HomeMy WebLinkAbout04.a. Receive Update on Enterprise Resource Planning (ERP) System ProjectPage 1 of 4
Item 4.a.
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March 22, 2023
TO: ADMINISTRATION COMMITTEE
FROM: DENNIS CHEBOTAREV, IT PROJECT MANAGER/ BUSINESS ANALYST
REVIEWED BY: CHARLES MALLORY, IT MANAGER
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: RECEIVE UPDATE ON ENTERPRISE RESOURCE PLANNING (ERP)
SYSTEM PROJECT
Attached is a presentation on the status of Enterprise Resource Planning (ERP) replacement. This project
original scope of the effort has been completed and transitioned to support. The report provides the
overall status and addresses continuing efforts to improve the system.
Strategic Plan Tie -In
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 3 - Maintain financial stability and sustainability
GOAL SEVEN: Innovation and Agility
Strategy 2 - Implement organization -wide optimization
ATTACHMENTS:
1. Presentation
March 22, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 72 of 77
Page 2 of-V8/2023
Project History -
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2017 — Engaged GFOA for process mapping and help with RFP —
2018 — RFP Issued, 5 responses, Emtec/ Oracle selected
2019 — Contract negotiated; project started summer 2019
Fall 2019 — Chart of Accounts completely revamped
2020— COVID forced the implementation to be 100% remote
April 2020— Core HCM —the first module goes live
July 2020 — Financials and Timekeeping modules go live
September 2020— Projects and Procurement modules go live
January 2021— Payroll and Benefits go live
February 2021— Budgeting module goes live for O&M
March 22, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 73 of 77
Page 3 of-V8/2023
2022 Next Steps Status
Full Payroll System Audit
Completed Summer 2022 with no cost to the District; issues and
proposed remedies documented by vendor
Completion of Contracts Management module
Still on -going, proved to be not as ready for government contracts
as originally understood
Additional Help for Purchasing Department
Temp has been hired to assist Purchasing Department
Weekly Training sessions by Emtec Clear care support
Continuing to Train IT staff on all aspects of support
IT staff attended Oracle Business Intelligence Report Writing classes
Oracle Cloud Learning Subscriptions for IT staff and power users
3
2022 Next Steps Status
Consider a formal Phase II effort to circle around and
formally address unmet needs
This is an ongoing discussion with managers
February 2023 — Oracle Licensing was changed to Enterprise model
Separate project to extend Oracle Budgeting module for CIB -
Benefits module review with Oracle Support m
Oracle Guided Learning — pilot implementation `1
4
March 22, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 74 of 77 2
Page 4 of-V8/2023
Current Effort/ Issues
Completion of Contract Management Module/ DocuSign
integration
Goals and Performance Module modifications
Employee -assigned assets tracking
Oracle Guided Learning
Oracle permissions review/ view only access
Benefits Module review
Extending Budgeting Module for CIP
5
Questions?
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March 22, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 75 of 77 3