ERP ASSESSMENT AND RFP

DEVELOPMENT PROJECT

Needs Assessment Report

City Council Committee Presentation

October 29, 2019

OBJECTIVE AND AGENDA

Objective

Provide an update on the status of the ERP Assessment and RFP

Development project

Agenda

▪ Introductions

▪ Project Background

▪ Project Findings

▪ Next Steps

▪ Questions and Discussion

BERRYDUNN TEAM MEMBERS

Seth Hedstrom, PMP

Project Principal

Keith Damon, PMP,

ITIL, Prosci® CCP

Subject Matter Expert

Dylan Langley

Business Analyst

Michele Dotson, MPA, PMP,

CCMP, Prosci® CCP

Project Manager

Matt Tremblay, Prosci® CCP

Lead Business Analyst

CITY PROJECT LEADERSHIP

Project SponsorsMike Finley

Yoko Matsumoto

Project FacilitatorLisa Zepeda

Technical TeamDeven Mercer David Pool

Vicki Ho Steven Bortoluzzi

Project Management TeamAmy Trevino, Controller

Will Velasco, Procurement Manager

Heather Moorhead, HR Manager

Robert Warren, HR Manager

Deborah Moore, IT Manager

CITY PROJECT BACKGROUND

Went live with current ERP system Lawson Enterprise in January 2006

Current system has been through three major upgrades

Current system will require full conversion process

Best practice calls for an evaluation of current processes and all possible technology solutions

PROJECT GOAL

Engage in transparent/inclusive assessment process

Consider current environment strengths and weaknesses

Develop a comprehensive Request for Proposal package

Select a system to allow business process improvement for current and expected future needs

Prepare for a structured implementation to leverage lessons learned from similar organizations

Put technology to

work through the

selection and

implementation

of the best ERP

solution for the

City

PROJECT SCOPE

Finance

Accounts Payable/Receivable

Budget

General Ledger and Financial Reporting

Bid, Contract and Procurement Management

Capital Asset, Project and Grant Accounting

Inventory

Miscellaneous Billing and Cash Receipts

Payroll, Time Entry and Scheduling

Human Resources

Benefits and Compensation Management

Employee Relations and Civil Service Compliance

Human Relations and Personnel Management

Performance Management

Learning Management

Recruitment

Leave Management

Risk Management

PROJECT TIMELINE

Project

Coordination

and Initiation

Needs

Assessment

RFP Process Evaluation of

Proposals

Implementation

Planning

Implementation Training

Complete 1st QTR FY20Complete FY20-FY212nd/3rd QTR FY20 FY22 FY22

NEEDS ASSESSMENT FINDINGS

Primary users reported currently

necessary to utilize additional

resources tracking business

information:

▪ MS Excel spreadsheets

▪ External databases

▪ Paper-based processes

▪ Manual processes

NEEDS ASSESSMENT FINDINGS

▪ 26 targeted fact--finding sessions held June 2019

▪ Objective of sessions:

➢ Clarify findings from web survey responses

➢ Systems used to support business processes

➢ Current environment strengths and challenges

➢ Opportunities for improvement

➢ Future environment needs and potential challenges

➢ Data conversion considerations

▪ Assessment Report with finding completed August 2019

PROJECT FINDINGSChallenge: limited document

management capabilities

Opportunity: access for City staff and

vendors to attach documents

Challenge: manual and paper-based

processes

Opportunity: replace with expanded

functionality and workflows

Challenge: difficult to use

Opportunity: dashboards, improved

querying, interactive help functions

Challenge: limited access to reporting

Opportunity: report creation available

to all users, drill-down capability, less

manipulation of data

Challenge: underutilized workflow

Opportunity: more robust

functionality including notifications,

alerts

Challenge: use of multiple systems

for a single process

Opportunity: greater tracking

capabilities in one system

NEXT STEPS

Project Coordination and Initiation

Completed

Needs Assessment

Completed

RFP Process

2nd QTR FY20

Evaluation of Proposals

3rd QTR FY20

Implementation Planning

FY20-FY21

Implementation

FY22

Training

FY22

NEXT STEPS

Evaluate changes to the current support model

Plan for and prioritize ongoing

City projects

Determine preliminary data

conversion needs

Discuss strategy for training in a

future environment

Explore options for implementing

remaining Kronos functionality

QUESTIONS AND DISCUSSION