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ERP Implementation Project. AGA Professional Development Conference March 26, 2014. Presentation Agenda. Project Overview History Scope Objectives Implementation Overview Timeline Project Team Current Status Questions. Project Overview. Project History. December 2012 – April 2013

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erp implementation project

ERP Implementation Project

AGA Professional Development Conference

March 26, 2014

presentation agenda
Presentation Agenda

Project Overview

History

Scope

Objectives

Implementation Overview

Timeline

Project Team

Current Status

Questions

project history
Project History
  • December 2012 – April 2013
    • Formed core project team
    • Developed and issued RFP for Consulting Services to assist with requirements definition and procurement
    • Retained ISG
  • April 2013 – October 2013
    • Gathered business requirements
    • Documented business case
    • Developed and issued RFP for software, implementation services, and hosting and managed services
  • December 2013
    • Received vendor responses
    • JEC formed
    • Proposal review and evaluation began
project scope
Project Scope
  • Statewide System
  • Systems Identified for Replacement
  • MAIN-RSTARS (AP, AR, GL, Grant, Project, Cost Allocation)
  • DCDS (Time Capture, Employee Expense Reimbursement, Labor Distribution)
  • Budget Development
  • Numerous agency systems
  • Non-Core/Optional Functions That May Be Implemented
  • FHWA Billing
  • Inventory
  • Facilities Management
  • Fleet Management
  • Real Estate
  • Hosting and Managed Services
slide6

Application Scope

  • Functions that will be licensed and implemented
    • Budget Preparation
    • Budget Control
    • General Ledger and Financial Reporting
    • Accounts Payable and Disbursements (including EFT/EDI)
    • Accounts Receivable and Billing
    • Grants Management (Grantor Side)
    • Grants Management (Grantee Side)
    • Project Accounting and Budgeting
    • Cost Allocation
    • Time and Attendance
    • Travel
    • Asset Management
    • Labor (and Equipment Cost) Distribution
    • Cash Reconciliation
    • Positive Pay Banking
    • Transparency and Accountability Portal
    • Vendor Accounts Payable Web Inquiry
    • Vendor Payment and EFT Web Registration
    • Investment Pool Participation/Income Apportionment
    • Expenditure tracking against debt issues
    • Report Distribution
  • Functions that may be licensed and implemented
    • FHWA Billing
    • Inventory
    • Facilities Management
    • Fleet Management
    • Real Estate
  • License options
    • Personnel Administration
    • Benefits Administration
    • Recruitment
    • Employee and Manager Self Service
    • Payroll
    • Procurement
project objectives
Project Objectives
  • Automate and Streamline Budget Preparation
  • Chart of Accounts Reform/Uniform Coding Block Usage
  • Enhanced Transparency & Accountability Portal
  • MIDB Currency and Reporting
  • Move to Vendor Supported, Upgradeable COTS Solution
  • Automate Vendor File Synchronization
  • Automate and Streamline CAFR Production
  • Reduction in the Number of Applications Supported and Interfaced
  • Project & Grant Reporting, Budgeting, and Processing
  • Cost Allocation
  • Increase Accounting Detail Posted from Agency Systems
  • Support for Numerous Treasury Functions:
    • Debt Reporting
    • Support for Investment Accounting
    • Bank Reconciliation
    • Warrant Writing
    • Automate Interfaces with Banks
    • Implementation of Positive Pay Banking (if feasible)
implementation timing
Implementation Timing
  • Three Phases
  • Budget Preparation
      • 13 Months
      • July 2014 – August 2015
  • Core Financials
      • 27 Months
      • July 2014 – October 2016
  • Optional Modules, Non-Core Functions
      • 12 Months
      • October 2016 – October 2017
  • Post Implementation Support
  • 12 Months, onsite
implementation timeline and phasing
Implementation Timeline and Phasing

Oct 2016

Aug 2015

Oct 2018

July 2014

Oct 2017

Start

Phase 3 Implemented

Phase 2 Implemented

Budget Prep Implemented

Budget Preparation

Load Budget for FY Beginning 10/1/2016

(13 months)

Project Hosting - Project Environments Only for Phase 1/2

Phase 2 Implemented

Phase 3 Implemented

Core Functions for All Agencies

Phase 3

(other than Assets)

= Optional Modules

(27 months)

Non Core Functions

  • MAIN Functions
  • Time and Attendance
  • Labor Distribution
  • FHWA Billing (if applicable)
  • MIDB Update
  • Transparency Portal
  • Warrant Writing

(12 months)

  • Assets
  • Facilities
  • Fleet
  • Real Estate
  • Inventory
  • MIDB Update

If applicable

(12 months)

Production Support for Phase 1 Implementation

Production Support for Phase 1 and 2 Implementations

Post Implementation Support for all 3 phases. Upgrade to Latest Release

team structure
Team Structure
  • Governance Structure will remain in place
  • Core Project Team
    • Up to 150 members at peak including state and integrator staff
    • State Staff will be loaned from Agencies and Funded through the project budget (ITIF)
      • Agencies may backfill positions through limited term appointments and/or working out of class assignments
      • Civil Service support for a streamlined process
      • Loaned employees’ positions “protected” to return to
    • Core team members will be full-time project staff located at the project facility
  • Agency Implementation Teams
    • Not funded through the project budget
    • Variation in make-up based on unique agency needs
    • Time commitment varies throughout the life of the project
current status1
Current Status
  • JEC
    • Over 150 Advisors provided substantial input and review of proposals & software demonstrations
    • Reference Checks of solutions, integrators, and staff
    • Four weeks of software demonstrations and oral interviews with integrators
    • Numerous rounds of clarification requests with bidders
    • Developing Best and Final Offer (BAFO) requests
    • Working toward award recommendation
    • Contract start date of July 1, 2014
  • Project Activities
    • Outreach and communication ongoing
    • Monthly governing board meetings
    • Recruit/organize core project team
    • Provide further guidance regarding Agency Implementation Teams
    • Prepare Core Project Team facilities
    • Additional Coding Block/COA Analysis
    • Additional analysis of existing agency systems and interfaces
    • Preliminary identification of strategic policy and process decisions to be made early in the project
    • Name the project!