1. 1 Office of State Finance Agenda Communications and Governance FMS Team ResponsibilitiesCurrent Project Status Introductions FMS Commitments Future Meetings Prioritization, Organization and Issues Feedback and Questions

2. 2 OSF Advisory Group Contact Information Michael Grisser – 522-1714 - michael.grisser@osf.ok.govmichael.grisser@osf.ok.gov Jennie Pratt – 521-6160 - jennie.pratt@osf.ok.govjennie.pratt@osf.ok.gov Laura Swingle – 522-4064 – laura.swingle@osf.ok.govlaura.swingle@osf.ok.gov Loren Turner – 522-1739 - loren.turner@osf.ok.gov loren.turner@osf.ok.gov

3. 3 Office of State Finance Agenda Communications and GovernanceIntroductions

4. 4 Governance / Communications Approach Partner Meeting Senior management briefing Strategy / Portfolio Management Permanent members OSF (DCAR, ISD) OPM, DCS Revolving membership ODOT, OESC, DEQ, Commerce, DHS Finance Advisory Group HR/Payroll Advisory Group Procurement Advisory Group Future Management briefing Process / Continuous Improvement Lead by OSF (ISD/DCAR) Agency Financial Leadership Production Specific Communications

5. 5 Quarterly review of projects Communicate Plans, Status, and Issues Communicate Resource Requirements Receive Feedback and Guidance from Key Stakeholders Purpose of Partner Meeting Stakeholder Communication & Feedback

6. 6 Purpose of Financial Advisory Group Meeting Bi Monthly review of Financials Management Systems (FMS) improvement initiatives Communicate Plans, Status, and Issues Review and provide input on ranking of priorities Communicate resource requirements Receive/Provide feedback and guidance Focus is on continuous improvement Assist with building a best in class system Communication/Feedback/Prioritization

7. 7 What is this all about CONTINUOUS IMPROVEMENT

8. 8 Office of State Finance Agenda Communications and Governance FMS Team Responsibilities Introductions

9. 9 FMS Team Responsibilities **Maintain the business services that are in production **Provide continuous improvement Implement new business services Rollout business services to new agencies ** Represents items that the Financial Advisory Group provides input

10. 10 OSF Business Services Financial Mgt SystemsPayroll/Human ResourcesOther Reporting / Business Intelligence Financial AnalyticsHuman ResourceProcurement & SpendProject Analytics ImplementedIn ProcessPlanned Extend / Collaborate Transaction / Streamline General Ledger - 175Accts Payable - 175 Purchasing - 130 Strategic Sourcing - 1E-Supplier - 1 Budget - 174 Human Resource - 132Base Benefits- 131 Time & LaborPayroll - 131 Employee Self Service – 45 Enterprise Learning Mgmt - 2 Higher Education Interface Manager Self Service Account Rec - 2Billing - 2 Asset Mgmt Project / Grants / Contracts Inventory E-Bill Payment Expenses (travel) Help Desk - 3 Help Desk Self Service Grants Provisioning Licensee OK.GOV Portal P-Cards AP Workflow eProcurement

11. 11 OSF Team Responsibilities OSF Resources Spend 67% of Their Time on Projects and 33% On Support

12. 12 Office of State Finance Agenda Communications and Governance FMS Team ResponsibilitiesCurrent Project Status Introductions

13. 13 Portfolio/Project Framework Portfolio (3 Year Plan) Define / Implement ServicesMaintainOperational Improvements Concept Initiation Planning Execution - Identifies a project idea, potential benefits and initial scope -Defines and authorizes a project obtains budgetary estimates - +/-50% Plan Updated Portfolio and Scorecard - Defines objectives and plans the course of action required to attain the objectives - +/-10% Plan Updated Portfolio and Scorecard - Integrates people and other resources to carry out the plan - Updated Scorecard, Monthly Status Project Framework Close

14. 14 Multi Agency Business Services Opportunity Map Enterprise Service Automation Human Capital ManagementOtherSupplier Relationship Financial Management Supply Chain Mgmt Assets 201020112012 Time and Labor Pilot Higher Education Interface Asset Mgmt Pilot Scanning and bar coding Grant/Project /Contracts Rollout Expense Module Treasury AP Workflow eBill Pay Voucher Build Leave Request Approval Grants Provisioning Business Intelligence Financial Analytics Licensing Archiving Phase 2 Budget Govt Risk & Compliance Address Scrubbing Software e- procurement Inventory ODOT Inventory Rollout Training Web Delivery Time and Labor Rollout Commitment Accounting Rollout Enterprise Learning - Rollout Strategic Sourcing- e- Supplier Rollout Financials Upgrade Apply Bundles 2011 Apply Bundles PCard Backfill Developers Integrated Item Maintenance Deposits T&L Manager Self Service GPC Pilot – ODOT/OESC Apply Bundles 2011 Employee Self Service Rollout Org Publisher Asset mgmt Rollout ConceptInitiationExecutionPlanningClose Backfill Developers T&L Mgr Self Service Rollout GPC Pilot – ODOC/DEQ Inventory Implementation ARRA Transparency ODOT Human Resources Time and Labor for Non b-weekly Openbooks Phase 3 Carl Albert Payroll E- Perfromance OSF/ODOT AR Billing Data Staging Area CAFR Reporting New Project

15. 15 JanJan FebFeb MchMch AprApr MayMay Jn e J l y AugAug SepSep OcTOcT NovNov DecDec JanJan FebFeb MchMch AprApr MayMay JunJun JuLJuL AugAug SepSep OcTOcT No v HCM 9.0 Upgrade Travel expense EFT Employee Self Service Strategic Sourcing Phase II fit Gap Finance Bundles Learning Mgt DEQ Archiving ARRA Commitment Acctg OSF/ODOT AR/BI Deposits Item Maint 20092010 Closed Projects Schedule ExecutionClose

16. 16 Projects in Execution Delivery Schedule

17. 17 Office of State Finance Agenda Communications and Governance FMS Team ResponsibilitiesCurrent Project Status Introductions FMS Commitments

18. 18 FMS Commitments The FMS team will communicate status to agencies as well as receive guidance from agencies by conducting quarterly partner meetings and start advisory group meetings. We will also publish a bi-monthly newsletter The FMS team wants to place more emphasis and effort on operational improvements to better serve the system users. We will also engage agencies for continuous improvement ideas and ranking of priorities. Time the team can commit to continuous improvement. We will engage with agencies to assist with testing and rollout of items.

19. 19 Office of State Finance Agenda Communications and Governance FMS Team ResponsibilitiesCurrent Project Status Introductions FMS Commitments Future Meetings

20. 20 Future Advisory Group Meetings Review any changes or enhancements to the system Status of changes or enhancements currently in process Review and rank any new/proposed changes or enhancements Provide users a forum to request changes/enhancements

21. 21 Resources/Process for Future Meetings Around 1 week before each future meeting we will provide a list of prioritized items In the meetings, we will explain the items as necessary to provide additional clarity We will solicit input/feedback on priority of the items After each meeting we will send an updated (re-ranked) list and we will estimate what will be completed in the next 60 days

22. 22 What We Need From You Participate in the Process Provide feedback on what you would like us to focus on Look at the “Big Picture” What is best for the State as a whole What will provide the best value Bring ideas for improvement Assist with ranking priorities

23. 23 Office of State Finance Agenda Communications and Governance FMS Team ResponsibilitiesCurrent Project Status Introductions FMS Commitments Future Meetings Prioritization, Organization and Issues

24. 24 Prioritization and Organization What do we focus on and how do we rank items to be worked 1. Production Impact (break fix) Something that once worked but now does not Something that has been found to be inaccurate 2. Recurring Problem/Issue (problem log) An issue that exhibits a pattern that can be corrected (root cause) 3. Service Requests Requests from users to correct issues (not break fix), provide more data, enhanced data or additional functionality

25. 25 Problems/Issues

26. 26 Problems and Issues Calendar 2009 Occurrences 29 - F-11-KK_liquidation 13 - F-17-Recycle_stat_vchr_dup 2 - F-18-Recycle_stat_vchr 8 - F-19-Warrant_fix 3 - F-29-Ophan_row_kk_source 4 - F-31-Dup_tran_ids 1 - F-37-Out of Balance Journal Entries 4 - F-40-Voucher File Error 64 – Total Occurrences Please refer to attachment “A” for a detailed list of problems/issues

27. 27

28. 28 FMS Service Requests Please refer to Attachment “B” for detailed FMS list. TotalFinancialsSupply Chain (PO) Other Total Items4629170 Ranked Items15870 Items Needing Cancellation (30’s)1100 Items with Approved DR’s (40’s)10 00 Items w/out Approved DR’s (50’s)2010 0 New Items to be Ranked (100’s)0000 Completed Items (999’s)0000

29. 29 Office of State Finance Agenda Communications and Governance FMS Team ResponsibilitiesCurrent Project Status Introductions FMS Commitments Future Meetings Prioritization, Organization and Issues Feedback and Questions