K E V I N G U N N – C H I E F T E C H N O LO GY O F F I C E R J A N UA R Y 9 , 2 0 1 8

Enterprise Resource Planning Update

Issue Why

Important?GL AP AR FA

Proj &

GrantCM Pur

Accounting For Capital Assets $1b X X X X X

Financial Accounting and Reporting CAFR X

Account Review and Reconciliation Data Integrity X X X X X X

Grant Management Fed Funds X X X X X

Processing Expenditures in Excess of

Budget

AccountabilityX X X X

Accounts Payable Annual Spend X X X

Controls over Journal Entries Internal

ControlsX

Wire Transfers Internal

ControlsX X X

Recording Debt Transactions Bond Ratings X

Accounting for Contractual Requirements in

a De-Centralized Environment

Internal

ControlsX X X X

Cash Reconciliation Process Internal

ControlsX X

Year-end Accounts Payable Accrual Internal

ControlsX X X

Other Procurement Related Control Issues

(not a management letter issue)

Internal

ControlsX X X

• ..most livable and best managed..

• Standardized processes• Strengthen controls• Provide timely and accurate

data• Reduce paper based, labor

intensive processes and errors• Uniform policy application

Project Benefits

2

Timeline

• Time & Labor

• Payroll

• Human Resources

• Absence Management

• Benefits Administration & Recruiting

October 2010 – ERP I HCM Core

August 2012 – HCM Upgrade 9.1

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TimelineOctober 2010 – ERP I HCM Core

August 2012 – HCM Upgrade 9.1

• Accounts Payable

• Cash Management

• Commitment Control

• General Ledger

October 2015 – ERPII FINS

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Challenge: Accelerate time to value

5

Governance

• Governance Committee• ACM, CFO, CTO, HR Director, Performance and Budget Director, Assistant

Directors

• Five Year Plan

• Annual Work Plan

6

Five Year Plan• FY18 Projects

• PS Purchasing Modules • Enhanced GL Grants Functionality • ePerformance• Learning Management System • Enterprise Asset Mgt Interface • Telestaff-PeopleSoft Interface

• FY19 Projects• Electronic Invoicing • Travel & Expense System • Investments Module

• FY20 Projects• FINS Update• Blackline

• FY21 Projects• Payroll Assessment

• FY22 Projects• Inventory System

• To Be Scheduled• Grants• Project Costing• Portal

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Annual Work Plan

8

ProgressReporting

9

ERP Staffing Support Model• Lean Technical Support in ITS (from 29+ to 18)

• Functional Support in FMS (6), HR (3) and Performance & Budget(1) Departments

• Augment with Consultant/Contract Support for major projects & initiatives

10

IDIQ/MA Contract• Indefinite Delivery, Indefinite Quantity / Multiple Award

• Objectives/Goals• Increase cadence• Improve efficiency• Manage costs

• Request for Proposals Fall 2015

• Contracts Awarded May 2016• Four vendors

• Task order – continued competition

• Performance continually reviewed - Program Reviews Dec 2017

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TimelineOctober 2015 – ERPII FINS

• October - eCompensation

• October - FINS 9.2 upgrade

• October – Open Enrollment

• November - Taleo Cloud Recruiting System

2016

• April – Hyperion Budgeting System

• May – HCM 9.2 Upgrade

• August – AR/POS for Finance

• October – Open Enrollment

2017

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Planned or In-flight Activities• January 2018 Time Clocks

• April 2018 Fire Association Health Care

• April 2018 Telestaff-PeopleSoft Interface

• May 2018 HCM Version Update

• June 2018 FINS Version Update

• October 2018 Purchasing

• December 2018 Learning Management System

Delivering: New Functionality, One-time Efforts, New Interfaces, Keeping Current

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• Learning Mgt System• ePerformance• Grants• Inventory• Supplier Contract Mgt• Contracts• Project Costing• Portal

Modules Not Yet Implemented

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Upcoming Actions• M&C to close ERP II FINS legacy project

• Transfer balance to Programmable Projects to better align with the current capital delivery model

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Questions

A A R O N B O V O S – C H I E F F I N A N C I A L O F F I C E R J A N UA R Y 9 , 2 0 1 8

Project Updates

Accounts Receivable

Point of Sale

Purchasing System

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AR/POS ImplementationRisk Ranking by Department

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Code Compliance

Aviation

Public Events

Fire

Parks and Recreation

Economic Development

City Secretary's Office

Library

Property Management

TPW

Police

Planning and Development

Municipal Court

HR

ITS

City Attorney's Office

Neighborhood Services

Water

City Manager's Office

City Auditor

Financial Management Services

Performance and Budget

AR/POS Implementation Timeline

• Departments fall into one of 3 groupings based on complexity and number of revenue functions• 4 month duration

• 3 month duration

• 2 month duration

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Moving to PeopleSoft Purchasing means more than replacing the BuySpeed footprint

Modules Highlights

eProcurement &

Purchasing

Requisitions and purchase orders Approvals and budget controls Receive goods and services Purchasing contracts Purchasing card transactions

eSupplier Vendor collaboration with City

Strategic Sourcing RFXs solicitation Online bid submissions Bid tabulations and evaluations

Automated Invoice

Matching &

Payment

Invoice scanning Automated matching Automated Payment processing

New Opportunities

Considerations for our organization

• Approvals – Process review recommends Department approval to purchase moves to the point of requisition / today it’s at point of payment

• Automated payment- AP will immediately issue payment for invoices passing automated three-way match

• Capital projects – complexity with partial / progressive payments potentially resolved. Requires a little more research

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Comments & Questions