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This is who we are…B Th N bBy The NumbersPreliminary TimelineActual TimelineRisk FactorsBenefits of New SystemQuestionnaires to Users – Sent over 200, RespondentQuestionnaires to Users Sent over 200, Respondent Rate = 28%Needs AnalysisInterfaces and Customizations / Fit Gap AnalysisInterfaces and Customizations / Fit-Gap AnalysisProject Scope Vendors
ConversionsC l RCrystal ReportsEmployee Self-ServiceAnimal Licensing – Customer Self-ServiceAnimal Licensing Customer Self ServiceElectronic Funds TransferUpload Time Clock DataP l P llPaperless PayrollCrystal Reports to SSRS ConversionFutures….Keep Expanding DocumentFutures….Keep Expanding Document Management, Paperless, SSAS (Cubes)Demo TCM, ESS, Workflow
Mahoning County – Population in 2008 251 026251,026 How many Purchasing departments? 50 (Ship_To)How many agencies? 9 – Central Purchasing, JFS, CSEA, Sanitary Engineers, CSB, BOH, MCBDD, ADB, MHBHow many locations? 78How many employees? 1,743 Active, 1,509 Full-Time, 192 Part-time, 42 Temporaryp yMunis Users – 243Employee Self-Service - 487
Number of Bi-Weekly Paychecks – 2,123 (2008), 2,163 (2014)Number of Bi-Weekly Paychecks Printed – 422 (2010), 206(2014)u be o ee y ayc ec s ted ( 0 0), 06( 0 )Number of Bi-Weekly Advices Emailed – 0 (2008), 1,233 (2014), Printed - 451Number of PO’s – 6,646 (2008), 5,003 (2014)Number of Online Req’s – 0 (2008), 4,723 (2014)N b f AP Ch k 67 046 (2008) 51 218 (2014)Number of AP Checks – 67,046 (2008), 51,218 (2014)Number of EFT Checks – 2,231 (2013)Number of PAR’s – 2007 – 3,696Number of People sent Questionnaires – 202p QNumber of Respondents – 57Number of Paper Respondents – 14Number of Electronic Respondents – 43N b f R d h k d if h d i d hNumber of Respondents that asked if we had queries to produce the about numbers – 1Number of VMWARE servers – 100, PC’s – 40Number of People Receiving W-2’s via email - 567p g
Start Date End Date Description
Red Denotes Critical PathStart Date End Date Description10/01/06 10/31/06 Request to County Commissioners for New Financial System02/02/08 02/29/08 Needs Analysis Due03/03/08 03/31/08 Secure Funding Decision Due04/01/08 04/11/08 Select Procurement Team04/01/08 04/11/08 Write RFP 04/14/08 05/02/08 Vendor Demo’s04/14/08 05/09/08 Gap Analysis04/14/08 05/09/08 Define Deliverables, Milestones and Project Scope04/14/08 05/09/08 Decision on what gets converted 05/12/08 05/16/08 Quotes Due05/16/08 05/30/08 Vendor Selection Due05/19/08 06/06/08 Select Project Team – Functional Leaders03/31/08 06/06/08 Develop Project Planp j06/06/08 06/08/08 Kickoff Meeting04/14/08 06/30/08 Map Fields05/16/08 06/30/08 Technical Blueprint Due 05/30/08 06/30/08 Purchase Hardware, Software and Telecom06/30/08 07/11/08 Install Hardware, Software07/11/08 07/18/08 Bring up Demo System07/11/08 09/01/08 Data Conversions Due07/11/08 09/01/08 Data Conversions Due06/06/08 09/01/08 Test Plans due – Test Scripts, Test Conditions and Expected Outcomes09/01/08 09/30/08 Test system and Gap Analysis 09/01/08 10/31/08 Resolve Gap Issues11/03/08 11/28/08 Train Power Users12/01/08 12/01/08 Go Live Decision Due – User Sign-offs / Risk Assessments12/01/08 03/31/09 Train Rest of User Base12/01/08 12/26/08 Cutover Plan09/01/08 12/31/08 Programming and Reporting Development
01/01/09 01/01/09 GO LIVE01/01/09 03/31/09 Post-Implementation Cleanup Issues 01/01/09 ??????? Maintenance / Continued Training
October 2006 – Request Make to County Commissioners for New Financial SystemDecember 2007 – Request to Bond Council for FundingFebruary 2008 – Questionnaire to user population.June 30, 2008 – Start working on Chart-of-Accounts with consultant.July 2008 – Hire Consultant to negotiate contract.July 10, 2008 – Received Pricing of Product.July 11, 2008 – Proposed Hardware Cost to Data Processing Board.August 12 2008 Chart of Accounts Structure CompleteAugust 12, 2008 – Chart-of-Accounts Structure Complete.August 26, 2008 – Provide Munis with Interface lists (HRMS and Financials).September, 2008 – Contract NegotiationsS b 12 2008 R i d C i D iSeptember 12, 2008 – Received Conversation DocumentationSeptember 17, 2008 – Technical Discussion about Disaster Recovery
September 17, 2008 – Officially Munis Chosen by All Parties with Go-Live Date of July 1, 2009November 13, 2008 – Officially on the Accounting BooksDecember 2, 2008 – Bond Money Appropriated to projectDecember 18, 2008 – Final Contract Executed at Commissioners Meeting.gJanuary 13, 2009 – Kickoff MeetingJanuary 16, 2009 – Mapping Conversions StartedJanuary 21, 2009 – HR Claims Customization Started.February 2, 2009 – Installed SQL 2005 on SDPRTMDB (database server)February 2, 2009 Installed SQL 2005 on SDPRTMDB (database server)February 19, 2009 – First Munis Client LoadedFebruary 20, 2009 – SDPRTMAPP (Application), SDPRTMREP (Crystal), SDPRTMIWEB (Dashboard), SDPRTMCMS (Content Management).March 4 2009 – First Conversion File Sent to Vendor – AP Vendors – 28March 4, 2009 First Conversion File Sent to Vendor AP Vendors 28, 147 Active Vendors since January 1, 2006March 27, 2009 – New Printers Started
March 30, 2009 – System Admin TrainingApril 3, 2009 – PO Terms and Conditions Startedp ,April 23, 2009 – User Training BeginsJuly 20, 2009 – Purchase Order Requisitions Workflow Setup StartedAugust 7, 2009 – 6 Printers InstalledAugust 12 2009 Forms PO PrintedAugust 12, 2009 – Forms PO PrintedAugust 28, 2009 – Crystal Reports, 90% completed by December, 2009September 1, 2009 – Financials Go-Live DateN b 7 2009 Di R Fil T f d S f llNovember 7, 2009 – Disaster Recovery Files Transferred SuccessfullyJanuary 19, 2010 – First Parallel Payroll Test with PeoplesoftMarch 29, 2010 – Payroll Go-Live Date, Actual Pay Date is April 9, 2010 (March 14 thru March 27).June 24, 2010 – Disaster Recovery Plan Document Started June 24, 2013 – Disaster Recovery Testing Successful
No Vendor support for current Peoplesoft systemNo formal training program is being offered onNo formal training program is being offered on our current Peoplesoft releaseOnly one technical person on staff understands outdated Peoplesoft systemoutdated Peoplesoft systemIncreasing amount of non-supported PC’s with current release of Crystal reportsIncreasing risk of non supported hardware withIncreasing risk of non-supported hardware with Peoplesoft out-dated releaseTax and Accounting UpdatesM l I t f b t G/L d llManual Interface between G/L and payrollLack of complete system reports for Audit
Browser-based self-service applications require little, if any training of district employeesif any, training of district employees.Better budgetary controls and forecastsMore complete grant reporting and accountingSystem derived reporting products that require littleSystem derived reporting products that require little or no employee trainingCAFR reporting simplificationDocument ManagementDocument Management Improved WorkflowVMWARE – Virtualization of Servers and PC’sEase-of-Updates – Release 7 4>7 5>9 2>10 3Ease of Updates Release 7.4>7.5>9.2>10.3Ease-of-Training – Tyler UniversityPaperless Payroll – Print, Delivery Costs
Peoplesoft Likes – Answers varied from Not Much to Everything Peoplesoft Dislikes – Difficult and Cumbersome, Too Difficult to QueryCurrent Functions – Identify power users or unique functionsHow Many – Vouchers, PO’s, PAR’sWish List –◦ Copies of Checks (Content Management reduces amount of time to research issue).◦ On-Line Requisitions◦ On-Line Requisitions◦ Ability to Create Favorites◦ Payroll system that supports a time clock◦ Accrual Balances still need corrected from time to time◦ Better reporting / querying◦ Electronic Signatures◦ Electronic Signatures◦ Better Project and Contract Management◦ Scanning Contracts◦ Self-ServiceInternet Proficiency – To determine how much training is neededTi C i T k B kd V h i #1Time Consuming Task Breakdown – Vouchering #1Any Cost-Savings Ideas – Paperless, Document Imaging, Electronic PAR’s, Electronic Req’s, Electronic SignaturesOther Comments – Design a system to fit all our needs.
Vendor Maintenance and ReportingPurchase OrdersPurchase OrdersVoucheringCutting ChecksPay-Ins / Form 6B d PBudget ProcessGrant ManagementPosting JournalsBank ReconciliationsBank ReconciliationsReportingQueryingSystem SecurityTime Capture / EntryAdministering BenefitsLeave Accruals
Direct DepositsGarnishments ProcessingW-2’sGovernment ReportingPERS / STRS ReportingDeferred CompE t I f ti t E lExport Information to Excel Training, Training, TrainingAbility to ascertain historical information Crystal Reports – We currently have 374 Financial Crystal Reports of which about 112 are customized for Mahoning County We have about 380 Payroll Crystal112 are customized for Mahoning County. We have about 380 Payroll Crystal Reports which about 228 are customized for Mahoning County. A complete analysis will have be conducted to determine what reports are actually being used and by what users. Custom Programs – We currently have 750 Financial SQR programs of which about 75 programs are customized for Mahoning County. We have about 1,350 Payroll75 programs are customized for Mahoning County. We have about 1,350 Payroll SQR programs which about 40 are customized for Mahoning County. A complete analysis will to determine what these programs are doing so we don’t lose any functionality.Document Imaging - On-line signatures / PO Contracts – This would save our county a tremendous amount of money and time.cou ty a t e e dous a ou t o o ey a d t e
HRMS Files OutPayroll Direct Deposit File – This file is produced every 2 weeksPayroll Direct Deposit File This file is produced every 2 weeks from our pay cycle.Direct Deposit Prenote – Sent with Direct Deposit FileReclassification of Journals – Needed in Peoplesoft because of 2 different serversdifferent servers.Export Journal Data – Not Needed in MunisMonthly Flex Extract – Not Needed in Munis – Check with HROBES file Extract – Quarterly PERS Report / Extract – Each PayrollPayroll Bank Reconciliation File – Not Needed in MunisMahoning SSN Verification File – Yearly - DecemberOhio Deferred Comp Each PayrollOhio Deferred Comp – Each PayrollW-2’s to SSA – Yearly W-2’s to State of Ohio - YearlySTRS Report / Extract – Each Payroll
HRMS Files InHR Claims – Needed for Employee Verification – Charged Item - $3,000B k Ch k R ili i Fil D ilBank Check Reconciliation File – Daily –Treasurer’s – Charged Item - $3,000Medical Mutual Reconciliation FileMedical Mutual Reconciliation File
Financials Files Out1099 File – YearlyCSB Expense Report CSB Revenue ReportMCBDD Expense Report – Crystal Report – 80 hours or Crystal Reports Chargedhours or Crystal Reports ChargedMCBDD Revenue Report
Financials Files InBank Check Reconciliation File Daily Treasurer’sBank Check Reconciliation File – Daily – Treasurer s –Charged Item - $3,000Voucher Load For Real Estate – Created Custom Imports on September, 16, 2009Imports on September, 16, 2009Voucher Load for Jury Payments – Created Custom Imports on September, 16, 2009Vendor Voucher Load – Created Custom Imports on pSeptember, 16, 2009Journal LoadLoad Payroll Journals – Not Needed in MunisBudget Load – YearlyEncumbrance Load – YearlyChartfield Load – Yearlyy
Custom FormsCash Receipts – Form 6Account Payable Checks Purchase Orders – 9 Different Departments -$250 per instancePayroll ChecksPayroll Checks W-2’s1099’s1099 s
General LedgerBudgetingBudgetingAccounts Payable Project/Grant AccountingP f B d B d iPerformance Based BudgetingTreasury ManagementFixed AssetsPurchase OrdersRequisitionsBid ManagementBid ManagementContract ManagementAccounts Receivable
Business LicensesG l ll llGeneral/Miscellaneous BillingPayroll Human ResourcesHuman ResourcesApplicant TrackingEmployee Self Servicep yReport WriterOffice Integration
lContent Management SolutionLaser Forms/Output Solutions
Project ManagementSoftware installationData conversionIntegration & interface developmentTrainingCh t f A t D iChart of Account DesignOngoing support & maintenance services
Munis – In 6 Ohio Counties and several more cities, libraries, etc.SungardO W ldOne World
AP History – Back 3 years to 01/01/2006, AP Vendors –First Pass 03/04/2009, Final Pass – July 21, 2009 (31,298First Pass 03/04/2009, Final Pass July 21, 2009 (31,298 rows), after July 21, all new vendors / updates had to be done in both systems.AP Vendor Crosswalk – Peoplesoft has SetId and 10 numeric Munis has 6 plus numeric which cause crashingnumeric, Munis has 6-plus numeric which cause crashing of numbers. Added 900000 to any number that crashed.AP Vendors – 31,298 AP Vendor Remit Addresses – 81,403 ,AP Checks – First Pass - July 30, 2009, Final Pass –September 10, 2009 (fixed some balancing issues). Go-Live – September 1, 2009 - 141,133 - Checks, 229,615 –Lines 9 075 Witness / Juror ChecksLines, 9,075 - Witness / Juror ChecksAP Invoice Lines – 229,615 Invoices, 315,899 Invoice Lines, Go-Live – September 1, 2009
General Ledger – First Pass 05/29/2009, 41,011 rows. Many Balancing Issues Due-To Crosswalk Modifications, One-to-One works fine One To Many and Many To One isfine, One-To-Many and Many-To-One is more difficult. Posted 2009, thru Period 7 on August 8, 2009. Posted Period 8 on g ,September 2, 2009.Budget Conversion – Loaded Expense Totals
fon October 5, 2009 for years 2006, 2007, 2008
Purchase Orders – First Pass 07/15/2009, Final P A 26 2009 (1935 O PO’ fPass – August 26, 2009 (1935 Open PO’s from Beginning of 2009)PO Lines – 3199 rows loaded on August 26 2009PO Lines 3199 rows loaded on August 26, 2009PO Notes – Loaded 1715 on August 27, 2009, 15 More Notes Loaded on September 10, 2009PO Crosswalk created August 6, 2009 –Peoplesoft had Alpha-Business Unit with 10 Numeric Characters Munis has 8 NumericNumeric Characters, Munis has 8 Numeric Characters.
Fixed Assets – February 23, 2010Employee Master – First Pass 09/23/2009Deduction Master – First Pass 09/23/2009, Si h P 12/15/2009Sixth Pass 12/15/2009Accruals – Fifth Pass 12/09/2009, Sixth Pass 12/15/200912/15/2009
TOTAL - 200 Crystal Reports21 Accounts Payable29 Budget Reports19 CAFR Reports4 Child Service Board Reports12 G l L d R t12 General Ledger Reports9 Human Resources Reports5 Job and Family Services Reports5 Job and Family Services Reports2 Mental Health Board Reports
5 Month-End Reports40 Payroll Reports13 Central Payroll Reports2 Project Grant Reports13 Purchasing Reports1 S it ti E i i R t1 Sanitation Engineering Report10 Treasury Management Reports4 System Administration Reports4 System Administration Reports
487 Employees22 of 79 Payroll LocationsPaycheck AdvicesW-2’s Back to 2010Request Time OffR d A t f Ti E t i b 95%Reduces Amount of Time Entries by 95%
About 1500 per year on-line31,529 in 201326,904 in 2014, so far
Currently sending EFT payments to our local townships and school districts 66 vendors currently setup to receive these paymentspaymentsEmails send to vendors notifying them of their depositstheir deposits
Bi-Weekly Uploads from Job & Family Services and Child Support from Time Force Clock Over 1600 time entries for over 200 employeesemployees
W-2’s – Emailed these in 2014Pay Advices Payroll Registers – 434 pages of printing
d ksaved every two weeksElectronic PARS
Converting over 200 Crystal Reports to SSRSAd h i l l h d di l f hAd-hoc reporting tool launched directly from the report serverNo software installation necessaryyLaunches on any PC with an internet connectionIncludes the tools needed to run, author and modify reportsmodify reportsSave reports directly to the report serverDirect connection to the database is contained on the report server – not on the user’s workstationRun much faster that Crystal Reports
Expanding Document Management (I-9’s, W-4’s, Certifications, etc.)Expand Paperless – Send Advices to User Departments (no need to travel downtown)Departments (no need to travel downtown)SSAS (Cubes) – Easier Analyzing Data
