SAP Finance and Procurement Implementation March 12, 2013 1 What - - PDF document

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March 12, 2013

SAP Finance and Procurement Implementation

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What is the Legacy Replacement Program?

• Massive overhaul of outdated Financial and Procurement legacy system (IFS)

– We are currently operating on 1990s technology. IFS (Legacy system) for finance and procurement was implemented in 1993 – We are using software and hardware infrastructure that are no longer supported – Compliance with audit recommendation from the Los Angeles County Civil Grand Jury (LACCGJ)

• Implementation of SAP Finance and Procurement Software

– Allows for the de-commissioning of IFS – Establishes one District financial system of record: SAP – Mitigates risk of catastrophic failure, and inefficiency related to the maintenance of two financial systems: SAP + IFS

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Project Implementation Schedule

• Testing the system includes three integrated test cycles and user

acceptance test cycle. Successfully completed integration test cycle 1 with 2700 test cases

J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J Project Preparation and Planning Business Blueprint (Design) Realization (Configuration, Development) System Testing Final Preparation Go‐Live Training, Rollout, Support Training, Rollout, Support Training, Rollout, Support Training, Rollout, Support Training, Rollout, Support IFS Decommission (Decommission includes year‐end closing, historical data extraction, etc) Q1 Q2 Q3 Q4

2012 2013

Q1 Q2 Q3 Q4

2015 2014

Q1 Q2 Q3 Q4 Q1 Q2

Central Offices + EEC ESC East ESC North ESC West ESC South / Adult Ed

We are here

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Budget

• LRP Project budget is COPs

– Funding previously approved by the Board in October 2011. – LRP Project started in January 2012

• Budget to complete RFP requirements

– On schedule – Within allocated budget

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Status of LRP Project

• Mapped and designed approximately 1300 District requirements
• Implemented standard SAP code for majority of LAUSD requirements
• Examples of enhancements added to standard code

– P-Card solution in SAP with real-time funds availability check – Real time interfaces to District’s budget program – Real-time budgeting – Electronic catalogs – Online certifications – Automating process with MCMS, CMS, Maximo, and LACOE – Improved reporting

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Organizational Change Management (OCM)

What is OCM?

• Systematic approach to change
• Addresses the people risks in technology implementations
• Provides an understanding of, readiness for, and sustainability of changes
• Needed to achieve adoption of new practices, behaviors, systems, and tools

What are the benefits of having OCM?

• Engagement with stakeholders will lead to greater acceptance of new system and processes
• Reduce both the depth and duration of business disruption caused by the change
• Reduces misunderstandings and mystery of impact to employees’ daily work

OCM Activities

• Change Impact Analysis
• Readiness Assessments
• Communication
• Stakeholder Group Meetings
• Training
• Shopping Cart Support for Schools

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Questions

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