CORE Executive Board January 27, 2010 Next CEB February 17, 2010
Jan 04, 2016
CORE Executive Board
January 27, 2010
Next CEB February 17, 2010
2
Agenda
•SQL Requests/Problem Management Summary
•Completed Projects
•Portfolio
• Budget Status
• Priority
• Execution Delivery Schedule
•Projects in Movement
•Program Status
• HCM
• Financials
•Application Development Service Request Summary
•Scorecard
•FMS Service Requests
•Executive Issues
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Problem ManagementSQL Requests in Total
YTD 2009
0
10
20
30
40
50
60
70
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Purchasing
ARBI
CRM
Procurement
HRMS
Financial
EPM
ELM
4
Summary TotalProblems
Resolved or Resolution In Process
Investigating Resolved by Future Functionality
DR to be Created
Financials 10 2 2 6
PO 1 1
HCM 9 5 2 2
TOTAL 20 7 5 6 2
Problem Management Summary
5
Completed Projectssince last CEB
Item Maintenance
Deposits
Schedule Budget
6
Portfolio PriorityProject Name
Project Manager
Dept FunctionCurrent
Project PhasePriority within
Function
Backfill Developers for Production support and Enhancments
Fred Cantrell CORE Financial mgmt+
Human capital mgmt
Execution 1
Deposits Alex / Kim CORE Financial mgmt Close 2
ARRA- Phase II BI Transparency Lisa McKeithan CORE Other Concept 3
Time and Labor Pilot Alex / Kim CORE Human capital mgmt Execution 4
Commitment Accounting- Rollout Michael Grisser CORE Human capital mgmt Execution 5
T&L Manager Self Service Alex/Kim CORE Human capital mgmt Planning> Execution
6
Integrated Item Maintenance Alex/Kim CORE Assets, Supply Chain Management
Close 7
Asset Mgmt-Pilot Alex / Kim CORE Assets Execution 8
Grants/Projects/Contracts/AR Billing ODOT/OESC Alex / Kim CORE Enterprise service automation
Execution 9
Manager Self Servive ODOT Pilot Alex / Kim CORE Enterprise service automation
Planning 10
PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Planning 11
AP Workflow Michael Grisser CORE Financial Management
Planning 12
Higher Education Interface Lisa McKeithan CORE Human capital mgmt Planning 13
HCM functionality Enhancements Michael Grisser CORE Human capital mgmt Execution 14
Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 15
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Portfolio PriorityProject Name
Project Manager
Dept FunctionCurrent Project
PhasePriority within
Function
Grants/Projects/Contracts/AR Billing/T&L Extended - Commerce/DEQ Remainder of Concept Aencies
Alex / Kim CORE Enterprise service automation
Planning 16
Business Intelligence Lisa McKeithan CORE Other Planning 17
Employee Self Service Rollout Michael Grisser CORE HCM Execution 18
Travel & Expense EFT Steve Wilson DCAR Financial mgmt Execution 19
OpenBooks - Phase III Lisa McKeithan CORE Other Concept 20
Asset Mgmt-Rollout Michael Grisser CORE Assets Planning 21
Grants - Provisioning Lisa McKeithan CORE Other Planning 22
Licensing Lisa McKeithan CORE Other Planning 23
Treasury Lisa McKeithan CORE Financial mgmt Initiation 24
eBill Payment Lisa McKeithan CORE Financial mgmt Concept 25
Backfill Developers for Production support and Enhancments 2011
Fred Cantrell CORE Financial mgmt+
Human capital mgmt
Planning 26
BI - CAFR Lisa McKeithan CORE Other Concept 27
Scanning and Bar-coding functionality for Phase II modules
Alex CORE Assets Concept 28
8
Projects in Execution Delivery Schedule
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
ARRA Transparency
Manager Self Service
Backfill Dev Support
Asset Mgmt Pilot
Inventory ODOT
Time & Labor
HCM Enhanced Funct
Commmit Acct Rollout
ODOT/OESC GPC
GPC/AR/BI/T&L Extd
Asset Mgmt Rollout
Higher ED Interface
2009 2010 2011
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Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Milestone Task Bar
2666 - T&L Extended (Monthly)
Prepare Development Requests
Perform Gross to Net testing
ISSUES
Prepare for and conducts Business Process testing
Develop and unit test rules
Design and implementation of required functionality for monthly payroll to feed Projects, Contracts and Grants requires the creation of custom rules and modification to existing rules to process time. These rules will be applicable to all State agencies
Milestone Plan +/- 10%
Prepare and conduct prototype sessions.
2011
Define and test security roles.
Prepare for and Conduct Integration Testing
Prepare for and Conduct User Acceptance Testing
Perform Conversions / Go Live
Post Production Support
10
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan
Milestone Task Bar
Newly converted Agency Go Live Support
2665 - Asset Management Rollout
Production Support
Configure and Verify Asset Conversion Data
Perform Test-Load and Validate Asset Data
Rollout of Peoplesoft Asset Management to remianing non Pilot Agencies by December 2010
Milestone Plan +/- 10%
Group D - 24 agencies 07/01/2010 - 09/16/2010 - 10/16/2010
Configure Agencies Asset Management Business Unit in Production
Group B - 31 agencies 04/01/2010 - 05/27/2010 - 06/30/2010Group C - 28 agencies 05/01/2010 - 07/22/2010 - 08/22/2010
Issues** The team will be working on up to 3 groups at a time
Group E - 23 agencies 09/01/2010 - 11/09/2010 - 12/09/2010Group F - 19 agencies 11/01/2010 - 12/24/2010 - 01/14/2011
2010
Train Agency Users
Prepare for Agency Kickoff
Convert Agencies Asset Data and Validate
Technical Support as Needed
Agency Go Live
11
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dev
Milestone Task Bar
2675 - Staging Environment for PeopleSoft Extracts
Testing
Psoft Financials - Dev Requests & Development (ODOT Impact)
CAFR - Dev Requests & Development
OpenBooks - Dev Requests & Development
2010
Issues/Assumptions
Before ODOT can go-live with the Phase II modules, it needs to insure that the appropriate reporting is in place to support its on-going operations. This project will extract data from PeopleSoft and put it in staging tables so that ODOT can pull it for
Milestone Plan +/- 50%
Psoft HCM - Dev Requests & Development
Build Staging Environment
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Program Status
HCM
13
CORE – 2581 Time & Labor
Status: RED
Integration and User Acceptance awaiting OESC and ODOT.
Requires Awareness:
ODOT and OESC moved to biweekly Payrolls as of January 2010.
Full integration test and UAT will coincide with GPC and Concept Agencies.
Awaiting decision on DPS policies.
Key Activities
Key Overall Issues
Task % Start End
Development 90 3/23/09 11/15/09
Implementation Packages for Agencies 100 7/01/09 9/14/09
Training manual 100 4/24/09 10/30/09
Business Process Flow 100 6/15/09 10/30/09
User Acceptance Testing - ODOT 0 TBD TBD
14
CORE – 2600 Manager Self Service
Status: GREEN
Project on hold pending more analysis
Requires Awareness:
Project on hold pending more analysis
Key Activities
Key Overall Issues
Task % Start End
Training Manual 100 10/01/2009 10/16/2009
User Acceptance Testing 100 12/21/2009 01/11/2010
Security 100 12/21/2009 01/11/2010
Perform Training for Concept Agency 100 01/19/2010 01/22/2010
Go Live 0 02/01/2010
15
CORE – 2674 Manager Self Service ODOT / Pilot
Status: GREEN
Project will be in two phases: (1) limited salary personnel in the March time frame and (2) all non Agile Asset personnel July 1st.
Requires Awareness:
Key Activities
Key Overall Issues
Task % Start End
Kick Off 0 02/09/2010 02/09/2010
Schedule Project 0 02/10/2010 02/17/2010
Security 0
Perform Training for Concept Agency 0
Go Live 0 07/01/2010
16
CORE – 2636 Commitment Accounting Rollout
Status: GREEN
Group C went live as of 01/18/2010. Training and Q&A sessions have been completed for Groups C & D. Kick-off session completed for Group F 01/21. Rollout plan is progressing as scheduled. Training days for Group D will be increased from 1.5 days to 2.5 days to accommodate the number of agencies.
TASK % Complete Start Finish
Group C Go Live 100% 10/28/2009 01/18/2010
Group C Training 100% 01/13/2010 01/14/2010
Group D Q&A 100% 01/19/2010 01/19/2010
Group F Kickoff Meeting 100% 01/21/2010 01/21/2010
Group D Go Live 0% 02/13/2010 02/14/2010
Requires Awareness:
No issues at this time
Key Activities
Key Overall Issues
17
CORE – 2667 HCM Functionality Enhancements
Status: GREEN
Functional specs 14 of 23 are completed. Technical specs 14 are completed. The number of reports has again been reduced (by 3) due to the team creating queries. Two approach papers have been created and are under review Search Match is complete except for acceptance testing which will determine of the related documentation is adequate. ODOT updates to locations are complete.
TASK % Complete Start Finish
ODOT - Completed Location table updates as well as updates to job and position with the new locations
100% 01/01/2010 01/15/2010
Define and Implement Search match 85% 01/01/2010 02/19/2010
Table of Organization 47% 01/01/2010 02/28/2010
Queries (71%) and Reports 16% 01/01/2010 05/12/2010
Requires Awareness:
Case 3-1285165731 logged with PeopleSoft to report security flaw on badge component – we can easily fix if we do not get a solution from Oracle. The case has been escalated.
Tech estimates on Market Pay process increased by 40 hours because of complexity. Plan is OK due to reduction of other reports being replaced by queries
Key Activities
Key Overall Issues
18
Service Catalog Requests – Employee Self Service Rollout
Agencies # of Employees
Live on System as of 02/01/2010 48 18,257
Scheduled after 02/01/2010 16 4,980
Total live and scheduled 64 23,641
As of February 1st, 46% of Employees will be live on ESS
As of today, 59% of Employees are live and/or scheduled to be live on ESS
Presentations – Last ESS presentation was performed on December 17
User Password Reset functionality should be moved to production around 01/27
19
Program Status
Financials
Phase II Modules
20
CORE – 2597 Asset Pilot
Status: GREEN
The Team is preparing for User Acceptance Testing. Integration Testing identified a few issues related to Security. New DRs have been created and are being routed for approval and development prior to User Acceptance Testing.
TASK Start Finish
Integration Testing - Finalizing 11/09/2009 01/13/2010
Training Manuals 01/04/2010 02/05/2010
User Acceptance – Preparing for 02/03/2010 02/25/2010
Training 02/08/2010 03/05/2010
Go-Live 03/08/2010
Requires Awareness:
First Agencies to go-live on 03/08/2010.
Asset Conversion Development has been developed; however, the Team has not received a “usable” file from the pilot agencies.
Key Activities
Key Overall Issues
21
CORE – 2599 Grants, Projects, Contracts with AR/Billing
Status: RED
The Team is preparing for Integration Testing. Integration Testing to begin on 01/25/2010 rather than 01/04/2010. The Team is working on a ‘catch-up’ plan.
OESC has begun working with CORE to be a part of the May / June go-live timeline. OESC still waiting on consultant.
TASK Start Finish
Define Agency Configuration –
ODOT Complete / OESC Continuing
09/01/2009 11/30/2009
Clean-up and Format Conversion Data – Ongoing 09/01/2009 11/30/2009
Prepare for Integration Testing - Continuing 10/01/2009 12/25/2009
Integration Testing 01/04/2010 02/16/2010
Training Manuals – Identification 01/18/2010 02/26/2010
Requires Awareness:
•Go-Live is scheduled for: OESC – 06/01/2010, ODOT – 07/01/2010•Late getting OESC involved.•OESC consultant – delayed.• ODOT change requires rework of plan.
Key Activities
Key Overall Issues
22
CORE - 2602 AP Workflow Status
Status: RED
On December 7th Maximus presented 4 options and made a recommendation. The team wanted more time to digest the options. A meeting was scheduled for 01/06 which was canceled due to consultants being sick. It has been rescheduled for 02/02/2010
TASK % Complete Start Finish
Perform On Site Fit/Info gathering Sessions 100% 09/07/2009 09/11/2009
Maximus present solutions 100% 12/07/2009 12/07/2009
Determine to move forward or hold 0% 01/06/2010 02/19/2010
Requires Awareness:
Based on current analysis the AP workflow does not appear to have benefit right now. Team is reviewing options.
Key Activities
Key Overall Issues
23
CORE – 2610 Inventory ODOT
Status: RED
Development has been approved for Inventory ODOT
TASK Start Finish
Development 10/01/2009 11/30/2009
Requires Awareness:
No other tasks for CORE at this time. They plan to go live 07/01/2010.
Key Activities
Key Overall Issues
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Milestone Target Complete
Accelerated OSF/ODOT AR/BI 10/30/2009 10/30/2009
Commitment Accounting 12/14/2009 12/14/2009
Time and Labor Lite 01/10/2010 01/10/2010
Leave Conversion 01/10/2010 01/10/2010
Deposits 01/18/2010 01/18/2010
Item Maintenance 01/19/2010 01/19/2010
Bi-Weekly 01/20/2010 01/20/2010
Contracts 03/01/2010
Asset Management Pilot Rollout 07/01/2010
Inventory 07/01/2010
G/P/C 07/01/2010
T&L with Project Costing 07/01/2010
Agile Assets 07/01/2010
ODOT Phase II Update
25
26
27
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Program Status
Within 10% of plan Within 20% of Plan Over 20% of plan
Project NameCurrent Project Phase
Health Ind
Schedule
Project Phase Start Date
Project Phase Baseline
Completion
Project Phase Target
Completion
Health Ind
Budget
Backfill Developers for Production support and Enhancments
Execution G 6/15/2009 12/18/2009 4/30/2009 G
ARRA Transparency Execution G 10/15/2009 1/31/2010 1/31/2010 GTime and Labor Pilot Execution R 3/1/2009 5/28/2009 6/30/2010 RCommitment Accounting- Rollout
Execution G 9/1/2009 6/30/2010 6/30/2010 G
T&L/Manager Self Service Execution R 10/1/2009 12/31/2009 2/1/2010 RAsset Management Pilot Execution G 6/1/2009 4/14/2010 4/14/2010 G
Grants/Projects/Contract A/R Billing ODOT/OESC
Execution Y 7/1/2009 7/31/2010 5/3/2010 R
PeopleSoft Extract Staging Environment
Planning G 1/14/2010 6/30/2010 6/30/2010 G
AP Workflow Planning R 8/15/2009 9/30/2009 2/28/2010 G
Higher education Interface Planning> Execution
Y 3/1/2008 7/31/2009 2/28/2010 G
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Program Status
Within 10% of plan Within 20% of Plan Over 20% of plan
Project NameCurrent Project Phase
Health Ind
Schedule
Project Phase Start Date
Project Phase Baseline
Completion
Project Phase Target
Completion
Health Ind
Budget
HCM Functionality Enhancements
Execution G 1/4/2010 5/28/2010 5/28/2010 G
Inventory ODOT Execution R 8/1/2009 5/3/2010 5/3/2010 RGrants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ Remainder of Pilot Agencies
Planning> Execution
G 12/1/2009 10/31/2010 10/31/2010 G
Business Intelligence - FS Analytics
Initiation R 4/1/2009 7/31/2009 6/30/2010 R
Asset Management Rollout Planning G 9/15/2009 3/31/2010 2/28/2010 G
Grants - Provisioning Planning R 7/31/2008 7/15/2009 10/16/2009 GLicensing Planning R 12/1/2008 8/15/2009 3/31/2010 GTreasury - GL Implementation
Initiation R 3/16/2009 7/15/2009 2/28/2010 G
30
FMS Service Requests
Total Financials Supply Chain (PO)
Other
Total Items 46 29 17 0
Ranked Items 15 8 7 0
Items Needing Cancellation (30’s) 1 1 0 0
Items with Approved DR’s (40’s) 10 10 0 0
Items w/out Approved DR’s (50’s) 20 10 10 0
New Items to be Ranked (100’s) 0 0 0 0
Completed Items (999’s) 0 0 0 0
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Issues
2) The fixed asset rollout plan has beenCompleted and additional state resourceis required to deliver on the current Schedule.
Determining how to fund the project with additional state resource.
Issue Status
1) PeopleSoft requires agencies to be on bi-weekly payroll to support integration between payroll and Projects / Grants / Contracts. DEQ and Commerce are not moving toward a bi-weekly payroll.
A detail plan has been created and presented to DEQ and Commerce. Commerce has committed to the plan And DEQ is in the process of reviewing.
3) The bi-weekly payroll conversion was more difficult for the agencies and HCMTeam than expected.
We will conduct a post mortem on the bi-weekly payroll project and determinewhat we can do to make this conversionprocess seamless.
4) ODOT has delayed their Implementation of Grants/Projects/ Contracts, Inventory, and Time and Labor.
The team is currently re-planning the Implementation for the four pilot agencies - (DEQ, Commerce, ODOT, OESC).
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Executive Notes
Communications: Next Quarterly Partners meeting: Feb.4, 2010 Financial Advisor Group meeting: Jan. 27, 2010
Roadmaps in development: Procure to Pay – Jan. 2010 OKDHS under refinement – Feb. 2010
Special CEB Meeting – Review ODOT Revised Plans - TBD