business application services project review march 30, 2011 next baspr april 27, 2011
TRANSCRIPT
Business Application Services Project Review
March 30, 2011
Next BASPRApril 27, 2011
AgendaPerformance Metrics
Project/Enhancement Service Level Dashboard
Operations Service Level Dashboard
Completed Projects
Business Services Change Requests
Business Services Enhancement Service Requests
SQL Requests/Problem Management Summary
Portfolio
Budget Status
Priority
Execution Delivery Schedule
Projects in Movement
Program Status
HCM
Financials
Scorecard
Executive Issues
2
Green
RedMet Expected Target
Did Not Meet Expected Target
Target Year Jan Feb March April May June July Aug Sep Oct Nov Dec
75%
2011 75% 83%
2010 75% 38% 86% 82% 100% 55% 92% 84%
70%
2011
2010 75% 75% 75% 80% 80% 80% 100% 100% 100% 60% 60% 60%
85%
2011
2010 100% 100% 100% 94% 94% 94% 100% 100% 100% 80% 80% 80%
85%
2011
2010 100% 100% 100% 86% 86% 86% 86% 86% 86% 78% 78% 78%
70%
2011
2010 27% 27% 27% 43% 43% 43% 57% 57% 57% 67% 67%67%
Business Application Services Change Request on Time (Detail)
Business Application Services Projects on Time (Detail)
Business Application Services Projects on Budget (Detail)
Technical Service Projects on Time (Detail)
Technical Services Projects on Budget (Detail)
Project/Enhancement Service Level Dashboard
3
Operations Service Level Dashboard
4
Contact Center Speed to Answer
(Detail)
30 sec
2011 64
2010 26 25 29 29 59 45 21 21 16 13 17 27
Contact Center First Call Resolution
(Detail)
62%
2011 65% 67%
2010 54% 51% 60% 60% 62% 70% 67%64% 75% 72% 68% 71%
Target Year Jan Feb March April May June July Aug Sep Oct Nov Dec
Green
RedMet Expected Target
Did Not Meet Expected Target
Projects Completed Since Last Review
Schedule Budget
5
Asset Management Rollout – Tax
6
2011 Business Application Services Change Requests On Time
Completed Not Completed Pct Unplanned completed
January (FIN) 9 3 75% 10February (HCM) 64 13 83% 15March (FIN)
April (HCM)
May (FIN)
June (HCM)
July (FIN)
August (HCM)
September (FIN)
October (HCM)
November (FIN)
December (HCM)
7
2011 Business Application Services Enhancement Service Requests
Problem Management SQL Requests
8
SQL Problem Management Summary
9
Summary Total
Problems
Resolved or
Resolution In Process
Investigating Resolved by
Future Functionality
DR to be Created
Monitor
Financial 22 13 5 2 1 1
PO 2 1 1 0 0 0
HCM 27 19 3 0 3 2
DBA/System 3 3 0 0 0 0
TOTAL 54 36 9 2 4 3
Portfolio Priority
10
Project Name Project Manager Function Current Project Phase Priority
data.gov Lisa McKeithan Transparency Execution 1
Enterprise Learning Management- Rollout Michael Grisser Human capital mgmt Execution 2
Higher Education Interface Lisa McKeithan Human capital mgmt Execution 3
Broadband GPC/AR/BI Alex Galley Enterprise Service Automation Planning> Execution 4
Department of Mines GPC AR/BI Alex Galley Enterprise Service Automation Planning> Execution 5
Oklahoma Water Resources Board GPC AR/BI Alex Galley Enterprise Service Automation Planning> Execution 6
PeopleSoft Extract Staging Environment Lisa McKeithan Other Execution 7
Grants/Projects/Contract A/R Billing ODOT Alex / Kim Enterprise Service Automation Planning> Execution 8
3% Federal Withholding Michael Grisser Accounts Payable Planning 9
Licensing Lisa McKeithan Other Planning 10
Grants - Provisioning Lisa McKeithan Other Planning 11
Business Intelligence/Financials Analytics Lisa McKeithan Other Planning 12
Expense Module Alex/Kim Financial mgmt Planning 13
Backfill Developers for Production support and Enhancments 2012 Fred Cantrell Financial mgmtHuman capital mgmt
Execution 14
Scanning and Bar-coding functionality for Phase II modules Alex Assets Concept 15
Asset Mgmt-Rollout Michael Grisser Assets Concept 16
Voucher Build Lisa McKeithan Financial mgmt Concept 17
Financials Upgrade Michael Grisser Financial mgmt Concept 18
Budget Pat Elwood Other Initiation 19
Absence Management Lisa McKeithan Absence Mgmt Concept 20
Human Resources Dashboard Michael Grisser Human capital mgmt Concept 21
Portal - PeopleSoft Sign On Consolidation Michael Grisser Other Concept 22
ePAF - Electronic Personnel Action Form Michael Grisser Human capital mgmt Initiation 23
Portfolio Priority
11
Project Name Project Manager Function Current Project Phase Priority
Manager Self Service rollout Michael Grisser Human capital mgmt Concept 24
Inventory-rollout Michael Grisser Supply chain mgmt Concept 25
Licensing Rollout Lisa McKeithan Other Concept 26
E-procurement Michael Grisser Supplier relationship mgmt Concept 27
GPC - Health Dept Alex Galley Financial mgmt Concept 28
GPC/MSS - Wildlife Alex Galley Financial mgmt Concept 29
Asset Management - OSF Alex Galley Financial mgmt Concept 30
Comined Payroll Processing Nancy Tarrant Human capital mgmt Concept 31
Broadband METL Alex Galley Human capital mgmt Concept 32
ODOT Staging Environment - Phase II (Inventory & HCM) Lisa McKeithan Financial Mgmt Concept 33
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
J A N
F E B
M A R
A P R
M A Y
J U N
J U L
data.ok.gov
Department of Mines GPC AR/BI
Broadband GPC/AR/BI
Oklahoma Water Resources Board GPC AR/BI
FY11 Technical Backfill
ELM rollout
PeopleSoft Extract Staging Environment
Higher education Interface
Grants/Projects/Contract A/R Billing ODOT
2010 2011 2012
Projects in Execution Delivery Schedule
12
13
Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Category Category
XXXX - Broadband - METL
$
Define Agency Configuration
Integration Testing
User Acceptance Testing / Training
Project Budget
In order to fully utilize the functionality of Grants, Projects, Contracts, Accounts Receivable and Billing the actual labor hours an employee spends on a particular project is required. Each employee working on the OKCAN project will record actual hours worked into the Time and Labor system against a Project and Activity. This will ensure accurate invoicing and billing by the financial system.
Milestone Schedule +/- 50%2010 / 2011
Go-Live
Perform System Roll-out / Conversion
Project Start
Cost DetailHardware Inst. Fees
Detail
Ext. LaborTravel/ExpTraining
Software
Cost
Int. Labor
Maint.Other
Prof. Svcs
IssuesNote: This Project will be fitted in as time permits in the ODOT implementation schedule.
Program Status
HCM
14
CORE-1080 Higher Ed Payroll
Status:
REDRED
Convert Higher Ed agencies from the legacy payroll system to the PeopleSoft system.
TASK Start Finish
Configuration For Group A and B – 100% Complete 07/01/2010 03/18/2011
Conversion Scripts – 95% complete 07/01/2010 02/28/2011
Finish HR Interface Debugging/Testing 85% Complete 07/01/2010 02/28/2011
Complete PY Interface Coding/Debugging/Testing (Integration Testing) 80% Complete
09/10/2010 03/31/2011
UAT for OU – Tentative 04/25/2011 05/31/2011
OU Go-Live - Tentative 06/08/2011 06/08/2011
Addressing File Layout Questions, Reviewing Test Files, Starting System Testingf or OSU, Cameron, UCO (Group B)
3/21/11 4/29/11
Kick-Off Meeting with OUHSC, OUHSC-2, Rose State (Group C) 3/24/11 3/24/11
Requires Awareness:
•OU go-live has been moved due to problems with extracts, program development (bugs), discovery of unknown issues needing resolutions, and the delayed timing receiving OU data files..•Issues with Innovative have been addressed.•Plan is being re-baselined, - end of next week . New go-live dates are forthcoming.
Key Activities
Key Overall Issues
15
CORE – 2637 ELM Rollout
16
Status: GREENGREEN
Rollout of ELM to agencies to be completed in 3 groups. Group A - Career Tech (800), ODOT (345), OSEEGIB (516) - live 12/06/10
Group B - OPM (548), - live 01/31/11, State Dept of Health (340) – Live 3/1/11.
Group C – OSF (090) & Rehab (805) – go-live est 04/30/2011
Working with DHS (830) – DCS (580) Extension Group
Requires Awareness:
DHS demos and Q&A sessions completed. All but two departments have voted for moving onto ELM. Waiting on Agency decision. DHS requested access to LMTST to start looking at layout, etc.
DHS and Health are interested in additional functionality (Phase III to include Web Base Learning using SCORM/AD&D).
DCS is considering another product instead of using ELM - We are in final stages of discussions addressing their needs and how ELM meets their needs.
Task Start End
Group B is 100% Live on ELM 03/15/2011
Group C - Train Agency SME’s on configuration and setup for testing 04/05//2011
04/25/2011
Group C – Go Live - Tentative 04/30/2011 04/30/2011
Key Activities
Key Overall Issues
Program Status
Financials
Phase II Modules
17
CORE - 2822 data.ok.gov
Status: GREENGREEN
Testing Vendor payments extract. Should meet 3/31/11 deadline.
TASK Start Finish
Launched with expenditures, funding, payroll, pcard and tax credits. 12/28/2010 02/08/2011
Vendor payments 12/28/2010 03/31/2011
Build APIs to automate data integration. 03/01/2011 04/15/2011
Requires Awareness:
•API training needs to be scheduled in order to meet the final deadline. Updates can be made manually until this can be done.
Key Activities
Key Overall Issues
18
CORE - 2675 Data Staging Environment
Status: REDRED
Resumed testing on Assets after FSTST2 refresh. Began development work on Projects tables again – to incorporate changes made by Ciber.
TASK Start Finish ODOT Access
Phase I extracts (6) signed off by ODOT 07/02/2010
Assets (0523) 06/25/2010 4/30/2011 TBD
Billing (0512) TBD TBD
Contracts (0513) TBD TBD
Projects (0514) - will test along with roll-out TBD TBD
Sign-off on Phase II Modules TBD TBD
Requires Awareness:
• Incorporating the remaining testing (projects, billing) with the ODOT project. Changes in ODOT custom tables requires changes to these programs.• Created new project for Inventory & HCM (HR, payroll, time/labor)
Key Activities
Key Overall Issues
CORE – 2837 GPC AR/BI - Department of Mines
2020
Status: GREENGREEN
Implement GPC AR/BI Functionality for the Department of Mines..
Requires Awareness:
Project is dependent on Agency resource availability.
Task % Start End
Agency Configuration- Complete 100 02/01/2011 02/10/2011
Integration Testing 50 02/17/2011 03/15/2011
User Acceptance Testing 03/16/2011 04/04/2011
Go Live 04/11/2011 04/11/2011
Key Activities
Key Overall Issues
CORE – 2838 GPC AR BI Broadband
2121
Status: GREENGREEN
Implement GPC AR/BI Functionality for the state wide Broadband project.
Requires Awareness:
Project is dependent on Agency resource availability. Running behind but go-live date is still planned.
Task % Start End
Agency Configuration- Complete 100 02/01/2011 02/10/2011
Integration Testing 50 02/24/2011 03/10/2011
User Acceptance Testing 03/17/2011 03/31/2011
Go Live 04/04/2011 04/04/2011
Key Activities
Key Overall Issues
CORE – 2860 GPC AR/BI - Water Resources Board
2222
Status: GREENGREEN
Implement GPC AR/BI Functionality for the Water Resources Board.
Requires Awareness:
Agency has requested a go live date of 6/24 instead of 6/1 to coincide with fiscal year end.
Task % Start End
Agency Configuration- Complete 100 02/01/2011 02/10/2011
Integration Testing 50 03/10/2011 04/14/2011
User Acceptance Testing 04/28/2011 05/17/2011
Go Live 06/24/2011 06/24/2011
Key Activities
Key Overall Issues
CORE – 2599 GPC AR/BI ODOT
Status: GREENGREEN
The Plan has been created.
TASK Start Finish
BPS / Fit Analysis 01/05/2011 02/04/2011
Development of Plan 02/07/2001 02/11/2011
Finalization of Plan 02/14/2001 02/15/2011
Requires Awareness:
Awaiting confirmation that ODOT Unit Testing will be complete for April 4 th and Sponsor approval.
Key Activities
Key Overall Issues
23
24
Business Application Services Program Status
Project NameProject
Manager
Current Project Phase
Health Ind
Schedule
Project Phase Start Date
Project Phase Baseline
Completion
Project Phase Target
Completion
Health Ind
Budget
FY11 Technical Backfill Fred Cantrell Execution G 7/1/2010 6/30/2011 6/30/2011 GHigher education Interface Michael
GrisserExecution Y 4/1/2010 12/31/2011 12/31/2011 Y
Grants/Projects/Contract A/R Billing ODOT
Kim/Alex Execution G 4/4/2011 2/28/2012 2/28/2012 G
PeopleSoft Extract Staging Environment
Lisa McKeithan
Execution R 1/14/2010 6/18/2010 8/31/2010 G
Business Intelligence - FS Analytics
Lisa McKeithan
Planning R 4/1/2009 7/31/2009 3/31/2011 G
data.ok.gov Lisa McKeithan
Execution G 1/3/2011 4/15/2011 4/15/2011 G
Grants - Provisioning Lisa McKeithan
Planning R 7/31/2008 7/15/2009 4/30/2011 G
Licensing Lisa McKeithan
Planning R 12/1/2008 8/15/2009 4/30/2011 G
ELM rollout Michael Grisser
Execution G 8/1/2010 7/31/2011 7/31/2011 G
Scanning and Barcoding functionality for Phase II Modules
Jerry Planning G G
Expense Module Kim/Alex Planning G GBudget Pat Elwood Initiation R 8/2/2010 9/15/2010 3/31/2011 GDepartment of Mines GPC AR/BI
Kim/Alex Execution G 1/3/2011 4/30/2011 4/11/2011 G
Oklahoma Water Resources Board GPC AR/BI
Kim/Alex Execution G 1/3/2011 5/31/2011 6/24/2011 G
Broadband GPC/AR/BI Kim/Alex Execution G 1/3/2011 4/30/2011 4/4/2011 G3% Withholding Alex Initiation>
PlanningG 1/3/2011 2/28/2011 4/30/2011 G
electronic Personnel Action Form (ePAF)
Alex Initiation> Planning
G 1/3/2011 2/28/2011 4/30/2011 G
IssuesIssue Status
1) The team and sponsors needs to gain a common understanding of how Grants, projects, and contracts will be rolled out.
A document describing the Grants, Projects, Contracts rollout is being created. We will distribute and set up a meeting to discuss by the end of March 30, 2011.
2) Assets rollout is on hold until additional resources are made available.
25
3) Pay Cycle Conflict – The custom VFRA process sometimes causes pay cycle to abend when they run at the same time.
We had a conference call with Oracle and it appears that voucher build should address our issues. A high level (+/- 50%) plan is being developed.
Resource requirements include 75% SBAS FTE, 50% DCAR FTE and 1492 consultant hours.
4) The expense module has been purchased but resources are currently unavailable for the implementation.
5) Brenda would like someone from her staff involved in the approval (sign-off) process for SQL Requests.
Not done yet. Need to modify the procedures to include DCAR staff.