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The Government Finance Officers Association Research and Consulting Center St. Croix County ERP Advisory Services September 16, 2015
The Government Finance Officers AssociationResearch and Consulting Center
St. Croix CountyERP Advisory Services
September 16, 2015
Agenda
IntroductionsWhat is ERP Project ApproachProject Expectations & GoalsUnderstanding of CountyScope ScheduleGoals
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GFOA is a non-profit association focused on the professional management of governments
Established in 1906 Research and Consulting Established in 1977 Technology Consulting Group formed in 1998
18,000 MembersOffices in Chicago and Washington DCProduct and Services
Consulting Publications Training Award Programs Best Practices
Vendor NeutralNot involved with St. Croix
implementation
The Government Finance Officers AssociationResearch and Consulting Center
What is ERP?
What is ERP?
Enterprise Resource Planning
Fancy, and often over-utilized name for “integrated computer application”
HR/Payroll
Budget
Finance
Applicant Tracking
Forecasting
Fixed AssetsUtility Billing
Property
Budget Prep
Business Intelligence
Contracts
Bids
Grant ManagementProjects
Accounts Payable
Accounts Receivable
General Ledger
P-Cards
Purchasing
Employee Records
Risk Management
Position ControlTime Entry
Pension Admin
Payroll
Self Service Cashiering
Work Orders
BenefitsPerformance Evals
Employee Relations
Training / Learning
Business License
Special Assessments
Property Tax
CRM
Permitting
Typical ERP Functions
Key Features of ERP
Used to Manage Administrative Processes Across Entire OrganizationIntegration of DataAutomation of Business ProcessesElimination of Duplicate Data Entry
The Government Finance Officers AssociationResearch and Consulting Center
Project Approach
Timeline
Proposed Schedule Month
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Task 0: Project Planning
Task 1: Business Process Analysis
Task 2: Process Design and Requirements
Task 3: RFP Draft
Task 4: Governance Support
Task 5: System Selection
Task 6: Contract Negotiations
Task 7: Implementation Transition
Task 1 – Business Process Analysis
3-5 monthsFocused on Business Process
AssessmentDiscuss & document current processIdentifies improvement opportunitiesAnalyze potential options
Task 1 – Business Process Analysis
Process MappingHighly collaborativeParticipation of a wide variety of stakeholders
• Better understanding existing processes • Discuss potential improvements and goals related
to each business process Identify initial requirementsSystems inventory template
Task 2 – Process Design and RequirementsTask 3 – RFP Development
2-4 months-Process DesignIdentification of process changes. Based on
best practicesUpdate maps
2-4 months – RequirementsStart during process mapping
1-2 months– RFP Development In parallel with requirementsGFOA best practice RFP template
Task 4 - Governance SupportTask 5 – Selection
8 months – Governance Assist with development of governance
structure Monitor & provide guidance related to change
management efforts3 months – SelectionSystem Procurement Plan Proposal AnalysisDemo ScriptsVendor Demos
Task 6 – Contract NegotiationsTask 7 – Implementation Transition
1+ month – Negotiations SOW Contract
2 months – Implementation TransitionTransitional services Readiness planRisk AssessmentMonitor initial activity from vendor for contact
compliance
The Government Finance Officers AssociationResearch and Consulting Center
Setting Expectations
Understanding of St. Croix Schafer ERP Business Study – 2010
Over 250 manual process Lack of reporting Redundancy (fixed asset systems, dual time entry) Recommended County purchase ERP (on premise)
Major systems ALIO system Halogen (performance management) Time Entry - Workforce & Celeritime CHEMS GCS
Communicated Issues from Staff Lack of reporting Lack of integration Inability to gather source detail
GFOA Scope Financials
GL Budget Control Budget Prep Projects Procure to Pay
• Purchasing Requisition• PO• Contracts• Inventory• AP
AR / Billing Capital Assets Work Orders
HR/Payroll Employee Records Payroll Time Entry Position Control Benefits
Integration with document imaging system
Will make adjustments if necessary
HR/Payroll
Budget
Finance
Estimated Costs
• Cost do not include internal costs• Traditional on premise costs• RFP may include hosting services• Assumes extended functionality (CD)
St. Croix Cost Estimates (On Premise)
Category Low Estimate High Estimate
Software License Fee (Core ERP) $300,000 $900,000
Community Development $175,000 $275,000
Fleet & Vehicle Maintenance $100,000 $175,000
Implementation Services $300,000 $1,400,000
Internal Hardware $100,000 $200,000
Year 1 Maintenance $126,500 $297,000
Total Project Costs $1,101,500 $3,247,000
Expectations
Cross section of County staff participate in meetings Project team Subject matter experts Other
Time commitment from team and staff (governance structure) Analysis Selection Implementation
Executive leadership and buy-in Project importance
GoalsSUCCESSFUL IMPLEMENATION
Defined scope Committed resources Manageable timeline Executive Sponsorship Communication / Change Management
Achieve goals (will be defined) Integration Track details and transactions in system Store documents in system Reporting Workflow Track and manage employee data (certifications)
Not an exercise to reduce positions
Success Factors
Identify potential process improvements & best practicesEngage entire organizationExecutive SponsorshipManageable scopeCompetitive RFP and SelectionClearly defined scope and negotiated
contractMitigate risks
Project Team
GFOA Leads Eva Olsaker, [email protected]
• 312-933-0958 Rob Roque, [email protected]
• 312-339-1455
St. Croix Leads Robert Mittet, Interim Finance Director Jane Bond, Fiscal Manager - Hwy John Allegro, IT Director Kristen Ziliak, Sr. Mgmt. Analyst Colleen Krohn, HR Generalist Kay Klawiter, Accounting Supervisor Michelle Drury, Lead Finance Specialist
