CORE Executive Board August 18 2010 Next CEB

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 1

Problem Management SQL Requests 2

Problem Management Summary 3

Completed Projects Since Last CEB Schedule Budget Inventory Pilot – DMH 4

Portfolio Priority 5

Portfolio Priority 6

Projects in Execution Delivery Schedule 7

8

9

10

Program Status HCM 11

CORE-1080 Higher Ed Payroll Status: GREEN Convert higher ed agencies from the legacy payroll system to the People. Soft system. Key Activities 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 Key Overall Issues 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. 12

CORE – 2581 Time & Labor 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 17 th. Status: RED Key Activities Task Start End Key Overall Issues Requires Awareness: Integration and User Acceptance Testing for ODOT will be scheduled to coincide with a re-baselined plan. 13

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. Key Activities 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 Key Overall Issues Requires Awareness: 14

CORE – 2637 ELM Rollout of ELM to agencies to be completed in 3 groups, Group A consists of Department of Career & Technology Education (800), Comp. Source 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. Status: GREEN Key Activities Task Start End Kickoff Meeting with Rollout Agencies 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 Key Overall Issues 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) 15

Program Status Financials Phase II Modules 16

CORE – 2611 People. Tools 8. 49 Status: GREEN Upgrade EPM People. Tools Key Activities 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 Upgrade EPM development environment 09/27/2010 09/28/2010 Key Overall Issues Requires Awareness: Execution starts the end of August. 17

CORE-2675 Data Staging Environment Build staging environment containing People. Soft extracts that will be used by ODOT. Status: RED Key Activities TASK Start Phase I extracts (6) signed off by ODOT Finish ODOT Access 07/02/2010 Assets (0523) & Projects (0514) have been re-migrated to FSTST 2 and is ready for functional testing 06/25/2010 08/31/2010 Contracts (0513) & Billing (0512) have been re-migrated to FSTST 2 and is ready for functional testing 06/25/2010 08/31/2010 08/15/2010 08/31/2010 Sign-off on Phase II Modules Inventory – define requirements 07/01/2010 07/23/2010 Inventory - programming 07/30/2010 08/15/2010 09/20/2010 08/31/2010 09/30/2010 Sign-off on Inventory Key Overall Issues Requires Awareness: • Scope increased to include inventory extracts. • Need to resolve ‘who’ is going to finish the testing. 18

CORE-2681 DCS Vendor Registration Status: GREEN Build interfaces between OK. gov and People. Soft for validation and upload of vendor/bidder data into People. Soft. Key Activities TASK Start Go-live with vendor registration – Part I Finish 07/19/2010 Development /Testing – Tech specs 0027 – update ‘look-up’ functionality within People. Soft 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 Key Overall Issues 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. 19

CORE-2676 Open. Books Phase III Utilize OBIEE for Open. Books reporting. Update ARRA reporting per SB 1759. Status: GREEN Key Activities 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 Key Overall Issues Requires Awareness: • Determine approach for file transfer/load • Possible upgrade to v 11 (XML export functionality) • Financials Analytics will not start until this is complete • Potential Conflicts: ARRA Reporting (October); FFATA; 20

2665 – Asset Management Rollout 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. Status: GREEN Key Activities TASK Prepare for / Conduct Project Kick-off Configure/Verify Agency Conversion Data Perform Test Loads Train Agency Users Start Finish TBD 09/16/2010 12/05/2010 10/26/2010 11/15/2010 11/17/2010 12/05/2010 Key Overall Issues 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 21

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. Key Activities 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 Key Overall Issues 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. 22

CORE - 2810 Assets ODOT Status: GREEN AM consultant selected. Key Activities TASK % Complete Clean-up and Format Asset Conversion Data for FY 2010 100 Start Finish 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 Key Overall Issues Requires Awareness: 23

CORE – 2599 Grants, Projects, Contracts with AR/Billing Status: RED This Project is on hold. Key Activities TASK Start Finish Functional Unit Testing – ODOT (see below) Key Overall Issues Requires Awareness: • ODOT cannot supply a date for conversion of legacy data. 24

CORE – 2610 Inventory ODOT Status: RED On Hold. Key Activities TASK Start Finish Integration Testing (see below) Prepare for User Acceptance Testing Go Live Key Overall Issues Requires Awareness: 25

CORE – 2674 Manager Self Service ODOT / Pilot Status: RED Project was planned in two phases: (1) limited salary personnel April 24 th (complete) and (2) all non Agile Asset personnel to coincide with ODOT GPC golive date – on hold. Key Activities 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 Overall Issues Requires Awareness: 26

Application Enhancement Service Requests 27

Application Enhancement Service Requests – July 2010 28

100% 1 90% 2 80% 70% 5 60% # ESRs not completed 50% 6 40% 6 # ESRs completed 30% 20% 3 10% 0% January March May July September November 29

Within 10% of plan Within 20% of Plan Over 20% of plan Program Status 30

Within 10% of plan Within 20% of Plan Over 20% of plan Program Status 31

Issues Status 1) ODOT Phase II ( Projects, Grants, AR, Billing Inventory) will not meet their July 3 rd scheduled implementation date. ODOT can not supply an estimated date when they will have the legacy data converted into People. Soft. The project is on hold until this data is provided. 2) We need to determine which agencies will be moved to Phase 2 after Commerce and DEQ On August 24 th 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. 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? 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. 32