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 B usiness E nhancement S ystem T ransformation TECHNOLOGY SERVICES

Agenda 1. Introductions & Meet the BEST Team 2. Project Management 3. Organizational Change Management Paul Landry 4. Budget Los Angeles County Office of Education 5. Financial BEST Project Director 6. Human Capital Management 7. Technical 8. Closing 2 TECHNOLOGY SERVICES

Thank You for Hosting the Wave 3 Kick-off! 3 TECHNOLOGY SERVICES

Project Management Team Name Role Paul Landry LACOE Project Director Mark Kithcart LACOE Project Coordinator Raman Sachdev CGI Project Director 4 TECHNOLOGY SERVICES

Organizational Change Management Team 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 5 TECHNOLOGY SERVICES

Budget Team Name Role David Chiang LACOE Budget Lead Lee Stevens-Blythe CGI Budget Lead 6 TECHNOLOGY SERVICES

Financial Team 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 7 TECHNOLOGY SERVICES

Human Capital Management Name Role LACOE Human Capital Management Sangeeta Gupta Human Resources Lead LACOE Human Capital Management Yumeka Seabrooks Payroll Lead 8 TECHNOLOGY SERVICES

Technical Team Name Role Hong Lei LACOE Technical Lead Claire Nguyen CGI Technical Lead 9 TECHNOLOGY SERVICES

BEST Project Project Management: Roadmap & Scope Paul Landry, BEST Project Director Raman Sachdev, CGI Project Director 10 TECHNOLOGY SERVICES

Updated May 17, 2018 BUDGET (BUD) BEST Advantage - FIN Quality Assurance Pilot: FINANCIAL (FIN) Agencies TBD BEST Advantage – HCM Quality Assurance Pilot: HUMAN CAPITAL MANAGEMENT (HCM) Agencies TBD Waves 1 & 2 Combined (8 + 25= 33 Agencies) Post-Production Support (PPS) BUDGET (BUD) FINANCIAL (FIN) HUMAN CAPITAL MANAGEMENT (HCM) Wave 3 (56 Agencies) Post-Production Support (PPS) BUDGET (BUD) FINANCIAL (FIN) HUMAN CAPITAL MANAGEMENT (HCM) Wave 4 (51 Agencies) PPS Application Go-Live BUDGET (BUD) FINANCIAL (FIN) HUMAN CAPITAL MANAGEMENT (HCM) 11 TECHNOLOGY SERVICES

BEST Advantage System: Functional Areas and Scope HCM – Human Capital Management (HCM) BUD – Budget (BUD)  Position Control  Budget Formulation  Personnel Management  Salary and Benefits Forecasting System (SBFS)  Electronic Personnel Requisitions (ePR)  Budget Publishing  Payroll  Payroll Accounting Management (PAM)  Time and Leave (at Timekeeper level) FIN – Financial (FIN)  Employee Self-Service  General Ledger (GL)  Purchasing Across All Functional Areas  Accounts Payable (AP)  Standardized Account Code Structure (SACS)  Budget and Accounting Manual (BAM) for  Accounts Receivable (AR) Colleges  Fixed Assets (FA)  Business Intelligence (BI)  Warehouse Inventory Management  Security and Workflow 12 12 TECHNOLOGY SERVICES

Release of Information Letter: Return by May 1, 2019 13 TECHNOLOGY SERVICES

Organizational Change Management We Help People Adopt Systems & Transform Organizations 14 TECHNOLOGY SERVICES

BEST Advantage System FIN#2 HCM FIN#1 BUD Go-Live Dates REQs, POs Payroll Mar April May June Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 2019 2020 2021 1 CHANGE PLANNING Agency Change Planner Now Wha No hat?... ?... 2 Agency Ambassador Program CHANGE IMPLEMENTATION User Adoption Program BEST Advantage System 3 CHANGE OPTIMIZATION Agency Transformation Journey 15 TECHNOLOGY SERVICES

The Change Management Planner 1 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 PEOPLE PROCESS TECHNOLOGY Develop Your Team & Engage & Enable Understand Benefits & Impacts Set the Climate for Change Your Stakeholders Align Build Resource Benefit Benefit Guiding Goals & Engage Enable Impacts Impacts Impacts Roles Teams Establish a clear vision for Project Create communication plans, Evaluate benefits, resource level goals, clarify roles and engage people and enable new of effort impacts and impacts to expectations. system learning in multiple ways. existing technology. 16 TECHNOLOGY SERVICES

The OCM Agency Ambassador Program & You 1) The Checklist (“ARC”) The Ambassadors  All Readiness Tasks to Prepare for Go-live 2) The Guide  Deeper Dive into ARC tasks The Liaisons People 3) The Dashboard Organizational Security and Testing Alignment Workflow l   ᴥ  Measures Progress ▲   ᴥ    ᴥ ∞  ▲ ᴥ ▲   ᴥ  ▲  ᴥ ᴥ   ᴥ 17 TECHNOLOGY SERVICES

When Do We Start? Agency Liaison Selection & Contact Information FIN – Full Go Live HCM - Go Live BUD - Go Live FIN – REQ & PO July 2020 Jan 2021 Jan 2020 Go Live May 2020 submission 4/30/2019 May Mar Jul Sep Nov Jan Mar May Jul Sep Nov Mar Jan 2019 2020 2021 Ambassador Program launch Weekly ARC Meetings Track ARC tasks BUD focus Track ARC tasks FIN focus Track ARC tasks HCM focus Ambassador Program Activities 18 TECHNOLOGY SERVICES

Tips from Waves 1 & 2 “ 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. “ “ The frequent communications between LACOE and our agency are so important. They provide so much valuable information, you have to make a ” Linette Hodson deliberate effort to pay attention or you’ll miss out. Chief Business Official Castaic Union School District . 19 TECHNOLOGY SERVICES

Learning Roadmap YOUR JOURNEY BEGINS HERE! USER LEARNING OPPORTUNITIES • DIGITAL MATERIALS • WORKSHOPS • TRAINING • SYSTEM TESTING • USER ADOPTION SESSIONS 20

BEST Advantage System – BUD Learning Roadmap BEST Practices Workshop August 2019 End-User Training Budget Exhibition January 2020 – March 2020 September 2019 Go-Live Super-User Training User Adoption Sessions March 2020 – April 2020 October 2019 Jan 2020 Business Process Modeling October 2019 – February 2020 Customer Resource Center: Quick Reference Guides, CBTs, Other Digital Materials Starting April 2019  21 TECHNOLOGY SERVICES

https://bestcrc.lacoe.edu Customer Resource Center 22 TECHNOLOGY SERVICES

Tips from Waves 1 & 2 “ 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. Andrea Iacovitti Assistant Director, Budget & Finance, Downey Unified School District 23 TECHNOLOGY SERVICES

LACOE-specific Training Guides for Sign-up for Training BEST Advantage System Complete sample Step-by-Step transactions NOW! Transaction Guides w/ Screen Shots 24 TECHNOLOGY SERVICES

Customer Event Calendar by Wave/ Geographic Location 25 TECHNOLOGY SERVICES

Customer Questions answered by BEST Project Subject Matter Experts (SME) 26 TECHNOLOGY SERVICES

Computer-Based Training (CBT) 27 TECHNOLOGY SERVICES

David Chiang Lee Stevens-Blythe Budget 28 TECHNOLOGY SERVICES

Budget Development  Position Control  Operating Budget  1xxx to 8xxx  Budget Scenarios  K12 SACS Validation File (.dat file)  Budgetary Control in Finance  Valid Account Strings  Spending Control 29 TECHNOLOGY SERVICES

Data Review and Cleansing  Budget Development  Review Position and Employee Data in HRS  HCM Data Analysis Workbooks 30 TECHNOLOGY SERVICES

David Chiang Matt Shaw Financial (FIN) General Ledger, Accounts Receivable and Asset Management 31 TECHNOLOGY SERVICES

BEST Advantage System - Integration BEST ADVANTAGE System - BUDGET BEST ADVANTAGE System - Accounts Asset /Inventory Purchasing Payable Management Financial BEST ADVANTAGE System - HCM Accounts General Business Receivable Ledger Intelligence 32 TECHNOLOGY SERVICES

General Ledger  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 33 TECHNOLOGY SERVICES

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 34 TECHNOLOGY SERVICES

Accounts Receivable and Billing  Customer Records  Billing Profiles  Receivables / Customer Balances  Invoicing  Receiving Payment(s)  Receivable Aging  Write-Offs 35 TECHNOLOGY SERVICES