Cuyahoga County Together We Thrive TITLE GOES ERP Update for Finance Speaker name HERE Committee Title Project DRIVE June 5, 2017 Agenda • ERP Historical Perspective • Project Structure & Governance • Scope, Expectations & Benefits • Project Status • County Investment 2 Cuyahoga County Together We Thrive ERP Historical Perspective What is an ERP? • An Enterprise Resource Planning (ERP) system integrates critical County administrative functions into one system 4 Cuyahoga County Together We Thrive Why does the County need an ERP? • The Cuyahoga County legacy environment is a mixed bag of disparate systems (Brass, MyHR, FAMIS, SAP, Oracle, Microsoft, Buy Speed, Novus Agenda, OnBase, Contract Database) Reports and Analysis Brass Excel/Access Excel/Access Excel/Access Excel/Access Excel/Access Excel/Access/ Other Forms MyHR FAMIS Oracle SAP MicroSoft Office Suite BuySpeed 6/5/17 Provided Reports, Other Systems, Etc….. 5 Cuyahoga County Together We Thrive An Integrated Solution One integrated solution supporting with built-in best business practices and efficiencies enabling collaboration across the County Standard Template Reports General Ledger ERP Application Accounts Payable Ad Hoc Analysis Payroll Human Resources Interface with State and Federal Agencies These Procurement modules Grant work Management together Statistical Information Fixed Assets 6 Cuyahoga County Interface with Other County Systems Together We Thrive Overall Process Summary • Authorization of Bonds  • Engage independent third party expert for selection  • Re-engage Selection Committee  • Review and Validate process to date  • Finalize Selection Process 7 Cuyahoga County  Together We Thrive ERP Project Branding Drive Results, Innovation, Value, Efficiency 8 Cuyahoga County Together We Thrive Cuyahoga Together We County Th rive Project Structure & Governance Steering Team • Weekly meetings • Dashboard reporting • Issue escalation, critical decision making, spend approvers Core Project Team • Core Business and IT team leads • Weekly meetings • Project activities, status reporting, issue and risk identification, resolution, escalation 10 Cuyahoga County Together We Thrive DRIVE Implementation Team Cuyahoga County ERP Transformation Project Organization Chart Executive SponsorsISteering Team . . Stakeholders: 8 Jordan Carroll - Count Executive Office A gudish' Jordan Dykes: Ke-nnedy, Dever: Rourke; Council, Legal, External: ShenNin- - . Preject Directors: Nappl, lnfor- Williams; MetroHealth Murrin Project Management Office Project Directors: Nappi; Murrin Project Project Managers County Core Administrator Team Leads Fiscal Agency HR Purchasing Public Works DolT chrnEt'e Lead Lead OBM BODD Payroll Contracts Assets/lnv Infrastructure Integrsl Reports Training HR Treasury HHS Talent Vendors Facilities Legacy SAP Security Communications Core Comp. Item Master Work Order Legacy MR Admin/DBA Grants Benefits Projects Legacy Data Warehouse Conv. Subject Matter Experts Multiple Cuyahoga Together We County Th rive Cuyahoga Together We County Th rive Scope Multi-Phased Approach Phase 1 Phase 2  Human Resources, Benefits and Payroll  Fiscal, Procurement, Public Works  Fully Integrated with Financials  Manager & Employee Self-Service  Talent Management  Performance Management  Succession Planning  Learning Management  Elimination of Manual Processes and Dual Entries  Accessibility to RealTime/Near Real Time Data  Improved Analytics  Integrated System 13 Cuyahoga County Together We Thrive DRIVE Expectations Current State • Aged systems, nonupgraded, unsupported • No integration to other systems/databases • Paper-based processes, frequent rekeying into multiple systems • Little reporting/analytics Future State • Inadequate controls • Lengthy process cycle times • Strong reporting, analytics and controls • One source for administrative information • Transparency across County business departments • Streamlined processes, nearly paperless • New capabilities i.e. selfservice, integrated and automated workflow • Real-time processing • Greatly enhanced user experiences for employees, vendors, and Cuyahoga Together We 14 County Thrive citizens/businesses “Focused, Effective, and Accountable Leadership”  Data Driven Decision  One Source  People, Process and Technology are aligned  Transformation  Deliberate  Fundamentally Change:  The Way We Work  How We Process  Purposefully Make Change Happen 15 Cuyahoga County Together We Thrive Business Case Guiding Principals • Establish common business processes and practices • Decisions shall made for the betterment of the entire County • Minimize software customizations – implement vendor best practices in their software • The County will place a high priority on Talent Acquisition process and Talent Management • The County will commit to providing adequate resources during and after the completion of the project 16 Cuyahoga County Together We Thrive Critical Business Case Outcomes • Integration • Accountability • Transparency • Measurability • Accuracy 17 Cuyahoga County Together We Thrive DRIVE Benefits for Employees & Managers Management Individual Employee  Direct Data Access  Faster Process Times  Advanced Management Tools  Real-time Data - Data Driven Decisions  Greater Transparency  Improved Customer Service  Improved Productivity  Online vs. paper  Integrated System  Faster Approvals  Increased Ability to Support Staff and Constituents 18 Cuyahoga County Together We Thrive DRIVE Benefits – Public Works • Example: Sanitary - Customer Service - Current Process • Sanitary provides services to +30 communities • When dispatched to an area, details of the issue or situation are paper based • The work crew then hands off the details (paper) for entry into the current dispatch system • The timeframe for handoff of the paper details can lag; i.e.: entry into the system of the details, additional needs, is not instant/same day • Result: Resolution to the area is delayed; impact to customer responsiveness; lag in alleviation of problematic situation; lag in prioritization of issues 19 Cuyahoga County Together We Thrive DRIVE Benefits – Public Works • Example: Sanitary Customer Service - Future Process • When dispatched to an area, details of the issue or situation are entered into the ERP system at the site • Data entered is real time/near real time • Dispatch for resolution or follow up is scheduled • Result: • Rapid and data driven decisions result in improved turnaround time to resolve issues • Improved Customer Service 20 Cuyahoga County Together We Thrive DRIVE Benefits – Human Resources • Example: HR Applicant Engagement - Current Process • Applicants apply for positions on-line • Applicant process is across multiple systems • Documentation is contained in various locations • Result: • Until County representation contacts applicant, there is no access to the status of their application • Applicant tracking details are spread across multiple systems and departments 21 Cuyahoga County Together We Thrive DRIVE Benefits – Human Resources • Example: Applicant Process - Future Process • Applicants apply for jobs online • At any point in time applicants can view the progress of their application(s) • Data entered is real time and viewable by applicants and hiring Manager • Result: • Reduced cycle times - key to attracting the best talent • Hiring Managers and Applicants have rapid access to qualified candidates • One system for the applicant to employee life-cycle 22 Cuyahoga County Together We Thrive Current Project Status Financials, Procurement, Public Works Phase 1 - Completed • Project Structure • Established Project Governance: Steering and Core Teams • Business Team Resource Planning • Technology • Created County Infor Environments • Current Business Process Review • Fiscal • Procurement • Public Works • Core Team Training • Fiscal • Procurement • Change Management • Strategy and Planning 24 Cuyahoga County Together We Thrive Financials, Procurement, Public Works Phase 1 – In Process • Project Structure • Resource Planning • Core Team Training • Public Works • Grants • Conversion Strategy • Test Strategy • Communications Awareness Campaign • Fiscal – Future State ‘To Be’ – Scheduled; Planning • Conference Room Pilot – Fiscal: Scheduling 25 Cuyahoga County Together We Thrive Human Resources Phase 2 - Complete • Current Business Process Documentation Questionnaires • HR • Benefits • Talent Management • Payroll – Time Collection Phase 2 – In Process • Resource Planning • Additional Current Business Process Questionnaires • Phase 2 – In Planning • Phase 2 Kickoff Planning 26 Cuyahoga County Together We Thrive Consultant Update • Implementation Consulting Provider • The ERP software was procured from Infor Public Sector Inc. (“Infor”) • Infor partnered with their top government implementer, Ciber, Inc. • In March 2017, Infor purchased Ciber’s Infor Consulting Practice • The County has been requested to assign the rights and obligations under the Ciber Master Services Agreement (MSA) to Infor • Our Legal team has reviewed the Ciber MSA and the request of assignment • is moving forward with completing the assignment request 27 Cuyahoga County Together We Thrive Project Schedule Q4 2016 Q1 2017 Q2 2017 Q3 2017 Q4 2017 Q1 2018 Q2 2018 Q3 2018 Q4 2018 Core Financials and Procurement Budget and Planning Extended Financials and Procurement Public Works (Enterprise Asset Management) Core Human Capital Management and Payroll (Employee Records, Jobs, Comp., Benefits, Org Structure) Workforce Management (Time & Attendance, Scheduling, Workforce Reporting) Talent Management (Hiring process, Performance & Learning Mgmt., Succession Planning) 28 Cuyahoga County Together We Thrive County Investment ERP County Investment • Bond Funds Appropriated • Overall: $25 M • Contracted for: • $12.14 M • $ 1.92 M • $ 5.06 M • $ 1.42 M • $ 4.46 M Consulting Services Software Staffing (Including Temporary) Hardware Contingency 30 Cuyahoga County Together We Thrive ERP County Investment • Spend to Date 5/18/17 • $ 1.27 M Total • $337K Consulting Services • $171K Staffing • $762K Software • Additional Expected Spend through 12/31/17 • $ 14.05 M • $6.80 • $3.20 • $ .30 • $ .99 • $ 2.76 Est. Total M Consulting Services M Staffing M Software M Hardware M Contingency 31 Cuyahoga County Together We Thrive ERP County Investment • Expected Spend through 12/31/18 • $9.68 M Estimated Total • $ 5.00 M Consulting Services • $ .86 M Software • $ 1.69 M Staffing • $ .43 M Hardware • $ 1.70 M Contingency 32 Cuyahoga County Together We Thrive ERP County Investment • Operating Efficiencies • 2018 - No Expected Savings • 2019 - No Expected Savings • Common Areas of Realized Efficiencies • Contracts • Ex: Technology – Shut down of current systems • Famis, SAP, MyHR, Brass, Mainframe Applications • Services • Ex: Consulting Services • Business Processes and Services • Dependent upon project related process and efficiency design Cuyahoga Together We 33 and decisions County Thrive • Repurposing of Staff ERP County Investment • Expected Future Requests of Board of Controls • • • • Data migration and storage Technical Foundation: servers, access controls Consulting Services; Third party assurance Backfill resources for key County project teams 34 Cuyahoga County Together We Thrive