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

2

Problem Management SQL Requests

3

0

5

10

15

20

25

30

35

DBA/ System

Purchasing

ARBI

CRM

Procurement

HRMS

Financial

EPM

Summary Total

Problems

Resolved or

Resolution In Process

Investigating Resolved by

Future Functionality

DR to be Created

Monitor

Financial 15 9 2 4 0 0

PO 2 1 1 0 0 0

HCM 18 12 1 0 4 1

DBA/System 3 0 2 0 0 1

TOTAL 38 22 6 4 4 2

Problem Management Summary

4

Portfolio Priority

5

Project Name Project Manager Dept FunctionCurrent Project Phase

Priority within

Function

Backfill Developers for Production support and Enhancments 2011 Fred Cantrell COREFinancial mgmt

Human capital mgmtExecution 1

Time and Labor Pilot/ODOT Alex / Kim CORE Human capital mgmt Execution 2

DCS Vendor Registration Lisa McKeithan CORE Supply chain Management Execution 4

P-Card - BOA Transition Lisa McKeithan CORE Financial Mgmt Execution 5

Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ

Alex / Kim CORE Enterprise service automation Execution 6

Higher Education Interface Lisa McKeithan CORE Human capital mgmt Execution 7

PeopleTools 8.49 Mike Jorski AppDevCORE FIN

CORE CRM CORE EPM

Execution 8

Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 9

Assets ODOT Alex CORE Financial Mgmt Execution 10

GPC - ODOT Alex / Kim CORE Enterprise Service Automation Execution 11

T&L Manager Self Service ODOT Pilot Alex / Kim CORE Enterprise service automation Execution 12

Treasury GL Implementation Alex CORE Financial mgmt Execution 13

PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Execution 14

Business Intelligence/Financials Analytics Lisa McKeithan CORE Other Planning 15

OpenBooks - Phase III Lisa McKeithan CORE Other Execution 16

Asset Mgmt-Rollout Michael Grisser CORE Assets Execution 17

Portfolio Priority

6

Project Name Project Manager Dept FunctionCurrent Project Phase

Priority within

Function

data.gov Lisa McKeithan CORE Transparency Initiation 18

Grants - Provisioning Lisa McKeithan CORE Other Planning 19

Licensing Lisa McKeithan CORE Other Planning 20

Enterprise Learning Management- Rollout Michael Grisser CORE Human capital mgmt Execution 21

Scanning and Bar-coding functionality for Phase II modules Alex CORE Assets Concept 22

Loans Processing Initiation 23

Expense Module Alex/Kim CORE Financial mgmt Planning 24

Budget Lisa McKeithan CORE OtherConcept> Initiation

25

7

Projects in Execution Delivery Schedule

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

A U G

S E P

O C T

N O V

D E C

Time and Labor Pilot/ODOT

Grants/Projects/Contract A/R Billing ODOT

Inventory ODOT

T&L Manager Self Service ODOT

PeopleSoft Extract Staging Environment

PeopleTools 8.49

DCS Vendor Registration

Assets ODOT

Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ

Treasury GL Implementation

OpenBooks - Phase III

P-Card - BOA Transition

FY11 Technical Backfill

ELM rollout

Asset Management Rollout

Higher Education Interface

2009 2010 2011

8

Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

Issues

ODOC HP System needs to be replaced

2010 / 2011

Roll out / Conversion

Project Start

2833 - ODOC Loans Processing

Prototype Review

Development

Integration Testing / User Acceptance Testing / Training

Two options for implementing the Contracts module functionality are presented in this document:Option # 1 involves the development of a conversion process to convert open contract (Loan) definitions into PeopleSoft. After the Contract definitions are loaded, Contract Billing and Receivable history will be converted using the standard CORE conversion methodology. Option # 2 involves the agency converting open Contract definitions manually.

Milestone Schedule +/- 50%

Program Status

HCM

9

CORE-1080 Higher Ed Payroll

Status: YELLOWYELLOW

Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system.

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

Requires Awareness:

• Functional consultant left company, a Maximus replacement is on site.• 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

Key Activities

Key Overall Issues

10

CORE – 2666 Grants, Projects, Contracts with AR/Billing Monthly Extended Time & Labor

Status: GREENGREEN

The Team is in the process of finalizing Integration Testing and preparing for User Acceptance Testing.

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

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.

Key Activities

Key Overall Issues

11

CORE – 2637 ELM Rollout

12

Status: GREENGREEN

Rollout of ELM to agencies to be completed in 3 groups (original plan), Group A consisted of Career Tech (800), CompSource (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)

Requires Awareness:

No decision from CompSource (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)

Task Start End

Kickoff Meeting with Rollout Agencies 08/25/2010 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 11/30/2010

Key Activities

Key Overall Issues

Program Status

Financials

Phase II Modules

13

CORE – 2611 PeopleTools 8.49

Status: GREENGREEN

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.

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 09/25/2010

Upgrade EPM development environment 09/27/2010 09/28/2010

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.

Key Activities

Key Overall Issues

14

CORE-2675 Data Staging Environment

Status: REDRED

Build staging environment containing PeopleSoft extracts that will be used by ODOT.

TASK Start Finish ODOT Access

Phase I extracts (6) signed off by ODOT 07/02/2010

Assets (0523) & Projects (0514) have been re-migrated to FSTST2 and is ready for functional testing

06/25/2010 TBD TBD

Contracts (0513) & Billing (0512) have been re-migrated to FSTST2 and is ready for functional testing

06/25/2010 TBD TBD

Sign-off on Phase II Modules TBD TBD

Requires Awareness:

• Waiting on testing resources from ODOT

Key Activities

Key Overall Issues

15

CORE-2681 DCS Vendor Registration

Status:REDRED

Build interfaces between OK.gov and PeopleSoft for validation and upload of vendor/bidder data into PeopleSoft.

TASK Start Target Finish Est. Finish

Go-live with vendor registration – Part I 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 07/31/2010

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.

Key Activities

Key Overall Issues

16

CORE-2676 OpenBooks Phase III

Status: GREENGREEN

Utilize OBIEE for OpenBooks reporting. Update ARRA reporting per SB1759.

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

Requires Awareness:

• Determine approach for file transfer/load• Possible upgrade to v11 (XML export functionality)• Financials Analytics will not start until this is complete• Potential Conflicts:

ARRA Reporting (October); FFATA;

Key Activities

Key Overall Issues

17

CORE-2800 PCard Transition to BOA

Status: GREENGREEN

Build interfaces between OK.gov and PeopleSoft for validation and upload of vendor/bidder data into PeopleSoft.

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 (0xxx) 08/30/2010 12/31/2010

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.

Key Activities

Key Overall Issues

18

2665 – Asset Management Rollout

Status: GREENGREEN

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.

TASK Start Finish

Prepare for / Conduct Project Kick-off TBD 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

Requires Awareness:

•DCS Resource is not committed to the project – Brenda is working to get a 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.

Key Activities

Key Overall Issues

19

2692 – Treasury GL Implementation

Status: GREENGREEN

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.

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

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.

Key Activities

Key Overall Issues

20

CORE - 2810 Assets ODOT

Status: GREENGREEN

On schedule

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

Requires Awareness:

Key Activities

Key Overall Issues

21

CORE – 2581 Time & Labor

Status: REDRED

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 17th.

Requires Awareness:

Integration and User Acceptance Testing for ODOT will be scheduled to coincide with a re-baselined plan.

Task Start End

Key Activities

Key Overall Issues

22

CORE – 2599 Grants, Projects, Contracts with AR/Billing

Status: REDRED

This Project is on hold.

TASK Start Finish

Functional Unit Testing – ODOT (see below)

Requires Awareness:

•ODOT cannot supply a date for conversion of legacy data.

Key Activities

Key Overall Issues

23

CORE – 2610 Inventory ODOT

Status: REDRED

On Hold.

TASK Start Finish

Integration Testing (see below)

Prepare for User Acceptance Testing

User Acceptance Testing

Go Live

Requires Awareness:

Key Activities

Key Overall Issues

24

CORE – 2674 Manager Self Service ODOT / Pilot

2525

Status: REDRED

Project was planned in two phases: (1) limited salary personnel April 24th (complete) and (2) all non Agile Asset personnel to coincide with ODOT GPC go-live date – on hold.

Requires Awareness:

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 Activities

Key Overall Issues

Application Enhancement Service Requests

26

27

Application Enhancement Service Requests – Aug 2010

Functional ESRs Pending Config/Setup UAT Completed

CRM

ELM 1 2

EPM

FIN 1

HCM 25 12 2 5

Total 27 12 2 7

Technical ESRs Pending Dev UAT Completed

CRM 3 1

ELM 2 1

EPM 1

FIN 28 11 4 6

HCM 51 9 5 5

Total 85 20 9 13

Pending Dev UAT Completed

Total 112 32 11 20

Based on 60 Day PlanPlanned Enhancement Service Requests OnTime Completion

28

# ESRs completed # ESRs not completed # unplanned completed

January (FIN)      February (HCM)      March (FIN) 6 2 5April (HCM)      May (FIN) 3 5 4June (HCM)      July (FIN) 6 1 1August (HCM) 18 4 7September (FIN)      October (HCM)      November (FIN)      December (HCM)      

*Teachers Retirement mod was cancelled after the reporting period ended.

Program Status

Within 10% of plan Within 20% of Plan Over 20% of plan

29

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

FY11 Technical Backfill Execution G 7/1/2010 6/30/2011 6/30/2011 G

Time and Labor Pilot/ODOT Execution R 3/1/2009 7/31/2010 7/31/2010 RDCS Vendor Registration Execution R 4/1/2010 8/31/2010 10/15/2010 GP-Card - BOA Transition Execution G 8/18/2010 12/31/2010 12/31/2010 GGrants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ

Execution G 3/1/2010 12/31/2010 12/31/2010 G

Higher education Interface Execution Y 4/1/2010 10/31/2011 10/31/2011 YPeopleTools 8.49 Execution G 8/30/2010 9/28/2010 9/28/2010 GInventory ODOT Execution R 8/1/2009 7/31/2010 7/31/2010 RAssets ODOT Execution G 8/1/2010 11/15/2010 11/15/2010 GGrants/Projects/Contract A/R Billing ODOT

Execution R 7/1/2009 7/31/2010 7/31/2010 R

T&L Manager Self Service ODOT

Execution R 3/1/2010 7/31/2010 7/31/2010 R

Program Status

Within 10% of plan Within 20% of Plan Over 20% of plan

30

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind Budget

PeopleSoft Extract Staging Environment

Execution R 1/14/2010 6/18/2010 8/31/2010 G

Business Intelligence - FS Analytics

Planning R 4/1/2009 7/31/2009 12/31/2010 G

OpenBooks - Phase III Execution G 6/1/2010 12/31/2010 12/31/2010 GAsset Management Rollout Execution G 4/19/2010 8/31/2011 8/31/2011 GGrants - Provisioning Planning R 7/31/2008 7/15/2009 9/30/2010 GLicensing Planning R 12/1/2008 8/15/2009 9/30/2010 GELM rollout Execution G 8/1/2010 7/31/2011 7/31/2011 GScanning and Barcoding functionality for Phase II Modules

Concept

Expense Module Planning G Gdata.gov Initiation G 8/1/2010 10/15/2011 10/15/2011 GBudget Concept>

InitiationG 8/2/2010 9/15/2010 10/30/2010 G

IssuesIssue 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.

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.

31

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.