This document summarizes the implementation of the SRM-MDM Catalog 3.0 solution at the Clark County School District in Nevada. Key points include streamlining the catalog to improve search times and ease of data management, adopting a phased approach including prototyping for stakeholder buy-in, and achieving significant improvements in processing purchase orders within one day or week. Challenges involved addressing different user group needs and issues identified at go-live were resolved through workarounds and SAP hotfixes.

1. Orange County Convention Center
Orlando, Florida | May 15-18, 2011
]From Requester to Supplier in Record Time:
Streamlining Order Efficiency with SRM-MDM Catalog 3.0 in the Public Sector ]g y g
Bramby Tollen, CCSDy
Alan Ringhofer, CCSD
Pravin Bhute, Sterling Software

2. [ Agenda
 Learning Points
 CCSD Overview
 History
 Why Change?
Wh I l ? Why Implement?
 Project Implementation
 Implementation Highlights Implementation Highlights
 Solution Highlights
 Wrap-upWrap up
 Lessons Learned
Real Experience. Real Advantage. 2

3. [ Learning Points
 The ABCs of implementation
 Why SRM-MDM Catalog 3.0
 Approach, plan and implementation of SRM-MDM
Catalog solution in public sector
 New catalog features to improve service to CCSD
Real Experience. Real Advantage. 3

4. [ About Clark County School District
 5th largest school district in U.S.
 Encompassing 7,910 Sq miles areaEncompassing 7,910 Sq miles area
 309,893 students
 357 schools
 Buses traveled 19.8 million miles in 2009-2010
 37,341 employees
 Mission: To create an environment where
 3,600 end users
 Mission: To create an environment where
students, parents, employees, and the
community foster achievement.
Real Experience. Real Advantage. 4

5. [ About CCSD Purchasing
 23,000 catalog items
 70,000 purchase orders annually
 112 000 shopping carts with average of nine(9) line items112,000 shopping carts with average of nine(9) line items
 3,700 active suppliers
 2007 – 62 Purchasing staff
 2010 – 50 Purchasing staff
 2012 – 40 Purchasing staff
Real Experience. Real Advantage. 5
2012 40 Purchasing staff

6. [ History of CCSD’s ERP
 Big Bang on 7/7/07
 SCM
 Hibernated
 HRSCM
 SRM
 MM
CCM
 HR
 Payroll
 CCM
 WM
 IM
 FI
 FM
 COCO
 GM
 PS
S&D
Real Experience. Real Advantage. 6
 S&D

7. [ Lessons Learned from ERP implementation
 Expectations
 “Out of the Box”
 Turnover Turnover
 CCSD
 Consultant
 Project Management
 Turnover
 Deadlines/Plan
 Budget
 Scope Creep Scope Creep
 Stakeholder Involvement
 Buy In & Commitment
Real Experience. Real Advantage. 7
y

8. [ Lessons Learned from ERP implementation
 Focus on Customer
 Ease of UseEase of Use
 Defaults
 Auto “fills”
 Streamline & Cost Savings
 Simplified Workflow
 Scanners on desks Scanners on desks
 Documentation
 Consistencyy
 Vision & Long Term Strategy
 Communication
Real Experience. Real Advantage. 8

9. [ How to “make the grade,” why change?
 Strategic decisions on survey results
 End users could not find anythingEnd users could not find anything
 Our end users were “used to” what they had
 Our assignment was to improve service to departments withg p p
unique needs
 Better searchability
S d d P d Standard Products
 Standards = Equity = Supporting Curriculum
 As easy as possible for end users As easy as possible for end users
 No End Users Left Behind!
Real Experience. Real Advantage. 9

10. [ Strategic Decisions - Why implement?
 More work with less resources, improve productivity
 To better serve the customers by reducing cycle time for
catalog updates
 Lay the foundation for future EIM and BI/BO initiatives
 Be ready for SRM 7.0 upgrade
 Switch to better catalog solution before CCM 2.0 is out of
support by SAP
Real Experience. Real Advantage. 10

11. [ Approach, Plan and Implementation
 Be precise on what you want to achieve
 Do Prototype, get Buy-in from Stakeholders
 Phased approach: Out of box System stabilized Enhance
 Knowledge Transfer1st during Build, 2nd post Go Live
 Share CCSD resources on this project and normal operations
Real Experience. Real Advantage. 11

12. [ Preciseness On What We Wanted
 End user pain points must be addressed
 At least 3 times faster search
 Ease of data management for support staff
 Improve the end user experience with the use ofImprove the end user experience with the use of
Bill of Materials, Substitutes, and Related items
 Shorter deployment time Shorter deployment time
 Build foundation for EIM/BI initiatives
Real Experience. Real Advantage. 12

13. [ What We Did Well? Prototype Approach
 Focused on Stakeholder expectations
 Quickly put together a working PrototypeQ y p g g yp
 Key pain point solutions presented in the Prototype
 Brought in the “Naysayers” to “WOW” them with
the new solutions
 Presented
 Curriculum and Professional Development (CPD) Curriculum and Professional Development (CPD) -
Package Deals – Computer with and without software
 Food services – Substitute, Shopping List
 Transportation – Bill of Material - Bus Parts
 Schools - New Teacher Kit
 Result : Thrilled Stakeholders!
Real Experience. Real Advantage. 13
 Result : Thrilled Stakeholders!

14. [ What We Did Well? Best Team Equation
 Stakeholders + SMEs + Core Team + Expert
Consultant = Successful Results
 Who is Stakeholder?
 Person working in the system
SME id d S k h ld SMEs were considered Stakeholders
 Who is SME?
 A grass root stakeholder who gets the pain pointsA grass root stakeholder who gets the pain points
 Who is Core Team?
 Actual person who works hands-on during
implementation
 Best Team made collective decisions
and took ownership!
Real Experience. Real Advantage. 14
and took ownership!

15. [ What We Did Well? Key Success Practices
 Project Leader’s higher expectations
 Everybody’s project plan. Ownershipy y p j p p
 Weekly small meetings
 Agenda focus  clarity in action items and tasks 
prompt minutes  review = Success!
 Parked unrelated items to offline
 Change management through Change management through
 SMEs
 Keep it small. Keep it directp p
 Empowered all team members to make decisions
 Hands-on knowledge transfer with
d i
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documentation at every stage

16. [ Project Plan
Real Experience. Real Advantage. 16

17. [ Schedule delays, why?
 Licensing issue with Load Testing softwareg g
 How much delay
 How resolved
 Separate server for Training
Real Experience. Real Advantage. 17

18. [ Project Team
Kristin B - PBSS
Kasia H – PBSS
Mike D CIS
Brian B – CIS Basis
MikeT – PBSS
Meenal G ConsultantMike D – CIS
Colleen S – CIS
John N – CIS Security
Carol E – PBSS
Meenal G - Consultant
Wes L –Training
Joan H – Training
Mary P – Training
J B – Purchasing
Darlene S – Purchasing
Donna R – Purchasing
Pami L – Purchasing
Stefanie L – Training
Samantha L – Purchasing
Karen P – Purchasing
Debbie E – Food ServicePami L – Purchasing
TheronT – CIS Security
Randy C – CIS Portal
Rich F – CIS
Debbie E Food Service
Tony C – DBA
Terra U – Helpdesk
Susie M – Helpdesk
Ch l B P hAlan H – Intranet
David A – Interact Email
Charlie B – Purchasing
Kiran G – Consultant
Real Experience. Real Advantage. 1818

19. [ Implementation Organization View
Real Experience. Real Advantage. 19

20. [ CCSD Landscape
Real Experience. Real Advantage. 20

21. [ SRM-MDM Catalog Solution Architecture
CCSD
SRM
Users
MDMVi
Different End UserViews
Generic
MDM
Users
MDMViews
(Named Searches)
Parent & Child
+Users +
Catalog UI Filter
MDM Repository (Child)
MDM Repository (Parent)
Sync
Real Experience. Real Advantage. 21

22. [ High Level Process Flow
SRM Web
UI
Real Experience. Real Advantage. 22

23. [ Key Challenges
 Restricted functionality to one User Group vs Another
(Food Services vs Non-Food)( )
 Master-Slave(Parent-Child) Architecture
 Advanced search
 Functionality issues at Go Live
 Workaround done thru Keyword Search
 SAP provided hotfix and issue resolved SAP provided hotfix and issue resolved
 Pop up Dialog box
 SAP provided hotfix and issue resolved
 Look & Feel challenges
 Extra click for Transfer Items to SRM
Real Experience. Real Advantage. 23

24. [ Sample Solution –Parent Child Architecture
Super UserView
CCSD
Food
Users
Catalog UI App-Parent
Shopping List
CW
E
Parent Repository
R
U
D
E
B
Shopping List
Generic
MDM
User
Catalog UI App-Child Limited Food UserViews
C
R
S
E
R
V
Child Repository
R
U
D
V
I
C
E
Bill of Materials
Fixed Sales Packages
C fi S l P k
S
Real Experience. Real Advantage. 24
Config Sales Packages
Shopping Lists

25. [ The Way Forward
 XI-PIXI PI
 Services
 EIM - BI/BO
 SRM 7.0 readiness
Real Experience. Real Advantage. 25

26. [ New Features- Example
 Choose Bill of Materials
[ e.g. New Teacher Kit]
 Individually select each item
to add in Cart
 Pick and choose from Pre-
defined list
 No need to individually
 No intuitive item
proposition by system
No need to individually
search and add item in Cart
 No guess work or room to
f t itforget an item
 Choose from Substitutes
 Choose from AccessoriesChoose from Accessories
 Choose from Related items
Previous Catalog New Catalog
Real Experience. Real Advantage. 26
g

27. [ Requester to Supplier in Record Time
 48% of POs created in one day or less
 79% of POs created in one week or less
 Average days from Shopping cart creation to POAverage days from Shopping cart creation to PO
creation = 5.9 days
 Includes:
 All required electronic approvalsq pp
 Automatic budget verification
 Requester information automatically loaded
 Electronic routing of material groups
 System defaults for general ledger numbers
Real Experience. Real Advantage. 27

28. [ Lessons Learned
 Separate Training Box, reduce dependency
 Check effort involvement for New Features vs
Real usability by End users (Classification)
 Stakeholder involvement
 Project plan
Real Experience. Real Advantage. 28

29. [ A+ Moment !
Real Experience. Real Advantage. 29

30. [ Questions
Real Experience. Real Advantage. 30

31. [
 Thank you for participating.
Please remember to complete and return your
evaluation form following this session.
For ongoing education in this area of focus, visit www.asug.com.
SESSION CODE:
3208
Real Experience. Real Advantage.