live 09/16/2011

Requires Awareness:

• Completed ETLs. Will meet with agencies the week on 7/28 to review reports and dashboards.•Upgrade to OBIEE 11G.- new version of FS Analytics is now certified with OBIEE new version.

Key Activities

Key Overall Issues

31

CORE-2675 Data Staging Environment

Status:REDRED

Testing on asset tables has been completed and will be used as the basis for the other tables.

TASK Start Finish ODOT Access

Signed off on scope – list of tables 07/15/2011

Assets (0523) 06/25/2010 7/23/2011 07/23/2011

Billing (0512) 07/18/2011 09/13/2011

Contracts (0513) 07/18/2011 09/13/2011

Projects (0514) 07/25/2011 09/13/2011

Inventory (0696) 07/25/2011 09/13/2011

Commitment Control (0697) 07/25/2011 09/13/2011

Requires Awareness:

• new baseline for integration with the ODOT plan; All should be ready for integration testing by 9/13/2011;•KK tables are LARGE

Key Activities

Key Overall Issues

32

CORE-2882 Grants Provisioning - OCAST

Status: GREENGREEN

Working on the Intent and Application processes

TASK Start Finish

Application Process 07/25/2011 11/30/2011

Expenditure Reporting 10/15/2011 3/31/2012

Monitor and Control 04/01/2012 06/15/2012

Conversions 11/30/2011 06/15/2012

Go-Live 06/30/2012

Requires Awareness:

• Working on detail plan and milestones•Working on web presence• Defining PeopleSoft requirements

Key Activities

Key Overall Issues

33

CORE – 2599 GPC AR/BI ODOT

Status:

REDRED

Start date for Preparation for Integration Testing was July 25 th.

TASK Start Finish

Prepare for Integration Testing 07/25/2011 09/07/2011

Integration Testing 09/08/2011 11/04/2011

Prepare for and Perform User Acceptance Testing 11/07/2011 01/18/2012

Go-Live 02/02/2012

Requires Awareness:

We are starting Integration Testing without all development complete. There is a risk.

Key Activities

Key Overall Issues

34

Task Begin Date End Date Agency CORE RAMP

Development – Functional Unit Testing - ODOT 07/01/2010 t.b.d. Support Participate Lead

Regression / Unit Testing - CORE 04/04/2011 t.b.d. Support Lead Support

Update Configuration for Integration Testing 07/18/2011 08/05/2011 Participate Lead Support

Prepare for Integration Testing 07/25/2011 09/07/2011 Support Lead Support

Perform Integration Testing 09/08/2011 11/04/2011 Support Lead Support

Update Configuration for User Acceptance Testing 11/07/20181 11/18/2011 Participate Lead Support

Prepare for User Acceptance Testing 11/04/2011 11/18/2011 Support Lead Lead

ODOT End-User Training 10/11/2011 12/11/2011 Support Support Lead

Perform User Acceptance Testing 11/21/2011 01/12/2012 Support Support Lead

FHWA Certification t.b.d. t.b.d. Participate Support Lead

System Rollout 01/10/2012 02/05/2012 Support Lead Support

ODOT Go-Live 02/06/2012 02/06/2012 --- --- ---

Post Production Support 02/06/2012 04/25/2012 Support Lead Support

ODOT – Key Deliverables

35

1 1 1 1 12 2

45

4 4

1 1

1 1 1 1

2

4

4

6

2 2

1 1

0

2

4

6

8

10

12-0

4/30

-05/

07

-05/

14

-05/

21

-05/

28

-06/

04

-06/

11

-06/

18

-06/

25

-07/

02

-07/

09

-07/

16

-07/

23

-07/

30

-08/

06

-08/

13

-08/

20

-08/

27

-09/

03

-09/

10

-09/

17

-09/

24

-10/

01

-10/

08

-10/

15

-10/

22

-10/

29

-11/

05

-11/

12

Coun

t of

Ope

n Bu

gs

Week Ending Date

Phase II Integration TestingOpen Bugs by Week Ending Date

minor

major

feature

crash

block

Feature Nice but not critical for going liveMinor Not critical for going liveMajor Must be fixed before UAT and Production.Crash Program will not executeBlock The functional team is stopped pending resolution.

UAT Prep UAT Go Live PrepIntegration Testing

Go

Live

11/1

4/20

11

Unit Testing Prep for Integration Testing

Unit Testing

PlanActual

36

13 13 13 14 14 14 14 14 14 14 14 14 14

2

11

26

3235 36 38 39 38

4955

59 59

3

7

16

1311 11

10 10 13

5

42 2

27

24

2

1

2

1

24

18 1614 13 12 12 11

13

107 7 7

53 3

4 6 7 6 64

4 3 3 3

22 2

2 2 2 2 4 21 1

0

10

20

30

40

50

60

70

80

9004

/30

05/0

7

05/1

4

05/2

1

05/2

8

06/0

4

06/1

1

06/1

8

06/2

5

07/0

2

07/0

9

07/1

6

07/2

3

07/3

0

08/0

6

08/1

3

08/2

0

08/2

7

09/0

3

09/1

0

09/1

7

09/2

4

10/0

1

10/0

8

10/1

5

10/2

2

10/2

9

11/0

5

11/1

2

ODOT DR Trend

Initiation

Development

ODOT Unit Testing

CORE Unit Testing

Bug Development

Integration Ready

User Acceptance

Production

UAT Prep UAT Go Live PrepIntegration Testing

Go

Live

11/1

4/20

11

Unit Testing Prep for Integration TestingPlanActual

Week Ending Date

Unit Testing

37

Business Application Services Program Status

38

Project Name Project ManagerCurrent Project Phase

Health Ind Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

Enterprise Learning Management Rollout - Ph II

Stacy Bonner Execution>Close

G 8/1/2010 7/31/2011 7/31/2011 G

Higher education Interface Carol Barton Execution R 4/1/2010 12/31/2011 11/31/2012 R

PeopleSoft Extract Staging Environment

Lisa McKeithan Execution R 1/14/2010 6/18/2010 2/28/2012 G

Grants/Projects/Contract A/R Billing ODOT

Kim/Alex Execution R 4/4/2011 2/28/2012 2/28/2012 R

Business Intelligence - FS Analytics

Lisa McKeithan Execution G 4/25/2011 9/16/2011 9/16/2011 G

Broadband METL Alex Galley Execution G 9/6/2011 1/31/2012 1/31/2012 G

Combined Payroll Processing Hanh Minson Planning> Execution

G 6/7/2011 7/29/2011 7/29/2011 G

FY12 Technical Backfill Fred Cantrell Planning> Execution

G 7/1/2011 6/30/2012 6/30/2012 G

Dept of Corrections - HCM Functionality

Alex Planning> Execution

G 8/1/2011 1/15/2012 1/15/2012 G

Enterprise Learning Management Rollout - Ph III

Stacy Bonner Initiation G G

ACES Replacement Lee Cosby Initiation G 7/6/2011 7/8/2011 7/8/2011 GLicensing - Accountancy Board Lisa McKeithan Planning>

ExecutionG 7/5/2011 1/15/2012 1/15/2012 G

Licensing - Construction Industries Board

Lisa McKeithan Planning> Execution

G 8/1/2011 3/31/2012 3/31/2012 G

Licensing - Health Dept Lisa McKeithan Planning R G

Licensing - DEQ Lisa McKeithan Planning R G

Grants - DAC Lisa McKeithan Planning> Execution

G 7/18/2011 6/30/2012 6/30/2012 G

Grants - OCAST Lisa McKeithan Execution G 6/15/2011 2/17/2012 2/17/2012 G

Grants - Commerce Lisa McKeithan Planning R G

Grants - Homeland Security Lisa McKeithan Planning R G

Scanning and Barcoding functionality for Phase II Modules

Jerry Planning G G

Budget Pat Elwood Initiation R 8/2/2010 9/15/2010 3/31/2011 G

IssuesIssue Status

1) DCS wants to move forward with the Sciquest project. There are still several outstanding issues that need to be resolved on this project. 1) What analytics solution will we utilize. 2) What is the system of record for requisitions 3) Integration 4) Project scope and return on investment.

Cherryroad will be on-site the third week of August to give us detailed insight on how Sciquest was integrated at Georgia. Oracle will populate the procurement analytics module with our data so that DCS can determine how this will meet their requirements. OSF, ISD, and DCS will work with Cherryroad and Sciquest to obtain a +-50% plan and return on investment analysis for this project.     

39

2) We are in the process of determining how to configure the Peoplesoft system to support the ISD consolidation efforts.

Several meetings have been held with Brenda and her staff to discuss accounting requirements the ISD consolidation. A plan will be presented, reviewed and accepted with ISD.   

3) The equivalent of 1 consultant (153 hours) has been spent addressing ODOT reconciliation issues.  OESC has issues and there are concerns with other agencies.

A meeting with CORE, DCAR , and GPC agencies in production will be arranged to determine causes and formulate corrective actions going forward.

Approve

&

Match

PS

FT

eP

roS

ciQ

ues

t

Log InWorkflow

Approvals

Create PO

Send Via:

cXML

EDI

Email

Fax

Portal

Login Shop CreateReq.

ApproveReq.

Create PO

TransmitPO

Settle

Imported

from

ERP

Accept

E-Invoice:

cXML

EDI

Portal

Encumber

Funds

(Match)

&

Pay

Invoice

System of Record (Int. Opt.): Suppliers, Chart of Accounts, Ship To, Commodity

Punch

Out to

Spend

Director

EnterReceipt

Return

Cart

Contract Compliance & Tracking

Requisition WorkflowSpendDirector Order Manager

SettlementManager

Create

& Validate

Requisition

E-Sourcing (Sourcing Director)

PunchoutCatalogs

CustomForms

NonCatalog

StockroomItems

HostedCatalogs

Approve

&

Match

PS

FT

Fin

ance

Sys

tem

Sci

Qu

est

Log InEH&S

Approvals

Validate &

Budget

Check

Create PO

Financial

Approvals Send Via:

cXML

EDI

Email

Fax

Portal

Login Shop CreateReq.

ApproveReq.

Create PO

TransmitPO

Settle

Auto

Enhanced

Manual

Custom

Approvals

Accept

E-Invoice:

cXML

EDI

Portal

Encumber

Funds

(Match)

&

Pay

Invoice

PunchoutCatalogs

CustomForms

NonCatalog

StockroomItems

HostedCatalogs

Outbound Syncs: Suppliers, Chart of Accounts, Ship To, Commodity

Auth.

Interface /

(LDAP or

Similar)

EnterReceipt

Create

Req.

E-Sourcing (Sourcing Director)

Requisition ManagerRequisition ManagerSpendSpendDirectorDirector Order ManagerOrder Manager

SettlementSettlementManagerManager

Contract Compliance & Tracking