Agenda Office of State Finance Communications and Governance

Agenda Office of State Finance Communications and Governance Completed Work (Incident/SR/Projects) Project Portfolio (3 year plan) Current Project Status Issues Feedback and Questions Appendix 1

Agenda Office of State Finance Communications and Governance 2

Governance / Communications Approach ü Quarterly Partner Meeting (Oct, Feb) Partner Meeting ü Bi-monthly newsletter (Oct, Dec) ü Monthly Status Updates (Oct, Dec, Jan) q Next Partner meeting May Finance Advisory Group ü Service Request compiled and prioritized ü Bi-monthly meeting (January) ü High level DHS roadmap q Detail DHS roadmap q Next Financial Advisory meeting (March) HR/Payroll Advisory Group Future Procurement Advisory Group ü Initial Procure to Pay roadmap developed and reviewed q Procure to Pay roadmap reviewed and approved with management q. Service Request compiled and prioritized q Bi- monthly meeting start (March) New Governance / Communications Processes Have Started 3

Agenda Office of State Finance Communications and Governance Completed Work (Incident/SR/Projects) 4

Team Responsibilities CORE Team Responsibilities Administration, 9% Incident - Service Request, 24% Projects, 67% Resources Spend 67% of Their Time on Projects and 33% On Support 5

Incident – Service Request 1800 Incidents and Service Request 1600 1400 1200 1000 800 600 400 200 m be ec e D N ov e m be r r ob er ct O r em be st Se pt Au gu ly Ju Ju ne M ay ril Ap M ar c h y br ua r Fe Ja nu a ry 0 The Team Closes on Average 1500 Support Service Request or Incidents a Month 6

Service Request – Continuous Improvement Completed Functional Request • Moved OESC and ODOT to Bi-weekly payroll • Converted ODOT to the People. Soft Leave System • Moved ODOT and OESC to Positive Time Reporting • An additional 30 agencies were moved to employee self service. Total of 48 agencies in production • Tested and moved Payroll Tax Updates 09 D, 09 E and 09 F • Closed out 120, 000 old PO’s so they can be archived • Reconciled all encumbrances and pre encumbrances for FY 02, 03, 04, 05, 06 and 07. (removed PO’s and Req’s that sill had funding that statutorily had been lapsed, also removed this from Commitment Control) • Numerous HCM and Fin/PO reports have been updated/enhanced Completed Development Request 25 20 15 10 5 0 January February March April May June July August September October November. December 7

Completed Projects since last Partner Meeting Schedule n OSF/ODOT AR Billing n Item Maintenance n Deposits Accounting of 2009 Completed Projects Available in Appendix Budget

Agenda Office of State Finance Communications and Governance Completed Work (Incident/SR/Projects) Project Portfolio (3 year plan) 9

Portfolio/Project Framework Portfolio (3 Year Plan) Maintain Operational Improvements Define / Implement Services Project Framework Concept - Identifies a project idea, potential benefits and initial scope Initiation -Defines and authorizes a project obtains budgetary estimates - +/-50% Plan Updated Portfolio and Scorecard Planning - Defines objectives and plans the course of action required to attain the objectives - +/-10% Plan Updated Portfolio and Scorecard Execution - Integrates people and other resources to carry out the plan - Updated Scorecard, Monthly Status 10 Close

Concept Initiation Planning Execution New Project Close New Project Multi Agency Business Services Opportunity Map 2010 Supply Chain Mgmt Assets Asset Mgmt Pilot Financial Management 2011 Asset mgmt Rollout 2012 Scanning and bar coding Inventory Rollout Inventory Implementatio n PCard Inventory ODOT AP Workflow Backfill Developer s OSF/ODO T AR Billing Apply Bundles 2011 Backfill Developer s e. Bill Pay Expense Module GPC Pilot – ODOC/DEQ Time and Labor Pilot Org Publisher Voucher Build Grant/Proj ect/Contra cts Rollout Treasury GPC Pilot – ODOT/OES C Enterprise Service Automation EPerfroman Budget ce Address Apply Scrubbing Bundles Software Grant/Proj ect/Contra cts Rollout Integrated Item Maintenance Deposits Financials Upgrade Higher Education Interface Time and Labor for Non b. Carl Albert weekly Payroll Enterprise Employee Learning Self Rollout Commitme Service nt Rollout HCM Accountin T&L g Rollout Functionali Manager ty Self Enhance Service Human Capital Management Leave Request Approval Time and Labor Rollout T&L Mgr Self Service Rollout Apply Bundles 2011 Business Intelligenc e Financial Analytics Openbooks Phase 3 Licensing Data Staging Area ARRA Transparen cy Other Govt Risk & Complianc e Training Web Delivery Archiving Phase 2 CAFR Reporting eprocureme nt Strategic Sourcing- e. Supplier Rollout Grants Provisioni ng Supplier Relationship

Multi Agency Business Services Opportunity Map Changes Since Last Partner Meeting • Map was changed to include 2010, 2011, and 2012 • Completed projects ODOT/OSF AR & Billing, Deposits, Item Maintenance • New Projects • Data Staging Area – Move Oracle data into staging tables to feed OSF/ODOT reporting data marts • Open books Phase 3 – Utilize business intelligence for openbooks website • CAFR Reporting - Utilize business intelligence for CAFR reporting • Carl Albert Payroll – Move Carl Albert to the Peoplesoft payroll system • E-performance – Automated Performance Management Process (PMP) • Projects Moved Project Management Phase • Asset Management Rollout – Moved to execution. Starting rollout in April • Scanning and bar coding – Moved to planning, Added RFID in scope, Needed for Asset Rollout, RFP in process • Treasury GL – Moved to planning, RFP response received. Review in process • HCM Functionality Enhancements– Moved to execution, Following functionality can be utilized by all state agencies. Table of Organization, Unclassified Salary Bands, Employee Photo’s, new Leave Codes, Market Pay Matrices, Targeted Headcount Matrices, better Employee Search capabilities. • Higher education interface – moved to execution 12

Agenda Office of State Finance Communications and Governance Completed Work (Incident/SR/Projects) Project Portfolio (3 year plan) Current Project Status 13

Execution Replan Projects in Execution Delivery Schedule 14

Planning Projects in Planning Schedule 2010 J a n F e b M c h A p r M a y J n e Jl y 2011 A u g S e p O c T N o v D e c J a n F e b M c h A p r M a y J u n J u L A u g S e p O c T Scanning- Bar Coding AP Workflow Treasury GPC Pilot ODOC/DEQ Time & Labor Extended Data Staging Area Licensing Grants Provisioning 15 No v

Agenda Office of State Finance Communications and Governance Completed Work (Incident/SR/Projects) Project Portfolio (3 year plan) Current Project Status Issues 16

Issues 1) People. Soft 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. 2) The fixed asset rollout plan has been completed and additional state resource is required to deliver on the current schedule. Status A detail plan has been created and presented to DEQ and Commerce that would support anticipatory payroll. Commerce has committed to the plan And DEQ is in the process of reviewing. Determining how to fund the project with additional state resource. 3) The bi-weekly payroll conversion was more difficult for the agencies and HCM Team than expected We will conduct a post mortem on the bi-weekly payroll project and determine what we can do to improve the conversion process 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). 17

Agenda Office of State Finance Communications and Governance Completed Work (Incident/SR/Projects) Project Portfolio (3 year plan) Current Project Status Issues Feedback and Questions 18

Agenda Office of State Finance Communications and Governance Completed Work (Incident/SR/Projects) Project Portfolio (3 year plan) Current Project Status Issues Feedback and Questions Appendix 19

Website Instructions In our last partner meeting we talked about posting content from the partner meeting, and monthly project updates to the web for your review. You can find this information at the following URL http: //www. ok. gov/OSF/CORE/index. html. A bi-monthly newsletter, and a monthly executive steering presentation (status) will be posted on this page along with the IT partner information. We have also set up a new Notification Group called CORE Updates. Please subscribe to the CORE Updates listserv to get automated notification when a new document is posted. Click the following link and you will be notified each time an update is made available. CORE Updates Notification link: http: //www. ok. gov/triton/modules/oknotify/index. php? id=65 20

Completed Projects 2009 – Total 12 Schedule Budget *World Class – 80% *World Class – 94% * The Hackett Group, a global strategic advisory firm, is a leader in best practice advisory, 21 benchmarking and transformation.

Completed Project Schedule n CORE n HCM Upgrade 9. 0 n People. Soft ESS n Travel Expense EFT n Strategic sourcing/e-supplier n Fin Phase II - BPA, fit gap, Config n Archiving Phase 1 n Enterprise Learning Mgmt – DEQ n Financials Maintenance Packs 2009 n Commitment Accounting n Accelerated OSF/ODOT AR/BI n ARRA Reporting n AR Billing Budget 22