HomeMy WebLinkAbout04.b. Receive Update on Enterprise Resource Planning (ERP) System ProjectPage 1 of 7
Item 4.b.
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March 5, 2024
TO: ADMINISTRATION COMMITTEE
FROM: CHARLES MALLORY, INFORMATION TECHNOLOGY MANAGER
REVIEWED BY: PHILIP LEIBER, DEPUTYGENERAL MANAGER -ADMINISTRATION
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: RECEIVE UPDATE ON ENTERPRISE RESOURCE PLANNING (ERP)
SYSTEM PROJECT
This memo provides an update on the status and use of the Oracle Fusion Enterprise Resource
Planning (ERP) system. The first ERP module was implemented in 2020 and the overall project was
completed and closed in 2023. Since then, various initiatives have been implemented to streamline
business processes and ensure optimal system configuration and security. The report and presentation
will provide an overall status and continuing efforts to optimize and improve Central San's use of the
system.
The following modules have been focus areas during FY 2023-24. They are in various stages of
implementation:
1. Administrative Asset tracking
2. Employee Goals and Performance
3. Employee Benefits
4. Enterprise Performance Management (EPM) for Operations and Maintenance (O&M) and Capital
Projects
5. Oracle Permitting and Licensing (OPAL) module
6. Contract Management
7. In-house Treasury Transition
There are three ongoing third party -reviews:
1. Oracle Permissions and Security levels
2. Oracle Health Check - system configuration review
3. Purchasing process review
Attached is a presentation that provides a more in-depth status of the ERP system.
Strategic Plan Tie -In
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 94 of 110
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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 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 95 of 110
Page 3 of 7
March 5, 2024
Enterprise
Resource
Planning
(ERP)
Oracle Fusion - Status Update
Charles Mallory / Dennis Chebotarev
IT Manager/ IT Project Manager
1
ERP Go Live History
April 2020 — Core Human Capital Management (HCM) — the
first module
July 2020 — Financials and Timekeeping modules
September 2020 — Projects and Procurement modules
January 2021— Payroll and Benefits
February 2021— Budgeting module for Operations and
Maintenance (O&M)
February 2024 - Oracle Permitting and Licensing (OPAL)
2
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 96 of 110 1
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New Modules & Optimization
Administrative Asset
Track laptops, Wads, cell phones, keys, and Procurement Cards (P-
Ca rds)
HCM
Employee Goals & Performance notifications
Benefits module performance enhancements
Enterprise Performance Management (EPM)
Expansion for Capital Projects
Contract Management
Produce standardize contracts from Oracle
OPAL
In use by Permitting and Inspection
3
a
Administrative Asset Tracking
This project establishes an administrative tool to track
employee -assigned assets through the life cycle of the staff
tenure.
This project was initiated based on the findings of an internal
audit related to risk management of said assets. The assets '
include P-Cards, badges, IT equipment (laptops, Wads, cell = _
phones, etc.), keys.
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March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 97 of 110 2
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Human Capital Management
(HCM) Improvements
Updates to Human Resource processes:
- I
Goals & Performance module
Automated reminders for upcoming performance evaluations.
Working towards managing and measuring employee performance
within Oracle HCM Cloud. ,
Benefits module
Reconfigured to better align with Central San's operations. -'
5
Enterprise Performance
Management (EPM)
EPM provides a unified view of financial, operational, and line
of business planning, improves planning accuracy, and provides
more agility.
I
I
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 98 of 110 3
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7
In -House Treasury FunctionAk
`Q
The transition from a voluntary pooled financial participant with 4t
Contra Costa County to a financial institution that provides
comprehensive depository banking and merchant services.
This transfer will improve bank reconciliation, cash flow, and B,
investing efficiencies.
r
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March 5, 2024 Regular ADM IN Committee Meeting Agenda Packet - Page 99 of 110 4
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Oracle ERP Reviews -
The Information Technology and Finance divisions are conducting
evaluations of the Oracle implementation. As Central San and its use of
the ERP system evolves and grows, it will need to ensure that the Oracle
system is optimized for peak performance and usage according to
industry standards.
Oracle Permissions and Security levels
Oracle Health Check - system configuration
Purchasing process review I
0
10
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 100 of 110 5