BUDGET SYSTEM the Hyperion REFURBISHMENT Budgeting solution - PDF document

A Project to upgrade or rearchitect BUDGET SYSTEM the Hyperion REFURBISHMENT Budgeting solution BUSINESS CASE V 1.12

Table of Contents Table of Contents .......................................................................................................... 1 1. Executive Summary ................................................................................................. 2 2. General Project Information .................................................................................... 3 3. Project Description .................................................................................................. 4 3.1 Business Need ................................................................................................ 4 3.2 Goals ............................................................................................................... 5 3.3 Stakeholders ................................................................................................... 5 3.4 Risks/Issues .................................................................................................... 6 4. High-Level Business Impact ................................................................................... 6 5. Options and Cost Analysis ..................................................................................... 7 5.1 Option A .......................................................................................................... 7 5.2 Option B .......................................................................................................... 9 5.3 Option C ........................................................................................................ 11 5.4 Option D ........................................................................................................ 12 6. Financial Considerations ...................................................................................... 13 6.1 Cost Benefits Analysis Summary .................................................................. 13 Return on Investment (ROI) – based on 5-year life span .............................. 13 6.2 Payback Period – Based on initial year cost ................................................. 14 6.3 7. Recommended Option ........................................................................................... 14 Option B – Implement Oracle’s Pl anning and Budgeting Cloud Solution 7.1 (PBCS) .......................................................................................................... 14 8. Preliminary Acquisition Strategy/Plan ................................................................. 15 9. Preliminary Work Breakdown Structure .............................................................. 16 10. Assumptions and Constraints .............................................................................. 17 Project Assumptions ................................................................................................ 17 Project Constraints ................................................................................................... 17 Approvals ..................................................................................................................... 18 Record of Changes ..................................................................................................... 19 Acronyms ..................................................................................................................... 20 Glossary ....................................................................................................................... 21 Referenced Documents .............................................................................................. 22 1 | P a g e

1. Executive Summary San Diego County Office of Education (SDCOE), through its Education Business Systems (EBS) division, offers an Enterprise Performance Management (EPM) platform to deliver budgeting capabilities to potentially 45 Local Education Agencies (LEA). To date, 28 LEA’s have been configured with a budgeting application. Of these, only 8 LEA’s ar e actively engaged with the use of this application. With 18% of potential LEA’s currently on the solution, a gap analysis was conducted to determine what requirements were needed to bring the other LEA’s on board. Through surveying several districts, it was determined that key functionalities deemed necessary for LEA standard operating procedures were needed. These districts have identified several pain points about the current platform that are preventing them from implementing the budgeting system. These pain points include:  Frustration with the lack of reporting and forecasting capabilities  Frustration with the overall usability of the solution  Frustration with initial setup and configuration of the solution  Frustration with limited system accessibility To counteract these pain points, districts have turned to alternatives for their budgeting needs. These alternatives include MS Excel, Budget Preparation System (BPS – district legacy system), and third-party budgeting solutions. In addition to these pain points, EBS has identified the lack of Oracle technical support (which has been suspended since May of 2018), manual processes regarding data configuration and integration, and limited testing methodology as causes for concern. Taking into consideration both district pain points and EBS concerns, EBS has reviewed four potential options to pursue in this project. These options include:  Option A: Keep the current Hyperion system in place with no changes or upgrades  Option B: Implement Oracle ’s Hyperion Planning and Budgeting Cloud Solution (PBCS). This option moves from an on-premise Hyperion solution into a cloud-based budgeting solution that includes reporting and forecasting features not included in the premise-based solution  Option C: Upgrade to a more recent version (11.1.2.4) of Hyperion On-Premise Solution  Option D: Implement a stand-alone K-12 budgeting solution – an integrated HR, position control, gross payroll and budgeting application Based on a comprehensive review and detailed cost benefits analysis of each of these options, it is EBS’s recommendation that Option B: Implement Oracle’s Hyperion Planning and Budgeting Cloud Solution (PBCS), should be pursued in this project. It is the goal of the Hyperion EPM Refurbishment Project to address these business concerns and implement a solution that will increase customer satisfaction and usability, lower operating and labor costs, and entice more LEA participation. 2 | P a g e

2. General Project Information Table 2A: Project Information Project Name Enterprise Performance Management (EPM) Refurbishment Project Requested By Mark Zecca Business Case Owner Wendyl Aban Contact Info. E-mail: wendyl.aban@sdcoe.net Office: (858) 569-3011 Desired Start Date March 15, 2019 The following individuals comprise the business case analysis team. They are responsible for the analysis and creation of the EPM Refurbishment project business case. Table 2B: Project Team Role Description Name/Title Executive Sponsor Provide executive support for the project Mark Zecca, Executive Director EBS Technology Support Provides all technology support for the project Andrew Esserman, Senior Director EBS Advises team on process improvement Process Improvement Shauna Stark, Senior Manager EBS techniques Project Manager Manages the business case and project team Wendyl Aban, Project Manager EBS Leah Bubel, Functional Systems Analyst Lead Functional Resource Provides all software support for the project EBS CRC Support SME Provides issues review and escalation Barbara Thiss, Supervisor CRC Provides documentation support and issues CRC Support SME Kay Pugh, Systems Analyst CRC analysis Provides documentation support and issues CRC Support SME Kimberly Harrison, Systems Analyst CRC analysis 3 | P a g e