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Indiana Office of Technology

IOT > PeopleSoft (GMIS) PeopleSoft (GMIS)

PeopleSoft

PeopleSoft is a suite of Oracle software modules implemented across the state and supported by GMIS to streamline State of Indiana-level branches of government for functions of financial management and human resources.

GMIS - Government Management Information Systems

The 27-member organization within the Information of Technology agency provides statewide technical and application support serving the 80+ state operating agencies (encompassing 130 distinct financial business units).  The GMIS team provides the technical support for both PeopleSoft Financials and PeopleSoft Human Resources and full application support for PeopleSoft Financials.

Mission: Common Processes-Common Solutions

The Government Management Information Systems methodology was conceived to identify common processes across state government; then once recognized, to investigate, research, procure, and implement a common solution, increasing efficiency and decreasing costs. Through adoption of the PeopleSoft Enterprise suite of Financial and Human Resource solutions, GMIS continues enabling state agencies to perform core administrative functions utilizing common processes within these state-of-the-art enterprise applications.

PeopleSoft Financials

PeopleSoft Financials is also known as the ENCOMPASS system within the state.  The ENCOMPASS website facilitates much of the official communication to state agencies.  This site is maintained jointly by staff of OMB, AOS, and GMIS.  ENCOMPASS Financials

Location - IGCN - 5th Floor

Created

The GMIS precursor team was initially formed under IDOA in the late 1990's for efficiencies and Y2K solutions.  The IOT GMIS organization was established in 2005 as part of the statewide IT Consolidation efforts.  2009 was the year PeopleSoft Financials became the official state-wide accounting structure.

Functions

Application Support  - Provide support for 18 PeopleSoft Financials modules.
Issue Support - Receive 100 issues daily. Resolve 80% of daily issues within 2 business days (SLA).
Project Support - Managing 30 active projects for our sponsors and customers.
Module Implementations - Currently rolling out Travel & Expense and Time & Labor across the State.
Customer Training - Provide workshops/training in dedicated training facility for 500+ people annually.
Consulting Services - Assist customers with internal financial-related projects on an as needed basis.
Services Descriptions & Rates - Please visit this website for a complete list of IOT Services Descriptions and Rates.

Metrics

Resolve 80% or greater of customer issues within 2 business days - GREEN
Resolve 70% or greater of customer issues within 2 business days - YELLOW
Resolve below 70% of customer issues within 2 business days - RED

Sponsors

Enterprise Executive Review Board:  Tim Berry, Adam Horst, Jon Vanator, Richard Mourdock
Enterprise Steering Committee (detailed function list available):  Auditor of State, State Budget Agency, Treasurer of State, State Personnel, State Board of Accounts, Department of Administration, and Office of Technology

Customers

Human Resources - All state employees
Financials - 8,000 “financial” employees in 80 State Agencies

Budget - $8,200,000

24% = Salaries & Benefits
  1% = Telecom
50% = Contractual Services
  2% = Equipment & Capital
23% = Administrative & Operating Expenses

Major Accomplishments

  • Migrated all state agencies (130 BUs) to Oracle’s PeopleSoft Financials, significantly improving efficiency and transparency
  • Implemented a standard chart of accounts, enabling users within each agency to collect data by department, program, and project, for both State and Federal government reporting
  • Enabled agencies to generate their own data, track their own balances and obligations, and instantly get a real-time snapshot of the financial health of their agency and its departments
  • Gained greater visibility into and control over spending at the agency and State levels, including the ability to track and monitor how and where Federal grants are spent
  • Improved reporting, gaining more granular detail and enabling drilldown into specific projects or grants
  • Ensured more consistent and accurate data and avoided audit report delays
  • Accelerated payment processing—such as child support checks, which can total 50,000 daily
  • PeopleSoft Financials Upgrades – 8.4, 8.9, 9.1
  • PO Rollover (annual)
  • Year-End (annual)
  • Disaster Recovery Solution

Major current Projects

  • Time and Labor Deployment
  • Travel and Expense Deployment
  • PeopleTools & PeopleSoft Bundles Upgrades
  • Supplier Contracts Management Deployment
  • Billing/Receivables Implementations