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Agenda

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... Specific Communications Management briefing Process / Continuous Improvement Lead by OSF & OPM Agency HR/PY/ELM Leadership ... MAXWELL ... 360.00 0.00 40702.00 1 ... – PowerPoint PPT presentation

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Title: Agenda


1
Agenda
Office of State Finance
2
HCM Advisory Board Contact Information
  • Michael Grisser 522-1714 - michael.grisser_at_osf.o
    k.gov
  • Nancy Tarrant 522-4363 - nancy.tarrant_at_osf.ok.go
    v
  • Alan Binegar 522-1712 alan.binegar_at_osf.ok.gov
  • Tom Patt 522-0422 - tom.patt_at_opm.ok.gov
  • Everett Slavik 522-0123 - everett.slavik_at_opm.ok.
    gov
  • Other Members
  • Tom Spencer 858-6737 - tspencer_at_opers.ok.gov
  • Dan Melton 232-1190 - dmelton_at_ebc.state.ok.us

3
HCM Advisory Board Members
  • Cynthia Zinn Healthcare Authority
  • Margot Barnes OKDHS
  • Gary Sloup ODOT
  • Cindy Leonard Corrections
  • Leanne Beale Health Department
  • Lucinda Meltabarger OSF
  • Lee Ann Gregory Career tech
  • Linda Phillips DPS
  • Diane Haser-Bennett OKDHS
  • Christina Hamilton Commerce
  • Ayana Wilkins DEQ

4
Agenda
Office of State Finance
5
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

HR/Payroll Advisory Board
Finance/Procurement Advisory Board
  • Management briefing
  • Process / Continuous Improvement
  • Lead by OSF (ISD/DCAR)
  • Agency Financial Leadership
  • Management briefing
  • Process / Continuous Improvement
  • Lead by OSF OPM
  • Agency HR/PY/ELM Leadership

Production Specific Communications
6
Purpose of Partner Meeting
  • Quarterly review of projects
  • Communicate Plans, Status, and Issues
  • Communicate Resource Requirements
  • Receive Feedback and Guidance from Key
    Stakeholders

Stakeholder Communication Feedback
7
Purpose of HCM Advisory Board Meeting
  • Bi Monthly review of Human Capital Management
    (HCM) and Enterprise Learning Management (ELM)
    Systems improvement initiatives
  • Communicate Plans, Status, and Issues
  • Review and provide input on ranking of priorities
  • Communicate resource requirements
  • Receive/Provide feedback and guidance
  • Focus on continuous improvement
  • Assist with building a best in class system

Communication/Feedback/Prioritization
8
What is this all about
  • CONTINUOUS IMPROVEMENT

9
Agenda
Office of State Finance
10
HCM 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 on which the HCM Advisory
Board provides input
11
Shared Business Services
/ - first number agencies live
second number agencies in scope
Implemented
In Process
Planned
Reporting / Business Intelligence
Financial Analytics
Human Resource
Procurement Spend
Project Analytics
Transparency
Extend / Collaborate
Strategic Sourcing 1/?
E-Supplier 1/?
Employee Self Service 125/125
Enterprise Learning Mgmt 2/?
Help Desk Self Service
OK.GOV Portal
Manager Self Service 1/131
Expenses (travel)
AP Workflow 2/?
E-Bill Payment
eProcurement
Transaction / Streamline
General Ledger 175/175
Human Resource 132/132
Base Benefits- 131/131
Help Desk 5/?
Grants Provisioning
Accts Payable 175/175
Purchasing 130/ 130
Budget 174/174
Time Labor
Payroll 131/131
Licensee
Higher Education Interface
Account Rec 3/40
Billing 3/40
Asset Mgmt 5/128
Project / Grants / Contracts 1/40
Inventory 1/?
P-Cards
12
Team Responsibilities
Resources Spend 71 of Their Time on Projects and
29 On Support
12
13
Incident Service Request
The Team Closes on Average 1700 Support Service
Request or Incidents a Month
14
Agenda
Office of State Finance
15
Completed Projects
  • Schedule Budget
  • Employee Self Service Rollout
  • Asset Management Pilot
  • HCM Functionality Enhancements
  • OESC Phase 2 (Grants/Projects/Contracts/AR/Billing
    )

16
Portfolio/Project Framework
Portfolio (3 Year Plan)
Define / Implement Services
Maintain
Operational Improvements
Project Framework
Concept
- Identifies a project idea, potential benefits
and initial scope
Initiation
  • Defines and authorizes a project obtains
    budgetary estimates
  • - /-50 Plan Updated Portfolio and Scorecard

Planning
- Defines objectives and plans the course of
action required to attain the objectives -
/-10 Plan Updated Portfolio and Scorecard
Execution
- Integrates people and other resources to carry
out the plan - Updated Scorecard, Monthly Status
Close
17
Multi Agency Business Services Opportunity Map
Concept
Initiation
Execution
Planning
Close
2010
2011
2012
Asset Mgmt Pilot
Asset mgmt Rollout
Assets
Scanning and bar coding
Asset mgmt ODOT
Inventory Rollout
P-Card Module
INV Implementation
Budget
E-Perfromance
Financials Upgrade
Treasury Module
Grant/Project/Contracts Rollout
Integrated Item Maintenance
Address Scrubbing Software
Apply Bundles
Inventory ODOT
3 Backup Withholdings
Pcard BOA trans
eBill Pay
Inventory Mental Health
Training Web Delivery
Supply Chain Mgmt
Org Publisher
Voucher Build
Apply Bundles 2011
Expense Module
Govt Risk Compliance
Treasury GL
Backfill Developers
Grant/Project/Contracts Rollout
Backfill Developers
Leave Request Approval
e- procurement
FFATA Transparency
Travel and expense
Time and Labor Rollout
Deposits
AP Workflow
Archiving Phase 2
Apply Bundles 2011
EFT Remittance
Business Intelligence Financial Analytics
GPC Pilot ODOC/DEQ
Higher Education Interface
Financial Management
TL Mgr Self Service Rollout
GPC ODOT
OSF/ODOT AR Billing
T L for Non b-weekly
ODOT TL MSS
Peopletools 8.49
Strategic Sourcing- e-Supplier Rollout
GPC Pilot OESC
Enterprise Learning - Rollout
Enterprise Service Automation
Openbooks Phase 3
Employee Self Service Rollout
Licensing
TL Manager Self Service Pilot
Data Staging Area
Vendor Registration
HCM functionality Enhance
Commitment Accounting Rollout
Time and Labor Pilot
Grants Provisioning
ARRA Transparency
Human Capital Management
Other
Supplier Relationship
18
Projects in Execution Delivery Schedule
18
Within 10 of Plan
Within 20 of Plan
Over 20 of Plan
Re-baseline
19
Agenda
Office of State Finance
20
HCM Commitments
  • The HCM team will communicate status to agencies
    as well as receive guidance from agencies by
    conducting quarterly partner meetings and start
    advisory board meetings. We will also publish a
    bi-monthly newsletter
  • The HCM 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.

21
Agenda
Office of State Finance
22
Future Advisory Board Meetings
  • Review any changes or enhancements to the system
  • Communicate 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

23
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

24
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

25
Agenda
Office of State Finance
26
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

27
Issues
Issues
Solutions
1) The CORE team is striving to do a better job
of communicating status and direction to
agencies and receiving guidance from agencies
Conduct quarterly partner meetings and start
advisory board meetings. Publish a CORE
newsletter bi-monthly
2) The CORE team needs to place more emphasis and
effort on operational improvements to better
serve the system users
Make continuous improvement a higher priority.
Engage agencies for continuous improvement Ideas
and ranking of priorities.
3) Time CORE team can commit to continuous
improvement.
Engage with agencies to assist with testing and
rollout of items. Commitment from management
to dedicate more resources to continuous
improvement
28
Problems/Issues
29
Problems and Issues
2009 Partial 2010 Description Status
26 11 Incorrect Leave Accrual Date Entered in Date Parameter Resolved
0 15 End User Issues Pertaining to Terminations, Pay Calendars, Time Admin Resolved by Presenting Issues and Resolutions in Brown Bag Sessions
0 3 EBC file Issues Resolved - Fixed Program
0 2 SSN entered incorrectly Reviewed in Brown Bag Sessions
2 6 Payroll Unique Constraint Resolved Created Program
11 3 OLERS Reconciliation Issues Resolution in process
11 4 OPERS Reconciliation Issues Resolution identified
10 5 Missing Buffer Error Training and communication required
0 1 Vendor Messaging only getting partial information in HR Applied code from a PeopleSoft Patch
4 1 Off Cycle Calendar Issue Communicated Change in Business Process
1 0 Remove old Payroll error messages Create Program to delete PY Error Messages
4 5 Agency ran an offcycle against an on cycle calendar Create Program edit the payrun ids
30
(No Transcript)
31
HCM Service Requests (Worklists)
Total HCM ELM Other
Total Items 126 111 4 1
Ranked Development Items 11 10 0 1
Non Development Items 13 12 1 0
Pending Items 92 89 3 0

Completed Items (999s) 58 47 10 1
32
Update 60 Day Target Items
  • 60 Day Target Items Review List
  • Discussion questions/proposed
    changes/clarification

33
Update Watch Items List
  • Watch Items Review List
  • Discussion questions/proposed
    changes/clarification

34
Agenda
Office of State Finance
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