CORE Executive Board

January 27, 2010

Next CEB February 17, 2010

2

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

•FMS Service Requests

•Executive Issues

3

Problem ManagementSQL Requests in Total

YTD 2009

0

10

20

30

40

50

60

70

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

Purchasing

ARBI

CRM

Procurement

HRMS

Financial

EPM

ELM

4

Summary TotalProblems

Resolved or Resolution In Process

Investigating Resolved by Future Functionality

DR to be Created

Financials 10 2 2 6

PO 1 1

HCM 9 5 2 2

TOTAL 20 7 5 6 2

Problem Management Summary

5

Completed Projectssince last CEB

Item Maintenance

Deposits

Schedule Budget

6

Portfolio PriorityProject Name

Project Manager

Dept FunctionCurrent

Project PhasePriority within

Function

Backfill Developers for Production support and Enhancments

Fred Cantrell CORE Financial mgmt+

Human capital mgmt

Execution 1

Deposits Alex / Kim CORE Financial mgmt Close 2

ARRA- Phase II BI Transparency Lisa McKeithan CORE Other Concept 3

Time and Labor Pilot Alex / Kim CORE Human capital mgmt Execution 4

Commitment Accounting- Rollout Michael Grisser CORE Human capital mgmt Execution 5

T&L Manager Self Service Alex/Kim CORE Human capital mgmt Planning> Execution

6

Integrated Item Maintenance Alex/Kim CORE Assets, Supply Chain Management

Close 7

Asset Mgmt-Pilot Alex / Kim CORE Assets Execution 8

Grants/Projects/Contracts/AR Billing ODOT/OESC Alex / Kim CORE Enterprise service automation

Execution 9

Manager Self Servive ODOT Pilot Alex / Kim CORE Enterprise service automation

Planning 10

PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Planning 11

AP Workflow Michael Grisser CORE Financial Management

Planning 12

Higher Education Interface Lisa McKeithan CORE Human capital mgmt Planning 13

HCM functionality Enhancements Michael Grisser CORE Human capital mgmt Execution 14

Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 15

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Portfolio PriorityProject Name

Project Manager

Dept FunctionCurrent Project

PhasePriority within

Function

Grants/Projects/Contracts/AR Billing/T&L Extended - Commerce/DEQ Remainder of Concept Aencies

Alex / Kim CORE Enterprise service automation

Planning 16

Business Intelligence Lisa McKeithan CORE Other Planning 17

Employee Self Service Rollout Michael Grisser CORE HCM Execution 18

Travel & Expense EFT Steve Wilson DCAR Financial mgmt Execution 19

OpenBooks - Phase III Lisa McKeithan CORE Other Concept 20

Asset Mgmt-Rollout Michael Grisser CORE Assets Planning 21

Grants - Provisioning Lisa McKeithan CORE Other Planning 22

Licensing Lisa McKeithan CORE Other Planning 23

Treasury Lisa McKeithan CORE Financial mgmt Initiation 24

eBill Payment Lisa McKeithan CORE Financial mgmt Concept 25

Backfill Developers for Production support and Enhancments 2011

Fred Cantrell CORE Financial mgmt+

Human capital mgmt

Planning 26

BI - CAFR Lisa McKeithan CORE Other Concept 27

Scanning and Bar-coding functionality for Phase II modules

Alex CORE Assets Concept 28

8

Projects in Execution Delivery Schedule

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

J A N

F E B

M A R

A P R

M A Y

J U N

J U L

ARRA Transparency

Manager Self Service

Backfill Dev Support

Asset Mgmt Pilot

Inventory ODOT

Time & Labor

HCM Enhanced Funct

Commmit Acct Rollout

ODOT/OESC GPC

GPC/AR/BI/T&L Extd

Asset Mgmt Rollout

Higher ED Interface

2009 2010 2011

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Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Milestone Task Bar

2666 - T&L Extended (Monthly)

Prepare Development Requests

Perform Gross to Net testing

ISSUES

Prepare for and conducts Business Process testing

Develop and unit test rules

Design and implementation of required functionality for monthly payroll to feed Projects, Contracts and Grants requires the creation of custom rules and modification to existing rules to process time. These rules will be applicable to all State agencies

Milestone Plan +/- 10%

Prepare and conduct prototype sessions.

2011

Define and test security roles.

Prepare for and Conduct Integration Testing

Prepare for and Conduct User Acceptance Testing

Perform Conversions / Go Live

Post Production Support

10

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

Milestone Task Bar

Newly converted Agency Go Live Support

2665 - Asset Management Rollout

Production Support

Configure and Verify Asset Conversion Data

Perform Test-Load and Validate Asset Data

Rollout of Peoplesoft Asset Management to remianing non Pilot Agencies by December 2010

Milestone Plan +/- 10%

Group D - 24 agencies 07/01/2010 - 09/16/2010 - 10/16/2010

Configure Agencies Asset Management Business Unit in Production

Group B - 31 agencies 04/01/2010 - 05/27/2010 - 06/30/2010Group C - 28 agencies 05/01/2010 - 07/22/2010 - 08/22/2010

Issues** The team will be working on up to 3 groups at a time

Group E - 23 agencies 09/01/2010 - 11/09/2010 - 12/09/2010Group F - 19 agencies 11/01/2010 - 12/24/2010 - 01/14/2011

2010

Train Agency Users

Prepare for Agency Kickoff

Convert Agencies Asset Data and Validate

Technical Support as Needed

Agency Go Live

11

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

Milestone Task Bar

2675 - Staging Environment for PeopleSoft Extracts

Testing

Psoft Financials - Dev Requests & Development (ODOT Impact)

CAFR - Dev Requests & Development

OpenBooks - Dev Requests & Development

2010

Issues/Assumptions

Before ODOT can go-live with the Phase II modules, it needs to insure that the appropriate reporting is in place to support its on-going operations. This project will extract data from PeopleSoft and put it in staging tables so that ODOT can pull it for

Milestone Plan +/- 50%

Psoft HCM - Dev Requests & Development

Build Staging Environment

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Program Status

HCM

13

CORE – 2581 Time & Labor

Status: RED

Integration and User Acceptance awaiting OESC and ODOT.

Requires Awareness:

ODOT and OESC moved to biweekly Payrolls as of January 2010.

Full integration test and UAT will coincide with GPC and Concept Agencies.

Awaiting decision on DPS policies.

Key Activities

Key Overall Issues

Task % Start End

Development 90 3/23/09 11/15/09

Implementation Packages for Agencies 100 7/01/09 9/14/09

Training manual 100 4/24/09 10/30/09

Business Process Flow 100 6/15/09 10/30/09

User Acceptance Testing - ODOT 0 TBD TBD

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CORE – 2600 Manager Self Service

Status: GREEN

Project on hold pending more analysis

Requires Awareness:

Project on hold pending more analysis

Key Activities

Key Overall Issues

Task % Start End

Training Manual 100 10/01/2009 10/16/2009

User Acceptance Testing 100 12/21/2009 01/11/2010

Security 100 12/21/2009 01/11/2010

Perform Training for Concept Agency 100 01/19/2010 01/22/2010

Go Live 0 02/01/2010

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CORE – 2674 Manager Self Service ODOT / Pilot

Status: GREEN

Project will be in two phases: (1) limited salary personnel in the March time frame and (2) all non Agile Asset personnel July 1st.

Requires Awareness:

Key Activities

Key Overall Issues

Task % Start End

Kick Off 0 02/09/2010 02/09/2010

Schedule Project 0 02/10/2010 02/17/2010

Security 0

Perform Training for Concept Agency 0

Go Live 0 07/01/2010

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CORE – 2636 Commitment Accounting Rollout

Status: GREEN

Group C went live as of 01/18/2010. Training and Q&A sessions have been completed for Groups C & D. Kick-off session completed for Group F 01/21. Rollout plan is progressing as scheduled. Training days for Group D will be increased from 1.5 days to 2.5 days to accommodate the number of agencies.

TASK % Complete Start Finish

Group C Go Live 100% 10/28/2009 01/18/2010

Group C Training 100% 01/13/2010 01/14/2010

Group D Q&A 100% 01/19/2010 01/19/2010

Group F Kickoff Meeting 100% 01/21/2010 01/21/2010

Group D Go Live 0% 02/13/2010 02/14/2010

Requires Awareness:

No issues at this time

Key Activities

Key Overall Issues

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CORE – 2667 HCM Functionality Enhancements

Status: GREEN

Functional specs 14 of 23 are completed. Technical specs 14 are completed. The number of reports has again been reduced (by 3) due to the team creating queries. Two approach papers have been created and are under review Search Match is complete except for acceptance testing which will determine of the related documentation is adequate. ODOT updates to locations are complete.

TASK % Complete Start Finish

ODOT - Completed Location table updates as well as updates to job and position with the new locations

100% 01/01/2010 01/15/2010

Define and Implement Search match 85% 01/01/2010 02/19/2010

Table of Organization 47% 01/01/2010 02/28/2010

Queries (71%) and Reports 16% 01/01/2010 05/12/2010

Requires Awareness:

Case 3-1285165731 logged with PeopleSoft to report security flaw on badge component – we can easily fix if we do not get a solution from Oracle. The case has been escalated.

Tech estimates on Market Pay process increased by 40 hours because of complexity. Plan is OK due to reduction of other reports being replaced by queries

Key Activities

Key Overall Issues

18

Service Catalog Requests – Employee Self Service Rollout

Agencies # of Employees

Live on System as of 02/01/2010 48 18,257

Scheduled after 02/01/2010 16 4,980

Total live and scheduled 64 23,641

As of February 1st, 46% of Employees will be live on ESS

As of today, 59% of Employees are live and/or scheduled to be live on ESS

Presentations – Last ESS presentation was performed on December 17

User Password Reset functionality should be moved to production around 01/27

19

Program Status

Financials

Phase II Modules

20

CORE – 2597 Asset Pilot

Status: GREEN

The Team is preparing for User Acceptance Testing. Integration Testing identified a few issues related to Security. New DRs have been created and are being routed for approval and development prior to User Acceptance Testing.

TASK Start Finish

Integration Testing - Finalizing 11/09/2009 01/13/2010

Training Manuals 01/04/2010 02/05/2010

User Acceptance – Preparing for 02/03/2010 02/25/2010

Training 02/08/2010 03/05/2010

Go-Live 03/08/2010

Requires Awareness:

First Agencies to go-live on 03/08/2010.

Asset Conversion Development has been developed; however, the Team has not received a “usable” file from the pilot agencies.

Key Activities

Key Overall Issues

21

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

Status: RED

The Team is preparing for Integration Testing. Integration Testing to begin on 01/25/2010 rather than 01/04/2010. The Team is working on a ‘catch-up’ plan.

OESC has begun working with CORE to be a part of the May / June go-live timeline. OESC still waiting on consultant.

TASK Start Finish

Define Agency Configuration –

ODOT Complete / OESC Continuing

09/01/2009 11/30/2009

Clean-up and Format Conversion Data – Ongoing 09/01/2009 11/30/2009

Prepare for Integration Testing - Continuing 10/01/2009 12/25/2009

Integration Testing 01/04/2010 02/16/2010

Training Manuals – Identification 01/18/2010 02/26/2010

Requires Awareness:

•Go-Live is scheduled for: OESC – 06/01/2010, ODOT – 07/01/2010•Late getting OESC involved.•OESC consultant – delayed.• ODOT change requires rework of plan.

Key Activities

Key Overall Issues

22

CORE - 2602 AP Workflow Status

Status: RED

On December 7th Maximus presented 4 options and made a recommendation. The team wanted more time to digest the options. A meeting was scheduled for 01/06 which was canceled due to consultants being sick. It has been rescheduled for 02/02/2010

TASK % Complete Start Finish

Perform On Site Fit/Info gathering Sessions 100% 09/07/2009 09/11/2009

Maximus present solutions 100% 12/07/2009 12/07/2009

Determine to move forward or hold 0% 01/06/2010 02/19/2010

Requires Awareness:

Based on current analysis the AP workflow does not appear to have benefit right now. Team is reviewing options.

Key Activities

Key Overall Issues

23

CORE – 2610 Inventory ODOT

Status: RED

Development has been approved for Inventory ODOT

TASK Start Finish

Development 10/01/2009 11/30/2009

Requires Awareness:

No other tasks for CORE at this time. They plan to go live 07/01/2010.

Key Activities

Key Overall Issues

24

Milestone Target Complete

Accelerated OSF/ODOT AR/BI 10/30/2009 10/30/2009

Commitment Accounting 12/14/2009 12/14/2009

Time and Labor Lite 01/10/2010 01/10/2010

Leave Conversion 01/10/2010 01/10/2010

Deposits 01/18/2010 01/18/2010

Item Maintenance 01/19/2010 01/19/2010

Bi-Weekly 01/20/2010 01/20/2010

Contracts 03/01/2010

Asset Management Pilot Rollout 07/01/2010

Inventory 07/01/2010

G/P/C 07/01/2010

T&L with Project Costing 07/01/2010

Agile Assets 07/01/2010

ODOT Phase II Update

25

26

27

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Program Status

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

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

Backfill Developers for Production support and Enhancments

Execution G 6/15/2009 12/18/2009 4/30/2009 G

ARRA Transparency Execution G 10/15/2009 1/31/2010 1/31/2010 GTime and Labor Pilot Execution R 3/1/2009 5/28/2009 6/30/2010 RCommitment Accounting- Rollout

Execution G 9/1/2009 6/30/2010 6/30/2010 G

T&L/Manager Self Service Execution R 10/1/2009 12/31/2009 2/1/2010 RAsset Management Pilot Execution G 6/1/2009 4/14/2010 4/14/2010 G

Grants/Projects/Contract A/R Billing ODOT/OESC

Execution Y 7/1/2009 7/31/2010 5/3/2010 R

PeopleSoft Extract Staging Environment

Planning G 1/14/2010 6/30/2010 6/30/2010 G

AP Workflow Planning R 8/15/2009 9/30/2009 2/28/2010 G

Higher education Interface Planning> Execution

Y 3/1/2008 7/31/2009 2/28/2010 G

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Program Status

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

Project NameCurrent Project Phase

Health Ind

Schedule

Project Phase Start Date

Project Phase Baseline

Completion

Project Phase Target

Completion

Health Ind

Budget

HCM Functionality Enhancements

Execution G 1/4/2010 5/28/2010 5/28/2010 G

Inventory ODOT Execution R 8/1/2009 5/3/2010 5/3/2010 RGrants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ Remainder of Pilot Agencies

Planning> Execution

G 12/1/2009 10/31/2010 10/31/2010 G

Business Intelligence - FS Analytics

Initiation R 4/1/2009 7/31/2009 6/30/2010 R

Asset Management Rollout Planning G 9/15/2009 3/31/2010 2/28/2010 G

Grants - Provisioning Planning R 7/31/2008 7/15/2009 10/16/2009 GLicensing Planning R 12/1/2008 8/15/2009 3/31/2010 GTreasury - GL Implementation

Initiation R 3/16/2009 7/15/2009 2/28/2010 G

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FMS Service Requests

Total Financials Supply Chain (PO)

Other

Total Items 46 29 17 0

Ranked Items 15 8 7 0

Items Needing Cancellation (30’s) 1 1 0 0

Items with Approved DR’s (40’s) 10 10 0 0

Items w/out Approved DR’s (50’s) 20 10 10 0

New Items to be Ranked (100’s) 0 0 0 0

Completed Items (999’s) 0 0 0 0

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Issues

2) The fixed asset rollout plan has beenCompleted and additional state resourceis required to deliver on the current Schedule.

Determining how to fund the project with additional state resource.

Issue Status

1) PeopleSoft 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.

A detail plan has been created and presented to DEQ and Commerce. Commerce has committed to the plan And DEQ is in the process of reviewing.

3) The bi-weekly payroll conversion was more difficult for the agencies and HCMTeam than expected.

We will conduct a post mortem on the bi-weekly payroll project and determinewhat we can do to make this conversionprocess seamless.

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).

32

Executive Notes

Communications: Next Quarterly Partners meeting: Feb.4, 2010 Financial Advisor Group meeting: Jan. 27, 2010

Roadmaps in development: Procure to Pay – Jan. 2010 OKDHS under refinement – Feb. 2010

Special CEB Meeting – Review ODOT Revised Plans - TBD