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You’ve heard that many industries are moving to the cloud, but can government be one of them? Leading organizations are in fact moving certain technologies into the cloud to save money and improve service effectiveness.
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GOVERNING FROM THE CLOUD: Pierce County, WA, and the City of Orlando
In collaboration with:
John Miri Editor-in-Chief Center for Digital Government
Rebecca Sutton Chief Financial Officer City of Orlando
Gary Robinson Director, Pierce County Budget and Finance Department
Linda Gerull Director of Information Technology Pierce County
Mike Duffield General Manager Workday Government and Education
GOVERNING connects America's leaders by providing
intelligence and analysis on management, policy and politics
to help guide and inspire innovative leaders across state
and local government
Finding and Sharing Best Practices
• Challenges Pierce County and the City of Orlando faced with their original technology
• Reasons that led them to select a Software-as-a-Service (SaaS) solution
• Benefits that they hope to achieve by moving to the cloud
• Lessons learned in procurement and planning that could help your own team
Topics for Today
Human Resources – Payroll System – Time Entry Replacement Project
Governing Webinar Gary Robinson, Director of Budget & Finance
Linda Gerull, Director of Information Technology January 2013
4
Pierce County is the second largest county in Washington State
There are 22 incorporated cities and Tacoma is largest city
Population over 814,600
Land area 1,794 square miles
Unique topography that ranges from sea level at Puget Sound to 14,411 feet at the peak of Mt. Rainier
Seattle is 35 mi north and Olympia is 30 mi south
5
About Pierce County
Business Case
6
Reduce yearly O&M of $1.7 million
Eliminate complex, old technology workarounds and modernize mainframe systems
Reduce the number of system integration points and points of failure
Reduce the number of spreadsheets used for data processing (2,000) and unique time entry collection systems
Allow staff to easily maintain/access HR/Payroll data without IT staff involvement
Business Opportunity In 2009, studies were completed for time entry, fixed asset, position control
and IBM mainframe options. The studies identified these benefits:
Enhanced, centralized functionality for HR/Payroll, Recruiting, and Time & Attendance processes, including employee self service and manager self service platforms
Automate workflows for personnel actions, time reporting/approval and benefits
Provide robust reporting and on-line inquiry (standard and ad hoc)
Improve integration, reduce system interfaces
Create a position based budgeting and management system
Build capacity for future business needs and growth
7
Implementation Timeline 2011 2012 2013 2014 2015 2016 Warrants HR & Payroll Time Entry Time Management Fixed Assets General Ledger Budgeting
Financial Stewardship – SAAS implementation may reduce cost of upgrades, backup, and recovery support – Operational costs for legacy HRMS system on IBM mainframe will be eliminated – Redundant tracking systems will be reduced or eliminated
Talent Management – Improve user productivity through Employee and Manager Self-Service
Service Delivery – Deliver high quality and efficient services to County employees through improved
reporting, online inquiry, employee and manager self-service. – Improve interfaces between County applications relying on HR/Payroll information – Improve internal controls and audit tools – Eliminate redundant data entry and duplicative tracking systems
Livable Community – Improve carbon footprint through reductions in power and paper consumption
Alignment with County Goals
8
Requirements Document
Request for Proposal
Interviews &
Requirements
IT Architecture
Feasibility Studies
County Managers
Busi
ness
Obj
ectiv
es
Anal
yses
Department Users
Vendor Evaluations
Selection Process
August 2011
September 2011
January 2012
9
Contract
Sept 2012
Impact on Many Systems
10
11
Selected vendor is a Software-As-A-Service (SAAS), modern architecture Robust functionality for HCM, Payroll, Benefits and Time Entry capabilities Update and upgrade software on schedule Secure with SAML and integration with Cornerstone and Neogov Active user community Ability to use other Workday modules
Improve staff productivity
Improve system functionality & integration
Streamline processes
Automate audit controls
Improve visibility of employee information
Ability to provide management reporting
Improve data quality
Immediate response for data changes
Improve data security
Ability to implement “Position Control”
HR/Payroll Benefits
12
Phase 1 Plan Architect Configure & Prototype Test Deploy Post-
Production
Duration 10 Weeks 14 Weeks 14 Weeks 14 Weeks 4 Weeks 4 Weeks
Completion Nov 16, 2012 Feb 22, 2013 May 31, 2013 Sept 6, 2013 Oct 1, 2013 Nov 1, 2013
You are welcome to visit and discuss how the system is implemented for county government
Pierce County Chambers Bay Golf Course is the site of the 2015 US Open
13
Come Visit !
City of Orlando, FL Our Workday Adventure
Rebecca W Sutton
Chief Financial Officer City of Orlando, FL
January 24, 2013
Who We Are
Happiest Place on Earth
City of 250,000
Not just the capital of theme parks Medical City
Computer Simulation
City Organization has a culture of innovation
Our Current Challenges
Shrinking resources – Increasing expenses Tax Reform No recovery for us
Must find efficiencies which open resources to address cost increases
Top Priorities Police and Fire Service
Road Maintenance
Park Programs and Maintenance
ERP in Orlando
Our ERP Status before Workday 27 year old HR system Green Screen
Current “Release” but just updated for tax compliance
13 year old V8.x JDE Enterprise One Several unimplemented modules
Heavily modified
No longer supported after 2013
SaaS and Orlando Technology Strategy
Cloud First when Applicable For non-mission critical systems, we will look to cloud
solutions to lever our scarce resources
Look for True SaaS, not faux SaaS Provided by Software Company
Multi-tenant, single code line
Highly Configurable, Easily Implemented
Frequent updates/upgrades implemented by provider
SaaS Considerations
Security
Experience
True SaaS
Orlando SaaS Experience
Google – eMail and Calendaring – 2009
Novus – City Council Agenda Publication – 2012
Workday – 2013
Selection Criteria
Both HCM and Financial
True SaaS Need SaaS Structure to maintain investment in ERP
Need SaaS to reduce recurring costs
Bifurcated TCO method One-time costs – must be covered by excess funds for FY2012
Recurring costs – must be no more than current expenditures
Introduced to Workday
Workday Partner introduced Workday to the City
Researched the product and evaluated all available information
Invited Workday in for demonstrations
Concluded that Workday DNA was such that we were willing to accept the product without specific requirements definition
Procurement Method
City has procurement method called “negotiated procurement”
Requires that City establish that it is not in its best interest to have a competitive process
Recent competitive process with virtually identical requirements
3rd party evaluation and report on selection process
Not cost-effective to repeat process with results virtually certain to be repeated
Went to City Council on November 5 for approval
Expectations
We will equal or exceed the capability of our current systems
We will stay current with the application and technological advances from now on
We will have end user analytics, not a report writer that requires some level of technical expertise
We will have more user ownership of the system due to configuration activities, not code modification
Workday: Cloud Solutions for Public Sector
WORKDAY CONFIDENTIAL
Topics
Revolutionizing Enterprise Software A Shift to the Cloud Value Drivers for the Public Sector
WORKDAY CONFIDENTIAL WORKDAY CONFIDENTIAL
The significant problems we face today cannot be solved at the same level of thinking we were at when we created them. -Albert Einstein
Revolutionizing Enterprise Software
2005 - 07 2008 2011
Dave Duffield and Aneel Bhusri
found Workday
200,000 employees
mobile
2010 2012 2009
350+ customers
225 countries
25 languages Top HR Product
Financials Payroll
Unified Talent & HCM
Integration Cloud
Workday for iPad®
“ ” Time Tracking
What has changed?
WORKDAY CONFIDENTIAL
Time Technology
Impact of modern technology
Impact of modern technology
IA, MSA, Integral, Tesseract
Software 2000, SSA
SAP, Oracle, PeopleSoft, Lawson
Salesforce, Workday, Google
Mainframe
Client Server
Mini
Cloud/SaaS
On Premise Cloud
Cloud computing will grow to $149B by 2014.
More than 1/3 of software purchases will be deployed in the cloud.
More than ½ of all transactions will be executed in the cloud (IDC).
Started with CRM and Salesforce.com
In 2011, just over ½ of all new CRM software sales in the cloud (IDC)
Now it is happening with HCM with Workday.
HCM
And going forward it will be Financial Management, Analytics, and
Industry Specific applications
A Shift to the Cloud
2011 Application Software Value Chain
Software *
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market
$78.5 Billion
* Source: Gartner Group’s 2011 annual market estimate for Administrative ERP.
$7.8 B
$9.4 B
$6.3 B
$39.3 B
$15.7 B
Applications Support Disruption
Software
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market
Customers’ SaaS Savings
SaaS-Disrupted
Market
Apps Support
$78.5 Billion
$1.9 Billion
$5.9 Billion
$7.8 B
-75%
Infrastructure Operations Disruption
Software
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market
Customers’ SaaS Savings
SaaS-Disrupted
Market
Infrastructure Operations
Apps Support
$78.5 Billion
$3.3 Billion
$13.9 Billion
$9.4 B
-85%
Infrastructure Disruption
Software
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market
Customers’ SaaS Savings
SaaS-Disrupted
Market
Infrastructure
Infrastructure Operations
Apps Support
$78.5 Billion
$4.9 Billion
$18.6 Billion
$6.3 B
-75%
Consulting Disruption
Software
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market
Customers’ SaaS Savings
SaaS-Disrupted
Market
Consulting
Consulting
Infrastructure
Infrastructure Operations
Apps Support
$78.5 Billion
$18.0 Billion $44.8 Billion
$39.3 B
-67%
Application Software Disruption
Software
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market
SaaS-Disrupted
Market Size
Consulting
$78.5 Billion
$33.7 Billion
Customers’ SaaS Savings
Consulting
Infrastructure
Infrastructure Operations
Apps Support
$44.8 Billion
Software
$15.7 B
-0%
Application Software Disruption
Software
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market Customers’
SaaS Savings
SaaS-Disrupted
Market Size
Consulting
Consulting
Infrastructure
Infrastructure Operations
Apps Support
$78.5 Billion
$33.7 Billion
Software
$33.8 Billion
Software
Software
$44.7 Billion
$15.7 B
The Biggest Winners
Software
Consulting
Infrastructure
Infrastructure Operations
Apps Support
2011 Administrative
ERP Market
Customers’ SaaS Savings
SaaS-Disrupted
Market Size
Consulting
Consulting
Infrastructure
Infrastructure Operations
Apps Support
$78.5 Billion
$33.8 Billion
Software
$44.7 Billion
IT System Administration ERP On-Premise
Upgrades included
Patches/Fixes included
Availability included
Integrations included
Network included
Storage included
Operating System included
Database included
Provisioning included
Security / Data Privacy included
Data Center included
Disaster Recovery included
Backup included
Performance Tuning included
Impact of Cloud/SaaS delivery model
Value: Strategic alignment of resources
Workday
75%
25%
More than 75% of the IT budget today is spent on maintaining and running existing systems and software infrastructure - Gartner Group
Traditional ERP
Administration, Operations & Maintenance
Strategic Initiatives
25%
75%
Value: Improved efficiency
WORKDAY CONFIDENTIAL
“We expect Workday to free up our HR Staff to focus on research, analysis and value-add projects”
– Mary Anne Mahin, Vice President of Human Resources
“Here at Cornell, Workday’s capacity to deploy right to the desktop of our managers… through a very user friendly application, is a big part of our effort to create efficient administration practices on campus”
– Mary George Opperman, Vice President of Human Resources
Workday helps you become best-in-class
Sample metrics
Worst in class
Average Best in class
Cost of HR function per employee
$2951 $1561 $748
# employees served per HR FTE
43 67 99
Moving from average to best-in-class across all administrative functions generates
significant savings
Source: APQC
Value: Significantly lower operating costs
“Workday requires 1/3 the resources and 1/3 the cost of traditional on-premise solutions” – Dave Smoley, Chief Information Officer
“We have spent zero dollars on updates. Zero. And we spend three to five days testing the product three times a year. Three weeks versus nine months, zero dollars versus hundreds of thousands of dollars—that speaks for itself. There’s your ROI.” – Mark Newsome, Senior Corporate HR Manager
Workday Annual Cost
Value: Pace of Innovation & Adoption
WORKDAY CONFIDENTIAL
2004 2009 2010 2011 2012 2005 2006 2007 2008
5.0 6.0
12.1 12
1.0
(Source – Knowledge Infusion)
9.1 9.0 8.9
2009 2010 2011 2012 2006 2007 2008
Value: The Pace of Innovation
Release One! New Generation
of Enterprise-Class SaaS
Applications is Launched!
WORKDAY CONFIDENTIAL
WD2 HR Benefits, & • 18 new features
WD4 Resource Mgmt, & • 99 new features • 3 languages • 88 countries
WD7 Global HR, & • 76 new features • 7 languages • 91 countries
WD10 Talent Mgmt, & • 92 new features • 10 languages • 200 countries
WD13 Integration Cloud, & • 113 new features • 16 languages • 214 countries
WD16 Onboarding, & • 127 new features • 20 languages • 219 countries
WD3 Cash Mgmt, & • 53 new features
WD5 US Payroll, & • 106 new features • 3 languages • 88 countries
WD8 Inter-Co Acctg, & • 87 new features • 7 languages • 91 countries
WD11 Dashboards, & • 111 new features • 11 languages • 209 countries
WD14 Talent Planning, & • 148 new features • 18 languages • 215 countries
WD17 Time Tracking, & • 105 new features • 21 languages • 222 countries
WD6 Spend Mgmt, & • 89 new features • 5 languages • 88 countries
WD9 WD Mobile, & • 97 new features • 10 languages • 197 countries
WD12 Work Mgmt, & • 103 new features • 13 languages • 209 countries
WD15 Faculty Info, & • 174 new features • 20 languages • 216 countries
WD18 Grants Mgmt, &…
Nov 2012
Forrester Wave HRMS Q1 ‘12
The Forrester Wave is copyrighted by Forrester Research, Inc. Forrester and Forrester Wave are trademarks of Forrester Research, Inc. The Forrester Wave is a graphical representation of Forrester's call on a market and is plotted using a detailed spreadsheet with exposed scores, weightings, and comments. Forrester does not endorse any vendor, product, or service depicted in the Forrester Wave. Information is based on best available resources. Opinions reflect judgment at the time and are subject to change.
“Workday’s configuration flexibility, integration platform, and usability make it a good choice for both medium-size companies seeking simplicity in cost of ownership and large multinationals interested in HR process transformation.”
Source: The Forrester Wave™: Human Resource Management Systems, Q1 2012, January 25, 2012.
User
Experience
User Experience
Consumer internet user experience – Easy to use – Reduces overhead,
redundancies, paper
Built-in business intelligence – Real-time decision
support – Actionable
Ability to align, reward, and retain strategic resources
Unified administrative and academic operations
WORKDAY CONFIDENTIAL
Mobile solutions
WORKDAY CONFIDENTIAL
Value: Community collaboration
https://community.workday.com/
Power of ‘one’ All Workday customers are on
the exact same release All development efforts
focused on current & future releases
Workday Community Platform to connect Workday
ecosystem Collaboration Customers post and share
integration templates, reports and more
Customers are able to leverage cross-industry best practices
Financial Services Technology Services
Workday Community: By industry
Workday Community: By industry Other Industries Healthcare Related Manufacturing Education &
Government
WORKDAY CONFIDENTIAL
Where you can see more…
Workday Live Monthly webcast/demonstration focused on Education &
Government –Register on www.workday.com/resources/webinars.php –Next session scheduled on Tuesday February 26th at 2pm EST
www.Workday.com Information/Content specific to Higher Education http://www.workday.com/applications/industry/higher_education.php White Papers, Product Datasheets, Product Previews Customer Testimonials Building a Business Case for Change
Thank You
Questions?
In collaboration with:
John Miri Center for Digital Government [email protected]
Rebecca Sutton City of Orlando [email protected]
Gary Robinson Pierce County Budget & Finance [email protected]
Linda Gerull Pierce County Information Technology [email protected]
Mike Duffield Workday Government and Education [email protected]
