CORE Executive Board September 22 2010 Next CEB

CORE Executive Board September 22, 2010 Next CEB October 27, 2010

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 Executive Issues 1

Problem Management SQL Requests 2

Problem Management Summary 3

Portfolio Priority 4

Portfolio Priority 5

Projects in Execution Delivery Schedule 6

7

Program Status HCM 8

CORE-1080 Higher Ed Payroll Convert Higher Ed agencies from the legacy payroll system to the People. Soft system. Status: YELLOW Key Activities TASK Start Finish Configuration – 95% complete 07/01/2010 11/01/2010 Conversion Scripts – 75% complete 07/01/2010 11/01/2010 Finish HR Interface Debugging/Testing 07/01/2010 11/01/2010 Complete PY Interface Coding/Debugging/Testing 09/10/2010 12/15/2010 UAT to begin with OU 01/01/2011 01/26/2011 Key Overall Issues • Functional consultant left company, a Maximus replacement is on site. Requires Awareness: • Using remaining budget from Innovative and reducing the project backfill amount to fund functional consultant • Re-assessed, resources and timeline for implementing OU while maintaining the overall project schedule. • Loss of OU involvement in August and September • If OU does not meet minimum requirements in new Roles and Responsibilities, plan will slip 9

CORE – 2666 Grants, Projects, Contracts with AR/Billing Monthly Extended Time & Labor The Team is in the process of finalizing Integration Testing and preparing for User Acceptance Testing. Status: GREEN Key Activities TASK Start Finish Integration Testing 08/04/2010 09/10/2010 Preparation for User Acceptance Testing 08/27/2010 09/17/2010 User Acceptance Testing (UAT) 09/13/2010 10/18/2010 Key Overall Issues Requires Awareness: Concern regarding getting Legacy Conversion Extracts has been raised. DEQ and Commerce are both working on this. Commerce will start UAT one week late, reducing their UAT by one week. 10

CORE – 2637 ELM Rollout Status: GREEN Rollout of ELM to agencies to be completed in 3 groups (original plan), Group A consisted of Career Tech (800), Comp. Source (390), ODOT (345), Courts (199, 219, 220, & 677), Oklahoma Developmental Disabilities Council (a division of 830). Group A go live date is 11/30/2010 Confirmed agencies – Group A: Career Tech (800), ODOT (345), OSEEGIB (516), Group B: OPM (548), State Dept of Health (340) Declined Agencies – Firefighters (C), Courts (A) 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: No decision from Comp. Source (A), ODDC (A), OSF (C), DCS (C). Firefighters (C) has declined, OEM (C) may take their place If other agencies back out, we will continue find others to replace them or move to the next Phase of the Project (SCORM) 11

Program Status Financials Phase II Modules 12

CORE – 2611 People. Tools 8. 49 Status: GREEN Project started on time. However we lost 4 days because the hard drive went out on Greg Linn’s PC. Greg’s PC has been rebuilt and he is progressing. Key Activities TASK % Complete Start Finish Prepare Change Assistant & stage software 100% 08/30/2010 09/03/2010 Upgrade & test non-prod EPM environments 5% 09/07/2010 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: It will be tight with the loss of 4 days but if there aren’t a lot of issues to deal with during testing then we might be able catch up to the project schedule. 13

CORE-2675 Data Staging Environment Status: RED Build staging environment containing People. Soft extracts that will be used by ODOT. 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 TBD Contracts (0513) & Billing (0512) have been re-migrated to FSTST 2 and is ready for functional testing 06/25/2010 TBD TBD Sign-off on Phase II Modules Key Overall Issues Requires • Waiting on testing resources from ODOT Awareness: 14

CORE-2681 DCS Vendor Registration Status: RED 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 Target Finish Est. Finish 07/19/2010 Development /Testing – Tech specs 0027 – OSF testing complete 09/02 – sent to DCS for testing; 06/04/2010 08/31/2010 09/30/2010 Development/Testing – Bidder to Vendor Update 05/10/2010 08/31/2010 10/15/2010 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. • Status has changed to ‘Red’ due to two remaining items. 15

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 08/26/2010 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; 16

CORE-2800 PCard Transition to BOA 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 Finish GL Export (0613) Segment values and combo code values 08/30/2010 09/30/2010 Voucher Build (0614) 08/30/2010 10/31/2010 1099 Processing (0 xxx) 08/30/2010 12/31/2010 Key Overall Issues Requires Awareness: • DCS will have some cardholders as a pilot starting in October. Their initial GL segment values and combo values have already been loaded into the production site. • Statewide implementation is scheduled for November/December. 17

2665 – Asset Management Rollout Status: GREEN Meetings to be held to prepare for Kickoff Session Replacement consultant is on board. Consultant will be working on ODOT Assets and the AM Rollout. Brenda is working with DCS to get a resource for 4 days a week. Looking at changing the plan to do small agencies (<100 assets first). If do small agencies we will be doing an incremental rollout. Key Activities Start Finish TBD Configure/Verify Agency Conversion Data 09/16/2010 11/05/2010 Perform Test Loads 10/26/2010 11/15/2010 Train Agency Users 11/17/2010 12/05/2010 TASK Prepare for / Conduct Project Kick-off Key Overall Issues Requires • DCS Resource is not committed to the project – Brenda is working to get a Awareness: resource committed (4 days a week). If no DCS resource rollout plan will need to be adjusted or possibly put the project on hold. • Brenda to also assist with agency buy in to rollout plan. • Evaluating the new AM consultant to be sure he meets the needs of the project. • Will need to re-verify the plan timelines once the resource issues are resolved. 18

2692 – Treasury GL Implementation Status: GREEN The Team is in the process of creating business process flows, validating design, finalizing configuration, and creating the development requests. Test Scripts are being written in preparation for business process testing. 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 Create Business Process Flows, Reconciliation Points, Checklists 07/06/2010 08/19/2010 Create Development Requests 08/02/2010 08/20/2010 Preparing for Business Process Testing 08/27/2010 09/03/2010 Business Process Testing 09/07/2010 09/17/2010 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. 19

CORE - 2810 Assets ODOT Status: GREEN On schedule Key Activities TASK % Complete Start Finish Clean-up and Format Asset Conversion Data for FY 2010 100 7/1/2010 8/13/2010 Prepare for Integration Testing 100 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: 20

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. 21

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. 22

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: 23

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: 24

Application Enhancement Service Requests 25

Application Enhancement Service Requests – Aug 2010 26

120% 100% 1 80% 4 6 2 18 5 60% 40% 6 # ESRs not completed # ESRs completed 20% 3 January (FIN) February (HCM) March (FIN) April (HCM) May (FIN) June (HCM) July (FIN) August (HCM) September (FIN) October (HCM) November (FIN) December (HCM) # ESRs completed 6 3 6 18 # ESRs not completed 2 5 1 4 M ) ) C D ec em be r ( em be ov N H C (H er ob ct O FI N M ) ) be r ( pt em Se gu st Au FI N ) (H C IN (F ly Ju (H C ne Ju M ) ) M ) (F ay M ril (H C IN M ) ) Ap ar M ua ry ch (F (H C (F y Fe br nu ar Ja IN M IN ) ) 0% # unplanned completed 5 4 1 7 *Teachers Retirement mod was cancelled after the reporting period ended. 27

Within 10% of plan Within 20% of Plan Over 20% of plan Program Status 28

Within 10% of plan Within 20% of Plan Over 20% of plan Program Status 29

Issues Status 1) ODOT Phase II ( Projects, Grants, AR, Billing Inventory) have not committed to a date to start integration testing. We need to determine if ODOT or other agencies (DPS, Health, Mental Health, etc) will be next in line for Phase II modules. This decision needs to be made by mid October. 2) The fixed asset rollout plan has been completed and additional state resource is required to deliver on the current schedule No state resource has been identified for this project. 3) Commerce will be going live on Phase 2 without a Grants Provisioning or Loans. They will utilize manual work around until we acquire a Grants Provisioning and/or Loans package. Waiting on finalization of award so that we can start working with the vendor. 30