CORE Executive Board
August 18, 2010
Next CEB September 22, 2010
Agenda
SQL Requests/Problem Management Summary
Completed Projects
Portfolio
Priority
Execution Delivery Schedule
Projects in Movement
Program Status
HCM
Financials
Application Development Service Request Summary
Scorecard
Executive Issues
2
Problem Management SQL Requests
3
0
5
10
15
20
25
30
35
40
45
DBA/ System
Purchasing
ARBI
CRM
Procurement
HRMS
Financial
EPM
ELM
Summary Total
Problems
Resolved or
Resolution In Process
Investigating Resolved by
Future Functionality
DR to be Created
Monitor
Financial 14 8 2 4 0 0
PO 2 1 1 0 0 0
HCM 18 12 1 0 4 1
DBA/System 3 0 2 0 0 1
TOTAL 37 21 6 4 4 2
Problem Management Summary
4
Completed Projects Since Last CEB
Inventory Pilot – DMH
Schedule Budget
5
Portfolio Priority
6
Project Name Project Manager Dept FunctionCurrent
Project PhasePriority within
Function
Backfill Developers for Production support and Enhancments 2011 Fred Cantrell COREFinancial mgmt
Human capital mgmtExecution 1
Time and Labor Pilot/ODOT Alex / Kim CORE Human capital mgmt Execution 2
DCS Vendor Registration Lisa McKeithan CORESupply chain Management
Execution 4
P-Card - BOA Transition Lisa McKeithan CORE Financial MgmtPlanning> Execution
5
Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ Alex / Kim COREEnterprise service
automationExecution 6
Higher Education Interface Lisa McKeithan CORE Human capital mgmt Execution 7
PeopleTools 8.49 Mike Jorski AppDevCORE FIN
CORE CRM CORE EPM
Execution 8
Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 9
Assets ODOT Alex CORE Financial Mgmt Execution 10
GPC - ODOT Alex / Kim COREEnterprise Service
AutomationExecution 11
T&L Manager Self Service ODOT Pilot Alex / Kim COREEnterprise service
automationExecution 12
Treasury GL Implementation Alex CORE Financial mgmt Execution 13
PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Execution 14
Business Intelligence/Financials Analytics Lisa McKeithan CORE Other Planning 15
OpenBooks - Phase III Lisa McKeithan CORE Other Execution 16
Asset Mgmt-Rollout Michael Grisser CORE Assets Execution 17
Portfolio Priority
7
Project Name Project Manager Dept FunctionCurrent
Project PhasePriority within
Function
data.gov Lisa McKeithan CORE Transparency Initiation 18
Grants - Provisioning Lisa McKeithan CORE Other Planning 19
Licensing Lisa McKeithan CORE Other Planning 20
Enterprise Learning Management- Rollout Michael Grisser CORE Human capital mgmt Execution 21
Scanning and Bar-coding functionality for Phase II modules Alex CORE Assets Concept 22
Expense Module Alex/Kim CORE Financial mgmtPlanning> Execution
23
Budget Lisa McKeithan CORE OtherConcept> Initiation
24
eBill Payment Lisa McKeithan CORE Financial mgmt Concept
Federal Funding Accountability and Transparency Act (FFATA) Lisa McKeithan CORE Accounts Payable Concept
3% Federal Withholding Lisa McKeithan CORE Accounts Payable Concept
8
Projects in Execution Delivery Schedule
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
Time and Labor Pilot/ODOT
Grants/Projects/Contract A/R Billing ODOT
Inventory ODOT
T&L Manager Self Service ODOT
DCS Vendor Registration
PeopleSoft Extract Staging Environment
PeopleTools 8.49
Assets ODOT
Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ
Treasury GL Implementation
OpenBooks - Phase III
P-Card - BOA Transition
FY11 Technical Backfill
ELM rollout
Asset Management Rollout
Higher Education Interface
2009 2010 2011
9
May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Milestone Task Bar
2010 2011
1 outbound interface: GL Exports3 inbound interfaces: Vouchers, 1099s and OpenBooks
Issues/Assumptions
Build interfaces between state and Bank of America (new pcard vendor). Interfaces include: GL Export, Voucher Build, 1099 Load and OpenBooks.
Milestone Plan +/- 10%
Voucher Build Go-Live
Define Requierments with BOA
2800 - Pcard - BOA Transition
1099 Load - Dev and Testing
GL Export - Dev and Testing
Voucher Build - Dev and Testing
1099 Load Go-Live
GL Export Go-Live
10
Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
2823 - Expenses - Pilot
Go-Live
Post Production Support
Business Process Analysis
Fit Analysis / Business Process Testing
Development
This Project is to automate travel requisition and expense reporting for state agencies: Office of State Finance (090), Tobacco Settlement Trust (092), Oil Compact Commission (307), Office of Personnel Management (548). Estimated annual statewide savings of $2.8mm.
Milestone Schedule +/- 10% 2010 2011
User Acceptance Testing
Integration Testing
Project Start Up
Best price for software is at quarter end combined with Analyitics
Plan utilizes new hire starting in November.May require additional backfill in GPC.
IssuesCORE staff not available.
Assumes 75% of a DCAR FTE and 50% of a CORE FTE.
11
Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2824 - Expenses Roll Out - Pilot
Conduct UAT
Convert Data
Go-live Support
Create Roles & Responsibilities
Prepare and Conduct Kickoff
Configure Security
This Project is to roll out travel requisition and expense reporting for all remaining state agencies.
Milestone Schedule +/- 50%2011
Conduct Training
Configure Agency-specific Expense Tables
Prepare Implementation Packet
IssuesGroup B 03/01 - 04/15
Group E 07/16 - 08/31
Group G 10/16 - 11/30
Cost will increase if CORE new hire is not available.
Group F 09/01 - 10/15
Group C 04/16 - 05/31Group D 06/01 - 07/15
Program Status
HCM
12
CORE-1080 Higher Ed Payroll
Status: GREEN
Convert higher ed agencies from the legacy payroll system to the PeopleSoft system.
TASK Start Finish
PY Test Scripts 07/01/2010 07/31/2010
HR Interface Testing – Round 2 07/05/2010 09/15/2010
PY Conversion extract verification 07/16/2010 09/30/2010
PY Conversion/Interface Testing 08/01/2010 TBD
Go-Live with OU TBD
Requires Awareness:
• OU time is limited during AUG/SEP during enrollment. • Re-assessing status, resources and timeline for implementing OU while maintaining the overall project schedule.
Key Activities
Key Overall Issues
13
CORE – 2581 Time & Labor
Status: RED
This Project is to address Time & Labor functionality for bi-weekly agencies. The pilot agencies are OESC and ODOT. OESC went live on schedule May 17th.
Requires Awareness:
Integration and User Acceptance Testing for ODOT will be scheduled to coincide with a re-baselined plan.
Task Start End
Key Activities
Key Overall Issues
14
CORE – 2666 Grants, Projects, Contracts with AR/Billing Monthly Extended Time & Labor
Status: GREEN
The Team has completed the Prototype Sessions with DEQ and Commerce and are in the process of Design and Configuration in preparation for Integration Testing.
TASK Start Finish
Develop & Unit Test (Rules, Conversions, Interfaces, & Modifications
06/07/2010 08/06/2010
Define and Test Security Roles 07/12/2010 07/23/2010
Prepare for Integration Testing 07/19/2010 08/06/2010
Requires Awareness:
Key Activities
Key Overall Issues
15
CORE – 2637 ELM Rollout
16
Status: GREEN
Rollout of ELM to agencies to be completed in 3 groups, Group A consists of Department of Career & Technology Education (800), CompSource Oklahoma (390), Department of Transportation (345), Administrative Office of the Courts (199, 219, 220, & 677), Oklahoma Developmental Disabilities Council (a division of 830). Group A go live date is 11/30/2010.
Requires Awareness:
Confirm decision that we will not be rolling out large numbers of external learners.
If agencies back out, we will find others to replace them or move to the next Phase of the Project (SCORM)
Task Start End
Kickoff Meeting with Rollout Agencies 08/25/2010 08/25/2010
Set up Learning Environments 09/01/2010 10/15/2010
Load HCM Data in Prod for messaging to LM Prod (e-mail & reports to information) 09/20/2010 10/10/2010
Train agency SME’s on config and setup for testing 10/10/2010 11/30/2010
Set up Prod Environments 11/01/2010 11/25/2010
Go Live 11/30/2010 11/30/2010
Key Activities
Key Overall Issues
Program Status
Financials
Phase II Modules
17
CORE – 2611 PeopleTools 8.49
Status:
GREEN
Upgrade EPM PeopleTools
TASK % Complete Start Finish
Prepare Change Assistance & stage software 08/30/2010 08/31/2010
Upgrade & test non-prod EPM environments 09/10/2010 09/24/2010
Upgrade EPM production environment 09/25/2010 09/25/2010
Upgrade EPM development environment 09/27/2010 09/28/2010
Requires Awareness:
Execution starts the end of August.
Key Activities
Key Overall Issues
18
CORE-2675 Data Staging Environment
Status:
RED
Build staging environment containing PeopleSoft extracts that will be used by ODOT.
TASK Start Finish ODOT Access
Phase I extracts (6) signed off by ODOT 07/02/2010
Assets (0523) & Projects (0514) have been re-migrated to FSTST2 and is ready for functional testing
06/25/2010 08/31/2010 08/31/2010
Contracts (0513) & Billing (0512) have been re-migrated to FSTST2 and is ready for functional testing
06/25/2010 08/31/2010 08/31/2010
Sign-off on Phase II Modules 08/15/2010 08/31/2010
Inventory – define requirements 07/01/2010 07/23/2010
Inventory - programming 07/30/2010 08/15/2010 09/20/2010
Sign-off on Inventory 08/31/2010 09/30/2010
Requires Awareness:
• Scope increased to include inventory extracts.• Need to resolve ‘who’ is going to finish the testing.
Key Activities
Key Overall Issues
19
CORE-2681 DCS Vendor Registration
Status: GREEN
Build interfaces between OK.gov and PeopleSoft for validation and upload of vendor/bidder data into PeopleSoft.
TASK Start Finish
Go-live with vendor registration – Part I 07/19/2010
Development /Testing – Tech specs 0027 – update ‘look-up’ functionality within PeopleSoft to include bidders
06/04/2010 08/31/2010
Development/Testing – Bidder to Vendor Update 05/10/2010 08/31/2010
Review/Revise processes – OSF & DCS 07/31/2010 07/31/2010
Requires Awareness:
• Missed Phase I implementation by 19 days. •DCS is working on ‘Phase II’ for updated front-end. This will cause some reprogramming of the interface that will be tracked as a service request. Scheduled for the fall.
Key Activities
Key Overall Issues
20
CORE-2676 OpenBooks Phase III
Status: GREEN
Utilize OBIEE for OpenBooks reporting. Update ARRA reporting per SB1759.
TASK Start Estimated Completion
Finish
ARRA Updates 07/01/2010 09/15/2010 09/28/2010
Expenditure & Funding (Build DIM/Create Rpts/Test) 10/01/2010 12/31/2010 Jan 2011
Pcard (Load/Build DIM/Create Rpts/Test/Automate) 06/01/2010 10/31/2010 Jan 2011
Vendor Payments (Build DIM/Create Rpts/Test) 08/01/2010 09/30/2010 Jan 2011
Payroll (Load/Build DIM/Create Rpts/Test/Automate) 08/01/2010 12/31/2010 Jan 2011
Go-Live Jan 2011
Requires Awareness:
• Determine approach for file transfer/load• Possible upgrade to v11 (XML export functionality)• Financials Analytics will not start until this is complete• Potential Conflicts:
ARRA Reporting (October); FFATA;
Key Activities
Key Overall Issues
21
2665 – Asset Management Rollout
Status: GREEN
Meetings to be held to prepare for Kickoff Session Will not make much progress until August: after the DMH Inventory Implementation is completed, consulting resources are filled and DCS participation is resolved.
TASK Start Finish
Prepare for / Conduct Project Kick-offTBD TBD
Configure/Verify Agency Conversion Data 09/16/2010 12/05/2010Perform Test Loads
10/26/2010 11/15/2010Train Agency Users
11/17/2010 12/05/2010
Requires Awareness:
•DCS Resource is not committed to the project – Meeting scheduled with DCS on 08/17. If no DCS resource rollout plan may need to be adjusted.•Patricia not available until August•Brenda to also assist with agency buy in to rollout plan.•Lost Consulting Resource, took another assignment – Will be on site no later than 08/23, will delay rollout start up but will not effect ODOT Assets•ODOT Assets and loss of consultant requires re-baselining of rollout timeline
Key Activities
Key Overall Issues
22
2692 – Treasury GL Implementation
Status: GREEN
The Team is in the process of identifying final requirements, approach, and impacts.
The Team is currently behind schedule regarding requirements and configuration. A plan for getting back on track is being created.
TASK Start Finish
Identify Development Requirements 05/28/2010 07/02/2010
Configuration 07/06/2010 07/13/2010
Create Business Process Flows, Reconciliation Points, Checklists
07/06/2010 08/19/2010
Define Security 07/14/2010 09/01/2010
Create Development Requests 08/02/2010 08/20/2010
Requires Awareness:
OST has requested that their Go-Live date be moved to a month-end. Rather than go-live on 11/15/2010 they would like to look at either 10/31/10 or 12/31/2010.
Maximus is supplying extra resources to ensure on time delivery.
Key Activities
Key Overall Issues
23
CORE - 2810 Assets ODOT
Status: GREEN
AM consultant selected.
TASK % Complete Start Finish
Clean-up and Format Asset Conversion Data for FY 2010 100 7/1/2010 8/13/2010
Prepare for Integration Testing 8/16/2010 8/27/2010
Perform Integration Testing 8/30/2010 9/24/2010
Prepare for User Acceptance Testing 9/27/2010 10/04/2010
Perform User Acceptance Testing 10/05/2010 10/22/2010
Requires Awareness:
Key Activities
Key Overall Issues
24
CORE – 2599 Grants, Projects, Contracts with AR/Billing
Status: RED
This Project is on hold.
TASK Start Finish
Functional Unit Testing – ODOT (see below)
Requires Awareness:
•ODOT cannot supply a date for conversion of legacy data.
Key Activities
Key Overall Issues
25
CORE – 2610 Inventory ODOT
Status: RED
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
26
CORE – 2674 Manager Self Service ODOT / Pilot
27
Status: RED
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
Application Enhancement Service Requests
28
29
(7/1 - 7/30)
Functional ESRs Pending Config/Setup UAT Completed
CRM
ELM
EPM
FIN 2
HCM 26 12 13
Total 28 12 0 13
Technical ESRs Pending Dev UAT Completed
CRM 3 1
ELM 3
EPM 1
FIN 29 10 3 4
HCM 54 11 3 8
Total 90 21 6 13
Pending Dev UAT Completed
Total 118 33 6 26
Application Enhancement Service Requests – July 2010
Based on 60 Day PlanPlanned Enhancement Service Requests OnTime Completion
30
# ESRs completed # ESRs not completed # unplanned completed
JanuaryMarch 6 2 5May 3 5 4July 6 1 1SeptemberNovember
Program Status
Within 10% of plan Within 20% of Plan Over 20% of plan
31
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 GTime and Labor Pilot/ODOT Execution R 3/1/2009 7/31/2010 7/31/2010 RDCS Vendor Registration Execution G 12/1/2009 8/31/2010 8/31/2010 GP-Card - BOA Transition Planning>
ExecutionG 8/18/2010 12/31/2010 12/31/2010 G
Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ
Execution G 3/1/2010 12/31/2010 12/31/2010 G
Higher education Interface Execution G 4/1/2010 10/31/2011 10/31/2011 GPeopleTools 8.49 Execution G 8/30/2010 9/28/2010 9/28/2010 GInventory ODOT Execution R 8/1/2009 7/31/2010 7/31/2010 RAssets ODOT Execution G 8/1/2010 11/15/2010 11/15/2010 GGrants/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
Program Status
Within 10% of plan Within 20% of Plan Over 20% of plan
32
Project NameCurrent Project Phase
Health Ind
Schedule
Project Phase Start Date
Project Phase Baseline
Completion
Project Phase Target
Completion
Health Ind
Budget
Treasury GL Implementation Execution G 4/12/2010 12/31/2010 12/31/2010 GPeopleSoft 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 12/31/2010 G
OpenBooks - Phase III Execution G 6/1/2010 12/31/2010 12/31/2010 GAsset Management Rollout Execution G 4/19/2010 8/31/2011 8/31/2011 GGrants - Provisioning Planning R 7/31/2008 7/15/2009 9/30/2010 GLicensing Planning R 12/1/2008 8/15/2009 9/30/2010 GELM rollout Execution G 8/1/2010 7/31/2011 7/31/2011 GScanning and Barcoding functionality for Phase II Modules
Concept
Expense Module Planning> Execution
G 9/1/2010 11/30/2011 11/30/2011 G
data.gov Initiation G 8/1/2010 3/31/2011 3/31/2011 GBudget Concept>
InitiationG 8/2/2010 9/15/2010 9/15/2010 G
IssuesIssue Status
1) ODOT Phase II ( Projects, Grants, AR, Billing Inventory) will not meet their July 3rd scheduled implementation date.
ODOT can not supply an estimated date when they will have the legacy data converted into PeopleSoft. The project is on hold until this data is provided.
4) Commerce will be going live on Phase 2 without a Grants Provisioning. They will utilize manual work arounds until we acquire a Grants Provisioning package.
We need to expedite the Grants Provisioning purchasing process and prioritize Commerce in the first implementation.
3) The fixed asset rollout plan has been completed and additional state resource is required to deliver on the current schedule.
Initial meeting held with DCS to obtain resources. No follow up meeting has occurred. Do we need to postpone this project?
33
2) We need to determine which agencies will be moved to Phase 2 after Commerce and DEQ
On August 24th there is a meeting with DPS, Health and Mental Health to discuss phase two modules. The rollout plan for phase 2 modules is in process.