fy14 sla renewal process october 23, 2012. annual sla review purpose – an opportunity to update...

FY14 SLA Renewal Process

October 23, 2012

Annual SLA Review

• Purpose– An opportunity to update the Agency Billing (SLA)– An opportunity to review any outstanding agency

issues and past performance.– An Opportunity to review any new service needs.– Update of Agency Budgets (For Consolidated

Agencies only)– Update of the Opportunity Maps

Scope

• All Agencies that receive services from OMES/ISD– Consolidated only

Annual Review Timeline

November December January February March

Customer Survey

Draft SLA’s

Meet with Agencies

Create Slide Deck

Update Opportunity Map

Create Final Budget & Signed SLA

Get Budgets & SLA’s Approved

Service Informat

ion Staging,

bills, SLA’s, etc.

Perform Customer Survey Customer Service Rep Nov 1 – 30th

Draft SLA Based on Current Services – Based on the Master Billing Spreadsheet in the Billing Folder BSD December 1 – Feb 1st

Run Agency CRM Reports for Annual Review Customer Service Rep Nov 15 – Dec 15

Create/Update Annual Slide Deck Presentation CRM/BSD Nov 15 – Feb 1stst

Hold Annual Meeting to discuss needs, Review Survey Results, Review Draft SLA. Construction (3) & Revenue (7): 10 agencies @ 2 per wk for 3 wks and 1 per wk for 4 wks Education (8) & Natural Res(2): 10 agencies @ 2 per for 3 wks and 1 per wk for 4 wksEligibility & Insurance (3): 3 agencies @ 1 per wk for 3 wks Finance Admin (8) & Regulatory (13): 21 agencies @ 3 per wk for 7 wksHealth (1): 1 agency @ 1 per wk for 1 wks Public Safety & Defense (1): 1 agency @ 1 per wk for 1 wks

BSD, Customer Services Dave OBryant Matt Singleton Sarjoo Shah Mike Hedrick Patsy Leisering Ben Gherezgiher

Jan 1 – Feb 15th

7 weeks

Update Opportunity Map BSD December 1 – March 20th

Draft/Create Next Year Budget BSD December 1 – Feb 1st

Have budget approved by ISD Finance BSD, Finance December 1 – March 20th

Have SLA Approved by ISD Finance BSD, Finance December 1 – March 20th

Modify SLA BSD Feb 15 – March 30th

Sign SLA Customer March 30th

Folder Structure

J:

Folder Structure

SLA TemplateBudget Template

Business Segment Folders

Current Agency Billing

Folder Structure

You May need to

create these folders





Hold Annual Meeting to discuss needs, Review Survey Results, Review Draft SLA. •Construction (3) & Revenue (7): 10 agencies @ 2 per wk for 3 wks and 1 per wk for 4 wks •Education (8) & Natural Res(2): 10 agencies @ 2 per for 3 wks and 1 per wk for 4 wks•Eligibility & Insurance (3): 3 agencies @ 1 per wk for 3 wks •Finance Admin (8) & Regulatory (13): 21 agencies @ 3 per wk for 7 wks•Health (1): 1 agency @ 1 per wk for 1 wks •Public Safety & Defense (1): 1 agency @ 1 per wk for 1 wks


Jan 1 – Feb 15th

7 weeks

Update Opportunity Map & Program Budget BSD December 1 – March 20th






[Program/Agency Name]

e- procurement

Concept Initiation ExecutionPlanning Close

Win7/Office10 New PC Rollout

BI PO Analytics

Updated 10/17/2011

Program name Program nameProgram name

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rogr

am n

ame

Pro

gram

nam

e

Program nameProgram name

year year year

Project name

Project name

Project name

Project name

Project name

Project name

Project name

Project name

Project name

Project name

Project name

IF YOU HAVE NONE, PUT NONE ACROSS YOUR OPPORTUNIITY MAP AND SAVE IT IN THEAGENCY FOLDER.

Create Project/Program Budget[program name] Project Budget FYnn (Estimated Cost)

TOTAL PROJECT COST - Fynn

Project NameProj Ph Hardware Software Training Internal Cost External Cost

Tot Proj Cst 2013

Fynnn

nFynnn

nFynnn

n FynnnnFynnn

n Fynnnn FynnnnFynnn

n Fynnnn Fynnnn Fynnnn

Total

UNFUNDED PROJECTS - Fynn

Project NameProj Ph Hardware Software Training Internal Cost External Cost

Tot Proj Cst 2013

Fynnn

nFynnn

nFynnn

n FynnnnFynnn

n Fynnnn FynnnnFynnn

n Fynnnn Fynnnn Fynnnn







Jan 1 – Feb 15th

7 weeks







Current Budget

Financials Login Screen

Expenditure Report

Select Reporting Tools

Select Query Viewer

First Select Search

Then Select PJG_AP_QUERY_FOR-MH

This is the next screen you will see

This is where you enter the data you want in the query. Please keep in mind that this is based on a fiscal year so period 1 is July not January

This is the result of the query. It can be filtered for IT object codes only and then sorted in any order that you wish.

Create Budget

1.Use the worksheet as a starting point 2.Then update the actual budget spreadsheet

Agency IT Budget Worksheet Agency: Agency #: 1) OSF Services Description Cost/Unit Units Cost $ - $ - $ - $ - $ - $ - $ - $ - $ - Sub Total: $ -

2) IT Related Contracts (if any) Vendor Description/Notes Cost Invoice Frequency $ - $ - $ - $ - $ - $ - $ - $ - Sub Total: $ -

3) Agency Specific IT Personnell (if any) Pin Name Title Sal. & Benefits $ - $ - $ - $ - $ - $ - Sub Total: $ -

4) IT Projects for FY 13 (if any) Vendor Description/Notes Cost $ - $ - $ - $ - $ - $ - $ - Sub Total: $ -

Total Agency Budget $ -

Changes Tracking

1) OSF Services Changes Description/Notes Cost/Unit Change in Units Cost Change $ - $ - $ - $ - $ - $ - $ - $ - $ - Sub Total: $ -

2) Changes in Agency Specific IT Related Contracts (if any) Vendor Description/Notes Cost Change $ - $ - $ - $ - $ - $ - $ - $ - Sub Total: $ -

3) Change in Agency Specific IT Personnell (if any)

PIN Positions Add or Eliminate Sal. & Benefits Change $ - $ - $ - $ - $ - $ - Sub Total: $ -

4) Changes In Project Budget Vendor Description/Notes Cost Change $ - $ - $ - $ - $ - $ - $ - Sub Total: $ - Total Agency Budget $ -

Budget Spreadsheet

IT Professional Services

Contracts

Offices Supplies,

etc.

Travel, Training,

RegistrationsHardware

Anything you are not sure where to put

To be added: Personnel Changes

Finance will fill in this tab

Any tab not specified above, do not touch.

What goes in your budget:1. Personnel Costs2. Agency Specific Contracts3. Program/Project Budgets

DO NOT PUT SERVICESIN YOUR BUDGET.







Jan 1 – Feb 15th

7 weeks







Draft SLA based on:(FY2014 SLA template available Dec 1st)

1. Billing Transaction Upload– this is the current services and amounts that we are billing the agency.

2. The current Budget – for reference as to what was expected to be spent for the current FY.

3. The Expenditure Report – for reference of what was actually spent by both OMES budget and Agency budget; A. Looking for anything that may need to come to OMES Services.B. Looking for contracts that were missed during the consolidation that

now need to come over – if you feel you have any of these, contact Alana Owen to get these moved to OMES.

4. The True-up reports – to modify the quantities of those services that only get changed on an annual basis.

5. Billing Changes submitted since July – Check to see if any changes to the billing has occurred since July – more details to come.

SLA

Your SLA will compute as follows:

Agency FY2014 Budget + Services

Billing Transaction Upload

QuantityAgency Number Part Number

True-Up Reports

We will get al list from Nick & Sunni and put in a folder for the counts per agency for the Following: - PC’s-Laptops-- File & Print-- Email-- Blackberry-- VPN-- Good (we are currently not billing for this, but Nick would like to start in July 2013)

Create a new SLA billing List

SLA Tab Format

Draft SLA Based on Current Services – Based on the Billing Transaction Upload, True-ups and budget.

True-ups

Personnel Costs

Project Budgets

Agency Specific Contracts

Current Billing

Part Numbers:StaffProjectsContractsActual Part Numbers for Services

SLA Parts ListOnce you have complete the SLA Parts list:

1. Save it in your SLA Folder and name it: Example: 400 – Libraries SLA Parts List 20130120

2. copy and past it into the SLA Template (located in the agency template folder). Make sure you use the FY2014 template and make sure you use the latest one for each agency.

Update Agency Contact InformationOMES Contacts

Name Title Phone Email

xxxxxxx Business Segment Director (405) 52x-xxxx [email protected]

Drew Hall Service Manager (405) 521-2433 [email protected]

Stephanie Tomlinson Customer Service Rep (405) 522-8021 [email protected]

Agency Contacts

Name Title Phone Email







Jan 1 – Feb 15th

7 weeks







Get Approvals1. Copy SLA and Budget to ISD Finance folder for their review and

approval.

2. Send email to Ray Hankins CC: Sherry Collier letting them know it is ready.3. Once they are done, they will Protect and Rename your files with

APPROVED and the date on the end and send you an email that they are approved.

4. You will then need to move the approved files into your agency 2013-FY2014 folders.

400-Libraries FY2014 Budget

400-Libraries FY2014 Budget Approved 20121015

400-Libraries FY2014 SLA

400-Libraries FY2014 SLA Approved 20121015

Changes after ApprovalsIf you need to make changes after the approvals are made:1. Make the changes to your original working copy, changing the font

color to red on any changes.2. Copy SLA and/or Budget to ISD Finance folder for their review and

approval. 3. Send email to Ray Hankins CC: Sherry Collier letting them know it is ready.4. Once they are done, they will Protect and Rename your files with

APPROVED and the date on the end and send you an email that they are approved.

5. You will then need to move the approved files into your agency 2013-FY2014 folders.







Jan 1 – Feb 15th

7 weeks







Update Annual Slide Deck Presentation

From the Slide Deck created by Customer Service, update the next three pages with the current information for the agency.

Technology Services

Helpdesk• Service Desk• Service Desk Hosting

Application Development• Application Support

Content Management• Imaging• Wiki

Operations• Custom Printing• Courier Services

Cabling• Inside Plant• Outside Plant

Consulting• Desktop• Server & Mainframe

Desktop• Desktop Support• E-mail & Calendar

Data Center and Servers• Data Center Space• Offsite Media Storage

Voice and Data Services• Local Area Network• Wide Area Network• Remote Access• Contact Center• Campus Broadband• Web Conferencing

Security• Policy and Procedures• Risk Assessment• Awareness Training• Cyber Security Seminar

• Mainframe Hosting• Distributed Server Hosting

• Operations Center• Incident Response• Disaster Recovery

• IP Telephone• PBX Telephone• Audio Conferencing• Wireless

• Network

• File & Print Services

Implemented In Progress Planned Not planned

Reporting / Business Intelligence

Payroll/Human Resources

Portal Services

Business Application Services

• Enterprise Learning Management• Manager Self-Service• Employee Self Service

• OK.gov Licensing• GovDelivery• Online Filing System• Bill Pay• Common Checkout

Transparency

Financial Management Systems

Extend / Collaborate Transaction / Streamline

Extend / Collaborate Transaction / Streamline

• Human Resource;• Payroll• Higher Ed Interface • Base Benefits; • Time & Labor

• OK.gov Payment API• Drupal CMS• Go Gov! CMS

• AP Workflow• E-Supplier• E-Bill Payment • Travel Expenses • eProcurement • Strategic Sourcing• Licensing

• General Ledger• Purchasing• Accounts Payable• Accounts Receivable• Asset Management• Inventory• Budget• Billing• Projects, Grants, & Contracts• P-Cards • Grants Provisioning

• Human Resources• Financial Analytics• Procurement & Spending

• ARRA• Open Books• Data.ok.gov


Agency Specific Application Services

Agency Specific Application Services• Application 1 • Application 2• Application 3• Application 4

• Application 5• Application 6


If there are no Agency Specific

Application Services, you can remove

this slide







Jan 1 – Feb 15th

7 weeks







Schedule Annual Meeting

• Schedule Annual Meeting with the agency, be sure to include either Drew Hall or Stephanie Tomlinson at each meeting.

Modifications and Re-Approvals

• Make and Modifications that is agreed upon in the meetings, get them approved by ISD Finance again.

File

• Place the signed SLA in the ISD Finance Managers in-basket (They will scan and file the SLA in your folder)

• Make sure all documents are placed in your agency folder

• Update your status report spreadsheet.

Status Reporting

• Each BSD will have their own Status Sheet to update weekly, you will need to put planned date in each column, once the task/deliverable has been completed, update the date and change the color of the cell to Green.

• Add any additional comments in the Status Column.

Status ReportWithin each Business SegmentFolder….

An Excel SpreadsheetFor Status Reporting

Status ReportBusiness Segment

Agency # Agency Name

Customer

Survey Comple

ted (CSR)

Create Customer Slide

Deck (CSR)

Modify Customer Slide

Deck (BSD)

Customer

Meeting Scheduled/Held

(BSD)

SLA Drafted (BSD)

Budget Ready

for Review (BSD)

Budget Approved (ISD FInance

)

SLA Approved (ISD

Finance)

Opportunity Map (BSD)

SLA Signed (BSD)

Status

Education 44 Anatomical Board

Education 55 Arts Council

Education 265 Education Department

Education 269 Teacher Preparation Commission

Education 563 Private Vocational Schools Board

Education 619 Physician Manpower Training Commission

Education 628 Center for Advancement of Science & Technology - OCAST

Education 715 Teachers' Retirement System

Natural Resources

307 Interstate Oil Compact Commission

Natural Resources

566 Tourism & Recreation Department

At the EndAt the end you should have created the following

files:• Budget: 400 – Libraries FY2014 Budget –

Approved 20130129 • SLA: 400 – Libraries FY2014 SLA – Approved

20130130• Slide Deck – 400 Libraries Annual Review

20130215Other items that may have been created:• Budget Worksheet• Issues List• Expenditure Report• Customer Survey Results• Billing SLA Spreadsheet

fy14 sla renewal process october 23, 2012. annual sla review purpose – an opportunity to update...

Documents

th slide

agency billing sla

wks bsd

wks education

wks health

review draft sla

th draft sla

annual sla review purpose