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#03-141

Enterprise Resource Planning Update

Issue: Des Moines Schools Enterprise Resource Planning (ERP) Steering Committee Update

Background:The Des Moines Public Schools Enterprise Resource Planning (ERP) Steering

Committee continues to meet on a regular basis to study and discuss ERP Systems. The

committee consists o a comprehensi!e crosso!er o district sta"eholders. The committee is#

Michael $rmstrong.............City o Des Moines

%e!in &accam.....................&usiness 'iceDebra $ugspurger...............ibrary

%atie &ond..........................Payroll

an Carey.............................*reen+ood*reg Da!is..........................Management Ser!ices

Patricia Deery......................,uman ResourcesRandy Dun+oody...............Data Center

Don -rye.............................Purchasingic"i *ooch........................Data Center

Tim *raham........................,eartland $E$

Carol *ustason..................$ssessment*ayle /saac..........................&usiness 'ice

inda ane..........................Deputy Superintendent

Todd iston.........................Transportationudi Martens........................&usiness 'ice

Cathy Mc%ay......................Employee &eneits

Ron Meyers.........................TechnologyChristopher Miller...............DME$ Representati!e

Teresa 0ece.........................-ood Ser!ice

Ron anderMeyden............Data Center

ohn 1arming.....................Teacheramie 1il"erson..................Saety

Doug 1illyard....................,uman Resources

Michael 1intermote......... ..TeacherT+yla 1oods......................,uman Resources

The ERP pro2ect +ill e3ist in three phases. The irst phase +ill be to conduct a ormal needs

assessment +ith the help o a s"illed outside consultant amiliar +ith best school businesspractice. The second phase +ill be the selection o an ERP product that best meets the identiied

needs o DMPS. The third phase +ill be the implementation o the ne+ ERP system.

The pro2ect is currently +or"ing through the irst phase4 and has issued an R-P or ERP

consulting ser!ices.

1ith the help o the DMPS Technology Department4 an ERP pro2ect !ision statement and related

goals and ob2ecti!es ha!e been deined4 re!ie+ed4 and appro!ed by the ERP committee. This

inormation +ill be useul or consultants to consider as they de!elop their proposals in response

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to the DMPS R-P or consulting ser!ices. -ollo+ing is the ERP pro2ect !ision statement4 ocus

statement4 goals4 and ob2ecti!es.

A. ision !or "I$%" ERP

$ clearly deined !ision is critical or ma"ing an important decision such as the one

contemplated by the DM/CSD ERP Pro2ect.

Vision for DMICSD ERP

Existing HR/Finance

E3tensi!e 5*reen Screens6 imited /ntegrated Perormance Data imited Contract Management and

Trac"ing E3tensi!e Manual Reconciliation imited e7commerce

Rigid -inancial Policies Embedded inStatute -ocus on E3pensi!e Pre!enti!e

Controls

Future ERP

District7+ide Enterprise -ocus Enhanced Des"top Capabilities Enhanced /ntegrated Perormance Data

Enhanced Contract Management

Support System Standard Management and -inancial

Reporting $utomated Reconciliation -ully /ntegrated e7commerce

-le3ible -inancial Policies Set by

$dministrati!e Rule -ocus on Employee Eiciency

B. $onsulting %er&ices 'ocus

The ERP consulting study +ill ocus on pro!iding ans+ers to three 8uestions critical to

ma"ing the District9s ERP !ision a reality#

1hat do moderni:ed District processes loo" li"e;

,o+ much +ill it cost;

1hat beneits +ill the District recei!e;

$. (oals

Best Business Practices

DM/CSD is loo"ing or a !endor that +ill be a partner throughout the

liecycle o this pro2ect. The partner should be a member o !arious

organi:ations and go!ernment committees4 support industry benchmar"s andorums and demonstrate its commitment to the +orld o education as +ell as

technology. $ccordingly4 DM/CSD re8uires a solution that supports industry

standards and is a commercial o7the7shel application.

E)po*er All Users

DM/CSD re8uires an Enterprise Resource Planning Solution (ERP) that is

designed to empo+er and inorm the +or"orce4 reduce the internal supportcosts and pro!ide sel7ser!ice unctions. This solution +ill enhance and

enorce business policies and procedures +hile pro!iding le3ibility or

uture changes.

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Ease o! aintenance

DM/CSD re8uires a modern4 integrated suite o business solutions designed

to support and enable continuous process impro!ement. /t is the intent topurchase an ERP that allo+s or the addition o eatures +ithout modiication

o code. Changes to the application modules must be preser!ed +hen the

applications are upgraded.

+otal Integration

DM/CSD understands that standards7based computing (S/-) +ill reduce the

ris" associated +ith purchasing a ne+ system +hile simpliying andstreamlining business processes.

%o!t*are Re,uire)ents and I)ple)entation

DM/CSD is loo"ing or a comprehensi!e sot+are pac"age or sot+arepac"age suite that contains a +ide7ranging set o unctionality. Speciic

customi:ation may be re8uired to accommodate detailed re8uirements. The

installation o the sot+are pac"age +ill be separate and distinct rom thesot+are ac8uisition.

". /ecti&es

-ollo+ing are the deined ob2ecti!es o the DM/CSD ERP Pro2ect#

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