1

CORE Executive Board

Dec. 16, 2009

Next CEB TBD

2

•SQL Requests/Problem Management Summary

•Completed Projects

•Portfolio

• Budget Status

• Priority

• Execution Delivery Schedule

•Projects Moving to Execution Phase – Five Projects

•Program Status

• HCM

• Financials

•Application Development Service Request Summary

•Scorecard

•Executive Issues

Agenda

3

Problem Management

4

Problem Management Summary

SummaryTotal

Problems

Resolved or resolution in process Investigating

Resolved by future Functionality

DR to be Created

Financials 7 1 2 4 0

PO 3 2 1 0 0

HCM 9 5 2 0 2

TOTAL 19 8 5 4 2

5

Completed Projects2009 – Total 11

Schedule*World Class – 80%

Budget*World Class – 94%

* The Hackett Group, a global strategic advisory firm, is a leader in best practice advisory, benchmarking and transformation.

6

Completed Projectsince last CEB

AR Billing

ARRA

Schedule Budget

7

Portfolio Priority

Project NameProject

ManagerFunction

Current Project Phase

Priority within

FunctionBackfill Developers for Production support and Enhancments

Fred Cantrell Financial mgmt+

Human capital mgmt

Execution 1

Deposits Alex / Kim Financial mgmt Execution 2ARRA- Phase II BI Transparency Lisa

McKeithanOther Concept 3

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

Commitment Accounting- Rollout Michael Grisser

Human capital mgmt Execution 5

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

6

Integrated Item Maintenance Alex/Kim Assets, Supply Chain Management

Execution 7

Asset Mgmt-Pilot Alex / Kim Assets Execution 8Grants/Projects/Contracts/AR Billing ODOT/OESC

Alex / Kim Enterprise service automation

Execution 9

AP Workflow Michael Grisser

Financial Management

Planning> Execution

10

Higher Education Interface Lisa McKeithan

Human capital mgmt Planning 11

HCM functionality Enhancements Michael Grisser

Human capital mgmt Initiation 12

Inventory-ODOT Alex / Kim Supply chain mgmt Execution 13Grants/Projects/Contracts/AR Billing/T&L Extended - Commerce/DEQ Remainder of Concept Aencies

Alex / Kim Enterprise service automation

Planning 14

8

Portfolio Priority

Project NameProject

ManagerFunction

Current Project Phase

Priority within

FunctionBusiness Intelligence Lisa

McKeithanOther Initiation 15

Employee Self Service Rollout Michael Grisser

HCM Execution 16

Travel & Expense EFT Steve Wilson Financial mgmt Execution 17OpenBooks - Phase III Lisa

McKeithanOther Concept 18

Asset Mgmt-Rollout Michael Grisser

Assets Planning 19

Grants - Provisioning Lisa McKeithan

Other Planning 20

Licensing Lisa McKeithan

Other Planning 21

Treasury Lisa McKeithan

Financial mgmt Initiation 22

eBill Payment Lisa McKeithan

Financial mgmt Initiation 23

Backfill Developers for Production support and Enhancments 2011

Fred Cantrell Financial mgmt+

Human capital mgmt

Planning 24

9

Ap

r

May

J

u

n

J l y

Aug

Sep

Oc

T

Nov

Dec

Jan

Feb

Mc

h

Ap

r

May

Jun

J

l

Y

Aug

Sep

Oc

T

No

v

Dec

Jan

F

e

b

ARRA Transparency

Manager Self Svc

Item Maintenance

Deposits

Backfill Devel Support

Asset Mgmt Pilot

Inv ODOT

Time & Labor

HCM Enhcnd Funct

Commit Acct Rollout

ODOT/OESC GPC

GPC/AR/BL/T&L Extd

Asset Mgmt Rollout

Higher Ed Interface

2009 2010

Projects in Execution Delivery Schedule

2011

10

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

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 +/- 15%2010

Train Agency Users

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

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

Prepare for Agency Kickoff

Convert Agencies Asset Data and Validate

Technical Support as Needed

Agency Go Live

Configure Agencies Asset Management Business Unit in Production

11

2009Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct

Perform Gross to Net testing

- Functional resources in FY2011 will be reviewed (possible downsize). - Prototypes with agencies not expected to alter costs.

Plan is estimated to be the upper limit.

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 running monthly payrolls including those that do not use Projects. This Project includes the implementation of DEQ and Commerce. Costs include GPC, AR/BI and T&L resources required for a September go-live.

Milestone Plan +/- 15%2010

Prepare and conduct prototype sessions.

2666 - T&L GPC AR BI for DEQ, Commerce

Prepare Development Requests

Prepare for and conducts Business Process testing

Prepare for and conduct User Acceptance testing

Perform conversions / Go-Live

Post Production Support

Define and test security roles.

Prepare for and conduct Integration testing

12

2009Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Other reports and Queries

Post Production Support

Project Complete 05/28/2010

Table of Organization

Market Pay Matrix

Leave Codes

Define and Implement Search/Match

2667 - HCM Functionality Enhancements

Unclassified Salary Bands

Employee Photos

2010

Functionality needed to enable ODOT to retire their Legacy System and provide the new functionality to any state agencies that want to use it.

Milestone Plan +/- 15%

03/07/2010 - Define and Implement Search/Match 05/06/2010 - Market Pay Matrix

Targeted Headcount Matrix

04/15/2010 - Employee Photos 01/25/2010 - Leave Codes

IssuesAgency Availability for Incremental Delivery ODOT Availability for Incremental Delivery

04/14/2010 - Table of Organization 02/29/2010 - Targeted Headcount Matrix

Various dates for Reports and Queries

13

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

American Recovery & Reinvestment Act (ARRA) Transparency

Development

Go-Live

Testing and Validation

2009

Issues/Assumptions

Provide an ARRA web site to publish data reported through the ARRA process.

Milestone Plan +/- 15%

Define ARRA Transparency Requirements

2010

* Director Clingman has set a deadline of the end of January for the site to be live. Additional information may be added at a future time.

* Mapping functionality has been causing some problems.

14

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

Jan/ Feb

Mar/ Apr

May/ Jun

Jul/ Aug

Sep/ Oct

Nov/ Dec

* Waiting on 'firm' estimates for testing hours - must test for 28 higher ed agencies; Innovativ and functional team are reviewing and will provide the final estimates.

Issues/Assumptions

This process will replace the legacy system and move higher ed payrolls to the PeopleSoft environment. The payrolls will be edited and loaded and after validation, the status will be changed to 'confirmed'. Budgets will be verified and warrant numbers a

Milestone Plan +/- 15%

Cutover Testing: Test HR & PY interfaces, Test Legacy Conversion, Run parallels and balance, Define Cutover Plan (by Group)

Develop HR & PY Interfaces

2010

Higher Ed Detail Plan

Implementation (by Group)

Test HR & PY Interface

Production Readiness (Training Manuals, Integration Testing, Implementation Plan, etc.)

Post-Production Support (by Group)

Define Conversion Process (Includes programming and testing)

2011

15

Program Status

HCM

Time & Labor Manager Self Service Commitment Accounting Rollout ELM Rollout Employee Self Service Rollouts

1616

CORE – 2581 Time & Labor

Status: GREEN User Acceptance awaiting OESC and ODOT.

Requires Awareness:

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

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

Awaiting decision on DPS/ODOT 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

1717

CORE – 2600 Manager Self Service

Status: GREEN Project is nearing completion.

Requires Awareness:

ODOT has indicated that this functionality is needed.

Key Activities

Key Overall Issues

Task % Start End

Requirements Matrix, Configuration 100 10/01/2009 10/16/2009

Configuration 100 11/02/2009 11/27/2009

Development 95 10/15/2009 12/15/2009

Security 95 10/15/2009 12/15/2009

Integration Testing 95 12/01/2009 12/19/2009

18

CORE – 2636 Commitment Accounting Rollout

Status: GREEN Group B went live as of 12/14/2009 with an effective date of 12/01/2009. Training and Q&A sessions have been completed for Groups B & C. Rollout plan is progressing as scheduled. Training has been increased from 1 to 1.5 days in order to provide the agencies an overview (.5 days) as well as the full day training (1 day)

TASK % Complete Start Finish

Group B Go Live 100% 10/01/2009 12/14/2009

Group C, D & E Kickoff Meeting 100% 10/28/2009 12/15/2009

Group C Training 0% 01/13/2010 01/14/2010

Group C Conversion/Go live 0% 01/16/2010 01/17/2010

Convert Agencies in Test Environments Ongoing

Requires Awareness: No issues at this time

Key Activities

Key Overall Issues

19

Service Catalog Requests – Employee Self Service Rollout

Agencies # of EmployeesLive on System as of

11/30/2009 37 8,452

Going Live in December 9 165

Agencies Scheduled after 01/01/2010 15 12,740

Total agencies live and scheduled 61 21,418

As of December 1st, 21% of Employees are live on ESS

As of December 1st, 54% of Employees are live and/or scheduled to be live on ESS

Presentations – October 20th 40 Agencies attendedNext Presentation December 17 2009

Security has agreed to the Proposed DR. The DR will be routed for signatures the week of 12/17 and development will follow.

20

Program Status

Financials

Phase II Modules

2121

CORE – 2596 Deposits

Status: GREEN The Team has started User Acceptance Testing and conducting the Training of all agencies. CORE Team is working with OST to facilitate acceptance of the new functionality.

TASK Start Finish

Integration Testing 11/06/2009 11/26/2009

User Acceptance Testing 12/07/2009 12/18/2009

Training 12/07/2009 01/15/2010

Go-Live 01/18/2010

Requires Awareness:

Estimated 559 people statewide to train. Based on the first two days of training, the trainers have identified that they require either someone from OST or CORE to attend the sessions to answer questions.Configuration for 176 agencies has been identified. Team has begun configuration efforts within FSPRD.Brenda has been asked to push agencies – enrollment is slow.

Key Activities

Key Overall Issues

2222

CORE – 2597 Asset Pilot

Status: GREEN The Team has begun Integration Testing. Testing is progressing without issues.

TASK Start Finish

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

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

User Acceptance 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

2323

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

Status: YellowYellow

The Team is preparing for Integration Testing. OESC has begun working with CORE to be a part of the May go-live timeline. The Team is preparing a ‘catch-up’ plan.

TASK Start Finish

Define Agency Configuration 09/01/2009 11/30/2009

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

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

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

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

Requires Awareness:

•Go-Live is scheduled for: ODOT – 05/03/2010, OESC – 06/01/2010.•Late getting OESC involved.•OESC consultant required latest by January 15th.

Key Activities

Key Overall Issues

24

CORE - 2602 AP Workflow Status

Status:

YellowYellowIn September, Maximus was on site and performed a Fit/Information gathering sessions with OSF and select other agencies. On December 7th they presented 4 options and made a recommendation.

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 delay 0% 12/14/2009 12/18/2009

Requires Awareness:

Based on current analysis the AP workflow does not appear to have benefit right now (timing will be better with other implementations).

Meeting week of 12/14 to determine if a blend of options is worthwhile

Key Activities

Key Overall Issues

2525

CORE – 2608 Item Maintenance

Status: GREEN Currently on plan and development is in process.

Still to be done but not included in this Project:: DCS to manually convert remainder of Contracts and PO's – due date March 1, 2010.

TASK Start Finish

Identify Item Strategy & Maintenance Requirements 09/01/2009 10/12/2009

Retro-fit and Unit Test Solution 09/15/2009 11/23/2009

Integration Testing 11/24/2009 12/18/2009

User Acceptance Testing 01/04/2010 01/13/2010

Go Live 01/19/2010

Requires Awareness: Additional DR will be forthcoming.

Key Activities

Key Overall Issues

2626

CORE – 2610 Inventory ODOT

Status: GREEN 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 05/03/2010.

Key Activities

Key Overall Issues

27

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

Leave Conversion 01/10/2010

Deposits 01/18/2010

Item Maintenance 01/19/2010

Bi-Weekly 01/20/2010

Contracts (Added) 03/01/2010

Asset Management Pilot Rollout 03/08/2010

Inventory 05/03/2010

G/P/C 05/03/2010

T&L with Project Costing 05/03/2010

Agile Assets 05/03/2010

ELM 06/30/2010

HCM Enhanced Functionality 05/28/2010

ODOT Phase II Update

28

29

Application Development Service Request Summary - November 20, 2009

DR Dev Pending Dev UAT Completed

Problem Mgt CRM

ELM

EPM

FIN 1 4 1

HCM 1 1 1 1

Total 1 2 5 1 1

DR Pending Dev UAT Completed

Service Requests CRM 1 2 1

ELM 4 1 1

EPM 1

FIN 7 23 3 6 4

HCM 12 37 3 13 6

Total 23 62 7 22 11

DR Pending Dev UAT Completed

Overall Total 24 64 12 23 12

30

Program StatusWithin 15% of plan Greater than 15%

and less than 25%of plan

Greater than 25% 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

Deposits Execution G 7/1/2009 1/31/2010 1/31/2010 GARRA Transparency Execution G 10/15/2009 1/31/2009 1/31/2009 GTime and Labor Pilot Execution G 3/1/2009 5/28/2009 6/30/2010 GCommitment 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 GIntegrated Item Maintenance Execution G 8/1/2009 1/31/2010 1/31/2010 G

Asset Management Pilot Execution G 6/1/2009 4/14/2010 4/14/2010 GGrants/Projects/Contract A/R Billing ODOT/OESC

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

AP Workflow Planning G 8/15/2009 9/30/2009 12/16/2009 GHigher education Interface Planning>

ExecutionY 3/1/2008 7/31/2009 10/31/2009 G

31

Program Status

Within 15% of plan Greater than 15% and less than 25%of plan

Greater than 25% 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 5/10/2010 G

Inventory ODOT Execution G 8/1/2009 5/3/2010 5/3/2010 GGrants/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 7/31/2009 R

Open books Phase 3 Concept G GAsset Management Rollout Planning G 9/15/2009 3/31/2010 12/16/2009 GGrants - 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 7/31/2009 G

eBill Payment Initiation G 4/1/2009 6/30/2009 6/30/2009 G

32

Executive Issues

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

Finalize CORE Projects 2010 Budget: to be scheduled with Bolander and Fleckinger

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