Financials Advisory Board

1. Financials Advisory Board June 15, 2010

2. Agenda Office of State Finance Welcome Project Updates FAB Purpose Responsibilities Issues Updates Feedback and Questions

3. Agenda Office of State Finance Welcome

4. Agenda Office of State Finance Welcome FAB Purpose

5. Recap - Purpose of Finance Advisory Board Meeting • Bi Monthly review of Financials improvement initiatives • Communicate Plans, Status, and Issues • Assist with review and ranking of priorities • Communicate resource requirements • Receive feedback and guidance • Focus is on continuous improvement Communication/Feedback/Prioritization

6. Agenda Office of State Finance Welcome FAB Purpose Responsibilities

7. Recap - CORE 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 Finance Advisory Board provide input

8. Agenda Office of State Finance Welcome FAB Purpose Project Updates Responsibilities

9. Employee Self Service Rollout Asset Management Pilot HCM Functionality Enhancements OESC Phase 2 (Grants/Projects/Contracts/AR/Billing) Schedule Budget Completed Projectssince last FAB Meeting

10. Multi Agency Business Services Opportunity Map New Project Changed Phase Concept Initiation Planning Execution Close 2010 2011 2012 Asset Mgmt Pilot Asset mgmt Rollout Scanning and bar coding Assets Inventory Rollout Inventory Implementation Financials Upgrade E-Perfromance Budget Integrated Item Maintenance Grant/Project/Contracts Rollout Apply Bundles Address Scrubbing Software Inventory ODOT 3% Backup Withholdings Inventory Mental Health PCard Training Web Delivery Supply Chain Mgmt eBill Pay Org Publisher Apply Bundles 2011 Voucher Build Expense Module Govt Risk & Compliance Treasury GL Grant/Project/Contracts Rollout Leave Request Approval FFATA Transparency e- procurement Backfill Developers Time and Labor Rollout Deposits AP Workflow Archiving Phase 2 EFT Remittance Apply Bundles 2011 Business Intelligence Financial Analytics GPC Pilot – ODOC/DEQ Higher Education Interface Financial Management Backfill Developers T&L Mgr Self Service Rollout OSF/ODOT AR Billing T& L for Non b-weekly ODOT T&L MSS Carl Albert Payroll Strategic Sourcing- e-Supplier Rollout Enterprise Learning - Rollout Enterprise Service Automation Openbooks Phase 3 Employee Self Service Rollout CAFR Reporting GPC Pilot – ODOT/OESC Commitment Accounting Rollout T&L Manager Self Service Pilot Licensing Data Staging Area Vendor Registration HCM functionality Enhance Time and Labor Pilot Grants Provisioning ARRA Transparency Human Capital Management Other Supplier Relationship

11. Multi Agency Business Services Opportunity Map Changes Since Last Partner Meeting • Completed projects Asset Management Pilot, OESC Phase 2, Manager Self Service, ARRA Transparency, Employee Self Service, HCM Functional Enhancement • New Projects • Inventory Mental Health – Legacy inventory system was unsupported • EFT Remit Advices – Notifies (E-mails) vendors about EFT payments • 3% Backup Withholding – Federal Law requirement by Jan 2012 • ODOT Manager Self Service – Time capture and approval • FFATA Transparency – Federal transparency requirement • Vendor Registration – Vendor interface from OK.Gov to Peoplesoft • Projects Moved Project Framework Phase • AP Workflow – Moved to execution. Complete in July • Treasury GL – Moved to execution, Complete in December • Enterprise Learning Mgmt Rollout – Moved to planning, OPM, Sup Court, ODOT • Time and Labor Non bi-weekly – Moved to execution, Complete in December • Data Staging Area – Moved to execution, Complete in June • CAFR Reporting – Moved to planning

12. Projects in Execution Delivery Schedule Within 10% of Plan Within 20% of Plan Over 20% of Plan Re-baseline 12

13. Agenda Office of State Finance Welcome FAB Purpose Project Updates Responsibilities Issues

14. Issues Issues Solutions 1) Time CORE team can commit to continuous improvement. We did not make our goal for this period IN PROCESS – Combine with PO Advisory group to make rankings easier. Will better enable us to look at the Big Picture – August meeting 2) Receipt Accrual – Functionality that would allow agencies using receiving to accrue all receivers at month end. Also budget checks, giving agencies a more accurate fund balance NEEDS FOLLOW UP - Many of the FAB members expressed interest in this topic. Patricia/Laura to schedule a meeting to discuss 3) Employee Self Service has increased number of help desk calls. The hold time and abandonment rate for the help desk has increased IN PROCESS - We have increased staffing at the help desk with temporary resource.

15. Agenda Office of State Finance Welcome FAB Purpose Project Updates Responsibilities Issues Updates

16. Updates – Completed Items • Completed Items – Review List • 8 items on last list • 3 items from list completed • 5 items from list not completed • 7 total items completed

17. Update – 60 Day Target Items • 60 Day Target Items – Review List • Discussion – questions/proposed changes/clarification

18. Update – Watch Items List • Watch Items – Review List • Discussion – questions/proposed changes/clarification

19. Agenda Office of State Finance Welcome FAB Purpose Project Updates Responsibilities Issues Updates Feedback and Questions