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Statewide Enterprise Resource
Planning (ERP) Systems Project


             Presentation
                 for
         ERP...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
ERP Project Overview - Guiding Principles

•   Through workgroups and committees, we will engage agencies and institutions...
Project Philosophy

•   Base decisions on what is best for State as a whole, not on an
    individual entity level
•   Pro...
Project Infrastructure


 ERP Advisory Council
(Participants per HB 3106)


                                Comptroller
  ...
Communications Network
                                      Comptroller
                 State Auditor’s       of Public ...
Primary Communication Vehicle




  http://www.texaserp.org




              10         Comptroller of Public Accounts
Project Timeline
Mar 08’   Apr 08’   May 08’   Jun 08’     July 08’        Aug 08’   Sept 08’       Oct 08’     Nov 08’   ...
Business Process Standardization Drivers



                                          Required
               Federal
    ...
Decision Process

                      Current
                      business
                      processes


         ...
Roles and Responsibilities

CFO/CIO ERP Committee
•   Co-chaired by CPA Director of Fiscal Management and Director of Inno...
Roles and Responsibilities
Agency and Higher Education Workgroups
• Members are subject matter experts
• Designated leads ...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
High Level ERP Project Review Process (DRAFT)




                      17        Comptroller of Public Accounts
ERP Project Review Process (DRAFT)




                18         Comptroller of Public Accounts
ERP Project Submission Criteria


You must complete the form if you plan to:

•   Implement a new system
•   Implement a n...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
Initial ERP Workgroups



•   Asset Management and Inventory

•   Accounts Payable

•   Statewide Considerations

•   Glob...
Initial ERP Workgroups’ Goals

•   Asset Management and Inventory – Identify statewide and agency-
    specific business n...
ERP Workgroup Recommendations



Asset Management and Inventory

  Workgroup Lead: Duane Sullivan
                  Texas ...
ERP Workgroup Recommendations



Accounts Payable

  Workgroup Lead: Machelle Pharr
                  Texas Department of ...
ERP Workgroup Recommendations



Statewide Considerations

  Workgroup Lead: Kay Rhodes
                  Texas Tech Unive...
ERP Workgroup Recommendations



Global Data Standardization

  Workgroup Lead: Clair Goldsmith
                  Universi...
Workgroup Lessons Learned
•   Communicate responsibilities earlier in the process
•   At the start, clearly define upfront...
Proposed Future ERP Workgroups

Who is being solicited for suggestions?

•   Comptroller’s internal ERP workgroups
•   Ini...
Proposed Future ERP Workgroups


What will each workgroup require?

•   An experienced team leader
•   Facilitator
•   Age...
Proposed Future ERP Workgroups


What is the Timeline?
•   Approximately 60 days


Why?
•   The workgroup recommendations ...
Proposed Future ERP Workgroups


Continuing workgroups

•   Accounts Payable
        Focus: Web based travel voucher
•   S...
Proposed Future ERP Workgroups


Remember…..

•   This is just a starting point
•   More work will come through the busine...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
ERP Business Case Study - Objectives


•   Recommend statewide ERP system alternatives to be considered by the
    Comptro...
ERP Business Case Study - Timeline

•   5/19/08 – Proposals were due
•   5/20/08 – 6/4/08 – Evaluation and scoring of prop...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
Recommended Outline for Report to Legislature


•   Introduction

•   Survey Results

•   Current Environment

•   Workgro...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
Future ERP Advisory Council Meetings

•   June 25
•   July 23
•   August 20
•   September 24
•   October 29
•   November 2...
Agenda
•   Call to Order and Welcome
•   Roll Call
•   Introduction of New Council Member
•   Project Infrastructure, Time...
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Statewide Enterprise Resource Planning (ERP) Systems Project

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Statewide Enterprise Resource Planning (ERP) Systems Project

  1. 1. Statewide Enterprise Resource Planning (ERP) Systems Project Presentation for ERP Advisory Council May 28, 2008 1 Comptroller of Public Accounts
  2. 2. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 2 Comptroller of Public Accounts
  3. 3. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 3 Comptroller of Public Accounts
  4. 4. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 4 Comptroller of Public Accounts
  5. 5. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 5 Comptroller of Public Accounts
  6. 6. ERP Project Overview - Guiding Principles • Through workgroups and committees, we will engage agencies and institutions of higher education in the project • We will establish and implement standardized business processes where possible • We will establish and implement common data standards where possible • We must ensure future ERP systems projects are compatible with statewide standards • We will not throw out what works • We will adapt our processes to the software rather than the software to our processes 6 Comptroller of Public Accounts
  7. 7. Project Philosophy • Base decisions on what is best for State as a whole, not on an individual entity level • Provide opportunities and venues for discussion of issues so that options can be presented prior to decision making • Strive for consensus • Remain flexible (art not science) • Conduct frequent visioning (are we still on target?) • Course correct as needed • Communicate, communicate and then communicate (up and down and sideways) • Be open, ethical, and fair • Nothing is absolute 7 Comptroller of Public Accounts
  8. 8. Project Infrastructure ERP Advisory Council (Participants per HB 3106) Comptroller CFO/CIO ERP of Committee Public Accounts ERP workgroups (Subject matter experts) 8 Comptroller of Public Accounts
  9. 9. Communications Network Comptroller State Auditor’s of Public ERP Advisory Office Accounts Council Legislative Department Budget Board of Information Resources Statewide ERP Systems Governor’s Heads of Agencies Project & Institutions of Office Higher Ed ITCHE CFO/CIO ERP Committee SACC ERP SSATF workgroups MACC 9 Comptroller of Public Accounts
  10. 10. Primary Communication Vehicle http://www.texaserp.org 10 Comptroller of Public Accounts
  11. 11. Project Timeline Mar 08’ Apr 08’ May 08’ Jun 08’ July 08’ Aug 08’ Sept 08’ Oct 08’ Nov 08’ Dec 08’ Development of the ERP Implementation Plan Initial workgroup reports Anticipated workgroup reports Business case development Final report drafted including external comments Report submitted 11 Comptroller of Public Accounts
  12. 12. Business Process Standardization Drivers Required Federal mandates State mandates Required or analyzed To be Agency and higher education analyzed policies and procedures 12 Comptroller of Public Accounts
  13. 13. Decision Process Current business processes Adopted Statewide considerations business Best practices processes Legislative considerations 13 Comptroller of Public Accounts
  14. 14. Roles and Responsibilities CFO/CIO ERP Committee • Co-chaired by CPA Director of Fiscal Management and Director of Innovation & Chief Technology Officer • Members are the CFOs and CIOs of agencies and higher education • Participants are asked to — disseminate information within their organizations — coordinate their employees’ efforts on ERP workgroups and related activities — be prepared to coordinate with the ERP Advisory Council and CPA Planning Team and make recommendations — respond to requests for input to the Comptroller’s report to the Legislature on ERP implementation 14 Comptroller of Public Accounts
  15. 15. Roles and Responsibilities Agency and Higher Education Workgroups • Members are subject matter experts • Designated leads chair each workgroup • Groups meet as often as needed to meet deadlines • They submit formalized minutes to CPA • The workgroups —assess opportunities and reach consensus on statewide standardization of business processes and data — consider impact, advantages, limitations and obstacles for their own organizations and the State — document recommendations and submit them to the ERP Advisory Council to consider including in the report to the Legislature — make timely recommendations and complete documentation requirements to ensure project deadlines are met • CPA may also use the information workgroups collect to enhance current statewide systems, policies and procedures 15 Comptroller of Public Accounts
  16. 16. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 16 Comptroller of Public Accounts
  17. 17. High Level ERP Project Review Process (DRAFT) 17 Comptroller of Public Accounts
  18. 18. ERP Project Review Process (DRAFT) 18 Comptroller of Public Accounts
  19. 19. ERP Project Submission Criteria You must complete the form if you plan to: • Implement a new system • Implement a new module • Change the software version • Implement any ERP change costing more than $500,000 that does not fall under one of the above categories 19 Comptroller of Public Accounts
  20. 20. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 20 Comptroller of Public Accounts
  21. 21. Initial ERP Workgroups • Asset Management and Inventory • Accounts Payable • Statewide Considerations • Global Data Standardization 21 Comptroller of Public Accounts
  22. 22. Initial ERP Workgroups’ Goals • Asset Management and Inventory – Identify statewide and agency- specific business needs for asset and inventory management • Accounts Payable – Identify statewide and agency-specific business needs for a web-based, statewide electronic travel voucher • Statewide Considerations – Identify statewide and agency-specific business needs for a unique Texas business identification number (that is not SSN based) • Global Data Standardization – Identify statewide and agency-specific business needs for coding that will be used for processing and reporting various activities related to the purchase of goods and services 22 Comptroller of Public Accounts
  23. 23. ERP Workgroup Recommendations Asset Management and Inventory Workgroup Lead: Duane Sullivan Texas Department of Transportation 23 Comptroller of Public Accounts
  24. 24. ERP Workgroup Recommendations Accounts Payable Workgroup Lead: Machelle Pharr Texas Department of State Health Services 24 Comptroller of Public Accounts
  25. 25. ERP Workgroup Recommendations Statewide Considerations Workgroup Lead: Kay Rhodes Texas Tech University System 25 Comptroller of Public Accounts
  26. 26. ERP Workgroup Recommendations Global Data Standardization Workgroup Lead: Clair Goldsmith University of Texas System 26 Comptroller of Public Accounts
  27. 27. Workgroup Lessons Learned • Communicate responsibilities earlier in the process • At the start, clearly define upfront workgroup’s goals, objectives and deliverables • Utilize neutral facilitators • Meeting fewer times for longer periods • Don’t back-track to bring new members up-to-speed that join late – this should occur off-line • Each participant should have a knowledgeable backup that is kept informed and can step in if needed • Use audio teleconferencing and video projection equipment • FTP or SharePoint sites are great way to share information • Restrict information gathering to agencies and universities participating in workgroup • Obtain input from a diverse group of agencies and universities • Have someone handle scheduling rooms, meeting notices, flipcharts, etc. 27 Comptroller of Public Accounts
  28. 28. Proposed Future ERP Workgroups Who is being solicited for suggestions? • Comptroller’s internal ERP workgroups • Initial workgroup members (agencies/higher education) • The ERP Advisory Council • CFO/CIO ERP Committee Send suggestions to: erp.workgroups@cpa.state.tx.us 28 Comptroller of Public Accounts
  29. 29. Proposed Future ERP Workgroups What will each workgroup require? • An experienced team leader • Facilitator • Agency and higher education SME participation • Comptroller representative • Meeting location 29 Comptroller of Public Accounts
  30. 30. Proposed Future ERP Workgroups What is the Timeline? • Approximately 60 days Why? • The workgroup recommendations must be available for consideration prior to completion of the business case study which is scheduled for completion on September 19, 2008 30 Comptroller of Public Accounts
  31. 31. Proposed Future ERP Workgroups Continuing workgroups • Accounts Payable Focus: Web based travel voucher • Statewide Considerations Focus: Unique business identifier 31 Comptroller of Public Accounts
  32. 32. Proposed Future ERP Workgroups Remember….. • This is just a starting point • More work will come through the business case study • We are not attempting to cover all issues now • We are not attempting to develop complete system requirements now • We need your input by June 16th 32 Comptroller of Public Accounts
  33. 33. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 33 Comptroller of Public Accounts
  34. 34. ERP Business Case Study - Objectives • Recommend statewide ERP system alternatives to be considered by the Comptroller and ERP Advisory Council • Identify estimated costs, benefits and risks associated with each alternative • Perform financial impact analysis and evaluate each alternative including assumptions and metrics • Prepare final business case report documenting results and information sources • Develop funding plan and high-level plan for implementing alternatives including assumptions and metrics 34 Comptroller of Public Accounts
  35. 35. ERP Business Case Study - Timeline • 5/19/08 – Proposals were due • 5/20/08 – 6/4/08 – Evaluation and scoring of proposals • 6/17/08 – Contractor begins work • 6/20/08 – 9/1/08 – May request CFO/CIO assistance • 9/19/08 – Business case complete and accepted 35 Comptroller of Public Accounts
  36. 36. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 36 Comptroller of Public Accounts
  37. 37. Recommended Outline for Report to Legislature • Introduction • Survey Results • Current Environment • Workgroup Reports • Business Case 37 Comptroller of Public Accounts
  38. 38. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 38 Comptroller of Public Accounts
  39. 39. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 39 Comptroller of Public Accounts
  40. 40. Future ERP Advisory Council Meetings • June 25 • July 23 • August 20 • September 24 • October 29 • November 20 • December 18 These are strategically scheduled to be held after all CFO/CIO ERP Committee meetings so that we can present you with their thoughts, concerns and ideas 40 Comptroller of Public Accounts
  41. 41. Agenda • Call to Order and Welcome • Roll Call • Introduction of New Council Member • Project Infrastructure, Timeline, Roles and Responsibilities • ERP Project Review Process • Agency/Higher Education ERP Workgroups Status • ERP Business Case Study • ERP Report to Legislature • Public Comment • Future Meetings • Adjourn 41 Comptroller of Public Accounts

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