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Oracle E-Business Suite Implementation Felecia Alston/Nancy Peterman January 19, 2007

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Oracle E-Business Suite Implementation Felecia Alston/Nancy Peterman January 19, 2007. About DeKalb County. Employs 8,200 employees. . Annual budget of 1.7 billion. Population over 700,000 . Holds AAA bond credit rating. 50+ Departments 5,400 Acres of Parkland & Greenspace.

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Oracle E-Business Suite Implementation

Felecia Alston/Nancy Peterman

January 19, 2007

about dekalb county
About DeKalb County
  • Employs 8,200 employees.
  • Annual budget of 1.7 billion
  • Population over 700,000
  • Holds AAA bond credit rating
  • 50+ Departments
  • 5,400 Acres of Parkland & Greenspace
oracle implementation
Oracle Implementation

In 2003, DeKalb County began migrating its Financial Systems and Procurement

Systems to Oracle. Financials resided on DeKalb County Mainframe. The

majority of the Procurement functions were decentralized and handled manually.

- Oracle Corporation was engaged as primary vendor.

- Benefits of Oracle

ERP application

Eliminate mainframe processes

Centralized applications/functions

Reduce the cost of maintenance and development

Minimal Customizations

- Production Go-Live May 2004 with release 11.5.9.0

solution footprint 2004
Solution Footprint 2004

Oracle Applications

Accounts Payable

General Ledger

Purchasing

Inventory

iExpense

iProcurement

Public Sector

Budgeting

Enterprise Asset

Management

Fixed Assets

Projects & Grants

Accounts

Receivable

Cash

Management

solution footprint 2004 interfaces
Solution Footprint 2004 - Interfaces

PEOPLESOFT

Payroll

C-PAK

Water Billing

INFOSPAN

P-Card

SYNERGEN

Water & Sewer

Plants

ORACLE

BAI –

Bank Account

Interface

(Check In)

FASTER

Fleet

UTI

Utility Billing

PEOPLESOFT

Employees

POSITIVE

PAY

(Check Out)

STARS

Worker’s Comp

upgrades
Upgrades
  • 2005
  • Upgraded to 11.5.9.CU2 – June 2005
  • Upgraded Database to 9.2.0.5.0 – July 2005
  • Upgraded to 11.5.10 CU2 – Dec 2005
  • Implemented Project Contracts - Sept 2005
  • 2006
  • Implemented EAM for Roads and Drainage –
  • Sept 2006
  • Upgraded AIX to 5.3 - Nov 2006
upgrades1
Upgrades
  • 2006
    • Implemented Oracle CRM Applications for DeKalb 311 Citizen Help Center – May 2006.
    • DeKalb County will be first Metropolitan county to implement 311 to handle citizens non-emergency calls.
    • DeKalb County opened 311 Call Center in May 2006. Currently Employs 21 Customer Service Representatives.
    • Eight Departments currently using Oracle CRM to track and respond to calls from citizens.
    • Developed an additional 20+ Custom Reports.
    • Implemented GL / Purchasing Encumbrance Tool.
    • Implemented Invoice Import process that allow automatic 3-way matching
  • 2007
    • Daily Business Intelligence March 2007.
customizations
Customizations

Purchasing - Developed Custom Item Search

customizations1
Customizations

Purchasing - Developed Custom Purchasing Blanket Loading Process

customizations2
Customizations

Finance - Encumbrance Tool – Allows for easy reconciliation

customizations3
Customizations

Finance - Tax Commissioner – Custom Application for HomesteadExceptions and Billing (May 2007)

key success factors lessons learned
Key Success Factors/Lessons Learned

Executive Sponsorship

Documentation

  • Meet Bi-Weekly with County Executive Assistant to CEO
  • Document and test all processes and procedures (Month End/Year End Closures)
  • Maintain Relationships with Department Heads
  • Document application changes (Oracle AIM Methodology)
  • Information Director is very knowledgeable and supportive of Oracle Team

Testing

Upgrade to new releases

  • Testing all critical functionality during upgrades (Accept fact that things will be broken)
  • Only 4 outstanding TARs with Oracle in 2006
key success factors lessons learned1
Key Success Factors/Lessons Learned

Planning

Ask the Experts

  • Plan the number of instances needed for production support / development in advance
  • Engage Consultants if needed
  • Use Metalink / Oracle Support

Networking

  • Get involved in Special Interest Groups
  • Attend OAUG and Oracle events
  • Join All Associated SIGS User Groups
challenges tars
Challenges/TARS
  • Encumbrance Accounting
    • Oracle has acknowledged issues with Encumbrance Accounting
  • Paper Invoices
    • Accounting Services is overwhelmed with number of paper invoices received. Our current initiative is to receive electronic invoices instead of paper invoices.
        • Office Depot - December 2006
        • Grainger – First Quarter 2007
  • End-User Training
      • No trainer on staff to train new county employees
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