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Extended ERP: The Next Frontier Kirk Teal, Partner Kirk Teal, Partner Salvaggio, Teal & Associates August 10, 2010

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Extended ERP: The Next Frontier Kirk Teal, Partner Kirk Teal, Partner Salvaggio, Teal & Associates August 10, 2010. Evolution of Government Administrative Systems. Era I Custom Developed Software 1970s. Era II Packaged “Best of Breed” Software 1980- 1995. Era III “Core” ERP

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slide1

Extended ERP:

The Next Frontier

Kirk Teal, Partner

Kirk Teal, Partner

Salvaggio, Teal & Associates

August 10, 2010

evolution of government administrative systems
Evolution of Government Administrative Systems

Era I

Custom

Developed

Software

1970s

Era II

Packaged

“Best of

Breed”

Software

1980- 1995

Era III

“Core” ERP

Systems

1996-2005

Era IV

“Extended”

ERP

Systems

2005-Present

NASACT 2010 Annual Conference

core erp functionality
Core ERP Functionality
  • Financial Management
    • General Ledger and Budgetary Control
    • Accounts Payable
    • Accounts Receivable
    • Grant Accounting
    • Project Accounting
    • Cash Management
    • Cost Allocation
    • Asset Management
  • Procurement
    • Formal and Informal Bid Processes
    • Basic Contract Management
    • Basic Vendor Management

Salvaggio, Teal & Associates

core erp functionality cont
Core ERP Functionality (cont.)
  • Human Resources
    • Position Control
    • Personnel Administration
    • Payroll Administration
    • Benefits Administration
    • Time Reporting and Labor Distribution

Salvaggio, Teal & Associates

extended erp functionality
Extended ERP Functionality
  • Financial Management
    • Grants Management
    • Project Management
    • Travel Management
    • Budget Development
  • Procurement
    • Catalog purchases
    • Vendor registration and self-service
    • Commodity maintenance
    • Automatic “pushing” of bid opportunities to vendor community
  • Materials and Inventory Management

Salvaggio, Teal & Associates

extended erp functionality cont
Extended ERP Functionality (cont.)
  • Real Estate Management
  • Fleet Management
  • Facilities Management
  • Transportation/Linear Asset Management
  • Human Resources
    • Applicant Services
    • Employee Self-Service
    • Learning Management

Salvaggio, Teal & Associates

drivers for extended erp
Drivers for Extended ERP
  • Funding shortfalls and early retirement incentives continue to require state government to “do more with less”
  • Greater accountability and compliance requirements being placed on state government
  • Software providers are bundling ERP modules with aggressive pricing
  • These modules have been “public sector enabled” and successfully implemented by state governments
  • Allows state governments to improve efficiency by eliminating legacy systems currently providing these functions and decreasing maintenance of automated interfaces

Salvaggio, Teal & Associates

grants management
Grants Management
  • Development of funding requests to grantor agencies
  • Online receipt of grant applications, scoring, and awards to sub-recipients
  • Supports federal letter-of-credit drawdown and other billing methods
  • Tracking of required performance measures, post-award administration, and grantor/grantee reporting

Salvaggio, Teal & Associates

project management
Project Management
  • Provides lifecycle management and accounting for internal and external projects
  • Provides tools for a project manager to monitor contracts and control the change order process
  • Allows for specific information concerning a project to be maintained (e.g., correspondence, permits, insurance, disputes and claims)
  • Facilitates accumulation and capitalization of costs for projects crossing fiscal years

Salvaggio, Teal & Associates

travel management
Travel Management
  • Allows State employees to be paid quicker by submitting expense reimbursements through automated means
  • Provides ability to automate travel policies providing complete authorization, approval and reimbursement processes
  • Automatically enforcing the State’s policies concerning expense rules, preferred vendors and other controls

Salvaggio, Teal & Associates

budget development
Budget Development
  • Provides a flexible platform to support efficient budgeting, “what if” analysis, and forecasting
  • Supports development of Operating Budget
  • Supports development of Capital Budget
  • Potential to support development of Statewide Transportation Improvement Program (STIP) with extensions
  • Integrated with Financial Management modules for budget execution
  • Supports presentation and publication of the budget

Salvaggio, Teal & Associates

procurement
Procurement
  • Catalog procurement
    • Internal
    • External (Punch-out)
  • Contract administration
  • Automatic “pushing” of bid opportunities to vendors that service specific commodities
  • Vendor self-service
    • Register online
    • Maintain authorized data elements (e.g., commodities they service, contact information, etc.)
    • View the status of transactions (e.g., PO issued, goods received, invoice received, payment requested)

Salvaggio, Teal & Associates

materials and inventory management
Materials and Inventory Management
  • Supports commodity code management, stockroom inventories, warehouse inventories, and stock replenishment, and stock issuance activities
  • Statewide item master
  • Tight integration with Procurement and Financial Management modules (e.g., eliminates need to enter POs and receipt information in both Inventory and Procurement modules)
  • Use of bar coding to maintain inventory
  • Standardized stock numbers for all agencies
  • Allocates inventory costs to programs and organizations
  • Processes automatic inventory replenishments via the Procurement modules

Salvaggio, Teal & Associates

real estate management
Real Estate Management
  • Supports management of real property assets
  • Streamlines and automates lease administration and space management
  • Supports acquisitions and disposals
  • Potential to support a state DOT or other State agencies’ right of way acquisition process with extensions

Salvaggio, Teal & Associates

facilities management
Facilities Management
  • Combines property and building maintenance
  • Provides maintenance budgeting, including deferred maintenance (i.e., capital budgeting)
  • Online maintenance/service requests
  • Establishes preventive maintenance schedules and maintains maintenance history
  • Integrates with Procurement, Financial Management and Human Resources modules
  • Provides a work order system, including the capture of labor efforts
  • Allows scheduling of resources for jobs in advance, based on job requirements

Salvaggio, Teal & Associates

fleet management
Fleet Management
  • Single statewide application for managing the State’s vehicles
  • Motor pool vehicle reservation, dispatch and approvals
  • Agencies complete maintenance requests online
  • Agencies able to track vehicles assigned to them
  • Provides capability for managing heavy equipment depending on specific vendor offerings
  • Fleet management integrated with Procurement, Financial Management and Human Resources functions
  • Assists in warranty tracking and recovery of cost

Salvaggio, Teal & Associates

transportation linear asset management
Transportation/Linear Asset Management
  • Provides full lifecycle management of point assets (e.g. signs, signals) and linear assets (e.g., roads, bridges, guardrails, etc.)
  • Maintenance planning – defects, conditions, performance, reporting and analysis
  • Maintenance scheduling – work order processing and preventative maintenance
  • Day cards – labor, equipment, and materials
  • Needs identification to feed into capital program planning

Salvaggio, Teal & Associates

applicant services
Applicant Services
  • Supports the entire recruiting process for vacant positions
  • Agencies can post job descriptions and requirements online
  • Allows employees and external candidates to search, view, and apply for jobs online
  • Applicants can submit applications and resumes online

Salvaggio, Teal & Associates

employee self service
Employee Self-Service
  • View pay stub, W-2, and withholding information
  • Change basic employee information (e.g., address change)
  • Change benefit options (during open enrollment period)
  • Check leave balances and request time off
  • Check status of travel reimbursements
  • Register to attend a training course

Salvaggio, Teal & Associates

learning management
Learning Management
  • Provides ability to create online course catalogs
  • Automates the advertisement, registration, delivery, tracking, and reporting of all learning opportunities throughout the organization
  • Provides for employee self-enrollment and for automated management approval
  • Provides integration with Applicant Services for skills and knowledge updates to State applicants for completion of qualified training events

Salvaggio, Teal & Associates

questions
Questions

Kirk Teal

(512) 630-5689

[email protected]

Salvaggio, Teal & Associates

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