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

2. 2 HCM Advisory Board Contact Information Michael Grisser – 522-1714 - michael.grisser@osf.ok.govmichael.grisser@osf.ok.gov Nancy Tarrant – 522-4363 - nancy.tarrant@osf.ok.govnancy.tarrant@osf.ok.gov Alan Binegar – 522-1712 – alan.binegar@osf.ok.govalan.binegar@osf.ok.gov Tom Patt – 522-0422 - tom.patt@opm.ok.gov tom.patt@opm.ok.gov Everett Slavik – 522-0123 - everett.slavik@opm.ok.goveverett.slavik@opm.ok.gov Other Members Tom Spencer – 858-6737 - tspencer@opers.ok.govtspencer@opers.ok.gov Dan Melton – 232-1190 - dmelton@ebc.state.ok.usdmelton@ebc.state.ok.us

3. 3 HCM Advisory Board Members Cynthia ZinnHealthcare Authority Margot BarnesOKDHS Gary SloupODOT Cindy LeonardCorrections Leanne BealeHealth Department Lucinda MeltabargerOSF Lee Ann GregoryCareer tech Linda PhillipsDPS Diane Haser-BennettOKDHS Christina HamiltonCommerce Ayana WilkinsDEQ

4. 4 Office of State Finance Agenda Communications and GovernanceIntroductions

5. 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 Finance/Procurement Advisory Board HR/Payroll Advisory Board Management briefing Process / Continuous Improvement Lead by OSF (ISD/DCAR) Agency Financial Leadership Production Specific Communications Management briefing Process / Continuous Improvement Lead by OSF & OPM Agency HR/PY/ELM Leadership

6. 6 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

7. 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. 8 What is this all about CONTINUOUS IMPROVEMENT

9. 9 Office of State Finance Agenda Communications and Governance HCM Team Responsibilities Introductions

10. 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 11 Financial Mgt SystemsPayroll/Human ResourcesOther Reporting / Business Intelligence Financial Analytics Human ResourceProcurement & SpendProject Analytics ImplementedIn ProcessPlanned Extend / Collaborate Transaction / Streamline General Ledger – 175/175 Purchasing – 130/ 130 Strategic Sourcing – 1/? E-Supplier – 1/? Budget 174/174 Human Resource – 132/132 Base Benefits- 131/131 Time & Labor Payroll – 131/131 Employee Self Service – 125/125 Enterprise Learning Mgmt – 2/? Higher Education Interface Manager Self Service 1/131 Account Rec – 3/40Billing – 3/40 Asset Mgmt – 5/128 Project / Grants / Contracts 1/40 Inventory 1/? E-Bill Payment Expenses (travel ) Help Desk – 5/? Help Desk Self Service Grants Provisioning Licensee OK.GOV Portal P-Cards AP Workflow 2/? eProcurement Transparency # / # - first number = agencies live second number = agencies in scope Accts Payable – 175/175

12. 12 Team Responsibilities Resources Spend 71% of Their Time on Projects and 29% On Support

13. 13 Incident – Service Request The Team Closes on Average 1700 Support Service Request or Incidents a Month

14. 14 Office of State Finance Agenda Communications and Governance HCM Team ResponsibilitiesCurrent Project Status Introductions

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

16. 16 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

17. 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 GL 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 Mental Health 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 BOA trans Integrated Item Maintenance Deposits T&L Manager Self Service Pilot GPC ODOT 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 ARRA Transparency HCM functionality Enhance T& L for Non b- weekly Openbooks Phase 3 E- Perfromance OSF/ODOT AR Billing Data Staging Area Inventory ODOT Vendor Registration EFT Remittance ODOT T&L MSS FFATA Transparency 3% Backup Withholdings Backfill Developers Peopletools 8.49 Asset mgmt ODOT GPC Pilot – OESC Travel and expense Treasury Module P-Card Module INV Implementati on

18. Projects in Execution Delivery Schedule 18 Within 10% of PlanWithin 20% of PlanOver 20% of PlanRe-baseline

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

20. 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. 21 Office of State Finance Agenda Communications and Governance HCM Team ResponsibilitiesCurrent Project Status Introductions HCM Commitments Future Meetings

22. 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. 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. 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. 25 Office of State Finance Agenda Communications and Governance HCM Team ResponsibilitiesCurrent Project Status Introductions HCM Commitments Future Meetings Prioritization, Organization and Issues

26. 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. 27 Issues 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 IssuesSolutions 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. 28 Problems/Issues

29. 29 2009 Partial 2010Description Status 2611Incorrect Leave Accrual Date Entered in Date ParameterResolved 015End User Issues Pertaining to Terminations, Pay Calendars, Time Admin Resolved by Presenting Issues and Resolutions in Brown Bag Sessions 03EBC file IssuesResolved - Fixed Program 02SSN entered incorrectlyReviewed in Brown Bag Sessions 26Payroll Unique ConstraintResolved – Created Program 113OLERS Reconciliation IssuesResolution in process 114OPERS Reconciliation IssuesResolution identified 105Missing Buffer ErrorTraining and communication required 01Vendor Messaging – only getting partial information in HRApplied code from a PeopleSoft Patch 41Off Cycle Calendar IssueCommunicated Change in Business Process 10Remove old Payroll error messagesCreate Program to delete PY Error Messages 45Agency ran an offcycle against an on cycle calendarCreate Program edit the payrun id’s PROBLEMS AND ISSUES

30. 30

31. 31 HCM Service Requests (Worklists) TotalHCMELMOther Total Items12611141 Ranked Development Items111001 Non Development Items131210 Pending Items928930 Completed Items (999’s)5847101

32. 32 Update – 60 Day Target Items 60 Day Target Items – Review List Discussion – questions/proposed changes/clarification

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

34. 34 Office of State Finance Agenda Communications and Governance HCM Team ResponsibilitiesCurrent Project Status Introductions HCM Commitments Future Meetings Prioritization, Organization and Issues Feedback and Questions