business application services project review june 7, 2011 next baspr july 27, 2011
TRANSCRIPT
Business Application Services Project Review
June 7, 2011
Next BASPRJuly 27, 2011
AgendaPerformance Metrics
Project/Enhancement Service Level Dashboard
Operations 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
Projects in Movement
Program Status
HCM
Financials
Scorecard
Executive Issues
2
Project/Enhancement Service Level Dashboard
3
Operations Service Level Dashboard
4
Projects Completed Since Last Project Review
Data.ok.gov
Schedule Budget
5
2011 Business Application Services Change Requests On Time
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)
June (HCM)
July (FIN)
August (HCM)
September (FIN)
October (HCM)
November (FIN)
December (HCM) 6
2011 Business Application Services Enhancement Service Requests
7
Problem Management SQL Requests
0
5
10
15
20
25
30
DBA/ System
CRM
Procurement
HRMS
Financial
EPM
8
SQL Problem Management Summary
Summary Total
Problems
Resolved or
Resolution In Process
Investigating Resolved by
Future Functionality
DR to be Created
Monitor
Financial 26 18 3 2 0 3
PO 2 1 1 0 0 0
HCM 28 22 2 0 2 2
DBA/System 3 3 0 0 0 0
TOTAL 59 44 6 2 2 5
9
Portfolio Priority
10
Project Name FunctionCurrent Project
PhaseHigher Education Interface Human capital mgmt Execution
Oklahoma Water Resources Board GPC AR/BI Enterprise Service Automation
Execution
PeopleSoft Extract Staging Environment Other Execution
Treasury Module Financial mgmt Concept
Grants/Projects/Contract A/R Billing ODOT Enterprise Service Automation
Execution
Licensing - Accountancy Board Other Planning
Licensing - Construction Industries Board Other Planning
Licensing - Health Dept Other Planning
Licensing - DEQ Other Planning
Grants - Provisioning Other Planning> Execution
Grants Provisioning - TSET Other Planning
Grants Provisioning - DAC Other Planning
Grants Provisioning - OCAST Other Planning> Execution
Grants Provisioning - EDGE Other Planning
Grants Provisioning - Commerce Other Planning
Grants Provisioning - OKOHS Other Planning
Business Intelligence/Financials Analytics Other Planning> Execution
Broadband METL Human capital mgmt Planning> Execution
Combined Payroll Processing Human capital mgmt Initiation> Planning
GPC/MSS - Wildlife Financial mgmt Concept
Backfill Developers for Production support and Enhancements 2012 Financial mgmt/HCM Execution
Scanning and Bar-coding functionality for Phase II modules Assets Concept
Asset Mgmt-Rollout Assets Concept
Voucher Build Financial mgmt Concept
Budget Other Initiation
Absence Management Absence Mgmt Concept
Human Resources Dashboard Human capital mgmt Concept
Portal - PeopleSoft Sign On Consolidation Other Concept
ePAF - Electronic Personnel Action Form Human capital mgmt Initiation
Expense Module Financial mgmt Planning
Portfolio Priority
11
Project Name FunctionCurrent Project
Phase3% Federal Withholding Accounts Payable Concept
Financials Upgrade Financial mgmt Concept
Manager Self Service rollout Human capital mgmt Concept
Inventory-rollout Supply chain mgmt Concept
Licensing Rollout Other Concept
E-procurement Supplier relationship mgmt Concept
GPC - Health Dept Financial mgmt Concept
ODOT Staging Environment - Phase II (Inventory & HCM) Financial Mgmt Concept
GPC - State Auditor & Inspector (SAI) Financial Mgmt Concept
GPC - Agriculture Financial Mgmt Concept
Enterprise Learning Management- Rollout - Ph III Human capital mgmt Initiation
Dept of Education - Grants Provisioning (consolidation) Financial Mgmt Concept
Dept of Education - Licensing (consolidation) Financial Mgmt Concept
Dept of Education - GPC/AR/Billing/Contracts/Assets/Inventory (consolidation) Financial Mgmt Concept
Dept of Education - Leave & Mgr Self Service (consolidation) Financial Mgmt Concept
DPS - Inventory Supply chain Management Concept
DPS - Mgr Self Service and Leave Conversion Human capital mgmt Concept
Contracts - Military (might really need GPC) GPC Concept
Wildlife - MSS Human capital mgmt Concept
Licensing - Real Estate Commission Licensing Concept
Licensing - Aeronautics Commission Licensing Concept
Licensing - Board of Architects Licensing Concept
Licensing - Dept of Labor Licensing Concept
Licensing - Dept of Agriculture Licensing Concept
Licensing - Pet Breeders Licensing Concept
Projects in Execution Delivery Schedule
12
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
Oklahoma Water Resources Board GPC AR/BI
FY11 Technical Backfill
ELM rollout
Business Intelligence - FS Analytics
Grants - OCAST
PeopleSoft Extract Staging Environment
Grants/Projects/Contract A/R Billing ODOT
Higher education Interface
2010 2011 2012
13
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Category Category
OSF Resource assumes Patricia Garcia
Review and Map Delivered Voucher Build Interface to VFR Interface
2012
Review and Setup roles
Detail
Voucher Build (+-50%)
Will allow the State to utilize company procurement cards as the method of payment within Purchase Requisitions, Purchase Orders or Accounts Payable. Each employee's credit card information is maintained within the application and PeopleSoft provides an integration point in order to download and reconcile transactions from the card provider. Will also streamline 1099 and transparency reporting for PCard information.
Testing
Post Production Support
Review current Voucher Build Configuration
Review and development Business Process
Initiative Cost
Training
Implementation
High Level Project Plan
Configure PeopleSoft for Voucher Build.
Total Ext labCost
AGENCYOSFCORE
Issues/Assumptions
Data requirement Gathering with Agencies
TeckTotal LaborInternal Labor
Cost Detail
14
Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Category Category
2835 - Broadband - METL
$
Define Agency Configuration
Integration Testing
User Acceptance Testing / Training
Project Budget
In 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 OKCAN 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 +/- 50%2010 / 2011
Go-Live
Perform System Roll-out / Conversion
Project Start
Cost DetailHardware Inst. Fees
Detail
Ext. LaborTravel/ExpTraining
Software
Cost
Int. Labor
Maint.Other
Prof. Svcs
Decision Paper completed - Meeting scheduled 06/07/11.
IssuesNote: This Project will be fitted in as time permits in the ODOT implementation schedule.
June July Aug Sept Oct Nov Dec Jan Feb March April May
Category Category DetailCost Detail
Jessica will be on FMLA for June, July and part of August. Rochelle Quillman will be the backfill.
Travel/Exp
We have not addressed reporting requirements. May use BI reporting tool. Agency start date might change.
Maint.
Issues/AssumptionsInt. Labor
HardwareSoftware Ext. Labor
Cost
Oklahoma Center for the Advancement of Science and Technology Grants Provisioning Detail Plan
$
End User Training
User Acceptance Testing/Signoff
Initiative Cost
Go-Live
Forms and Workflow Configuration
20122011
The grant provisioning system will allow OCAST 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%
15
Program Status
HCM
16
CORE-1080 Higher Ed Payroll
Status:
REDRED
Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system. Additional due diligence requested of IBM Mainframe data with program change requests due NLT 22 April 2011. From then on a Freeze is in place on conversion programs. Due diligence with all HE institutions has been completed regarding pay cycles. Requests are being made for standardization of pay cycles.
TASK Start Finish
Group C Configuration 05/2/2011 05/31/2011
IBM Conversion Programs – 85% complete 07/01/2010 07/31/2011
Finish HR Interface Debugging/Testing 85% Complete 07/01/2010 07/31/2011
Complete PY Interface Coding/Debugging/Testing (Integration Testing) 80% Complete 09/10/2010 07/31/2011
Addressing File Layout Questions, Reviewing Test Files with Cameron and UCO. 04/18/2011 06/30/2011
System Testing with OSU 04/14/2011 07/31/2011
Integration/UAT for OSU Group 08/01/2011 10/31/2011
OSU Group Go-Live – Tentative November November
Requires Awareness:
•OU go-live has been moved.•OSU (includes Langston, Connors, N.E. Oklahoma A&M, Panhandle) HR files looking good. Due to new plan looking at November go-live with OSU Group.•State Staff Programming has not been completed to address multiple checks per claim,.•HR Testing not allowing same job code with different claim groups per employee.•No payrolls from Universities have been loaded, only staged data.•No data has been passed to Financials for validation.•No state payrolls for employees with POI records have been processed.•No Year End Testing has been done.
Key Activities
Key Overall Issues
17
CORE – 2637 ELM Rollout
18
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
Requires Awareness:
DHS no final decision. DHS has been granted access to LMTST to start looking at configuration, etc., in preparation of Phase III (to include Web Base Learning).
Task Start End
Department of Agriculture signed up on 5-4-2011. Currently in UAT testing and will be live on the system 5-31-2011. 05/04/2011 05/31/2011
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
19
CORE-2603 Financials Analytics
Status: GREEN
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:
• Experienced some problems with voucher load. Reduced number of BUs and timeframe to get it to complete successfully. Will need to work on tuning.
Key Activities
Key Overall Issues
20
CORE-2675 Data Staging Environment
TASK Start Finish ODOT Access
Phase I extracts (6) signed off by ODOT 07/02/2010
Assets (0523) 06/25/2010 6/30/2011 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:
• 13 new asset tables identified by ODOT. Have written a change request for these – ready to route for signatures.
Key Activities
Key Overall Issues
Status: REDRED
Working on programming changes for Assets. ETA is ready for testing in 3 weeks. Met with ODOT to discuss a plan for sharing dev environment so we can proceed with Projects programming/testing.
21
2860 - GPC AR/BI - Water Resources Board
2222
Status: GREENGREEN
Implement GPC AR/BI Functionality for the Water Resources Board.
Requires Awareness:
Task % Start End
Agency Configuration- Complete 100 02/01/2011 02/10/2011
Integration Testing 100 03/10/2011 04/14/2011
User Acceptance Testing 10 06/06/2011 06/24/2011
Go Live 07/01/2011 07/01/2011
Key Activities
Key Overall Issues
CORE – 2599 GPC AR/BI ODOT
Status:
REDRED
Weekly status of Unit Testing is being sent to Sponsors. Preparation for Integration Testing is on hold pending completion of Unit Testing.
TASK Start Finish
Unit Testing 04/05/2011 05/05/2011
Prepare for Integration Testing 05/12/2011 06/24/2011
Integration Testing 06/27/2011 08/23/2011
Requires Awareness:
Meeting held with the Sponsors. Project is currently 3-4 weeks behind.
Key Activities
Key Overall Issues
23
35
6 6 67
3
56
8
14
0
5
10
15
20
25-0
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 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
0
1
2
3
4
5
6
7
8
AM
-as
set
man
agem
ent
AP
-acc
ount
s pa
yabl
e
AR
-acc
ount
s re
ceiv
able
AU
C -s
trat
egic
sou
rcin
g
BB -
base
ben
efits
BI -
billi
ng
CA -
cont
ract
s
ENV
-env
iron
men
t
GL
-gen
eral
ledg
er
GM
-gr
ant
man
agem
ent
HR
-hum
an r
esou
rces
INV
-inv
ento
ry
IT -
item
mai
nten
ance
KA -
com
mitm
ent
acco
untin
g
KK -
com
mitm
ent
cont
rol
PC -
proj
ect c
ostin
g
Phas
e II
Inte
grati
on
PO -
purc
hasi
ng
PY -
payr
oll
TL -
time
& la
bor
Coun
t
Category / Service
ODOTOpen Bugs on 6/4/2011
minor
major
13 13 13 14 14 14
2
11
26
3235 36
3
7
16
1311 11
27
24
2
1 0 0
24
18 1614 13 12
53 3
4 6 72
2 22 2 2
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
Business Application Services Program Status
27
Project NameProject
Manager
Current Project Phase
Health Ind
Schedule
Project Phase Start Date
Project Phase Baseline
Completion
Project Phase Target
Completion
Health Ind
Budget
FY11 Technical Backfill Fred Cantrell Execution G 7/1/2010 6/30/2011 6/30/2011 GHigher education Interface Carol Barton Execution R 4/1/2010 12/31/2011 11/31/2012 RGrants/Projects/Contract A/R Billing ODOT
Kim/Alex Execution R 4/4/2011 2/28/2012 2/28/2012 R
PeopleSoft Extract Staging Environment
Lisa McKeithan
Execution R 1/14/2010 6/18/2010 2/28/2012 G
Business Intelligence - FS Analytics
Lisa McKeithan
Execution G 4/25/2011 9/16/2011 9/16/2011 G
Grants - OCAST Lisa McKeithan
Planning> Execution
G 6/15/2011 2/17/2012 2/17/2012 G
Licensing Lisa McKeithan
Planning R 12/1/2008 8/15/2009 4/30/2011 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 GOklahoma Water Resources Board GPC AR/BI
Kim/Alex Execution G 1/3/2011 5/31/2011 6/24/2011 G
Combined Payroll Processing
Carol Barton Initiation> Planning
G 4/4/2011 5/31/2011 5/31/2011 G
ELM rollout Stacy Bonner Execution G 8/1/2010 7/31/2011 7/31/2011 G