CORE Executive Board July 21 2010 Next CEB

CORE Executive Board July 21, 2010 Next CEB August 18, 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 Commitment Accounting Rollout Backfill Developers Employee Self Service Rollout EFT Remit Advices AP Workflow 4

Within 10% Within 20% Over 20% CORE Completed Projects 2010 Qtr 1 and 2 – Total 10 Schedule Budget *World Class – 80% on time *World Class – 94% on budget *Median – 70% on time *Median – 85% on budget 2009 Actual – 75% on time 2009 Actual – 92% on budget 2010 Q 1 – 75% on time 2010 Q 1 – 100% on budget 2010 Q 2 – 100% on time 2010 Q 2 – 100% on budget 10% 100% 90% * The Hackett Group, a global strategic advisory firm, is a leader in best practice advisory, benchmarking and transformation. 5

Completed Projects – 2010 Qtr 1& 2 Schedule Budget Asset Management Pilot Commitment Accounting Rollout HCM Functionality Enhancements EFT Remit Advices Backfill Developers Time & Labor Self Service – OSF ARRA Transparency Deposits Integrated Item Maintenance GPC Pilot OESC 6

Concept Initiation Planning Execution Close Multi Agency Business Services Opportunity Map 2010 2011 Asset mgmt Rollout Asset mgmt ODOT Financial Management Supply Chain Mgmt Assets Asset Mgmt Pilot Integrated Item Maintenance Apply Bundles 2011 Backfill Developer s EFT Remittanc e OSF/ODO T AR Billing GPC Pilot – OESC Time and Labor Pilot Voucher Build Higher Education Interface T& L for Non b-weekly Enterprise Learning Rollout T&L Manager Commitme Self nt Service Accountin Pilot g Rollout Human Capital Management Treasury Module 3% Backup Withholdings Grant/Proj ect/Contra cts Rollout GPC Pilot – ODOC/DEQ GPC ODOT Enterprise Service Automation Pcard BOA trans Expense Module Treasury GL Inventory Rollout INV Implement ation e. Bill Pay Backfill Developer s AP Workflow Scanning and bar coding Inventory ODOT Inventory Mental Health Deposits 2012 Employee Self Service Rollout HCM functionalit y Enhance Budget P-Card Module Apply Bundles 2011 Leave Request Approval Time and Labor Rollout EAddress Perfroman Scrubbing ce Software Financials Upgrade Grant/Proj ect/Contra cts Rollout Training Web Govt Risk Delivery & Complianc e e. FFATA procureme Transparency nt Org Publisher Business Intelligenc e Financial Analytics T&L Mgr Self Service Rollout ODOT T&L MSS Openbooks Phase 3 Licensing Other Archiving Phase 2 Peopletools 8. 49 Data Staging Area ARRA Transparen cy Portal – PS Sign on Cons Apply Bundles Grants Provisioni ng Strategic Sourcing- e. Supplier Rollout Vendor Registratio n Supplier Relationship 7

Portfolio Priority 8

Portfolio Priority 9

Projects in Execution Delivery Schedule 10

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Program Status HCM 17

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 07/05/2010 07/31/2010 PY Conversion extract verification 07/16/2010 07/31/2010 PY Conversion/Interface Testing 08/01/2010 09/30/2010 Key Overall Issues Requires Awareness: • Working on project plan to include state specific tasks. • OU time is limited during AUG/SEP during enrollment. 18

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. 19

CORE – 2666 Grants, Projects, Contracts with AR/Billing Monthly Extended Time & Labor Status: GREEN The Team is performing Prototype Sessions with DEQ and Commerce for implementation of the Phase II modules. Key Activities TASK Start Finish Prototype Review and Documentation 06/14/2010 07/09/2010 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: 20

Program Status Financials Phase II Modules 21

CORE – 2611 People. Tools 8. 49 Status: GREEN Upgrade EPM to People. Tools version 8. 49. 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. CRM People. Tools will be upgraded with the CRM ITIL project. FIN People. Tools will be upgraded with the next maintenance pack project. 22

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 07/12/2010 Contracts (0513) & Billing (0512) still working on updating programming 06/25/2010 07/31/2010 08/15/2010 Sign-off on Phase II Modules Inventory – define requirements 07/01/2010 07/23/2010 Inventory - programming 07/30/2010 08/15/2010 08/22/2010 08/31/2010 Sign-off on Inventory Key Overall Issues Requires Awareness: • Interfaces/batch process were not updating audit tables and getting records created in the staging tables. Re-work required on Phase II extracts (db trigger). • Request to add inventory information 23

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. 24

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 08/16/2010 11/05/2010 09/26/2010 10/15/2010 10/17/2010 11/05/2010 Key Overall Issues Requires Awareness: • DCS Resource is not committed to the project – Brenda is addressing. 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 delay start and could impact ODOT Assets • ODOT Assets requires re-baselining of rollout timeline 25

CORE – 2682 Inventory Pilot - DMH The following warehouses are in production: -Griffin Memorial Hospital -Carl Albert Community Mental Health Center -Bill Willis Community Mental Health Center Status: GREEN Key Activities TASK Go-Live Start 07/01/2010 Finish 07/06/2010 Post Production Support Key Overall Issues Requires Awareness: Working with DMH to cleanse data for the remaining warehouses: -Jim Taliaferro Community Mental Health Center -Oklahoma Forensic Center -Northwest Center for Behavioral Health 26

2692 – Treasury GL Implementation Status: GREEN The Team conducted the Fit Analysis Sessions and has reviewed the notes. They are in the process of identifying final approach and impacts. Key Activities TASK Start Finish Create Decision Approach Papers 05/28/2010 07/02/2010 Identify Development Requirements 05/28/2010 07/02/2010 Configuration 07/06/2010 07/13/2010 Define Security 07/14/2010 07/16/2010 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. 27

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. 28

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: 29

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: 30

Application Enhancement Service Requests 31

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100% 90% 2 80% 70% 5 60% # ESRs not completed 50% # ESRs completed 40% 6 30% 20% 3 10% 0% January March May July September November 33

Within 10% of plan Within 20% of Plan Over 20% of plan CORE Scorecard 34

Within 10% of plan Within 20% of Plan Over 20% of plan Program Status 35

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) The Asset consultant left the project without conducting turnover to a new consultant. Maximus is looking for an Asset consultant. They have committed that they will supply the necessary resource so that ODOT Assets and Asset rollout dates are met. Any consulting resources required over our plan will not be billed to the state. 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. 36

Issues Status 5) We need to determine which agencies will be moved to Phase 2 after Commerce and DEQ The additional agencies will be scheduled around the ODOT implementation. This project could start as early as November 6) ODOT has a staff shortage in AR due to turnover of staff. Payments have been posted in error causing aging to be off. Reconciliation of the initial load of County Leases is still in progress. ODOT is not using functionality implemented last October (Accelerated AR/BI) - Outdoor Advertising, Tuition, etc. Currently 2 positions are being recruited. Working with Ciber on reconciliation as time permits (required for GAAP). Mark will continue support on County Leases and Deposits until new hires come on. Mark will have to train staff when hired. 37