Wave 3 Kick-off Meeting MARCH 29, 2019 & APRIL 1, 2019 B usiness - - PowerPoint PPT Presentation

BEST Project Wave 3 Kick-off Meeting

MARCH 29, 2019 & APRIL 1, 2019

Business Enhancement System Transformation

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Agenda

1. Introductions & Meet the BEST Team 2. Project Management 3. Organizational Change Management 4. Budget 5. Financial 6. Human Capital Management 7. Technical 8. Closing

Paul Landry

Los Angeles County Office of Education BEST Project Director

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Thank You for Hosting the Wave 3 Kick-off!

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Project Management Team

Name Role Paul Landry LACOE Project Director Mark Kithcart LACOE Project Coordinator Raman Sachdev CGI Project Director

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Organizational Change Management Team

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Name Role Mary Lang LACOE Organizational Change Management Officer Barbara Kruszewska CGI Organizational Change Management Lead Afifeh Hadizadeh CGI Organizational Change Management Ambassador Phillip Norris LACOE Organizational Change Management – User Adoption Judie Shaw CGI Training Subject Matter Expert Jason Johnston CGI Organizational Change Management Subject Matter Expert

Budget Team

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Name Role David Chiang LACOE Budget Lead Lee Stevens-Blythe CGI Budget Lead

Financial Team

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Name Role David Chiang LACOE Financial Lead Lisa-Ann Hinkson LACOE Financial Lead Matt Shaw CGI Financial / Procurement Lead James (Jim) Caskie CGI Financial / Procure-to-Pay Lead

Human Capital Management

Name Role Sangeeta Gupta LACOE Human Capital Management Human Resources Lead Yumeka Seabrooks LACOE Human Capital Management Payroll Lead

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Technical Team

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Name Role Hong Lei LACOE Technical Lead Claire Nguyen CGI Technical Lead

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BEST Project Project Management: Roadmap & Scope

Paul Landry, BEST Project Director Raman Sachdev, CGI Project Director

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BEST Advantage - FIN Quality Assurance Pilot: Agencies TBD BUDGET (BUD) FINANCIAL (FIN) HUMAN CAPITAL MANAGEMENT (HCM) BUDGET (BUD) FINANCIAL (FIN) HUMAN CAPITAL MANAGEMENT (HCM) Post-Production Support (PPS) Waves 1 & 2 Combined (8 + 25= 33 Agencies) BUDGET (BUD) FINANCIAL (FIN) HUMAN CAPITAL MANAGEMENT (HCM) Post-Production Support (PPS) Wave 3 (56 Agencies) BUDGET (BUD) FINANCIAL (FIN) HUMAN CAPITAL MANAGEMENT (HCM) PPS Wave 4 (51 Agencies)

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Application Go-Live

BEST Advantage – HCM Quality Assurance Pilot: Agencies TBD

Updated May 17, 2018

BEST Advantage System: Functional Areas and Scope

BUD – Budget (BUD)

 Budget Formulation  Salary and Benefits Forecasting System (SBFS)  Budget Publishing

FIN – Financial (FIN)

 General Ledger (GL)  Purchasing  Accounts Payable (AP)  Accounts Receivable (AR)  Fixed Assets (FA)  Warehouse Inventory Management

HCM – Human Capital Management (HCM)

 Position Control  Personnel Management  Electronic Personnel Requisitions (ePR)  Payroll  Payroll Accounting Management (PAM)  Time and Leave (at Timekeeper level)  Employee Self-Service

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Across All Functional Areas

 Standardized Account Code Structure (SACS)  Budget and Accounting Manual (BAM) for Colleges  Business Intelligence (BI)  Security and Workflow

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Release of Information Letter: Return by May 1, 2019

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Organizational Change Management

We Help People Adopt Systems & Transform Organizations

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Agency Change Planner User Adoption Program Agency Ambassador Program 2019 2021 BUD FIN#2 HCM

Payroll

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2020 FIN#1

REQs, POs

Jul Sep Nov Jan Mar May Jul Sep Nov May Mar Jan April June Aug Dec Oct Dec Feb Apr Jun Aug Oct

CHANGE IMPLEMENTATION

BEST Advantage System Go-Live Dates

CHANGE PLANNING CHANGE OPTIMIZATION

1 2 3

No Now Wha hat?... ?...

BEST Advantage System Agency Transformation Journey

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16 AGENCY INSPIRED Created based on Wave 1 & Wave 2 agency feedback PURPOSE Build change capacity to help agencies prepare for implementation BEST PRACTICE Transformation success factors: People, Process & Technology

Benefit Impacts

The Change Management Planner

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PEOPLE

Develop Your Team & Set the Climate for Change

Build Guiding Teams Engage Enable Resource Impacts

PROCESS

Engage & Enable Your Stakeholders Establish a clear vision for Project goals, clarify roles and expectations. Create communication plans, engage people and enable new system learning in multiple ways. Evaluate benefits, resource level

• f effort impacts and impacts to

existing technology.

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Understand Benefits & Impacts

Benefit Impacts Align Goals & Roles

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The OCM Agency Ambassador Program & You

1) The Checklist (“ARC”)

• All Readiness Tasks to Prepare for Go-live

2) The Guide

• Deeper Dive into ARC tasks

3) The Dashboard

• Measures Progress

The Ambassadors The Liaisons

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When Do We Start? Ambassador Program Activities

Ambassador Program launch 2019 2021

Jul Sep Nov Jan Mar May Jul Sep Nov

BUD - Go Live Jan 2020 FIN – Full Go Live July 2020 HCM - Go Live Jan 2021

Weekly ARC Meetings Track ARC tasks BUD focus

May Mar

Agency Liaison Selection & Contact Information submission

4/30/2019

Track ARC tasks FIN focus Track ARC tasks HCM focus

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Jan Mar

2020

FIN – REQ & PO Go Live May 2020

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Reviewing the Agency Readiness Checklist during the weekly Ambassador calls keeps you informed and up-to-date on what you’re supposed to be doing.

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Linette Hodson Chief Business Official Castaic Union School District

Tips from Waves 1 & 2

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“The frequent communications between LACOE

and our agency are so important. They provide so much valuable information, you have to make a deliberate effort to pay attention or you’ll miss out.

.

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Learning Roadmap

USER LEARNING OPPORTUNITIES

• DIGITAL MATERIALS
• WORKSHOPS
• TRAINING
• SYSTEM TESTING
• USER ADOPTION SESSIONS

YOUR JOURNEY BEGINS HERE!

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Go-Live Jan 2020

BEST Practices Workshop

August 2019

Budget Exhibition

September 2019

Super-User Training

October 2019

Business Process Modeling

October 2019 – February 2020

User Adoption Sessions

March 2020 – April 2020

End-User Training

January 2020 – March 2020

Customer Resource Center: Quick Reference Guides, CBTs, Other Digital Materials

Starting April 2019 

BEST Advantage System – BUD Learning Roadmap

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Customer Resource Center

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https://bestcrc.lacoe.edu

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As a Change Management Tool, the Customer Resource Center (CRC) has Computer-Based Training videos that I used to show people how the system works and get some buy-in before the training begins.

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Andrea Iacovitti Assistant Director, Budget & Finance, Downey Unified School District

Tips from Waves 1 & 2

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LACOE-specific Training Guides for BEST Advantage System Complete sample transactions NOW! Step-by-Step Transaction Guides w/ Screen Shots

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Sign-up for Training

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Customer Event Calendar by Wave/ Geographic Location

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Customer Questions answered by BEST Project Subject Matter Experts (SME)

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Computer-Based Training (CBT)

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Budget

David Chiang Lee Stevens-Blythe

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 Position Control  Operating Budget

 1xxx to 8xxx

 Budget Scenarios

 K12 SACS Validation File (.dat file)  Budgetary Control in Finance  Valid Account Strings  Spending Control

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Budget Development

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Data Review and Cleansing

 Budget Development

 Review Position and Employee Data in HRS  HCM Data Analysis Workbooks

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Financial (FIN)

General Ledger, Accounts Receivable and Asset Management

David Chiang Matt Shaw

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BEST Advantage System - Integration

Purchasing Accounts Payable General Ledger Business Intelligence BEST ADVANTAGE System - BUDGET Asset /Inventory Management Accounts Receivable BEST ADVANTAGE System - HCM

BEST ADVANTAGE System - Financial

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 Online SACS/BAM Chart of Account Validations  Real-Time Budget Validation  COA Inference and Required Element Configurations  Journal Vouchers  School Deposits  Internal Fund Transfers / Fund Borrowings  Journal Upload Functionality  Month and Year-End Close

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General Ledger

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Asset Management

 On-line Tracking of Assets  Asset Acquisitions  Asset Cost Adjustments  Asset Updates (non-financial)  Asset Dispositions  Asset Depreciation  Track Construction in Progress  Physical Inventory / Asset Condition

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Accounts Receivable and Billing

 Customer Records  Billing Profiles  Receivables / Customer Balances  Invoicing  Receiving Payment(s)  Receivable Aging  Write-Offs

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Data Review and Cleansing

 General Ledger

 Active/Inactive Chart of Account Elements  Ending Balances

 Accounts Receivable

 Customer Records and Outstanding Balances

 Asset Management

 Where are all my assets?

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Procure-to-Pay (P2P)

Lisa-Ann Hinkson Jim Caskie

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Financial (FIN) Estimated Timeline: Wave 3

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Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20

Vendor Data Cleanup Inventory (Warehouse) Data Cleanup Configuration Analysis & Workshops Interface Planning & T esting Complete Configuration Workbooks Workflow Workshop & Configuration District T esting Security Configuration & Workbooks End-User Training Procurement New Year Transactions Mock Conversion Production Cutover End-User Support

Procure-to to-Pay in Wave 2

 Key Functionality Highlighted  Data Cleansing Tasks

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 Standardized Commodity Code Structure (UNSPSC)

• United Nations Standard Products and Services Code

 Requisitions (multiple methods for creation)  Requisition Workbench  Purchase Orders (PO) and Vendor PO Form

• 3 types of POs: PO1, PO2W, PO3W

 Receivers  Contracts (including Multi-Year) Retainage

Procurement / Purchasing

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 Vendor Invoice  Payment Requests (Vouchers in PSFS)  Direct Payment Requests (Direct Vouchers)  Automated Matching (2-Way & 3-Way)  Disbursements (“B” Warrants, ACH/EFT)  Non-Commodity Encumbrance & Mileage/Travel

Payments

 Retainage Payout  1099 Reporting

Accounts Payable

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 Purchasing & Receiving into Inventory (Replenishment)  Issuing Stock Items from the Warehouse

• Over-the-Counter, Stock Request (MSR), Pick & Issue

 Pick & Issue Form  Returning Items to Warehouse and/or Vendor  Annual or Cycle Counting  Manual Inventory Adjustments (IA)(Physical Count)  Batch Processes

• Replenishment, Cycle Counting, Planning

Inventory Management

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Data Cleansing is an Iterative Process

 Vendors  Inventory (Warehouse) Items – if applicable

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Data Cleanse Activities

Starting in August 2019 after FY18-19 closing

 Vendor Data

• Vendors not used in the last 15 months will be inactivated after agency

closes FY 18-19 in PSFS

• Options for 12 months or 18 months by request

Starting in October 2019

 Inventory Warehouse Stock Items

• Review where the Quantity on Hand is equal to zero (0)

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Vendor Data Cleansing

 Automatic inactivation of Vendors not used in 15 months  Vendor data analysis and cleansing workshop  Review records for Duplicates by TIN and Name  Standardization of Naming Conventions, Addresses and Data Entry  Document and socialize new business process for vendor maintenance  Clean Clean in Twenty Nineteen!

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Next Steps – Inventory Items

 Review of Active Inventory Items  Inactivate Inventory Items where the Quantity on Hand is equal to zero and no outstanding POs for replenishment  Inactivate Inventory Items Not used in Last FY (Ensure to zero-

• ut, QOH by processing adjustments prior to inactivation)

 Cross-walk of PeopleSoft (PSFS) Stock Items to UNSPSC Commodity Code  Clean Clean in Twenty Nineteen!

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Implementation Tasks - Sample

Starting in approximately October 2019

 Workflow Configuration for Key Procurement Documents

• Requisitions, Purchase Orders

 Procurement Configuration Sessions  Data for configuration (Terms & Conditions, Special Instructions, Buyers, Managers, Procurement Locations – Shipping)  Provide list of Procurement Users and their associated Procurement Locations for Delivery  Complete Accounting Templates / Profiles for Users  Verify and Confirm Security Roles for Users  Enter Requisitions or Purchase Orders for New FY 20-21

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Human Capital Management

SANGEETA GUPTA YUMEKA SEABROOKS

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BEST Advantage Integrated ERP System

POSITION EMPLOYEE ASSIGNMENT TIME ENTRY PAYROLL BENEFITS AND DEDUCTIONS PAYROLL ACCOUNTING MANAGEMENT BEST ADVANTAGE SYSTEM - FINANCIAL BEST ADVANTAGE SYSTEM - BUDGET

BEST ADVANTAGE SYSTEM - HUMAN CAPITAL MANAGEMENT

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How Can You Prepare for HCM Im Implementation?

• Identify who your Subject Matter Experts (SMEs) are in Payroll, HR and Finance with

regard to employment, job classification, benefits, payroll processing and position control maintenance.

• Start planning now for how the SMEs will be available to participate in implementation

activities and complete implementation tasks to meet deadlines.

• BEST Advantage System is integrated. Implementation activities will require collaboration
• f SMEs and cross functional participation.
• Human Resources, Payroll and Finance must work collaboratively and together to

complete implementation tasks. Start having regular meetings with these groups to build a team for implementation.

• Understand your bargaining agreements to ensure compliance when providing

information for system configuration.

• Summarize your leave policies by groups of like employees. Identify leave eligibility and

rates of accrual.

• BEST Project team will ensure compliance with Federal, State and Education laws and

regulations.

RESOURCES COLLABORATION

COMPLIANCE

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How Can You Prepare for HCM Implementation

 Agency resources have a foundation or working background in the subject matter areas of employment, job classification, benefits, payroll and position control  Agency resources attend all related workshops, training and configuration sessions

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Time Commitments

Meeting deadlines provided by BEST Team are crucial for testing & Go-Live!!!

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Collaboration, Collaboration, Collaboration!!!

• Data Analysis Workbooks
• Configuration Workbooks
• Security and Workflow
• Aligning tasks
• Sharing resources
• And much more!!!

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Walk in thinking you’re going to learn everything new… It’s going to confuse you if you try to relate everything to HRS.

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Wave 1 Advice

Start looking at your data now, and start cleaning up as much as possible (e.g., positions, job titles).

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Toni Traster, Supervisor of Personnel Little Lake City SD Khrystyne Tat, Director of Fiscal Services Little Lake City SD

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Data Analysis Reports

Informational Bulletin #4747 https://www.lacoe.edu/Portals/0/zBulletins/4747.pdf

 Existing HRS Reports  Edit Exception Reports  Employees with no prime job or assignments  Salary Exception Report  Position Control Discrepancy Report  Reports in PC Products  Last Paycheck Report  Position Vacancies Report

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Data Analysis Workbooks

 Flex Fields

 HRS District Codes

 Data discrepancies

 Employees with no pay location  Employees with no step or range

 Pay Type

 Earn Code Analysis  Stipends Analysis

 Dependents (only for agencies that maintain dependents in HRS)

 Missing Social Security Number

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HCM Configuration

• Product Overview sessions will precede corresponding

configuration workshops

• Workshops to be held at three regional locations from

Jan’20 - Jun’20

• 30-40 configuration workbooks in all
• Two weeks per location per session
• One week of workshops followed by one week of support

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HCM Configuration - Expectations

• Ensuring the Subject Matter Experts (SMEs) are

available to participate

• Human Resources, Payroll and Fiscal (Budget/Accounting)

must attend and work collaboratively in these workshops

• Agency resources come prepared and attend all

related configuration workshops

• Workbooks are to be completed during the workshops
• Completion of workbooks is a prerequisite to testing

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HCM Configuration - Sample

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The experience with the HCM Configuration sessions has been very positive and every single moment of the sessions were really useful for me.

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Wave 2 Advice

Attend these sessions in person since it is a lot more meaningful and helpful. This is because the in person attendance provides the opportunity to hear from other agencies that have the same processes. Also, it is very helpful to discuss the HCM related conversation with HCM SMEs in person.

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Suzanne Webb, Human Resources, Director Santa Monica-Malibu Unified School District

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Another advantage to working on the workbooks at the Follow-Up sessions is that we learned of the similar challenges that the other districts faced...and sometimes their challenges were the same as ours...we weren't alone.

Wave 2 Advice

Completing the workbooks during the Follow-Up sessions in a distraction-free environment and having access to the trainers ultimately saves time and ensures that the workbooks are completed to the best of our abilities.

“ ”

Valerie Gockel, Payroll/Personnel Technician Castaic Union School District

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HCM Scope Letter

• Agency Engagement meeting will precede the

scope letter

• Mandatory vs. Optional Functionality
• Agencies need to sign-up for optional functionality

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HCM Reports, Interface, Conversion

• Over 150 HCM reports are being developed
• Some data will be converted by conversion

workbooks and not HRS, e.g. Leave Balances

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HCM Security and Workflow

• Defining HCM user roles
• Assigning agency users to roles
• Defining workflow rules specific to the agency

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HCM User Testing

• Instructor led training will precede testing
• Attending the training is a prerequisite to testing
• BEST Team has a structured schedule for testing
• BEST Team facilitated testing

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HCM End-User Training

• Training held at multiple regional locations
• Multiple delivery methods
• Instructor-led classes
• Computer-Based Training (CBT)

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Technical Team

Hong Lei Claire Nguyen

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• BEST Authentication
• Interfaces
• Conversion
• Reports

Technical Implementation Activities

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BEST Authentication

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Technical Activities (Reports, Interfaces, Conversion)

Module Activities Budget (BUD) Technical Design and Development Deployment Support & System Testing Mock Conversion and Cutover Financial (FIN) Technical Design and Development Deployment Support & System Testing Mock Conversion and Cutover Human Capital Management (HCM) Technical Design and Development Deployment Support & System Testing Mock Conversion and Cutover

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Inbound/Outbound FIN Interfaces

Inbound Interface

• Vendor Payment Request (GAXI, GAXS)
• Vendor Creation (VCC)
• Vendor Modification (VCM)
• Journal Voucher (JV)
• Budget Transfer/Budget Adjustment

Outbound Interface

• Vendor Registry
• Check/EFT Payment Registry

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Inbound/Outbound HCM Interfaces

Inbound Interface

• Timesheet Adjustment (TADI)
• Miscellaneous Deduction (MISC)

Outbound Interface

• Employee Job Information (multiple files)
• Payroll Labor Distribution Information

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Reports and Conversion - Participation

Tasks BEST Project Team Agencies

Analyze interface requirements for BEST Advantage System X Design process X Develop and unit test process X

Reports

• Participate in Report Training and Input Sessions

X

• Validate report output during Deployment Support

X X

• Certify report accuracy and approve for migration

X

Conversion

• Provide test data for conversion load

X

• Verify conversion data accuracy during Deployment Support

X X

• Perform applicable data clean-up (PSFS, HRS)

X X

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End-User Workstation Requirements

 Internet Access  Microsoft Windows 7 SP1 and Windows 8, 8.1, and 10 are supported  Minimum requirements for Windows 7

• 1.0 GHz Processor (x86 or x64 processor) Minimum
• 2 GB RAM Recommended, 1 GB Minimum
• 1024 x 768 Minimum Display Resolution
• 10 Mbps Ethernet Connection

 MAC OS 10.x  Apple iPad with iOS 10.x  Android tablet with Android 6.x  Windows tablet with Windows 10  Microsoft Office Excel and Word (2007, 2010, 2013, 2016, Office 365 Pro Plus)  Google Chrome Web Browser

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Contact Information

Email: BESTInfo@lacoe.edu Website: www.lacoe.edu/BEST Customer Resource Center: https://bestcrc.lacoe.edu

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Closing Comments

• Due April 30, 2019
• Agency Liaison Selection and Contact

Information

• A survey will be sent out to capture the

agency selection and information

• Due May 1, 2019
• Signed Release of Information Letter
• Accessible online:

https://bestcrc.lacoe.edu/Wave-3