Executive Steering CommitteeExecutive Steering CommitteeProgram Advisory Committee

November 21, 2013

Agenda

EBS Updates HCM Audit HCM Audit Citywide Technology Assessment Time Management Tool Survey Resultsg y SAP Benefits Update Time Capture Project Update Patch Results Activity Cost Allocation A d It f N t M ti Agenda Items for Next Meeting

2

EBS Updates

3

EBS Annual Work Cycle

Fiscal YearJuly June

P i it #1 P d ti t h t il bilit it lPriority #1: Production support such as system availability, security roles, training, etc.

Priority #2: Keep system compliant with Federal/State laws union rules etcPriority #2: Keep system compliant with Federal/State laws, union rules, etc.

***5 Union Contracts***COPPEA complete; PPA next?

Priority #3: Planned Work

80% CompleteComplete In Progress

Stabilize FY 13 Projects,New Project Intake

July – Aug

Hot Pack Testing,Year-End Updates

Sept - Dec

Work on Projects

Jan - June

4

EBS Projects… in discussion

Jan Feb Mar Apr May Jun

Jan – June 2014

Labor Contracts – Completed 1 of 6

Jan Feb Mar Apr May Jun

CAFR – Building reports in SAP

SAP Benefits – In progress (Deferred Compensation)

Public Sector Collections & Disbursements (OCT) – RFP

Continue Time Capture…. – Documenting Business Requirements in Jan 14

Processes & Forms – RFP

5

p g q

Human Capital Management: M t d l i l t d b t dditi lMost modules now implemented, but additional

costs exceed $3 million

October 2013Office of the City AuditorOffice of the City Auditor

Agenda

What prompted the audit Our process What we found

What prompted the audit

Follow-up to Nov 2010 audit, Business S t S ft I l t ti E iSystem Software Implementation: Expensive, late and incomplete

Compare 2013 to 2009

(Objectives, Scope and Methodology, page 11)

Our process

Interview City leaders responsible for HCM Review City documentation Review external documentation Review contracts and payment information

from SAP

(Objectives, Scope and Methodology, page 11)

What we found

The City has made progress on maximizing its f HCM i 2009 b t k iuse of HCM since 2009, but work remains

4 of 9 Modules planned and available in 2009:– 4 of 9 Modules planned and available in 2009:– Two have worked as intended (PA, OM)– Two did not work as intended but are now corrected

(TM, PY)

(Audit Results, pages 3-5; Figure 1, page 3)

What we found (continued)

The City has made progress on maximizing its f HCM i 2009 b t k iuse of HCM since 2009, but work remains

(continued)

– 5 of 9 Modules planned but not available in 2009: Three now implemented with improvements made (ESS,

MSS, Learning function)MSS, Learning function) One planned (Benefits) One no longer planned (e-Recruitment)

(Audit Results, pages 5-8; Figure 3, page 6)

What we found (continued)

Other matters– SAP reporting was not fully available in 2009– SAP reporting is still in progress

E t d l ti i D b 2013– Expected completion is December 2013

(Other matters, pages 9-10)

Thank you!

Janice Richards, CPA, CISAOffice of the City Auditor / Audit Services DivisionRoom 310, City HallJanice.richards@portlandoregon.gov@p g g503-823-4007

PreliminaryCommunities of InterestCommunities of Interest 

(COI) Summary

City of Portland

Ci id T h l ACitywide Technology AssessmentPresented by: Ben Berry, CTOEnterprise Business SolutionsPresented to: Enterprise Business Solutions

November 21, 2013

http://www.portlandoregon.gov/bts/article/466746

COI Summary

• Explore the ‘communities of interest (COI)’ approach

Key Objective

• Explore the  communities of interest (COI)  approach

• Review the feedback from bureaus in the COI sessions:

T i 1 Hi h l l i id• Topic 1: High level citywide governance structure

• Topic 2: Customer engagement model

• Topic 3: Demand for resources – prioritization

• Topic 4: Citywide initiatives and opportunities

• Topic 5: Technology Costs – transparency & measures

COI Summary• Need for transparency, collaboration and communication

• BTS to provide strategic direction

• Forum to inform BTS about business needs;  IT enables business

• How are priorities defined citywide; build robust ROI model

• Need to understand the BTS service catalog (services and pricing)• Need to understand the BTS service catalog (services and pricing)

• Cross‐training of resources 

• Recognize the need for efficiencies

• COI is a forum to discuss cross‐bureau opportunities and challenges 

• What are the BTS Core Services?  Explore options for outsourcing 

• Realign existing collaboration groups for best COI results! 

• Bureau Customer Stakeholder Group (CSG)

• Technology Business Consultants (TBC)• Technology Business Consultants (TBC)

COI Summary• No cross‐bureau governance (observation today)

• Missed opportunities in decision‐making process; Who champions and d id f b i i i i ?decides for cross‐bureau initiatives?

• How are cross‐bureau solutions funded – Options for costing model?

• Role and authority of elected officials in the COI model?Role and authority of elected officials in the COI model?

• How to balance needs of small vs. large bureaus?

• Performance metrics:

• What is in the BTS Base vs. Add‐on budgets?

• Cost Trending:  Comparison of costs year over year

• What is included in the cost of services?  Performance comparison to market?

• Understand gap of budget vs. actual?

• List of projects BTS is working on (such as priorities milestones benefits)• List of projects BTS is working on (such as priorities, milestones, benefits)

Status of Findings and Recommendations 

• Findings:  Being finalized in the following scope areas ….• Citywide Governance – COI reviewed above

• Citywide IT Skills Evaluation

• Citywide State of Technology

• BTS Organizational Structure, Service Delivery, Business Processes

• BTS Budget and Financial Management

• BTS CMMI Appraisal (Capability Maturity Model Integration)

t• Recommendations Due:  December 31st Final Consultant Report

Citywide Technology AssessmentCitywide Technology Assessment

Q ti b t ?Questions about scope or process?

22

Time Management Tool Survey Results

23

Timekeeper Survey Results

24

Timekeeper Response by Bureau

25.0%

30.0%

15.0%

20.0%

… … … … … … … … … … … … … … … …0.0%

5.0%

10.0%

dito

r's O

ffice

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and

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unci

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ces:

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au o

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und

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Aud

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urea

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: Bur

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MF

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ting

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: Pro

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OM

F: R

eve

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25

B OO

ff

OM O

OM O

OM

OM

P

Por

t

Personnel Sub Area(s)

80.0%

Personnel sub area(s) supported by a timekeeper

50.0%

60.0%

70.0%

20.0%

30.0%

40.0%

Non-Portland Fire

Fighter'sPortland Police

Portland Police

Commandin AFSCME, L l 189 2

Laborers' Local 483 -

City of Portland

Porfessional

Laborers' Local 483 -S l

District Council of

T dAFSCME,

L l 189 3

0.0%

10.0%

NonRepresented

Fighter s Association

(PFFA)

Police Association

(PPA)

Commanding Officers

Association (PPCOA)

Local 189-2 BOEC

Local 483 Recreation Employees

Porfessional Employees Association (COPPEA)

Seasonal Maintenance

Workders

Trade Unions (DCTU)

Local 189-3 Housing

Series1 74.2% 1.5% 1.5% 1.5% 7.6% 6.1% 39.4% 4.5% 48.5% 3.0%

26

Percent of Employees Who Use ESS

None 25% 50% 75% 100%

24%24%

4%

5%

52%

15%

27

Responses on Changes

I feel the following changes made in June 2013 to the SAP Time Management system have improved the time entry processes.

50

60

f Res

pons

es

Strongly Disagree

20

30

40

Num

ber o

f

Disagree

Agree

0

10

2 he

ader

Hol

iday

s

rem

ium

s

of c

lass

me/

com

p

s a

lunc

h

lidat

ions

Strongly Agree

CA

T2

H

Add

ition

of p

r

Wor

king

out

Ove

rtim

e lin

e en

try a

cros

sbr

eak

Tim

e en

try v

a

28

Sin

gle

Satisfaction Ratings on Time Entry and Approval Process

2.89

3.02

1. ESS users are satisfied with the new time tools (time sheet and time request applications).

2. ESS users are able to complete their time entry without assistance.

3.15

3.22

3. Most ESS users are certifying their time entries in a timely fashion.

4. MSS users are approving time for their employees in a timely fashion.

5 H t th t l t l ith HRAR 1 07 Ti R i d 3.11

2.91

2 91

5. How to use the tools to comply with HRAR 1.07 Time Review and Approval bureau wide.

6. MSS users are able to use the delegation application without assistance or issues.

7. Bureau's felt the level of preparation provided by EBS was adequate 2.91

3.17

3.09

to begin using the new time management tools.

8. Time approval process is more efficient now than the previous process.

9. The level of support we received after go-live met our needs.

3.07

3.07

10. The reporting tools available for time approval and time requests meets our needs.

11. Bureau's made use of the training materials available (cheat sheets, videos, demos and web-ex sessions).

29

2.8712. Time request and approval process works well even for employees who do not enter their own time in ESS.

Rating Scale: 1 = Strongly Disagree 4 = Strongly Agree

Old Time Approval System Still in Use?

We are still using parts of our old time approval process because:

• Not all staff are familiar with this process• Not all employees on ESS• There is no communication on whether overtime pre• There is no communication on whether overtime pre-

approvals are done outside or inside ESS• ESS does not work for a 24-hour bureau

ESS d t k f i di id l th t h lti l• ESS does not work for an individual that has multiple supervisors

• If timesheets are turned in after 5pm on the due date we must enter them in manuallymust enter them in manually

• ESS does not allow the ability to separate hours worked into a format for charging the time to different work orders

30

orders

Best Thing About New Tools:

• Tracking and recording time requestsg g q• The ability for employees to see quotas in the time sheet /

time request tool• Paperless and real timePaperless and real time• Easy-to-read instructions and screen shots• Not having to break out the lunch period

Speed of entry can enter hours with minimal clock times• Speed of entry – can enter hours with minimal clock times• Able to see the entire pay period• All the information is in SAP

31

Most Confusing Thing About New Tools:

• Identifying what is new and old• Scrolling through the timesheets • Not being able to separate entries based on

attendance/absence code• Finding which project (cost object) to bill time to• Time entry adjustments after ESS locked out • Vacant chief positions for an org unit• Vacant chief positions for an org unit

32

New Tools Could Be Improved By:

• Having a column with a word description of the cost object

• More options to condense the timesheet display• Minimize scrolling / button clicking

Red ce "font" si e so more col mns are isible• Reduce "font" size so more columns are visible• Move Certify button to a more prominent place on the

time sheetA t ti il t th b ti k h• An automatic email to the bureau timekeepers when a correction is submitted via time request after a pay period has closed

33

Questions?Questions?

34

New ESS & MSS Time ToolNew ESS & MSS Time Tool Survey Results

35

Which Bureau Employs You?vi

ces

(BD

S)

mun

icat

ion …

rvic

es (B

ES)

sabi

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& …

nabi

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Rig

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ent

Offi

ce, P

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Serv

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(PB

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Com

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and

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0% 0% 0% 0% 0%

Aud

itor's

Off

Bur

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Bur

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Bur

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Offi

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Offi

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f Nei

OM

F: A

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OM

F: B

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OM

F: B

urea

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OM

F: B

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OM

F: C

ityFl

e

OM

F: C

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OM

F: E

nter

p

OM

F: F

acili

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OM

F: P

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F: P

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F: R

even

Port

land

Bu r

Port

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Fire

Port

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Hou

Port

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Off

Port

land

Par

Port

land

Pol

Port

land

Wa

3%

8%

0%3%

0% 1% 1%2%

4%

2%4%

7%

1% 1% 1%0%

2% 3% 3%0%

3%1%

8%7%

11%

15%

3624%

Are you a Member of a Union?

49 6%

Non-Represented

49.6%

AFSCME, Local 189-2 (BOEC)

30.0%AFSCME, Local 189-3 (Housing)

15.1%

City of Portland Professional Employees Association (COPPEA)

District Council of Trade Unions

2.0% 2.9%0 2% 0 2%

(DCTU)

Portland Police Association (PPA)

37

0.2% 0.2%

ESS Time Sheet and Time Request: Strongly Disagree to Strongly Agree

3.481. I am using the new Time Request tool to communicate with my manager about time off and overtime.

2.112. We are still using other processes to capture time off for our office (email, spreadsheets, paper forms, etc.)

3.18

2.81

3. I am able to complete my time sheet without assistance.

4. It takes me less time per pay period to enter my time now.

3.305. It is easy to certify my time sheet at the end of the pay period.

2.83

3.48

6. The training for these new tools was helpful (cheat sheets, videos, demos and web-ex sessions).

7. My manager is using these new tools to approve my time off requests d ti h t

38

3.48and time sheets.

Rating Scale: 1 = Strongly Disagree 4 = Strongly Agree

Average Time It Takes To Complete a Time Sheet Per Pay Period30 minutes - 1

hour9%

More than 1 hour4%

Less than 5 i tminutes28%15 - 30

minutes17%

5 - 15 minutes42%

39

What People Like About the New Tools

• It is an improvement from the previous version• Electronic method to submit and record all the time

requests• Fast time entry and easy time request processing• Drop down menus to help find correct project numbers

and codes• We don't have to enter lunch breaksWe don t have to enter lunch breaks• Requests, quotas, and timesheet information all in one

view • Quick and easy to use• Integrated with Outlook notifications

40

How Can the New Tool Be Improved?

• Having an “exit” button on the Time Request tool• Free up some space on the time sheet to view more

dates• Add hours to the template

More custom views to remove columns hardly used (i e• More custom views to remove columns hardly used (i.e., Job Key, Premium, etc.)

• Being able to move rows up and downg p• Having Standby time (On Call) as an entry on the time

sheet• Having the ability for the time request that has have

been approved, to automatically populate on to the time sheet and into SAP

41

When Asked If They Were Managers

447 responses

79.4%

20.6%

42

Yes No

MSS Time Sheet and Time Request Approvals and Delegations

3.411. It is easy to approve my employee's time off and overtime requests using the new tools.

3.202. The new employee time approval tool gives me all the information I need to approve time

each pay period.

3 I k l i h i d3.24

3. It takes me less time each pay period to approve and track time for my employees with

the new tools (versus the old process we …

4 I can easily delegate approvals to the right 3.30

3 14

4. I can easily delegate approvals to the right people in my org structure.

5. My employees are certifying their time 3.14

3.29

sheets each pay period in a timely fashion.

6. Overall, these tools allow us to better track and report on time related information for

l

43

employees.

Rating Scale: 1 = Strongly Disagree 4 = Strongly Agree

Manager Time Spent on Time Approval per Pay Period

30

More than 1 hour3%

Less than 5 minutes

22%

30minutes - 1 hour

11%22%

15 - 30 minutes

5 - 15 minutes39%

minutes25%

44

Questions?Questions?

45

SAP Benefits Update

46

Background

• Cross-Functional Team developed project charter for Benefits in Fall 2011

• Project consists of Benefits solution via third party: Benefit FocusBenefit Focus

• Long-term goal is implementation in SAP by July 2015

47

Current State

• BHR Benefits team continuing work with Benefit Focus:– Online enrollment – Complete– Benefit solution for active employees – Complete– COBRA solution – Not startedCOBRA solution Not started– Retiree Solution – Not started– Deferred Comp Solution

• EBS and BHR blueprinting deferred comp in ESSBenefits Cross Functional Team re activated• Benefits Cross-Functional Team re-activated

• On track for Benefits implementation in SAP by 2015

48

Cross-Functional Team AgendaNovember 2013-April 2014

• Documentation review/requirement validation: review and update requirements and solution documentation from the Benefit Focus project

• Explore accounting solutionsExplore accounting solutions• Review PSCD as a possible solution for retiree billing• Define project scopep j p• Create project timeline for implementation• Craft RFP and evaluate proposers (potential for site

visits as part of evaluation process)

49

Time Capture Project Update

50

2012

2012 Time Capture Methods

Issues:

Employee Self Service

UDARS/Double Entry

Journal/Double Entry

• Pain points with ESS time sheet

• External systems not

STARS/Double Entry

Paper/timekeeper

PRESS/Double EntryExternal systems not interfaced

• Paper time sheets• Double entry: inefficient

PRESS/Double Entry

Paper/Synergen/Double Entry

Paper/Spreadsheets/Timekeeper

• Double entry: inefficient and error prone

Spreadsheets/Timekeeper

Fleet Focus/Double Entry

Casuals/Timekeeper

51

Components of New Strategy

Interface

New ESS Time Sheet

Third-Party from

external systems

Time Capture Software

Efficient Time

y

Time Capture

52

2013

2013 Time Capture Employee Time Entry Process

Methods

Issues:Issues:• Pain points with ESS

time sheet• External systems not

ESS Users

Potential Interface• External systems not

interfaced• Paper time sheets

D bl t i ffi i t

Potential ESS

Remaining

• Double entry: inefficient and error prone

53

Scope and Delivery Strategy

Third-Party Time Capture Ph 3Phase 3

Interfaces to CATS

Phase 2

Full ESS Roll-out Phase 1

Improved Time Capture

Project2013-2014

54

2013 2014

Time Capture Next Steps

I t f fI t f fInterface from external systems

Interface from external systems

• Identify interface requirements and schedule: in progress

New ESS Time Sheet

• OMF rollout: January 2013• Migrate existing Citywide users: June 2013Time Sheet

• Begin RFP Process: TBDThird-Party

• Broaden Citywide rollout: September 2013

• Begin RFP Process: TBD• Identify appropriate work units for

implementation: early 2014

Third-Party Time Capture

55

Time Capture Strategy

Example of future time capture hybrid system

PBOT Parks Police FirePBOTN ESS

ParksN ESS

PoliceUDARS

FireJournalNew ESS

Time sheetNew ESS

Time sheet

Thi d P t

UDARS to SAP

Journal to SAP

Maximo to SAP

Third-Party Time

Capture

56

How We Get There

Jan-Feb 2014

Bureau

March-April 2014

Solution

May 2014Develop

Bureau Meetings

Solution Mapping Project Plan

57

Patch Results

58

Patch Status

• Successfully completed 11/17/13

• Monitoring and resolving minor issues

• Year-End Updates for Payroll and Accounts Payable

• Projects and other work

59

PBOT Labor Costing

PBOT Ch R t• PBOT Change Request o Time entry using activity allocationo Labor and Work Order interfaceso Timesheet - Work Orders to Cost Objects

• Water Change Request• Water Change Request

• Target completion date: June 30thTarget completion date: June 30

60

PBOT Labor Costing - Benefits

• Reduce manual data entry Save staff timeo Save staff time

o Reduce errorso More accurate costing and project reporting

• Improve data consistency between SAP and work order systems

• Retro pay posts to master cost center

• PY Accruals/Reversals post to master cost center• PY Accruals/Reversals post to master cost center

• More detailed SAP project and order reporting

61

Questions?Questions?

62

Next Meeting, Agenda Items

• Next scheduled meeting: December 19th

– Hold as scheduled?– Cancel?– Decide in three weeks?Decide in three weeks?

• If “hold as scheduled,” what agenda items would you like to have included?

63

Questions?

64

Thank you!

65