Charles County Public Schools Enterprise S1 Resource Planning (ERP) - - PowerPoint PPT Presentation

Charles County Public Schools Enterprise Resource Planning (ERP)

S1

Agenda

• Introductions
• Project Goals
• Current Status
• Project Timeline
• Cost and Funding Source

S2

Introductions

3

GFOA Consultants Business/Finance and HR/Payroll System SMEs Barry McMeekin, Project Manager Jake Kowalski Craig Lesner Rob Roque Matt Bubness CCPS Executive Committee Randy Sotomayor, Project Manager Nikial M. Majors Charmaine T. Thompson Deborah J. Hale Cliff Eichel Brenda Basinger-Zimmerman David Shimizu

Name Functional Areas Barbara DiMauro Accounts Payable Christeda Warner Employee Benefits Lora Bennett, Justin Maus Technology Theresa McPherson Payroll Eleanor Foddrell Procurement Carole Koller Accounting ERP Implementation Team

Project Goals

1) Manage all employee life-cycle tracking needs including,

but not limited to recruiting, onboarding, training and development, performance evaluation (staff), and personnel records

2) Enable self-service delivery model to improve efficiency,

maximize productivity, and increase response times.

3) Coordinate, analyze, and share data to guide operational

success

4) Automate reporting for all requirements mandated by

federal, state and/or local government agencies.

S4

Project Goals (Continued)

6) The ability to implement an integrated cloud-based

software program that is more secure and runs off a single database.

7) Streamline chart of accounts to accommodate multi-year

projects, budgets and grants.

8) Paperless approval system that will help make

processes more efficient with 100% tracking and audit trail.

S5

Current Status

Project Planning

• Process Review
• Process

Improvement

Vendor Selection

• Governance Goal

Setting

• Scope Refinement
• Vendor Selection

Contract

• Finalization
• Project Planning*
• Data Conversion
• Testing/Training
• Go Live

S6

Vendor Selection

Infolob

Power School (Microsoft) Tyler Munis (Sequel) Infolob (Oracle)

• INFOLOB Team
• Venkatash Kovela Delivery Manager
• Renee Hoylman Program Manager
• Support Team
• Tammy Davis – Change Management
• Micky Seekand – Finance Lead
• Vidya Sagar – HCM Lead
• Murali Nakka – Finance and PPM Lead
• Mohan Janga – Technology Lead
• Arul Senapathi – Payroll Lead
• Deepa Vyas – Recruiting Lead

S7

Vendor Selection – Best Fit

• Powerful reporting capabilities
• Oracle established 30 years ago and experience with public sector

clients

• Benefit from future features and upgrades
• Invoice scanning feature
• Oracle has a very user-friendly, yet secure cloud-based system that
• ur district can grow and mature into with no end to possibilities
• Greatly enhance our RFP process with an integrated

proposal/bidding process with vendor scoring embedded into the program

• Oracle owns their own data centers reducing a third-party support

structure to 1:1 IT support.

• Oracle Academy!

S8

Oracle Academy

• Oracle Academy member benefits offer educators and

students computer science education resources to advance knowledge, skills development, innovation and diversity in technology fields.

• Computing isn’t just for technology companies anymore−all

students everywhere need access to good computer science education to be college and career ready in today’s global economy.

• Oracle Academy membership costs nothing and offers

individual learners, educators, and educational institutions access to world-class technology, expertly developed learning materials and curriculum, training, and other resources.

S9

ERP Project Timeline

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 Phase IV - Budget Applications Phase III - Talent, Help Desk, Others Phase II - B - Payroll, Time & Absence Phase II - A - Core HR, Recruit & Benefits Phase I - Finance, Procurement, Inventory & Expenses

Number of Months

Implementation Acceptance Support

Month 1 = October 2019 Month 9 = July 2020 Month 15 = December 2020 Month 27 = March 2022

S10

Cost and Funding Sources

S11

Cost Categories Total $ Annual Software Subscription Fees 599,728 $ Professional Service (Implementation - Nonrecurring) 2,426,239 $ Support Fees (One Year after Implementation) 223,800 $ Total Cost During Project 3,249,767 $ Independent Auditor Review - SCH/CLA* 200,000 $ Contingency* 50,000 $ Grand Total Cost 3,499,767 $

*Note: Estimate

Cost and Funding Sources (Continued)

• Fund balance
• Technology loan base funding
• Savings from eliminating third party vendors
• FY 2021 Operating Budget Request (Annual Subscription

Fees)

S12