HomeMy WebLinkAbout05.b. Receive update on Enterprise Resource Plannning (ERP) System Project Implementation Page 1 of 5
Item 5.b.
,orVIOIN SAN
March 9, 2021
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 ENTERPRISE RESOURCE PLANNING (ERP)
SYSTEM PROJECT IMPLEMENTATION
Attached is a presentation on the status of District Project 8250, Enterprise Resource Planning
Replacement. This project is a multi-year effort that is nearing completion in Fiscal Year 2020-21. The
report provides the overall status of the effort, including budget, successes, and outstanding issues with
the system.
Strategic Plan Tie-In
GOAL THREE: Fiscal Responsibility
Strategy 2—Ensure integrity and transparency in financial management
GOAL SIX. Innovation and Optimization
Strategy 2—Improve and modernize operations through technology and efficiency measures
ATTACHMENTS:
1. Presentation
March 9, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 28 of 44
Page 2 of 5
2/23/2021
�� al ERP PROGRESS UPDATE
John Huie
Information Technology Manager
March 9, 2021
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ORACLE APPLICATIONS IMPLEMENTED — 2020
• Oracle ERP modules
• Financials (General Ledger, Payables, Receivables, Expenses, etc.)
• Procurement
• Contracts
• Projects
• Oracle Human Capital Management (HCM) - HR modules
• Core HCM (Employees)
• Employee Self Service
• Time&Labor
• Absences
L* Transitioned to Emtec ClearCare Support for sustaining support in
ary 2021
CENTRALSAN
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March 9, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 29 of 44
Page 3 of 5
2/23/2021
ORACLE APPLICATIONS IMPLEMENTED - 2021
• Benefits & Payroll module
• Live on January 1, 2021
• Three payroll cycles completed to date
• Challenges in initial payroll runs are now stabilizing
• HR troubleshooting and corrective actions largely completed;additional independent
internal audit validation on payroll pending
• New Emtec payroll resource now supporting process refinement and
supplemental training and documentation
• PBCS— Budgeting module
• Live on February 8, 2021 for Fiscal Year 2021-22 budgeting process
• Iterative process
• Essential function for data input completed.
• Reporting for budget book development pending.
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ORACLE APPLICATIONS - PENDING LAUNCH
(ETA - APRIL 2021)
• HCM
• Goals& Performance
• Learning
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March 9, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 30 of 44
Page 4 of 5
2/23/2021
ERP & HCM CHANGE REQUESTS TO DATE
CR-002: Incremental Scope(Integrations,Reports)+April COVID $22,770
CR-004: ERP-Incremental PGLS(3 weeks) $21,000
CR-005: ERP-2-month project extension,6 additional reports $123,200
CR-007: HCM—Incremental Benefit &Payroll Scope $37,000
CR-008: ERP—Incremental Reports and Approval Enhancements $28,000
CR-009: ERP,HCM- Incremental PGLS(4 weeks) $36,460
CR-010: Payroll—6 new reports and 2 integrations, $60,895
AP Approval(retentions), New Roth Plan
Subtotal 2 2
Pending: CR-011: Benefit Extensions $8,800
Subtotal $338,125
Change Order Funding Authorized by Board 11/2020: $350,000
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PROJECT COST RECAP: ERP (PROJECT 8250)
-Approved Budget June 2019 $5,205,000
Including project contingency of$527,000
Oracle and Emtec Change Authorization
for$350,000 and$175,000 in November 2020 funded
the change orders on the previous page
Internal Labor of$1,855,000 was included in the$5,205,000
estimate. Charged through February 15: $1,856,000.
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DLT Solutions/ Emtec Consulting Oracle Co"Ming Third-Party Costs Central San Staff Total Estimated Available Project OP 8250 Project
Area/Vendor Oracle Services Services Time Cost Level Contingency Budget
Sofmrefor Implementation oflmplementation of
ERP/Permitting ERP Permitting
L.pit.laabloost $350,000 $2,505,000 $493,000 $3,348,000 $1,855,000 $5,203,000 $2,000 $5,205,000
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CENTRALSAN
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March 9, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 31 of 44
Page 5 of 5
2/23/2021
BELATED TOPICS FOR DISCUSSION
• While implementation is "live" and substantially complete on most
modules, there is still much to do.
• Please bear with us as we continue to refine how we are using the
system, learn the nuances and continue to improve reporting.
• Permitting and Community Development Status
• Billing /tax roll transmitting functionality
94-RUFTINUT M.
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QUESTIONS?
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March 9, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 32 of 44