Roadmap for Mayor 04.2011x - City of Albuquerque

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Roadmap

1

FORWARD THINKING CONSULTING, INC.

Implemented and Deployed in Production (Phase I)
Base Modules Owned but not Deployed (Phase II)
Value Added Modules Owned but not Deployed (Phase III)
Value Added Software Needed, Not Owned (Phase III)
Infrastructure Initiative
Support Organization Initiative
Business Case Development
Solicitation/Contracting Phase
Legend
J
F
M
A
M
J
J
A
S
O
N
D
J
F
M
A
M
J
J
A
S
O
N
D
J
F
M
A
M
J
J
A
S
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N
D
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A
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Period Spend
Cumulative Spend
Remaining Balance
Workflow (18 mos)
Infrastructure Upgrade
Prelim GL Remed.
Remediate Remaining Areas
Payroll, Time/Labor Remediation
SWMD Kronos
Upgrade FIN and HCM
Implement AR
Hyperion Fin Mgt Plus
Fully Deploy Inventory
HCM Enhancement
Fully Implement AM
Complete Deployment of ESS
Replace PARS
368,643.79
$

368,643.79
$

2,278,520.89
$

2,647,164.67
$

2,584,164.91
$

5,231,329.58
$

819,254.97
$

Implement Revised ERP Org
Implement ERP Support Protocols and Associated Processes
6,050,584.55
$

1,043,541.60
$

7,094,126.15
$

1,705,127.98
$

8,799,254.13
$

2,057,616.00
$

10,856,870.13
$

2014
Hyperion Implementation
2011
2012
2013
$ 462,129.87*
10,950,356.21
$

8,671,835.33
$

6,087,670.42
$

5,268,415.45
$

4,224,873.85
$

2,519,745.87
$

* This remaining balance will be
applied to the amount projected
to be necessary to complete the
Workflow initiative
-

$1,203,086.

Payroll, Time & Labor Remediation

Overview:


Remediating this functionality will provide the opportunity to
realize over $5mm in NPV benefits over the first 3 years. In
addition, we anticipate an enhanced user experience and a
more thorough user adoption of the system. This will serve as
the pilot for full
-
scale remediation of the financial system.

Benefits:


Discrete NPV financial benefit of over $5mm over the first 3
years


Re
-
engineering of business processes will lay the groundwork
for long
-
term efficiencies


Improved user experience with the system will result in higher
user adoption

Hyperion Public Sector Planning &
Budgeting Implementation

Overview:


Currently the City’s budget preparation system does not interface with the
ERP financial system. As such, budget vs. actual reporting cannot be
accommodated in ERP. In addition, the current budget application must be
migrated off the mainframe as a component of the contemplated
mainframe decommissioning.

Benefits:


Hyperion PSPB will interface with the PeopleSoft ERP application,
permitting data sharing and reporting of actual vs. budget information in
each system.


This interface will enable more granularity in budgeting, monitoring, and
inter
-
fund transfers


The new system will enable modern budgeting techniques such as
scenario analysis

Infrastructure Upgrade

Overview:


The City’s web, application and database servers supporting ERP are
reaching end
-
of
-
life and are constrained on available space. As a result,
the ERP Program and the ITSD Division will jointly work to replace the
existing servers with current hardware.

Benefits:


The new technology will utilize a storage area network (SAN) to
dynamically allocate to the servers and databases, resulting more efficient
use of storage hardware.


Server virtualization will reduce the number of physical servers required to
support ERP


Faster hardware and disk subsystem should result in better performance
for ERP users

Preliminary General Ledger
Remediation

Overview:


This initiative likely will be the most intensive remediation effort, yet may
yield the greatest benefits. Almost all PeopleSoft financial functionality
interfaces with the general ledger. However, the largest impacts of this
project will be derived from changes to the business processes focused on
user interface with the application.

Benefits:


Standardize and streamline monthly and annual reporting, to provide
timely management information and accurately fulfill external reporting
requirements


Reduce annual financial audit costs by providing more timely, accurate,
and easily reviewable information to external auditors


Significantly decrease the need for expensive consultant support by
building self
-
sufficiency through consultant knowledge transfer to staff

Kronos Pilot Timekeeping Project at
SWMD

Overview:


Timekeeping for the Solid Waste Management Department is a complicated, time
-
consuming
activity requiring more the 460 man
-
hours per pay period. Time clocks, punch cards, sign
-
in
sheets and multiple sites all contribute to the difficulty of accurately preparing payroll and
tracking leave balances for the department. Issues with buddy punching, time theft and
compliance with FLSA, FMLA and Union Contracts are costly ongoing challenges of the
current manual system. Kronos offers a solution for SWMD that the City plans to look to as a
pilot for more widespread use.


Benefits:


Reduce labor costs via reduction in time spent collecting, calculating and processing
timecards & sheets; consistently applying work and pay rules; and minimizing data entry
errors while enforcing pay and attendance policies at the time of the punch


Minimize compliance risk by enforcing and tracking complex compliance requirements, such
as FLSA and union rules, and by not allowing employees to work outside of their scheduled
hours


Improve workforce productivity by reducing manual and timely administrative tasks; also, by
giving employees self
-
service access to information like scheduled hours and time
-
off
balances, frees managers to work on higher
-
level activities

Implement ERP Organization

Overview:


As a product of an internal evaluation of fundamental factors that led to the City’s
current sub
-
optimal ERP implementation, as well as through external analysis of
firms achieving a high level of success with ERP, the City devised a proposed ERP
Program organization. Being sensitive to current fiscal constraints, the proposed
headcount is a baseline requirement for ensuring future Program success.


Benefits:


Through establishment of a new Business Process Analyst (BPA) position for
related ERP functionality, create a liaison between the sponsor user group and the
Program’s technical services group to ensure user leadership/engagement and
proper interpretation of user needs to Systems Analysts


Create a functionality
-
focused technical team of Systems Analysts (SA) committed
to optimal configuration and support of the PeopleSoft application


Ensure user groups are properly trained and equipped for the immense
organizational change incumbent with business process re
-
engineering, by
creation of 2 Program Organizational Change Management (OCM)/Training
Specialists

Remediate Remaining Areas

Overview:


Continuing the theme of remediation by fixing what we’ve implemented prior to adding
functionality, this initiative entails a comprehensive effort to optimize the following
PeopleSoft components: Purchasing, Accounts Payable, Inventory, Project Costing,
Commitment Control, Treasury, and Human Resources. Benefits to be derived from
remediating selected modules are described below.


Benefits:


Purchasing


electronically tracking of procurements from inception to payment; maintaining,
routing and approving documents electronically vs. using paper; electronically storing
documents instead of maintaining several paper copies of the same documents throughout
the City; delegating more purchasing functionality and accountability to the Department
level; and increasing transparency in the procurement process


Commitment Control


allowing for more automated monitoring and control of the budget
and related transactions, with the result of improved efficiency in performing budget
oversight; removing higher level approvals and oversight of budgets by placing accountability
and decision making at the Department and Division level; reducing the risk of budget issues
and losses by placing automated controls on balance and transaction monitoring


Treasury


seamless bank
-
to
-
GL cash reconciliation; investment and debt management in
PeopleSoft, resulting in automated posting of transactions to G/L.

Implement ERP Support Protocols &
Associated Processes

Overview:


As a result of insufficient planning and under
-
resourcing, the ERP Program has not
transitioned from the application development phase into the post
-
implementation support phase. Help tickets are handled in an unsystematic
manner, and staff workloads are unbalanced. Meanwhile, PeopleSoft financial
application updates have been suspended due to insufficient staff bandwidth to
properly understand, test, and apply them. In addition, the City is not benefiting
from improved functionality typically provided in product upgrades.


Benefits:


Provide the ability to prioritize, manage and track the work of the ERP Program
team


Save the City thousands of dollars by implementing standardized up
-
to
-
date
internal protocols, processes and procedures, resulting in more effective and
efficient use of constituency resources


Provide the ability to make comparative measures of performance, facilitate
communication about how ERP operates, and enable smooth handoffs across
process boundaries

Upgrade all PeopleSoft Financial (FIN) and
Human Capital Management (HCM)
Functionality

Overview:


The City of Albuquerque went live with PeopleSoft Version 9.0 on January 1st,
2009. We have not upgraded to the current version since that time. Since we will
be unable to upgrade to current by the end of this calendar year, Oracle will
relegate the City to an “Extended Support” model at a significantly higher cost.
Note that the upgrades are treated herein as a discrete initiative, as they entail
reading release notes, assessing the impacts, testing, and preparing users for the
resultant OCM. As we plan to undertake the upgrade around the beginning of FY
2013, we will be subject to the Extended Support model for some period of time.


Benefits:


By keeping current, the City will derive the functional benefits included with fixes
and enhancements issued with the later versions.


The City will retain its current Oracle Premier Support level. In addition to avoiding
the risk of not having a maintenance agreement to rely upon when issues arise,
the alternative of paying the market value hourly rate for support can be cost
prohibitive


This upgrade project will serve as the foundation for assessing and implementing
future versions, enhancements, fixes, and patches to the PeopleSoft application.

Implement Accounts Receivable

Overview:


Accounts Receivable is the accounting module that permits invoicing, recording,
and cash settlement of City revenues. Currently this PeopleSoft module is owned
but not yet in use. A/Rs are still recorded using the old Mainframe System, and
well as other customized applications. For instance, some departments depend on
subsystems to track their AR’s. Police uses one called "Crywolf" for the false alarm
fees. These sub
-
systems work for individual departments but they don’t allow
management a global view what is owed to the City. In addition, maintaining
separate sub
-
systems is also costly.


Benefits:


Moving A/R functionality off our Mainframe system will save the City over
$500,000 annually in maintenance fees. In addition, eventually migrating targeted
custom A/R application to PeopleSoft A/R will realize further efficiencies


Providing a standard and consistent platform for city employees to record money
owed to the city;


Enhance the ability to present consolidated City invoices on
-
line for constituent
payment

Fully Implement Asset Management

Overview:


Asset Management (AM) functionality was purchased as a component of
the PeopleSoft Financial suite, but it is not being utilized. As a result, the
Accounting Division tracks fixed assets and computes depreciation
expense with the use of spreadsheets. These entries are then manually
recorded to the PeopleSoft general ledger.


Benefits:


Fully implementing AM will integrate recording of assets and associated
expense with the G/L


AM will provide a City
-
wide capital asset repository and reference base,
facilitating inventories and asset additions and retirements


Periodic depreciation and amortization entries can be automated

Complete Deployment of ESS

Overview:


When the City of Albuquerque went live with PeopleSoft HRM January 1, 2009, it
did so without enabling any Employee Self Service (ESS) functionality. The initial
(partial) roll
-
out of ESS in FY12, as a component of the Payroll/Time & Labor
Remediation effort, will provide employees the ability to view their pay advices on
-
line. The subject additional value
-
added functionality includes allowing employees
to change their personal information; allowing employees to record and managers
to approve timesheets in ESS; providing employees the ability to view and print
their W
-
2s online; and facilitating online open enrollment for benefits.

Benefits:


Empowers employees to control their own personal information, which will
cultivate/improve the end user experience with the system, resulting in higher
-
scale adoption.


Reduce costs and staff hours associated with: print, sort and distribution of ACH
advices; print and mail of W
-
2s; issuance, collection and processing of paper
benefits enrollment forms


Improves accuracy and security of employees’ personal information

Replacement of PARS

Overview:


PARS (Personnel Action & Release System) is a recently
-
implemented
interim Lotus/Domino
-
based application designed to move HR onboarding
functionality off the mainframe, pending ultimate migration to ERP.

Benefits:


Integrate an external personnel tracking system into HRM while
implementing standardized business processes, resulting in more effective
and efficient use of limited resources


Utilize Peoplesoft to create, manage, and fill positions, while creating a
workflow in HCM to capture the onboarding process from inception to
finalization in one source


Utilize Peoplesoft to manage all aspects of our workforce, including hires,
promotions, transfers and terminations, utilizing workflow in HCM,
thereby capturing the entire personnel life
-
cycle in one source


Hyperion Financial Management Plus

Overview:


The City’s legacy GEAC financial system (that was replaced in 2009 by PeopleSoft) and the
still
-
active IBM COGNOS reporting tool are not efficient financial reporting tools for
producing CAFRs, other regulatory reports, and management decision output. As a result, a
number of workarounds, including Excel worksheets and Access databases, were deployed
and are still in use for these purposes. As this reporting wasn’t scoped into the recent
PeopleSoft implementation, these workarounds required overhaul, resulting in material
delays and audit scrutiny with respect to external reporting. Hyperion Financial Management
Plus is an Oracle application, fully integrated with PeopleSoft ERP, that offers the capability to
build customized management and external reports from the PeopleSoft FIN databases.
Further, it offers management dashboard delivery of real
-
time information supplied from
ERP.

Benefits:


Provides improved productivity by reducing the number of workarounds required to produce
an accurate and timely CAFR, which will in turn allow the Accounting staff to spend its time
on more value added tasks instead of only on fiscal year
-
end reporting


Aids with interim financial reporting to assist departmental management with monitoring a
decision
-
making


Assist Administration with strategic management by providing current on
-
demand key
financial indicators

Fully Deploy Inventory

Overview:


Like much of the other ERP functionality, the Inventory module was implemented without
regard for business process re
-
engineering. As such, the ERP inventory implementation is
neither comprehensive nor fully integrated. For instance, a real
-
time perpetual inventory
system is lacking, and workarounds are used for tasks such as replenishments. Further, the
module is not yet configured to support accurate fiscal reporting of inventory values.

Benefits:


Inventory Full Implementation will allow the comprehensive inventory control management,
reporting and reconciliation to provide immediate access to relevant inventory information


Makes government more efficient by having a fully contained ERP Inventory system that does
not rely on external outdated and unsupported applications, such as the Access Database
currently utilized for replenishments


Improves fiscal responsibility by producing: system generated and tracked physical inventory
values for year end financial reports; cycle count events at regular intervals for ensuring the
location of high usage amount/high usage quantity items; management reports that identify
shrinkage, overages, and obsolete items; and system
-
generated replenishment requests to
help optimize inventory levels

HCM Enhancement

Overview:


In January 2009 the City converted core financial and HR functionality from its legacy
applications to PeopleSoft ERP. The City purchased additional value
-
added ERP software that
is not yet deployed, to include the HR functionality named eVerify, Candidate Gateway, Talent
Acquisition Manager, eBenefits, ePay, and ePerformance. Selected benefits are highlighted
below. This “HCM Enhancement” initiative is intended as a placeholder for implementing one
of these HR modules as determined.

Benefits:


eVerify provides a central repository for the federally mandated employment eligibility
information; allows the City to meet our employment verification obligation more easily; and
this automated solution speeds up turn
-
around time from a manual verification and allows
staff to focus on higher value tasks


eBenefits facilitates online benefits enrollment, permitting employees to enroll at their
convenience and connect directly to benefits vendors if needed. The City’s HR Department
can reduce the need to: issue paper enrollment booklets; hold large
-
scale open enrollment
sessions; and enter data manually from paper forms. The benefits change process also is
enhanced


ePerformance helps to identify and retain top
-
performing employees by offering a system for
setting goals, assessing performance, and rewarding achievement.

Workflow

Overview:


As opposed to a specific functional application, ERP Workflow is an overlay to the ERP platform that
optimizes Business Process Management (BPM) through enacting a business blue print via automation of
efficient business processes. Workflow encompasses content management, electronic authorizations and
approvals, systematic business process flow, and audit trails of current and completed processes.
Workflow can help to accelerate task completion while reducing paper flow.

Benefits:


Workflow systems control the flow of information between individuals or departments, and direct it to the
next appropriate processing stage according to an established workflow map. Therein, the Workflow
system should enable managers to monitor the progress of a particular process within the workflow,
handle exceptions, escalate individual exceptions and generate reports that can be used to improve
performance.


Creating a detailed blueprint of business processes, streamlining and regulating the workflow facilitates a
greater degree of control; enhanced ability to respond to any potential issues; and increased efficiency,
accountability and transparency for continued auditing and analysis of the process.


While mapping out the process, one may discover new and better ways to perform tasks or provide better
oversight. The defining and modeling phase is often a learning process for both employees and managers.
Collaboration during the definition process can produce enhanced processes, improve performance of
both the system as a whole and of individual employees, and ultimately foster a sense of “ownership” in
each individual regarding his or her part in the process itself .