MT A Busine ss Se rvic e Ce nte r MT A F ina nc e Co mmitte e - PowerPoint PPT Presentation

MT A Busine ss Se rvic e Ce nte r MT A F ina nc e Co mmitte e No ve mb e r 13, 2018 1

Ag e nda  BSC Se rvic e s Ove rvie w  Curre nt a nd F uture Pro je c ts 2

Histo ry o f the BSC: Our T ime line Ja n 1 st , PS Finance Accenture retained to “goes live” across 1st Major upgrade of Shared service design for shared MTA. HR and payroll MTA Bridges & PS. New Portal, center conceived services org. 400 emp module goes live at Tunnels PeopleSoft Pension & Procurement by the Board & $50M budget in MTA HQ, MNR, LIRR HR/payroll “goes live” modules added steady state Prior to 2005, 2016 2013 Age nc ie s se lf- 2005 2007 2011 manage d bac k offic e wor k and 2006 2015 2017 maintaine d 2009 2012 stand alone syste ms Booz Allen prepares Business Service PS HR/payroll Procurement IT consolidates plan of concept for Center created, “goes live” at NYCT (non-core) under HQ shared services PeopleSoft (PS) consolidates implementation begins under HQ 3

E vo lutio n o f BSC Prio ritie s Sta nda rdiza tio n, Simplific a tio n & Sa ving s 2019-2021 2016-2018 • L o we ring e rro r ra te s b y • One Pla tfo rm g o ing dig ita l • Auto ma tio n 2011-2015 • Simplifying o nb o a rding a nd • Po rta l • Sta b iliza tio n o ff b o a rding • Re c ruitme nt • T ra nspa re nc y • E na b ling Mo b ile • Custo me r Se rvic e • T ra ining • Ac c ura c y • Ma rke tpla c e • Sta nda rdiza tio n • Pe nsio n I nte g ra tio n • Cre dib ility 4

T o da y’ s Sc o pe a t the BSC: I nc lude s No n-Co re Pro c ure me nt Human Resources Procurement HQ Donald Jac kson - 59 Positions David Ross - 112 Positions • Employment • MTA HQ Procurement • HRIS • All Agency Initiatives & Strategies • Training • P2P Implementation • Walk‐In Centers • MTA Procurement Council Agencies Operations Finance Mike Mor an - 49 Positions Jame s Sir na - 132 Positions • Business Process Management • Payrolls • Benefits • Accounting • Accounts Payable Business Service • Accounts Receivable Center • Treasury, Asset Management Governance & Administration Joseph Vartolone - 69 Positions & Project Costing • Customer Management Center MTA HQ IT • Document Management Center • Strategy Re ube n Banaag(Ac ting) - 79 Positions • Budget • PeopleSoft Support • Communications • Infrastructure administration • Facilities • PeopleSoft administration Staff: • Quality Assurance 500 Positions • PeopleSoft 9.2 upgrade • Metrics and Reporting • Break‐fixes, enhancements • Steering/Governance • Audit/Compliance 5

Our Annua l Wo rklo a d A C C O UNT S Doc ume nt PA YA BL E Manage me nt Ce nte r 345K Pa yme nts 333,000 UCM PA YRO L L (+20K ) (+13,000) HRIS Custome r $11.8B Do lla rs 342,000 I nvo ic e s 16 Pa yro ll g ro ups Manage me nt 117,144 HR T ra nsa c tio ns (+.8 B) (+840) (-3) Ce nte r (11 F T E ) (+37K ) ( 49 F T E ) 2.4M Pa yme nts 249,872 Ca lls (27 F T E ) (+.1M) (-2,407) 68,581 e ma ils (41 F T E ) T EST ING (+3,063) 13,050 Co nduc to r, Po lic e (43 F T E ) & Othe r G ENERA L (+ 8,941) EMPL O YMENT L EDG ER (5 F T E ) 7,567 Ne w Hire s 2,205 Ba nk (-1,433) Re c o nc ilia tio ns 520K Applic a tio ns (+205) (+29K ) (7 F T E ) 32,238 NYCT Applic a nts (24 F T E ) BSC Custome r s: A C C O UNT S BENEFIT S 73K E mploye e s +2K REC EIVA BL E 753 Be ne fit Pla ns 146K De pe nde nts +2K 16,000 I nvo ic e s PRO C UREMENT (+8) (-2,000) 39K Re tir e e s No Change $1.132B Co ntra c ts 68,500 Cha ng e Re q ue sts $1.375 B (-.25B) 11K Ve ndor s +3K Awa rde d (-8,500) (11 F T E ) (+459M) (44 F T E ) (112 F T E ) 6

Orde r T hro ug hput a nd Ve lo c ity Purc ha se Orde rs Cre a te d Da ys to Pro c e ss (Re q Appro va l- PO Appro va l) 6000 T otal: 5775 90 5333 78 80 5000 70 4000 otal: 6542 T 60 3360 3182 50 3000 39 40 2000 30 20 1000 10 442 0 0 2017 (Ja n-No v) 2018 (Ja n-No v) 2017 (Ja n-No v) 2018 (Ja n-No v) No So urc ing E ve nt So urc ing E ve nt 7

Ma rke tpla c e  Staple s: Go -live De c e mb e r 2016 – All Ag e nc ie s  21,118 Purc ha se Orde rs to ta ling $11.08 millio n issue d to da te  W.W.Gr ainge r :  L I RR: Go -live No ve mb e r 2017 - Purc ha se Orde rs issue d to da te : 722, T o ta ling : $1.1 millio n  MNRR: Go -live April 2018 - Purc ha se Orde rs issue d to da te : 564, T o ta ling $599K  BRT UN: Go -live Ma y 2018 - Purc ha se Orde rs issue d to da te : 26, T o ta ling : $86K  CDW- G : Go -L ive Ma y 2018 – MT AHQ - Purc ha se Orde rs issue d to da te : 61, T o ta ling : $1.2 millio n  e c hnology : De ll pro duc t c a ta lo g I mple me nta tio n b e g a n July 12th Quality and Assur anc e T  De ll a ssig nme nt to Qua lity a nd Assura nc e T e c hno lo g y (a n MBE ) is c o mple te  Syste m T e sting is c o mple te  Go -L ive 4th Qua rte r – Pe nding De ll re visio ns to the c a ta lo g list with upda te d mo de ls a nd pric ing . 8

2017-2018 Pro c ure me nt Stra te g ic Prio ritie s F Y17 Str ate gic Pr ior itie s  F ill Va c a nt Po sitio ns  All va c a nc ie s we re po ste d b ut filling ke y po sitio ns ha s b e e n a c ha lle ng e .  Ac hie ve Ba c k-L o g Ste a dy Sta te  T hro ug hput a nd ve lo c ity ha ve b o th inc re a se d.  I nc re a se Ve ndo r Po rta l Re g istra tio ns a nd I mpro ve Utiliza tio n  Qua rte rly o utre a c h to ve ndo rs via e ma il a nd o utre a c h do ne fo r MWDBE s a nd SDVOBs  I nc re a se d use o f e le c tro nic so lic ita tio ns ma ke s the ve ndo r po rta l mo re re le va nt  I nc re a se Ado ptio n o f Pe o ple So ft 9.2 F unc tio na lity  Adde d c o ntra c t e nd da te s to Pe o ple So ft  100% utiliza tio n o f Stra te g ic So urc ing mo dule fo r b ids sinc e mid-ye a r  I mple me nte d Co ntra c t Re le a se func tio n, Auto Dispa tc h a nd Auto Clo se  E xpa nd numb e r o f Ve ndo r Ca ta lo g ue s in the MT A Ma rke tpla c e  Adde d Gra ing e r a nd CDW to Sta ple s in the Ma rke tpla c e  De ll is a wa iting a c o ntra c t a ssig nme nt  Upda te Pro c e dure s a nd Pro c e sse s  F o ur ne w pro c e dure s ha ve b e e n c o mple te d b y Pro c ure me nt a nd a ppro ve d b y Co mplia nc e . Asking fo r L e g a l re vie w b e fo re po sting .  Re fine d Org a niza tio n Struc ture & Re ta ine d F unc tio ns 9

BSC Pro je c t Po rtfo lio B&T Civil Service Hiring(DCAS) 6/5/2017 ‐ 1/31/2019 NYS Funding 9/3/2017 ‐ 12/31/2018 10/30/2017 ‐ 9/30/2018 Data Center Refresh e‐Benefits 4/2/2018 ‐ 6/28/2019 4/3/2018 ‐ 12/31/2018 Accounts Receivable Rollout MTA Bus F inanc e and Human Re sour c e Pr oje c ts 4/30/2018 ‐ 2/28/2019 WebCenter Upgrade Shared Service Benchmarking 6/15/2018 ‐ 10/31/2018 Infr astr uc tur e Pr oje c ts Supreme Court Ruling in JANUS Case 6/29/2018 ‐ 2/28/2019 HQ Non‐Rep Total Rewards Pilot 7/1/2018 ‐ 10/19/2018 Cash Forecasting Module 7/12/2018 ‐ 1/11/2019 8/27/2018 ‐ Pension Phase 2 12/31/2021 Government Accounting Standards Board 9/1/2018 ‐ 9/1/2020 CPICS Replacement 9/13/2018 ‐ 5/22/2019 PeopleSoft PUM Upgrade 2/4/2019 ‐ 6/19/2020 Accelerated Close 3/4/2019 ‐ 10/31/2019 Conversion of paper e‐Forms Phase 1 3/11/2019 ‐ 7/26/2019 Data Warehouse Project (EPM ) 5/6/2019 ‐ 3/5/2021 2021 2017 2018 2019 2020 2021 Today 10