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FY14 SLA Renewal Process

FY14 SLA Renewal Process. October 23, 2012. Annual SLA Review. Purpose An opportunity to update the Agency Billing (SLA) An opportunity to review any outstanding agency issues and past performance. An Opportunity to review any new service needs.

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FY14 SLA Renewal Process

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  1. FY14 SLA Renewal Process October 23, 2012

  2. Annual SLA Review • Purpose • An opportunity to update the Agency Billing (SLA) • An opportunity to review any outstanding agency issues and past performance. • An Opportunity to review any new service needs. • Update of Agency Budgets (For Consolidated Agencies only) • Update of the Opportunity Maps

  3. Scope • All Agencies that receive services from OMES/ISD • Consolidated only

  4. Annual Review Timeline Customer Survey Draft SLA’s Service Information Staging, bills, SLA’s, etc. Create Slide Deck Meet with Agencies Update Opportunity Map Create Final Budget & Signed SLA Get Budgets & SLA’s Approved

  5. Folder Structure • J:

  6. Folder Structure Current Agency Billing SLA Template Budget Template Business Segment Folders

  7. Folder Structure You May need to create these folders

  8. [Program/Agency Name] Concept Initiation Planning Execution Close year year year Win7/Office10 New PC Rollout Project name Program name Project name Project name IF YOU HAVE NONE, PUT NONE ACROSS YOUR OPPORTUNIITY MAP AND SAVE IT IN THEAGENCY FOLDER. Program name Project name Project name Project name Project name BI PO Analytics Program name Project name Project name Project name e- procurement Project name Program name Program name Program name Program name Program name Updated 10/17/2011

  9. Create Project/Program Budget

  10. Current Budget

  11. Expenditure Report Financials Login Screen

  12. Select Reporting Tools

  13. Select Query Viewer

  14. First Select Search Then Select PJG_AP_QUERY_FOR-MH

  15. This is the next screen you will see This is where you enter the data you want in the query. Please keep in mind that this is based on a fiscal year so period 1 is July not January

  16. This is the result of the query. It can be filtered for IT object codes only and then sorted in any order that you wish.

  17. Create Budget Use the worksheet as a starting point Then update the actual budget spreadsheet

  18. Finance will fill in this tab Budget Spreadsheet IT Professional Services Contracts Offices Supplies, etc. Anything you are not sure where to put Travel, Training, Registrations Hardware Any tab not specified above, do not touch. What goes in your budget: Personnel Costs Agency Specific Contracts Program/Project Budgets To be added: Personnel Changes DO NOT PUT SERVICES IN YOUR BUDGET.

  19. Draft SLA based on:(FY2014 SLA template available Dec 1st) • Billing Transaction Upload– this is the current services and amounts that we are billing the agency. • The current Budget – for reference as to what was expected to be spent for the current FY. • The Expenditure Report – for reference of what was actually spent by both OMES budget and Agency budget; • Looking for anything that may need to come to OMES Services. • Looking for contracts that were missed during the consolidation that now need to come over – if you feel you have any of these, contact Alana Owen to get these moved to OMES. • The True-up reports – to modify the quantities of those services that only get changed on an annual basis. • Billing Changes submitted since July – Check to see if any changes to the billing has occurred since July – more details to come.

  20. SLA Your SLA will compute as follows: Agency FY2014 Budget + Services

  21. Billing Transaction Upload Agency Number Part Number Quantity

  22. True-Up Reports • We will get al list from Nick & Sunni and put in a folder for the counts per agency for the • Following: • - PC’s • Laptops • - File & Print • - Email • - Blackberry • - VPN • - Good (we are currently not billing for this, but Nick would like to start in July 2013)

  23. Create a new SLA billing List

  24. SLA Tab Format

  25. Draft SLA Based on Current Services – Based on the Billing Transaction Upload, True-ups and budget. Current Billing True-ups Personnel Costs Project Budgets Part Numbers: Staff Projects Contracts Actual Part Numbers for Services Agency Specific Contracts

  26. SLA Parts List • Once you have complete the SLA Parts list: • Save it in your SLA Folder and name it: • Example: 400 – Libraries SLA Parts List 20130120 • copy and past it into the SLA Template (located in the agency template folder). Make sure you use the FY2014 template and make sure you use the latest one for each agency.

  27. Update Agency Contact Information

  28. Get Approvals Copy SLA and Budget to ISD Finance folder for their review and approval. 2. Send email to Ray Hankins CC: Sherry Collier letting them know it is ready. 3. Once they are done, they will Protect and Rename your files with APPROVED and the date on the end and send you an email that they are approved. 4. You will then need to move the approved files into your agency 2013-FY2014 folders. 400-Libraries FY2014 Budget 400-Libraries FY2014 SLA 400-Libraries FY2014 Budget Approved 20121015 400-Libraries FY2014 SLA Approved 20121015

  29. Changes after Approvals If you need to make changes after the approvals are made: Make the changes to your original working copy, changing the font color to red on any changes. Copy SLA and/or Budget to ISD Finance folder for their review and approval. 3. Send email to Ray Hankins CC: Sherry Collier letting them know it is ready. 4. Once they are done, they will Protect and Rename your files with APPROVED and the date on the end and send you an email that they are approved. 5. You will then need to move the approved files into your agency 2013-FY2014 folders.

  30. Update Annual Slide Deck Presentation From the Slide Deck created by Customer Service, update the next three pages with the current information for the agency.

  31. Technology Services • Network • ImplementedIn ProgressPlannedNot planned • File & Print Services • Mainframe Hosting • Distributed Server Hosting • IP Telephone • PBX Telephone • Audio Conferencing • Wireless • Operations Center • Incident Response • Disaster Recovery

  32. Business Application Services • Human Resources • Financial Analytics • Procurement & Spending • ImplementedIn Progress PlannedNot planned • ARRA • Open Books • Data.ok.gov Extend / CollaborateTransaction / Streamline • Enterprise Learning • Management • Manager Self-Service • Employee Self Service • Human Resource; • Payroll • Higher Ed Interface • Base Benefits; • Time & Labor Extend / CollaborateTransaction / Streamline • AP Workflow • E-Supplier • E-Bill Payment • Travel Expenses • eProcurement • Strategic Sourcing • Licensing • General Ledger • Purchasing • Accounts Payable • Accounts Receivable • Asset Management • Inventory • Budget • Billing • Projects, Grants, • & Contracts • P-Cards • Grants Provisioning • OK.gov Licensing • GovDelivery • Online Filing System • Bill Pay • Common Checkout • OK.gov Payment API • Drupal CMS • Go Gov! CMS

  33. Agency Specific Application Services • ImplementedIn Progress PlannedNot planned If there are no Agency Specific Application Services, you can remove this slide • Application 1 • Application 2 • Application 3 • Application 4 • Application 5 • Application 6

  34. Schedule Annual Meeting • Schedule Annual Meeting with the agency, be sure to include either Drew Hall or Stephanie Tomlinson at each meeting. Modifications and Re-Approvals • Make and Modifications that is agreed upon in the meetings, get them approved by ISD Finance again.

  35. File • Place the signed SLA in the ISD Finance Managers in-basket (They will scan and file the SLA in your folder) • Make sure all documents are placed in your agency folder • Update your status report spreadsheet.

  36. Status Reporting • Each BSD will have their own Status Sheet to update weekly, you will need to put planned date in each column, once the task/deliverable has been completed, update the date and change the color of the cell to Green. • Add any additional comments in the Status Column.

  37. Status Report Within each Business Segment Folder…. An Excel Spreadsheet For Status Reporting

  38. Status Report

  39. At the End At the end you should have created the following files: • Budget: 400 – Libraries FY2014 Budget – Approved 20130129 • SLA: 400 – Libraries FY2014 SLA – Approved 20130130 • Slide Deck – 400 Libraries Annual Review 20130215 Other items that may have been created: • Budget Worksheet • Issues List • Expenditure Report • Customer Survey Results • Billing SLA Spreadsheet

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