The State of Ohio is implementing an Enterprise Resource Planning (ERP) system to improve the efficiency and effectiveness of the administrative processes across all State government agencies. This new ERP system is the Ohio Administrative Knowledge System, or OAKS, and will integrate the functions of five major statewide business functions: capital improvements, financials, fixed assets, human resources and procurement. Once implemented, OAKS will replace the Central Accounting System (CAS), Capital Improvement Project Tracking System, Fixed Assets Management System (FAMS), and the human resources system (HR2K).

For OAKS to be successfully implemented, State agencies need to provide support and ownership for this project. Agency Implementation Teams (AIT) and Multiple Agency Implementation Teams (M-AIT) were created to provide this support. An AIT is a representative group for a single agency; whereas, an M-AIT represents two or more smaller agencies combined together. The M-AIT structure provides smaller agencies a support system, in addition to the assistance provided by the OAKS program management office (PMO). AITs/M-AITs include a group of individuals from one or more agencies who each have designated roles. An AIT/M-AIT structure includes the following: subject matter experts in the areas of communication, workforce transition, end-user training, process improvement, data conversion, information systems and security and business information.

With the guidance of the OAKS PMO, the AITs/M-AITs help prepare their organizations for the changes associated with the OAKS project. The AITs/M-AITs are also responsible for completing the necessary tasks for a successful implementation. Currently, there are 44 total AITs/M-AITs broken down to 37 AITs and 7 M-AITs.

After the release of OAKS HCM in December, the OAKS PMO worked with agencies to re-align some of the M-AITs. A few of the larger agencies, such as the Department of Education, Lottery Commission and the Industrial Commission, will create their own AIT for each of their agencies. The OAKS PMO made these adjustments so it can be more responsive to the needs of the smaller agencies.

The AIT/M-AIT members have the challenging task of helping their agencies navigate both the human and technical aspects of change, and communicating critical information from the OAKS PMO.  As such, AITs/M-AITs have many goals.  First and foremost, AITs/M-AITs must promote awareness of and commitment to the OAKS mission and vision.  They must provide accurate, timely and relevant OAKS information to agency personnel, thus playing a key role in facilitating process improvement and organizational changes. Also, the AIT/M-AIT members ensure that OAKS end-users receive the training and performance support needed to work productively in the new system.  This unique partnership between the AITs/M-AITs and the OAKS PMO will enable the continued success of OAKS. 

For more information about OAKS contact: OAKS.Communications@oaks.state.oh.us