HomeMy WebLinkAbout05.a.5) Information Technology Master Plan (ITMP) Update, including update on improvements to Enterprise Resource Planning (ERP) software Central Contra Costa Sanitary District
' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: April 21, 2016
Subject: INFORMATION TECHNOLOGY MASTER PLAN (ITMP) UPDATE
Submitted By. Initiating Dept./Div.:
David Heath Administration
Director of Administration
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
..,i u
Roger S.Baiiay
General Manager
ISSUE: The Board accepted the District ITMP on December 18, 2014. Staff has been
focusing on carrying out the recommendations of the ITMP and is providing an update
on progress made to date.
BACKGROUND: Staff presented an update on Enterprise Resource Planning (ERP)
software to the Finance Committee on February 19th at the request of President Pilecki
and the agenda item provided at that meeting is attached. The Committee requested
the presentation be provided to the full Board and staff thought it would be informative
to the Board to receive an update on progress made relative to implementing the
District ITMP adopted by the Board in late 2014 in addition to progress achieved
relative to ERP.
ALTERNATIVES/CONSIDERATIONS: None
FINANCIAL IMPACTS: The District Capital Improvement Program adopted by the
Board provides the resources necessary to address the ITMP initiatives..
COMMITTEE RECOMMENDATION: The Finance Committee received an update on
ERP software improvements on February 19, 2016 and recommended that it be
presented to the full Board.
RECOMMENDED BOARD ACTION: None at this time. A professional services
contract with the District ERP software vendor SunGard to assist with ERP
improvements will be forthcoming for Board consideration and approval.
Attached Supporting Documents:
1. Finance Committee agenda item dated February 19, 2016.
2. PowerPoint Presentation
Page 1 of 1
ATTACHMENT 1
Central Contra Costa Sanitary District
February 19, 2016
TO: FINANCE COMMITTEE
FROM: DAVID M. HEATH, DIRECTOR OF ADMINISTRATION
SUBJECT: UPDATE ON ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE
In accordance with the Information Technology Master Plan (ITMP) adopted by the
Board, Staff has been in the process of performing an evaluation of the District's current
ERP system, SunGard Naviline, since spring of last year. The ITMP called for the
replacement of the current system but Staff ascertained that SunGard continues to
support and develop the system currently deployed by the District and also utilized by
the California agencies listed below:
Bakersfield, CA Mariposa Count , CA
Banning, CA Merced, CA
Berkeley, CA Modesto, CA
Camarillo, CA Needles, CA
Central Contra Costa Sanitary District, CA Novato, CA
Chino Hills, CA Oakdale, CA
Coachella Valley Water District, CA Oceanside, CA
Cucamonga Valley Water District, CA Oxnard, CA
Davis, CA Palm Desert, CA
Dinuba, CA Placer County Water Agency, CA
Elk Grove, CA Placerville, CA
Encinitas, CA Port Hueneme, CA
Folsom, CA Rancho Palos Verdes, CA
Foster City, CA Rid ecrest, CA
Fresno, CA San Bernardino Municipal Water Dept., CA
Galt, CA San Jacinto, CA
Healdsbur , CA San Ramon, CA
Hercules, CA Santa Margarita Water District, CA
Huntington Park, CA Stockton, CA
Imperial Beach, CA Sunnyvale, CA
Indio, CA Thousand Oaks, CA
Indio Water Authority, CA Vallejo, CA
Kin sbur , CA Vallejo Sanitation & Flood Control District
Lake County, CA West Valley Water District, CA
Lake Elsinore, CA Yuba County, CA
La Verne, CA
Page 2
November 15, 2013
Staff has concluded that the system is currently being underutilized by the District and
has identified several opportunities for improvement before making a decision to replace
the software at some point in the future. The cost of replacement was estimated to be in
excess of$2 million and the improvements being pursued will cost approximately
$200,000. The following areas of opportunity have been identified:
• The District updated to the current release of SunGard Naviline last fall as the
release being utilized was several releases prior and many improvements were
added to the system since last updated by the District.
• Staff has evaluated automated timekeeping and attendance systems by both
ADP and Executime and has decided that the latter would be the best and most
cost effective fit for the District. We are currently in discussions with both
SunGard and Executime regarding implementation of the system in the coming
months.
• SunGard has developed a Window's based desktop system called Naviline Edge
which the District has procured and which will ultimately replace any `green
screens' being used by District staff.
• Staff has ordered and installed latest version of Cognos which is the primary tool
used to develop reports from the SunGard Naviline database. Staff is in the
process of scheduling a week long training process for District staff users. The
latest release is several generations ahead of the current release being utilized
by District staff and will make it much easier to develop reports and mine data
from the system.
• Improvements to the Human Resources component of the system are underway
including procurement of employee self-service functionality and an Affordable
Care Act compliance solution. A number of other areas of improvement have
been identified as well, e.g. FMLA tracking, automation of personnel action
forms, email notification and staff is working on finalizing a contract with SunGard
to aid in automating the processes identified.
• In the area of procurement processing staff is contracting with SunGard to assist
with implementing electronic implementing electronic work flow whereby
electronic attachments and approvals can be utilized. Staff is also exploring
acquiring the automated purchase card module of the SunGard system as well.
• Staff is also evaluating the implementation of the California Uniform Construction
Cost Accounting Act to raise the limit of formal bidding for District Projects from
$15,000 to $175,000. This will require an examination of how we currently utilize
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Memo re ERP.doc
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November 15, 2013
SunGard's project accounting system and may require a change in business
practices.
• Relative to disbursements Staff is working on providing electronic fund transfer
payments to vendors and for expense reimbursements to employees.
• Relative to the building permits, some of the areas where opportunities for
improvement have been identified include online submittal of permit applications,
improved access to permit information for contractors and citizens and the use of
mobile technology for performing field inspections. SunGard staff will be on-site
working with staff to review the current permit process, provide training to
enhance plan review tracking and assist with data base file management and
clean-up.
• Opportunities for improvement have also been identified in better utilizing the
customer billing and information system and staff is contracting with SunGard to
assist with improving the system configuration which will include an in-depth
review of the current billing process to identify areas for improvement and
enhancement.
• Staff is also in the process of examining the modifications to the SunGard
system, particularly as it relates to project accounting, to enable the District to
utilize the encumbrance accounting functionality of the system to provide for
better internal controls.
Staff believes that the aforementioned improvements will significantly improve District
business operations and increase staff productivity. Providing for replacement of the
current ERP would require a significant staff time commitment over a two to three year
period stretch of time which would preclude staff from pursuing other initiatives identified
as priorities by the District Board of Directors presently. Once the current improvements
have been implemented staff will be able to better measure the gap between the
District's current ERP system and newer products available in the market place.
Staff is also planning to issue an RFP in the coming months to engage in business
process mapping and reengineering to identify weaknesses and opportunities for
improvement and automation in the District's current business processes. The findings
and recommendations of this study will provide clarity and direction relative to additional
opportunities to streamline and automate business processes and improve the
efficiency and productivity of District staff and provide the Board of Directors with the
information needed to make fully informed decisions. This will also aid staff in
measuring the potential return on investment which could be realized by replacing the
current ERP system utilized to its fullest extent.
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Memo re ERP,doc