1 Financials Advisory Board June 15, 2010. 2 Office of State Finance Agenda Responsibilities Project Updates Welcome Issues Feedback and QuestionsUpdates.

1

Financials Advisory Board

June 15, 2010

2

Office of State Finance

Agenda

Responsibilities

Project Updates

Welcome

Issues

Feedback and Questions

Updates

FAB Purpose

3

Office of State Finance

Agenda

Welcome

4

Office of State Finance

Agenda

FAB Purpose

Welcome

5

Recap - Purpose of Finance Advisory Board Meeting

Bi Monthly review of Financials improvement initiatives

Communicate Plans, Status, and Issues

Assist with review and ranking of priorities

Communicate resource requirements

Receive feedback and guidance

Focus is on continuous improvement

Communication/Feedback/Prioritization

6

Office of State Finance

Agenda

FAB Purpose

Responsibilities

Welcome

7

Recap - CORE Team Responsibilities

**Maintain the business services that are in production

**Provide continuous improvement

Implement new business services

Rollout business services to new agencies

** Represents items that the Finance Advisory Board provide input

8

Office of State Finance

Agenda

FAB Purpose

Responsibilities

Project Updates

Welcome

Completed Projectssince last FAB Meeting

Employee Self Service Rollout

Asset Management Pilot

HCM Functionality Enhancements

OESC Phase 2 (Grants/Projects/Contracts/AR/Billing)

Schedule Budget

Multi Agency Business Services Opportunity Map

Enterprise Service Automation Human Capital Management Other Supplier Relationship

Fin

anci

al M

an

age

men

tS

upp

ly C

ha

in M

gm

tA

sse

ts

2010 2011 2012

Time and Labor Pilot

Higher Education Interface

Asset Mgmt Pilot

Scanning and bar coding

Grant/Project/

Contracts Rollout

Grant/Project/

Contracts Rollout

Expense Module

Treasury GL

AP Workflow

eBill PayVoucher

Build

Leave Request Approval

Grants Provisioning

Business Intelligence Financial Analytics

Licensing

Archiving Phase 2

Budget

Govt Risk & Compliance

Address Scrubbing Software

e- procurement

Inventory Mental Health

Inventory Rollout

Training Web

Delivery

Time and Labor Rollout

Commitment Accounting

Rollout

Enterprise Learning -

Rollout

Strategic Sourcing- e-

Supplier Rollout

Financials Upgrade

Apply Bundles

2011

Apply Bundles

PCard

Backfill Developers

Integrated Item Maintenance

Deposits

T&L Manager

Self Service Pilot

GPC Pilot – ODOT/OESC

Apply Bundles

2011

Employee Self Service

Rollout

Org Publisher

Asset mgmt Rollout

Concept Initiation ExecutionPlanning Close

Backfill Developers

T&L Mgr Self Service Rollout

GPC Pilot – ODOC/DEQ

Inventory Implementation

ARRA Transparency

HCM functionality

Enhance

T& L for Non b-weekly

Openbooks Phase 3

Carl Albert Payroll

E-Perfromance

OSF/ODOT AR Billing

Data Staging Area

CAFR Reporting

Inventory ODOT

Vendor Registration

EFT Remittance

ODOT T&L MSS

FFATA Transparency

3% Backup Withholdings

New Project

Changed Phase

11

Multi Agency Business Services Opportunity MapChanges Since Last Partner Meeting

• Completed projects Asset Management Pilot, OESC Phase 2, Manager Self Service, ARRA Transparency, Employee Self Service, HCM Functional Enhancement

• New Projects • Inventory Mental Health – Legacy inventory system was unsupported • EFT Remit Advices – Notifies (E-mails) vendors about EFT payments• 3% Backup Withholding – Federal Law requirement by Jan 2012• ODOT Manager Self Service – Time capture and approval• FFATA Transparency – Federal transparency requirement• Vendor Registration – Vendor interface from OK.Gov to Peoplesoft

• Projects Moved Project Framework Phase• AP Workflow – Moved to execution. Complete in July • Treasury GL – Moved to execution, Complete in December• Enterprise Learning Mgmt Rollout – Moved to planning, OPM, Sup Court, ODOT• Time and Labor Non bi-weekly – Moved to execution, Complete in December• Data Staging Area – Moved to execution, Complete in June• CAFR Reporting – Moved to planning

Projects in Execution Delivery Schedule

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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

EFT Remit Advices

PeopleSoft Extract Staging Environment

Commitment Accounting- Rollout

Backfill Developers

AP Workflow

Inventory Pilot DMH

GPC AR BI for ODOT/OESC

Inventory ODOT

T&L Manager Self Service ODOT Pilot

Time and Labor Pilot

DCS Vendor Registration

Treasury GL Implementation

GPC AR BI T&L Ext Commerce/DEQ

Asset Management Rollout

Higher Education Interface

2009 2010 2011

Within 10% of Plan

Within 20% of Plan

Over 20% of Plan Re-baseline

13

Office of State Finance

Agenda

FAB Purpose

Responsibilities

Project Updates

Welcome

Issues

14

Issues

Issues Solutions

1) Time CORE team can commit to continuous improvement. We did not make our goal for this period

IN PROCESS – Combine with PO Advisory group to make rankings easier. Will better enable us to look at the Big Picture – August meeting

2) Receipt Accrual – Functionality that would allow agencies using receiving to accrue all receivers at month end. Also budget checks, giving agencies a more accurate fund balance

NEEDS FOLLOW UP - Many of the FAB members expressed interest in this topic. Patricia/Laura to schedule a meeting to discuss

3) Employee Self Service has increasednumber of help desk calls. The hold timeand abandonment rate for the help desk has increased

IN PROCESS - We have increased staffing at the help desk with temporary resource.

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Office of State Finance

Agenda

FAB Purpose

Responsibilities

Project Updates

Welcome

Issues

Updates

16

Updates – Completed Items

Completed Items – Review List

8 items on last list 3 items from list completed 5 items from list not completed

7 total items completed

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Update – 60 Day Target Items

60 Day Target Items – Review List

Discussion – questions/proposed changes/clarification

18

Update – Watch Items List

Watch Items – Review List

Discussion – questions/proposed changes/clarification

19

Office of State Finance

Agenda

FAB Purpose

Responsibilities

Project Updates

Welcome

Issues

Feedback and Questions

Updates