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Transforming the Way Ohio Does Business |
| The Ohio Administrative Knowledge System (OAKS), is a project in which Ohio's state government is viewed as an enterprise, replacing numerous decaying and fragmented systems around the state with one integrated computer system for performing some of the State's primary administrative tasks.
In 2002 the Ohio Department of Administrative Services (DAS), Auditor of State (AOS), Office of Budget and Management (OBM), Office of Information Technology (OIT),
and Treasurer of State (TOS) assessed the state's existing central administrative computer systems and determined that an Enterprise Resource Planning (ERP) system
would be a better tool for performing the State's critical central business functions.
An ERP system is a type of software that supports administrative functions, such as finance and human resources, that cut across an entire organization, or enterprise.
ERPs are widely used in private industry, and many federal agencies, states, counties, and large cities have implemented or are in the process of installing public
sector ERP systems.
The goal of OAKS is to implement this computer system as-well-as aid state agencies in re-engineering the way the state processes these kinds of administrative materials. |
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| Scope |
| OAKS is in the process of integrating the following major statewide business functions: capital improvements, financials, fixed assets, human resources and procurement. When implemented, OAKS will replace the Central Accounting System, Fixed Assets Management System (FAMS), and the human resources system (HR2K). |
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| Participants |
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Every state agency and every employee of the State is involved in OAKS in some way. Many state agencies have volunteered to commit staff
members to the project full time, while others support this effort through managing processes and guiding discussion. All State employees are involved as well, some
in executing the project deliverables and others are simply called upon to adapt and provide feed back on the OAKS self-service systems. OAKS does not only effect
the State’s agencies but also includes
the legislative and judicial branches of government. More than 500 individuals from 83 state agencies, boards, commissions, universities and other organizations participated
in defining the nearly 2,100 business requirements, and counting, that go into building OAKS.
Continued participation from agency staff is essential during this project. When OAKS is fully functional, state agencies, state employees,
vendors and citizens will be able to benefit from its advanced technology, such as "self-service" applications on the World Wide Web. |
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| Recent
Activities |
On Monday, Feb. 4, the second Human Capital Management (HCM) eBenefits Self Service module was released enabling state
employees to view their health benefits summary and make changes to their health insurance coverage. The first eBenefits release occurred
in April 2007, which allowed state employees to use eBenefits during the open enrollment period to make health care elections. Early in 2008, the ePay portion
of HCM was released allowing state employees to access their own payroll records online. The third component of Employee Self Service- Time and Labor was released
to the Ohio Department of Administrative Services (DAS) as the Pilot agency pilot. During the last five months, the Human Capital Management (HCM) Time and Labor
team worked to define the scope and complete configuration, design and testing of the new timekeeping system. DAS staff worked in conjunction with the Ohio Administrative
Knowledge System (OAKS) training team to train all 900-plus employees in only three weeks. On Jan. 20 DAS retired its former timekeeping system to use the new
OAKS Self Service Time Reporting system. Employees now will be entering Requests for Leave/Overtime directly into OAKS, as well as updating their timesheets as needed
for Combo Code reporting. Employees also will be able to view leave balances as of the latest published earnings statement less any approved leave.
The Financials (FIN)
Billing module was released in January 2008. Additional FIN modules will be released this July. Several OAKS Financial modules were
implemented in July 2007 which included Purchasing, General Ledger, Accounts Receivable, Accounts Payable, eProcurement, EPM for FIN modules, Expense, and the Central
Accounting System (CAS) Data Warehouse. |
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| Estimated
Costs |
| The cost to implement OAKS is approximately $158 million. Included in these costs are project management consultant staff,
the OAKS Program Management Office (PMO), ERP hardware and software, and ERP integrator services. |
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| Benefits |
| Enhancing government operations requires business processes that are efficient and effective. The benefits of implementing an Enterprise
Resource Planning (ERP) system range from intangible benefits, such as improved data to support decision making, process efficiencies, and improved service levels
to more tangible hard dollar savings. Within five years of full implementation, Ohio expects to realize savings from such things as:
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| Funding
Strategies |
| The OAKS project is funded by a variety of sources, including the general revenue fund, federal funds through Statewide Cost Allocation Plan (SWCAP) assessments and Certificates of Participation (COPs). Once in operation, the main source of funds used to support OAKS will come from charges to state agencies for their use of the system. |
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| OAKS Implementation Timeline |
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The OAKS project implementation schedule is segmented by human capital management (HCM) or financials (FIN) functionality:
- FIN Release 6 - July 2008
Asset Management, Budget and Planning
- FIN Release 6 - June 23, 2008
Payroll Modeling
- HCM Release 4.1 – May 18, 2008
Time and Labor
- HCM Release 4 - February 4, 2008
eBenefits
- HCM Release 4 - January 28, 2008
Time and Labor Pilot (DAS)
- FIN Release 5 - January 14, 2008
Billing
- HCM Release 4 - December 2007
Year-End Processing
- FIN Release 3 - July 1, 2007
Purchasing, General Ledger, Accounts Receivable, Accounts Payable, eProcurement, EPM for FIN modules, Expense, and the CAS Data Warehouse
- HCM Release 2 - March 27, 2007
Benefits Administration, COBRA, eBenefits (open enrollment only), EPM for Benefits Administration and COBRA
- HCM Release 1 - December 18, 2006
Core HR, Payroll, Base Benefits, Time and Labor, ePay, Enterprise Performance Management (EPM) for HCM modules, HR2K Data Warehouse
To view PDF files, download Adobe's free Acrobat Reader. |
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