core executive board june 9, 2010 next ceb july 21, 2010
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CORE Executive Board
June 9, 2010
Next CEB July 21, 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
0
5
10
15
20
25
30
35
40
45
DBA/ System
Purchasing
ARBI
CRM
Procurement
HRMS
Financial
EPM
ELM
3
Problem Management SQL Requests
Summary Total
Problems
Resolved or Resolution In Process
Investigating Resolved by
Future Functionality
DR to be Created
Monitor
Financial 12 7 1 4 0 0
PO 2 1 1 0 0 0
HCM 14 10 0 0 3 1
DBA/System 3 0 2 0 0 1
TOTAL 31 18 4 4 3 2
Problem Management Summary
4
Completed Projectssince last CEB
GPC/AR/BI for OESC
HCM Enhancements
Schedule Budget
5
Portfolio Priority
Project Name Project Manager Dept FunctionCurrent Project Phase
Priority within
FunctionBackfill Developers for Production support and Enhancments
Fred Cantrell CORE FIN HCM Execution 1
Time and Labor Pilot Alex / Kim CORE Human capital mgmt Execution 2
Commitment Accounting- Rollout Michael Grisser CORE Human capital mgmt Execution 3
Grants/Projects/Contracts/AR Billing ODOT/OESC Alex / Kim CORE Enterprise Service Automation Execution 4
T&L Manager Self Servive ODOT Pilot Alex / Kim CORE Enterprise service automation Execution 5
PeopleSoft Extract Staging Environment Lisa McKeithan CORE Other Execution 6
Inventory Pilot Department of Mental Health Alex / Kim CORE Supply chain Management Execution 7
AP Workflow Michael Grisser CORE Financial Management Execution 8
Higher Education Interface Lisa McKeithan CORE Human capital mgmt Execution 9
HCM functionality Enhancements Michael Grisser CORE Human capital mgmt Close 10
Inventory-ODOT Alex / Kim CORE Supply chain mgmt Execution 11
Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ
Alex / Kim CORE Enterprise service automation Execution 12
Business Intelligence/Financials Analytics Lisa McKeithan CORE Other Planning 13
Employee Self Service Rollout Michael Grisser CORE HCM Execution 14
Travel & Expense EFT Steve Wilson DCAR Financial mgmt Execution 15
6
Portfolio Priority
Project Name Project Manager Dept FunctionCurrent Project Phase
Priority within
Function
OpenBooks - Phase III Lisa McKeithan CORE Other Planning 16
Asset Mgmt-Rollout Michael Grisser CORE Assets Execution 17
Grants - Provisioning Lisa McKeithan CORE Other Planning 18
Licensing Lisa McKeithan CORE Other Planning 19
Treasury GL Implementation Alex CORE Financial mgmt Execution 20
eBill Payment Lisa McKeithan CORE Financial mgmt Concept 21
BI - CAFR Lisa McKeithan CORE Other Concept 22
Scanning and Bar-coding functionality for Phase II modules
Alex CORE Assets Concept 23
DCS Vendor Registration Lisa McKeithan CORE Supply chain Management Execution 24
EFT Remit Advices Lisa McKeithan CORE Accounts Payable Execution 25
Federal Financial Accountability and Transparency Act (FFATA)
Lisa McKeithan CORE Accounts Payable Concept 26
PeopleTools 8.49 Mike Jorski AppDev FIN CRM EPM Execution 27
3% Federal Withholding Lisa McKeithan CORE Accounts Payable Concept 28
ELM rollout Michael Grisser CORE Human capital mgmt Initiation 29
7
Projects in Execution Delivery Schedule
8
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
EFT Remit Advices
PeopleSoft Extract Staging Environment
Commitment Accounting- Rollout
Backfill Developers
AP Workflow
Inventory Pilot DMH
GPC AR BI for ODOT/OESC
Inventory ODOT
T&L Manager Self Service ODOT Pilot
Time and Labor Pilot
DCS Vendor Registration
Treasury GL Implementation
GPC AR BI T&L Ext Commerce/DEQ
Asset Management Rollout
Higher Education Interface
2009 2010 2011
8
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Milestone Task Bar
***New legislation (SB2310/SB1759) will require changes to the current timeline and cost
Financials Analytics will not start until AFTER this project is completed.Any delay in the AP Workflow project will impact this schedule
Issues/Assumptions
Design and build the OpenBooks data warehouse and web site. New design must include improved search functionality including detailed vendor payments, dashboard lookg and feel, and download capabilities.
Milestone Plan +/- 10%
Deploy
Design and Build Extracts to Data Staging Environment
2676 - OpenBooks - Phase III
Design/Model Data Warehouse and Repository
OK.gov Integration; Automate Uploads & Documentation
Reports & Testing;
2010
9
Program Status
HCM
10
CORE-1080 Higher Ed Payroll
Status: GREEN
Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system.
TASK Start Finish
Project Planning – draft plan/project team education 05/03/2010 06/30/2010
System Testing – test script preparation and validation and system testing
05/03/2010 08/31/2010
Production Preparation 10/16/2010 10/31/2010
Production - OU 11/01/2010 11/01/2010
Requires Awareness:
• Meeting with state team HR/PY teams to discuss project and provide overview • OU will be the pilot agency and will participate in all testing phases. UAT will consist of running conversion process and parallels for OU which should provide final sign-off on system readiness. OU is unavailable during parts of August and September due to extra workload for fall semester.
Key Activities
Key Overall Issues
11
CORE – 2581 Time & Labor
Status: 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
12
CORE – 2636 Commitment Accounting Rollout
Status: GREEN
Project is complete other than Post Production Support
TASK % Complete Start Finish
Group G Conversion 100 05/15/2010 05/16/2010
Group H Conversion 100 05/22/2010 05/23/2010
Group I Conversion – HR data only 100 05/23/2010 05/23/2010
Post Production Support 25 05/24/2010 06/30/2010
Requires Awareness:
No issues at this time
Key Activities
Key Overall Issues
13
Commitment Accounting Rollout Stats
GroupConversion
Date Agencies # of Employees
A 09/15/2009 5 4,230
B 12/13/2009 19 3,812
C 01/16/2010 14 3,885
D 02/13/2010 18 3,393
E 03/13/2010 8 5,493
F 04/17/2010 43 5,000
G 05/15/2010 19 5,125
H 05/22/2010 1 8,571
I 05/23/2010 1 526
Total Live 128 40,035
14
2666 – Time & Labor Extended
Status: GREEN
Prototype sessions held with DEQ and Commerce.
TASK Start Finish
Conduct Prototypes04/26/2010 05/21/2010
Develop Rules 04/19/2010 06/30/2010Test Security Roles
05/24/2010 06/30/2010Gross to Net Testing
06/21/2010 09/03/2010
Requires Awareness:
DRs identified.
Key Activities
Key Overall Issues
15
CORE – 2667 HCM Functionality Enhancements
Status: GREEN
Project was completed on time and within budget – Formal close will occur after final invoice is paid.
TASK % Complete Start Finish
Salary Surveys 100% 03/01/2010 05/07/2010
Queries and Reports 100% 01/01/2010 05/12/2010
Implement Badge Functionality 100% 04/05/2010 05/14/2010
Demo to Agencies 100% 05/26/2010 05/26/2010
Project Complete 100% 05/28/2010 05/28/2010
Requires Awareness:
Demo was performed on 05/26 for all interested agencies. User acceptance form was given to ODOT for sign off.
Key Activities
Key Overall Issues
16
Service Catalog Requests – Employee Self Service Rollout
Agencies # of Employees
Live on System as of 6/1/2010 113 27,058
Scheduled after 06/01/2010 12 3,732
Exempted / Legislative / Judicial / DHS
3 8,924
Total live/scheduled/exempted 128 39,714
To be completed/scheduled 0 0
Target 128 39,714
17
Program Status
Financials
Phase II Modules
18
AppDev – 2611 PeopleTools 8.49
Status:
GREEN
Upgrade EPM to PeopleTools version 8.49.
CRM will be upgraded with the CRM ITIL project.
FIN will be upgraded with the next Bundles project.
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 09/25/2010
Upgrade EPM development environment 09/27/2010 09/28/2010
Requires Awareness:
Execution starts the end of August.
Key Activities
Key Overall Issues
19
CORE-2675 Data Staging Environment
Status: GREEN
Build staging environment containing PeopleSoft extracts that will be used by ODOT.
TASK Start Finish ODOT Access
Development: Project Costing (0514) is still in Development 02/15/2010 06/18/2010 06/04/2010
Contracts (0513) – Ciber is entering test data for us 06/01/2010 06/11/2010 06/01/2010
Vendors (0152) – Production 04/26/2010 05/13/2010 05/13/2010
AR/Billing (0512) – OSF Testing – moved to TST2 on 5/28 04/26/2010 06/04/2010 05/27/2010
Assets (0523) – OSF Testing (fsdev2) – moved to TST2 on 5/18
04/26/2010 06/04/2010 05/27/2010
Purchase Orders (0234) – Production 04/26/2010 05/11/2010 05/11/2010
Production – GL alltrans (0188), Setup Tables (0235), AP Alltrans (0287) & Dpos Alltrans (0515)
04/26/2010 06/30/2010 04/28/2010
Requires Awareness:
• Philip has successfully connected to both the test and prd staging environments. Connection to test system from ODOT was successful 5/27.
Key Activities
Key Overall Issues
20
CORE-2680 EFT Remit Advices
Status: GREEN
Merkur has software that works with delivered PeopleSoft functionality to email remit advices to vendors for electronic payments. This alleviates the need for agencies to mail invoices that typically arrive several days after money is deposited into a bank account. This will streamline processing for vendors.
TASK Start Finish
Finalize Contract and Requisition for Merkur 04/21/2010 05/21/2010
Review Remit Advices and Propose Changes 05/17/2010 06/22/2010
Installation & Configuration 06/21/2010 06/22/2010
Testing 06/21/2010 06/22/2010
Production 06/22/2010 06/22/2010
Requires Awareness:
• Will work with Transaction Processing and Security teams to identify any necessary changes to the delivered remit advices so that it will meet state standards.•Need to identify initial vendors for go-live•Create change request to send employee email information to vendor file
Key Activities
Key Overall Issues
21
CORE-2681 DCS Vendor Registration
Status: GREEN
Build interfaces between OK.gov and PeopleSoft for validation and upload of vendor/bidder data into PeopleSoft.
TASK Start Finish
Finalize SOW and Interagency Agreement 04/15/2010 04/23/2010
Development 04/19/2010 05/31/2010
Testing 05/10/2010 06/30/2010
Documentation 05/10/2010 06/30/2010
Production 07/01/2010 07/01/2010
Requires Awareness:
• Bidder and Userid exports are complete.• Should begin testing on PeopleSoft upload by 06/07/2010
Key Activities
Key Overall Issues
22
CORE – 2602 AP Workflow
Status: GREEN
The Team is in the process of creating their Business Process Flows and preparing for Integration Testing.
Development and Unit Testing are on schedule.
TASK Start Finish
Role mapping 05/24/2010 06/07/2010
Business process Flows and Test Scripts 05/24/2010 06/07/2010
Perform Integration Testing 06/03/2010 06/11/2010
Go-Live 07/06/2010
Requires Awareness:
ODOT and OESC are not able to be Pilot Agencies. We will be replacing them with other agencies.
Key Activities
Key Overall Issues
23
2665 – Asset Management Rollout
Status: GREEN
Meetings to be held to prepare for Kickoff Session Will not make much progress until July after the DMH Inventory Implementation is completed.
TASK Start Finish
Prepare for / Conduct Project Kick-offTBD TBD
Configure/Verify Agency Conversion Data 07/16/2010 10/05/2010Perform Test Loads
08/26/2010 09/15/2010Train Agency Users
09/17/2010 10/05/2010
Requires Awareness:
DSC 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.
Key Activities
Key Overall Issues
24
CORE – 2682 Inventory Pilot - DMH
Status: GREEN
DMH currently working on conversion clean up tasks. Training held week of June 1st.
TASK Start Finish
Inventory Item ID cleanup. 03/22/2010 05/31/2010
Beginning Balance and Conversion Data Load 05/01/2010 05/31/2010
User Testing / Training 06/01/2010 06/14/2010
System Configuration and Conversion 06/14/2010 06/30/2010
Go-Live 07/01/2010 07/01/2010
Requires Awareness:
Key Activities
Key Overall Issues
25
2692 – Treasury GL Implementation
Status: GREEN
The Team is preparing for the Fit Analysis sessions.
TASK Start Finish
Prepare for / Conduct Project Kick-off04/12/2010 04/21/2010
Prepare for / Conduct / Document Business Process Analysis Sessions 04/21/2010 04/30/2010Prepare for / Conduct / DocumentFit Analysis Sessions 06/09/2010 06/10/2010Define Statement of Work
05/28/2010 07/02/2010
Requires Awareness:
Due to a delay on receiving requirements from OST, the dates for the Fit sessions were moved to June 9-10. This is not expected to impact the overall schedule.
Key Activities
Key Overall Issues
26
CORE – 2599 Grants, Projects, Contracts with AR/Billing
Status: OESC went live as scheduled on May 17th. This phase of the Project is in the post production support phase. No major issues have been encountered.
TASK Start Finish
Integration Testing – ODOT (see below)
UAT - ODOT
Requires Awareness:
•ODOT plan is being re-baselined.
Key Activities
Key Overall Issues
27
CORE – 2610 Inventory ODOT
Status: Integrated with the re-baseline of the ODOT plan.
TASK Start Finish
Integration Testing (see below)
Prepare for User Acceptance Testing
User Acceptance Testing
Go Live
Requires Awareness:
Key Activities
Key Overall Issues
28
0
2
4
6
8
10
12
14
16
18
20
-2/2
7/20
10
-3/6
/201
0
-3/1
3/20
10
-3/2
0/20
10
-3/2
7/20
10
-4/3
/201
0
-4/1
0/20
10
-4/1
7/20
10
-4/2
4/20
10
-5/1
/201
0
-5/8
/201
0
-5/1
5/20
10
-5/2
2/20
10
-5/2
9/20
10
-6/5
/201
0
-6/1
2/20
10
-6/1
9/20
10
-6/2
6/20
10
-7/3
/201
0
Coun
t of
Ope
n Bu
gs
Week Ending Date
Phase II Integration TestingOpen Bugs by Week Ending Date
feature
tweak
minor
major
block
Block The functional team is stopped pending resolution.Crash Program will not executeMajor Must be fixed before UAT and Production.Minor Not critical for going liveFeature Nice but not critical for going live
UAT Prep UAT Issue ResolutionIntegration Testing
Go
Live
UAT Prep UAT Issue ResolutionIntegration Testing
Go
Live
ODOT
Statewide / OESC GPC AR/BI
29
2623
15 17
31 29
12 1114 15 15 15
912
1919
2324
41 41
41 38 39 382 2 2
2
3 3 3 3
3 6 6 7
0
10
20
30
40
50
60
70
ODOT DR Trend
Integration Testing
Testing
Development
30
31
(5/1 - 5/28)
Pending Config/Setup Development UAT Completed
June
July
August 63 0 27 30 6
September 58 0 35 17 16
October 56 0 33 23 14
November 64 0 36 23 12
December 54 0 47 27 8
January 59 0 42 24 16
February 72 0 37 26 9
March 79 0 25 23 17
April 122 1 27 16 19
May 125 7 22 18 22
Application Enhancement Service Request Summary - May 2010
32
(5/1 - 5/28)
Pending Config/Setup Dev UAT Completed
Problem Mgt CRM
ELM
EPM
FIN 3 2
HCM 6 2 5 2
Total 9 0 2 5 4
Pending Config Dev UAT Completed
Service Requests CRM 3 1
ELM 2 2
EPM 1
FIN 25 5 6 6
HCM 88 7 12 7 9
Total 116 7 20 13 18
Pending Config Dev UAT Completed
Overall Total 125 7 22 18 22
Application Enhancement Service Request Detail - May 2010
33
Based on 60 Day PlanPlanned Enhancement Service Requests OnTime Completion
# ESRs completed # ESRs not completed # unplanned completed
JanuaryMarch 6 2 5May 3 5 4JulySeptemberNovember
34
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 6/30/2010 G
Time and Labor Pilot Execution 3/1/2009 7/31/2010 7/31/2010
Commitment Accounting- Rollout
Execution G 9/1/2009 6/30/2010 6/30/2010 G
Grants/Projects/Contract A/R Billing ODOT/OESC
Execution 7/1/2009 7/31/2010 7/31/2010
T&L Manager Self Service ODOT Pilot
Execution G 3/1/2010 7/31/2010 7/31/2010 G
PeopleSoft Extract Staging Environment
Execution G 1/14/2010 6/18/2010 6/18/2010 G
Inventory Pilot Department of Mental Health
Execution G 4/15/2010 7/31/2010 7/31/2010 G
AP Workflow Execution G 5/3/2010 7/16/2010 7/16/2010 GHigher education Interface Execution G 4/1/2010 10/31/2011 10/31/2011 G
35
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
Close G 1/4/2010 5/28/2010 5/28/2010 G
Inventory ODOT Execution 8/1/2009 7/31/2010 7/31/2010Grants/Projects/Contract A/R Billing/T&L Extended Commerce/DEQ
Execution G 3/1/2010 12/31/2010 12/31/2010 G
Business Intelligence - FS Analytics
Planning R 4/1/2009 7/31/2009 7/31/2010 G
Asset Management Rollout Execution G 4/19/2010 7/31/2011 7/31/2011 G
36
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
Grants - Provisioning Planning R 7/31/2008 7/15/2009 5/29/2010 GLicensing Planning R 12/1/2008 8/15/2009 5/15/2010 GTreasury GL Implementation
Execution G 4/12/2010 12/31/2010 12/31/2010 G
Scanning and Barcoding functionality for Phase II Modules
Concept
DCS Vendor Registration Execution G 12/1/2009 8/31/2010 8/31/2010 GEFT Remit Advices Execution G 4/12/2010 6/15/2010 6/15/2010 GOpenBooks - Phase III Planning G 4/19/2010 5/30/2010 5/30/2010 GPeopleTools 8.49 Execution G 3/9/2010 4/30/2010 4/20/2010 GELM rollout Initiation G 3/31/2010 6/30/2010 6/30/2010 G
37
IssuesIssue Status
1) ODOT Phase II (Agile Assets, Projects, Grants, AR, Billing Inventory) will not meet their scheduled implementation date.
We are in the process of re-baselining the project schedule and assessing the impact on other projects in the portfolio.
2) Employee Self Service has increased number of help desk calls. The hold time and abandonment rate for the help desk has increased.
We have increased staffing at the help desk with temporary resource.
4) New Legislation2310 - ARRA Transparency, Financial Shared Services, 1759 – Social Media, Open Technology, Convenience Information
We are analyzing the legislation and defining projects that need to be initiated.
3) The fixed asset rollout plan has been completed and additional state resource is required to deliver on the current schedule.
Determining how to fund the project with additional state resource.
38
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