CORE Executive Board May 3, 2010 Next CEB June 2, 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 1 Problem Management SQL Requests 2 Problem Management Summary Summary Total Problems Resolved or Resolution In Process Investigating Resolved by Future Functionality DR to be Created Monitor Financial PO22 HCM13103 DBA/System 2 11 TOTAL 4 Completed Projects since last CEB Asset Management Pilot Schedule Budget Portfolio Priority 5 6 Projects in Execution Delivery Schedule 7 8 9 10 Program Status HCM 11 CORE 1080 Higher Ed Payroll Status: GREEN Convert higher ed agencies from the legacy payroll system to the PeopleSoft system. TASKStartFinish System Testing test script preparation and validation and system testing 05/03/201008/31/2010 User Acceptance Testing includes conversion and parallel runs for OU 09/01/201010/15/2010 Production Preparation10/16/201010/31/2010 Production - OU11/01/2010 Requires Awareness: SOW has been signed and PO prepared 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 CORE 2581 Time & Labor 13 Status: Integration testing complete for OESC. UAT in progress. Integration Acceptance awaiting ODOT. Requires Awareness: CORE integration testing has not started. TaskStartEnd UAT OESC & Statewide04/12/201004/30/2010 Integration Testing ODOT (see awareness)04/19/201005/14/2010 System Roll - OESC05/03/201005/16/2010 Go Live - OESC05/17/2010 UAT - ODOT05/24/201006/18/2010 Key Activities Key Overall Issues CORE 2636 Commitment Accounting Rollout Status: GREEN Rollout plan is progressing as scheduled. Group F successfully converted and payrolls being processed. Group G being prepared for the May roll-out. TASK% CompleteStartFinish Group F Roll-Out10001/21/201004/30/2010 Group F Q&A Session10003/16/2010 Group G QA Session10004/13/2010 Group G Roll-Out2502/08/201005/30/2010 Group H QA004/26/2010 Group G Training004/26/201004/29/2010 Group G Conversion005/15/201005/16/2010 Group H Conversion005/22/201005/23/2010 Group I Conversion HR data only006/05/201006/06/2010 Requires Awareness: No issues at this time 14 Key Activities Key Overall Issues Commitment Accounting Rollout Stats GroupConversion Date Agencies# of Employees A09/15/200954,230 B12/13/ ,812 C01/16/ ,885 D02/13/ ,393 E03/13/201085,493 F04/17/ ,000 Total Live10725,813 G05/15/ ,125 H05/22/201018,571 I06/05/ CORE 2667 HCM Functionality Enhancements 16 Status: GREEN All Functional specs are completed. All Technical specs are completed. Enhanced Search Match is complete and has been released to system users. Salary Survey are in User Acceptance Testing. SQR reports are still being developed and tested. TASK% CompleteStartFinish ODOT - Completed Location table updates as well as updates to job and position with the new locations 100%01/01/201001/15/2010 Enhanced Search Match100%03/01/201004/15/2010 Salary Surveys80%01/01/201005/07/2010 Queries (71%) and Reports80%01/01/201005/12/2010 Implement Badge Functionality100%04/05/201005/14/2010 Requires Awareness: Key Activities Key Overall Issues Service Catalog Requests Employee Self Service Rollout Agencies# of Employees Live on System as of 4/1/ ,663 Scheduled after 04/01/ ,591 Exempted/Legislative/Judicial710,021 Total live/scheduled/exempted11739,275 To be completed/scheduled11439 Target12839,714 17 CORE 2674 Manager Self Service ODOT / Pilot 18 Status: GREEN Project will be in two phases: (1) limited salary personnel April 24th (complete) and (2) all non Agile Asset personnel will go at same time as Projects go-live. Requires Awareness: CORE will train the trainer, ODOT will train all other users for the Phase 2 implementation. Task%StartEnd Go live Limited Pilot10004/ /24/2010 Requirements Full Implementation10003/23/201004/07/2010 User Acceptance005/24/201005/29/2010 Train the Trainer005/24/201006/01/2010 Go Live0TBD Key Activities Key Overall Issues Program Status Financials Phase II Modules 19 CORE 2675 Data Staging Environment Status: GREEN Build staging environment containing PeopleSoft extracts that will be used by ODOT. TASKStartFinishODOT Access Development: Contracts (0513) and Project Costing (0514) are still in Development 02/15/201005/14/2010N/A AP Alltrans (0287) OSF Testing04/19/201005/14/201004/28/2010 Deposit Alltrans (0515) OSF Testing04/19/201005/14/201004/28/2010 Vendors (0152) OSF Testing04/26/201005/28/2010 AR/Billing (0512) OSF Testing04/26/201005/28/2010 Assets (0523) OSF Testing04/26/201005/28/2010 Purchase Orders (0234) OSF Testing04/26/201005/28/2010 Production GL alltrans (0188) & Setup Tables (023504/26/201006/30/201004/28/2010 Requires Awareness: Gave Phil access to FSDEV so he has access to tables as soon as OSF staff does; he can begin his development/testing as we are testing; Key Activities Key Overall Issues CORE 2680 EFT Remit Advices Status: GREEN Merkur has software that works with delivered PeopleSoft functionality toremit 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. TASKStartFinish Finalize Contract and Requisition for Merkur04/21/201005/21/2010 Configuration and Setup05/31/201006/04/2010 Customization of Remit Advices05/31/201006/04/2010 Testing06/07/201006/11/2010 Production06/14/2010 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. Key Activities Key Overall Issues CORE 2681 DCS Vendor Registration Status: GREEN Build interfaces between ok.gov and PeopleSoft for validation and upload of vendor/bidder data into PeopleSoft. TASKStartFinish Finalize SOW and Interagency Agreement04/15/201004/23/2010 Development04/19/201005/31/2010 Testing05/10/201006/30/2010 Documentation05/10/201006/30/2010 Production07/01/2010 Requires Awareness: Development requests have been completed. Routing for signatures. SOW (Innovativ) and DCS Interagency Agreement have been sent to DCS Development is in progress ok.gov and Innovativ Key Activities Key Overall Issues 2665 Asset Management Rollout Status: GREEN Project approved in last CEB Meeting but will not make much progress until July after the DMH Inventory Implementation is completed. TASKStartFinish Prepare for / Conduct Project Kick-off TBD Configure/Verify Agency Conversion Data 07/16/201010/05/2010 Perform Test Loads 08/26/201009/15/2010 Train Agency Users 09/17/201010/05/2010 Requires Awareness: DSC Resource is not committed to the project Key Activities Key Overall Issues CORE 2682 Inventory Pilot - DMH 24 Status: GREEN Project started. DMH currently cleaning up inventory item IDs. TASKStartFinish Kick off Meeting03/15/200903/15/2010 User Cleanup03/15/201004/30/2010 Conversion Testing05/01/201005/14/2010 User Testing / Training05/17/201006/14/2010 System Configuration and Conversion06/14/201006/30/2010 Go-Live07/01/2010 Requires Awareness: Key Activities Key Overall Issues 2692 Treasury GL Implementation Status: GREEN Project kick off was held April 21. TASKStartFinish Prepare for / Conduct Project Kick-off 04/12/201004/21/2010 Prepare for / Conduct / Document Business Process Analysis Sessions 04/21/201004/30/2010 Prepare for / Conduct / Document Fit Analysis Sessions 05/03/201005/27/2010 Define Statement of Work 05/28/201007/02/2010 Requires Awareness: Key Activities Key Overall Issues CORE 2599 Grants, Projects, Contracts with AR/Billing 26 Status: The Team is in User Acceptance Testing for state wide and OESC. TASKStartFinish UAT OESC & Statewide04/12/201004/30/2010 Integration Testing ODOT (see below)04/19/201005/14/2010 System Roll - OESC05/03/201005/16/2010 Go Live - OESC05/17/2010 UAT - ODOTTBD Requires Awareness: Go-Live is scheduled for: OESC 05/27/2010 on target, ODOT TBD Tentative date for starting ODOT Integration Testing was April 19 th. Not yet started. Key Activities Key Overall Issues CORE 2610 Inventory ODOT 27 Status: Integration Testing not started. TASKStartFinish Integration Testing (see below)04/19/201005/14/2010 Prepare for User Acceptance Testing05/15/201005/23/2010 User Acceptance Testing05/24/201006/18/2010 Go LiveTBD Requires Awareness: Integration Testing not started. Testing is still in TST2. Key Activities Key Overall Issues ODOT Phase II Update 28 MilestoneTargetComplete Accelerated OSF/ODOT AR/BI 10/30/2009 Commitment Accounting 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 County Leasing 04/01/2010 Manager Self Service Phase 1 04/25/2010 Asset Management Pilot Rollout TBD Inventory TBD G/P/CTBD T&L with Project CostingTBD Agile AssetsTBD Manager Self Service Phase 2TBD 29 30 31 32 33 34 35 Program Status 36 Within 10% of planWithin 20% of PlanOver 20% of plan Program Status 37 Within 10% of planWithin 20% of PlanOver 20% of plan Program Status 38 Within 10% of planWithin 20% of PlanOver 20% of plan 39 Issues IssueStatus Need improved coordination between all Teams (DCS, ODOT, CORE) to get the new Items setup, assigned to contracts and POs. Project plan has been created. CORE will be involved in the ODOT integration testing, and UAT. This includes fixing bugs. CORE resources are required to finish the OESC project (live date May 17) Daily meetings between the CORE and ODOT project managers are occurring to address project blockers as quickly as possible. Weekly meetings are held to review project issues. CORE team is supporting an increased number of services. The team does not Currently have the capability and capacity to support these services. Current plans include in backfill in FY Analyze team capability and capacity vs 2011 plans and create a plan to improve Self sufficiency. DCS resources for the Asset rollout are not committed We will need to obtain the appropriate resource or re-baseline the project