HomeMy WebLinkAbout4.c. Receive update on Implementation of Oracle Fusion Cloud Enterprise Resource Planning (ERP) system Page 1 of 5
Item 4.c.
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September 29, 2020
TO: ADMINISTRATION COMMITTEE
FROM: JOHN HUIE, INFORMATION TECHNOLOGY MANAGER
PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: RECEIVE UPDATE ON IMPLEMENTATION OF ORACLE FUSION CLOUD
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM
Attached is an update on the Enterprise Resource Planning (ERP) system.
Strategic Plan Tie-In
GOAL SIX. Innovation and Optimization
Strategy 2—Improve and modernize operations through technology and efficiency measures
ATTACHMENTS:
1. ERP Update September 2020
September 29, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 31 of 37
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John Huie
Information Technology Manager
September 29, 2020
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September 29, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 32 of 37
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EXAMPLES OF BENEFITS
• Electronic invoice workflow approvals. Will both reduce paper
waste in the long run and improve internal controls as
payments are automatically prohibited unless approved by the
appropriate chain.
• Invoices scanning allows for staff to import invoices up to
Oracle which automatically reads and enters the invoice data.
Saves time on data input.
• All finance reports can easily be exported to Excel, allowing for
improved analysis and data mining for Finance and other staff.
• Data can be imported directly into Oracle modules. Legacy
system required manual inputs for sometimes very large
amounts of data.
• Reduced duplicate entry into other systems.
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EXAMPLES OF BENEFITS
• Electronic P-Card/travel expense report workflow approvals.
Will both reduce paper waste in the long run and improve
internal controls as payments are automatically prohibited
unless approved by the appropriate chain.
• Integration with US Bank Cal-Card system. Can upload data
directly from US Bank for immediate input saving substantial
time on data entry allowing staff to focus on analysis.
• Improved P-Card reporting. To include more expense details
for each transaction by cardholder. Separate report to be
provided in addition to normal expenses report to Board.
• Board invoice payment expense report to include additional
columns for project descriptions and expense account
descriptions, above and beyond vendor name, payment
amount, invoice number, and invoice description. `
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September 29, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 33 of 37
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EXAMPLES OF BENEFITS
• Much faster system generation of large GL detail reports.
• Multi-phases sub module close schedule. Previously only
closed GL as a whole. Delegating closure of sub modules (AR,
AP, Procurement, Inventory, Projects)to appropriate staff will
improve cut-off controls.
• User friendly GUI allowing for authorized non-accountant
personnel to easily access view only information and reports
(i.e. Capital Projects accessing projects on a much larger
scale). They can even request adjustments in the system. Must
be approved by designated Accountant.
• More logical chart of accounts will allow for intuitive drill down
reporting capabilities and more informative report structures.
Also granularity in expense accounts will improve over time.
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EXAMPLES OF BENEFITS
• Multi-year budgeting and commitments tracking capabilities
within the system.
• Encumbrance accounting will allow for tracking of current year
budget commitments to see truly how much budget is available
at a given time in each division and budget line item.
• Improved access controls and restriction capabilities allowing
for more automated and reliable segregation of duties.
• Contract builder tools will enable the use of templates to
standardize language and track changes in the system.
• Requisition attachments ensure that backup material is readily
available during the procurement process and available in one
location for future lookup.
• Automated travel and expenses tracking tools.
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September 29, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 34 of 37
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EXAMPLES OF BENEFITS
• Payroll all-in-one system reduces manual payroll processing
• Weekly time entry enables Accounting and Capital Projects to
have close to real-time access to labor hours on projects.
• Weekly time entry is staging Central San for future move to
biweekly pay.
• Leave requests and timecard approvals through email
notifications.
• Improved end-user experience including live accrual balances,
being able to edit timecards after submitting them, and the
ability to view old timecards and absences.
• Ability to customize available project codes available based on
needs.
QUESTIONS?
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September 29, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 35 of 37