CORE Executive Board January 27, 2010 Next CEB February 17, 2010

1 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 FMS Service Requests Executive Issues

2 Problem Management

3 SummaryTotal Problems Resolved or Resolution In Process InvestigatingResolved by Future Functionality DR to be Created Financials10226 PO11 HCM9522 TOTAL Problem Management Summary

4 Completed Projects since last CEB Item Maintenance Deposits Schedule Budget

5 Portfolio Priority

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7 Projects in Execution Delivery Schedule

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11 Program Status HCM

12 CORE – 2581 Time & Labor Status: RED Integration and User Acceptance awaiting OESC and ODOT. Requires Awareness: ODOT and OESC moved to biweekly Payrolls as of January Full integration test and UAT will coincide with GPC and Concept Agencies. Awaiting decision on DPS policies. Key Activities Key Overall Issues Task%StartEnd Development903/23/0911/15/09 Implementation Packages for Agencies1007/01/099/14/09 Training manual1004/24/0910/30/09 Business Process Flow1006/15/0910/30/09 User Acceptance Testing - ODOT0TBD

13 CORE – 2600 Manager Self Service Status: GREEN Project on hold pending more analysis Requires Awareness: Project on hold pending more analysis Key Activities Key Overall Issues Task%StartEnd Training Manual10010/01/200910/16/2009 User Acceptance Testing10012/21/200901/11/2010 Security10012/21/200901/11/2010 Perform Training for Concept Agency10001/19/201001/22/2010 Go Live002/01/2010

14 CORE – 2674 Manager Self Service ODOT / Pilot Status: GREEN Project will be in two phases: (1) limited salary personnel in the March time frame and (2) all non Agile Asset personnel July 1 st. Requires Awareness: Key Activities Key Overall Issues Task%StartEnd Kick Off002/09/2010 Schedule Project002/10/201002/17/2010 Security0 Perform Training for Concept Agency0 Go Live007/01/2010

15 CORE – 2636 Commitment Accounting Rollout Status: GREEN Group C went live as of 01/18/2010. Training and Q&A sessions have been completed for Groups C & D. Kick-off session completed for Group F 01/21. Rollout plan is progressing as scheduled. Training days for Group D will be increased from 1.5 days to 2.5 days to accommodate the number of agencies. TASK% CompleteStartFinish Group C Go Live100%10/28/200901/18/2010 Group C Training100%01/13/201001/14/2010 Group D Q&A100%01/19/2010 Group F Kickoff Meeting100%01/21/2010 Group D Go Live0%02/13/201002/14/2010 Requires Awareness: No issues at this time Key Activities Key Overall Issues

16 CORE – 2667 HCM Functionality Enhancements Status: GREEN Functional specs 14 of 23 are completed. Technical specs 14 are completed. The number of reports has again been reduced (by 3) due to the team creating queries. Two approach papers have been created and are under review Search Match is complete except for acceptance testing which will determine of the related documentation is adequate. ODOT updates to locations are complete. 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 Define and Implement Search match85%01/01/201002/19/2010 Table of Organization47%01/01/201002/28/2010 Queries (71%) and Reports16%01/01/201005/12/2010 Requires Awareness: Case logged with PeopleSoft to report security flaw on badge component – we can easily fix if we do not get a solution from Oracle. The case has been escalated. Tech estimates on Market Pay process increased by 40 hours because of complexity. Plan is OK due to reduction of other reports being replaced by queries Key Activities Key Overall Issues

17 Service Catalog Requests – Employee Self Service Rollout Agencies# of Employees Live on System as of 02/01/ ,257 Scheduled after 02/01/ ,980 Total live and scheduled6423,641 As of February 1 st, 46% of Employees will be live on ESS As of today, 59% of Employees are live and/or scheduled to be live on ESS Presentations – Last ESS presentation was performed on December 17 User Password Reset functionality should be moved to production around 01/27

18 Program Status Financials Phase II Modules

19 CORE – 2597 Asset Pilot Status: GREEN The Team is preparing for User Acceptance Testing. Integration Testing identified a few issues related to Security. New DRs have been created and are being routed for approval and development prior to User Acceptance Testing. TASKStartFinish Integration Testing - Finalizing11/09/200901/13/2010 Training Manuals01/04/201002/05/2010 User Acceptance – Preparing for02/03/201002/25/2010 Training02/08/201003/05/2010 Go-Live03/08/2010 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

20 CORE – 2599 Grants, Projects, Contracts with AR/Billing Status: RED The Team is preparing for Integration Testing. Integration Testing to begin on 01/25/2010 rather than 01/04/2010. The Team is working on a ‘catch-up’ plan. OESC has begun working with CORE to be a part of the May / June go-live timeline. OESC still waiting on consultant. TASKStartFinish Define Agency Configuration – ODOT Complete / OESC Continuing 09/01/200911/30/2009 Clean-up and Format Conversion Data – Ongoing09/01/200911/30/2009 Prepare for Integration Testing - Continuing10/01/200912/25/2009 Integration Testing01/04/201002/16/2010 Training Manuals – Identification01/18/201002/26/2010 Requires Awareness: Go-Live is scheduled for: OESC – 06/01/2010, ODOT – 07/01/2010 Late getting OESC involved. OESC consultant – delayed. ODOT change requires rework of plan. Key Activities Key Overall Issues

21 CORE AP Workflow Status Status: RED On December 7 th Maximus presented 4 options and made a recommendation. The team wanted more time to digest the options. A meeting was scheduled for 01/06 which was canceled due to consultants being sick. It has been rescheduled for 02/02/2010 TASK% CompleteStartFinish Perform On Site Fit/Info gathering Sessions100%09/07/200909/11/2009 Maximus present solutions100%12/07/2009 Determine to move forward or hold0%01/06/201002/19/2010 Requires Awareness: Based on current analysis the AP workflow does not appear to have benefit right now. Team is reviewing options. Key Activities Key Overall Issues

22 CORE – 2610 Inventory ODOT Status: RED Development has been approved for Inventory ODOT TASKStartFinish Development10/01/200911/30/2009 Requires Awareness: No other tasks for CORE at this time. They plan to go live 07/01/2010. Key Activities Key Overall Issues

23 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 03/01/2010 Asset Management Pilot Rollout 07/01/2010 Inventory 07/01/2010 G/P/C07/01/2010 T&L with Project Costing07/01/2010 Agile Assets07/01/2010 ODOT Phase II Update

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27 Program Status Within 10% of planWithin 20% of PlanOver 20% of plan

28 Program Status Within 10% of planWithin 20% of PlanOver 20% of plan

29 FMS Service Requests TotalFinancialsSupply Chain (PO) Other Total Items 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) New Items to be Ranked (100’s)0000 Completed Items (999’s)0000

30 Issues 2) The fixed asset rollout plan has been Completed and additional state resource is required to deliver on the current Schedule. Determining how to fund the project with additional state resource. IssueStatus 1) PeopleSoft requires agencies to be on bi-weekly payroll to support integration between payroll and Projects / Grants / Contracts. DEQ and Commerce are not moving toward a bi-weekly payroll. A detail plan has been created and presented to DEQ and Commerce. Commerce has committed to the plan And DEQ is in the process of reviewing. 3) The bi-weekly payroll conversion was more difficult for the agencies and HCM Team than expected. We will conduct a post mortem on the bi-weekly payroll project and determine what we can do to make this conversion process seamless. 4) ODOT has delayed their Implementation of Grants/Projects/ Contracts, Inventory, and Time and Labor. The team is currently re-planning the Implementation for the four pilot agencies - (DEQ, Commerce, ODOT, OESC).

31 Executive Notes Communications: Next Quarterly Partners meeting: Feb.4, 2010 Financial Advisor Group meeting: Jan. 27, 2010 Roadmaps in development: Procure to Pay – Jan OKDHS under refinement – Feb Special CEB Meeting – Review ODOT Revised Plans - TBD