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Mission Critical - Getting Through A Successful ERP Implementation

The document outlines the agenda and key points of a pre-conference session focused on successfully implementing ERP systems, led by experts Phil Bertolini and Terry Hackelman. It discusses the complexities and risks associated with ERP projects, highlighting the necessity for proactive management and involvement of finance leaders during procurement and implementation processes. Key aspects include establishing a solid foundation, ensuring effective vendor agreements, and maintaining momentum through collaboration and communication throughout the project lifecycle.

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© 2018 CSMFO Annual Conference Pre-Conference Session February 20, 2018 Mission Critical – Getting Through a Successful ERP Implementation Phil Bertolini Deputy County Executive/CIO Oakland County, Michigan www.oakgov.com/it/presentationswww.sdipresence.com/nexlevel Terry Hackelman Senior Vice President NexLevel/SDI Presence Presented by:
2 Agenda • 9:00 – 9:30 AM Introductions and Opening Comments • 9:30 – 10:30 AM Selection Process • 10:30 – 10:45 AM Break • 10:45 – 11:45 AM Selection Process (continued) • 11:45 – 12:30 PM Lunch • 12:30 – 1:30 PM Implementation Best Practices • 1:30 – 1:45 PM Break • 1:45 – 2:45 PM Implementation Best Practices (continued) • 2:45 – 4:00 PM Panel Discussion 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
3 Who We Are Name Phil Bertolini Position Deputy County Executive/CIO, Oakland Michigan Years of Experience Over 30 years of overseeing the development of unique government technology programs. Name Terry Hackelman Position Senior Vice President at NexLevel Years of Experience Over 25 years of successfully planned, managed, developed, and implemented innovative technology solutions for public and private sector clients. 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
4 Why Are We Here? • ERP projects are expensive and risky to implement and maintain • Agency technology portfolios are complex, and the ERP system is a central component • Change is constant…technology is not going anywhere! Finance leaders must take a proactive role in procuring, implementing, and maintaining ERP technology 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference WHY does Government exist?
© 2018 CSMFO Annual Conference Provide Serve Help
© 2018 CSMFO Annual Conference Do what others will Not Do
© 2018 CSMFO Annual Conference What some people think of government Government is so much more! 8
9 “Government exists to protect us from each other. Where government has gone beyond its limits is in deciding to protect us from ourselves.” - Ronald Reagan Government Quote 40th President United States of America
© 2018 CSMFO Annual Conference WHY More With Le$$
© 2018 CSMFO Annual Conference Doing Less With Le$$
© 2018 CSMFO Annual Conference Requires Change
© 2018 CSMFO Annual Conference People don’t like change
14 ERP Overview 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
15 Typical ERP Scope • Scope can vary significantly depending upon needs • Core functions are critical and provide the foundation for all other modules • Should be considered from an enterprise perspective • Evaluate trade-offs • Recognize department needs © 2015 NexLevel Information Technology, Inc. All rights reserved 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
16 • Infrastructure layer • Functions – Backup – Disaster Recovery – Monitoring (servers and network) – Virus/Spam – Security – Performance – Capacity Planning © 2016 NexLevel Information Technology, Inc. All Rights Reserved Technology Infrastructure Data CenterUPS/Generators Network StorageCyberSecurity Virtualization Technology Foundation 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
17 © 2016 NexLevel Information Technology, Inc. All Rights Reserved Technology Infrastructure Enterprise Enabling Technologies Data CenterUPS/Generators Network Storage Email GISDocument ManagementIntranetWebsite CyberSecurity Reporting / Dashboards Social Media MS Office Virtualization Enterprise Enabling Technologies • Email • Document Management • Geographic Information Systems (GIS) • Website • Intranet • Reporting/Analytics/Dashboards • Mobile Platforms 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
18 • Desktop • Laptop • Tablet • Phone • Radio © 2016 NexLevel Information Technology, Inc. All Rights Reserved Technology Infrastructure Enterprise Enabling Technologies Data CenterUPS/Generators Network Storage Email GISDocument ManagementIntranetWebsite CyberSecurity Reporting / Dashboards Social Media MS Office Virtualization User Access Devices 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
19 Department Applications © 2016 NexLevel Information Technology, Inc. All Rights Reserved Technology Infrastructure Enterprise Enabling Technologies Data CenterUPS/Generators Network Storage Email GISDocument ManagementIntranetWebsite CyberSecurity Land Management System Finance Payroll / Human Resources Utility Billing / CIS Traffic Management System Computer Aided Dispatch Asset Management Reporting / Dashboards Agenda Management Time Keeping Social Media MS Office Department Applications Record Management Systems Virtualization Recreation Management System 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
20 Technology Value Framework User Infrastructure (Desktops, Printers, etc.) and Office Software Enabling Technologies (Document Management, etc.) Decision Support / Analytics Cumulative Total Cost of Ownership (CTCO) for IT ValueforInvestment(VFI) Shared Infrastructure (Servers, Storage, Network) and Management Tools Business Applications (ERP, etc.) Current Challenge for Many Agencies Future Desired State Leverage © 2014 NexLevel Information Technology, Inc. All Rights Reserved 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
21 Key Technology Enablers for the ERP System • Electronic Workflow • Document Management • Email • Mobile Devices • Reporting Solutions • Intranets 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
22 ERP Benefits • Provide a single, comprehensive, and integrated solution • Streamline business processes to take advantage of best practices through automation, integration, and workflows • Provide a user-friendly and intuitive user interface to promote system use, productivity, and to minimize the need for training • Eliminate the need for redundant data entry – Eliminate the need for “offline shadow systems” including spreadsheets, etc. • Provide enhanced reporting capabilities to improve decision making • Improve and provide reports and data access through inquiry or drill down capabilities • Provide interface capabilities with third-party systems 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
23 Procuring an ERP System 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
24 • Identify the best fit solution • Build the foundation for a successful implementation • Ensure a strong vendor agreement • Set and manage expectations • Identify opportunities to streamline…and prepare the organization to make a change • Obtain staff buy-in Analyze, Plan, and Prepare – Go into the implementation with your eyes wide open! ERP Procurement Objectives 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
25 • ERP procurements are risky – A bad procurement jeopardized a good implementation • There are no shortcuts • Requires enterprise involvement • Be prepared to make tough decisions – With less than perfect or full information ERP Procurements 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
26 ERP Procurements Must Consider People Process Technology 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
27 ERP Procurement about Knowledge Accumulation © 2018 SDI Presence LLC. All Rights Reserved 0501 Initiate 02 Requirements 03 RFP 04 Select Negotiate LevelofDecisionKnowledge Time Knowledge of Current System Environment, Best Practices, Solutions and Implementation Needs 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
28 Procurement Framework • Important to recognize procurement phases • Specific activities assigned to each • Roles and responsibilities (IT, Vendor, Finance, Department) Initiation Requirements Procure Negotiate 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
29 Procurement Framework Initiate • Recognize the procurement is a “Project” • Identify Project Sponsorship and Stakeholders • Implement Project Governance and Project Charter • Obtain commitment of key resources • Conduct enterprise-wide kickoff “If you don’t have time to do it right the first time, how do you have time to do it again” 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
30 • Project Sponsor • Project Stakeholder(s) • Project Manager • Functional Leads – Finance, payroll, HR, etc. • Subject Matter Experts • Technical Lead • Procurement Lead ERP Procurement Roles 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
31 Procurement Framework - Requirements • Get functional and department staff involved • Focus on “high priority” and “unique” processes or requirements • Requirements include: • Business • Technical • Interfaces/Integration • Conversion • Implementation Requirements 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
32 • Maximize resources - ensure people and technology work collaboratively • Simplify and streamline processes • Collect and enter information once • Reduce manual or paper-based processes • Integrate policy and business rules into system • Reduce or eliminate offline systems/spreadsheets Requirements – What to look for? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
33 Procurement Framework - Procure • Create market awareness • RFP provides the foundation for the final agreements • Execute effective scripted demonstrations • Consider total cost to implement (TCI) and total cost of ownership (TCO) • Conduct reference checks and on-site visits • Re-visit Project Charter Procure 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
34 ERP System TCI and TCO • Total Cost to Implement (TCI) – Software – Hardware – Integration – Configuration – Conversion – Training – Backfill – Legacy Vendor Services – Documentation • Total Cost to Own (TCO) – Maintenance and support – Upgrades and enhancements 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
35 Possible Vendors 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation …and more!
36 Procurement Framework - Negotiate • Clearly identify • Scope • Phases/Timeline • Acceptance Criteria • Insist on “holdback” based on acceptance • Incorporate by reference prior work (i.e. – RFPs; specifications) Negotiate 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
37 Consider Implementation Risk Areas During Negotiations • Budget • Timeline • Data Conversion • Interfaces/Integration • Customizations • Chart of Account (COA) • Reporting • Travel • Agency Level of Effort 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
38 Considerations for Implementations • Establish the reason and enlist support • Staff the project for success • Agency-side PM important • Empower staff to make decisions • Plan and use backfill • Requirements gathering is a collaborative process • Expectation management starts from the outset • Communicate constantly • Success requires maintaining momentum 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
39 • There is no “typical” timeline • Schedule is dependent on staff availability, vendor activity, organization priority, complexity, and other factors Month 1 2 3 4 5 6 7 8 9 10 11 12 Requirements Initiate Procure Negotiate Month 1 2 3 4 5 6 7 8 9 10 11 12 Requirements Initiate Procure Negotiate Aggressive Conservative Procurement Timeline 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
40 Key Takeaways Expectation Management Transparency Momentum Collaboration 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
41 Are You Ready For Implementation? Elements for ERP Implementation Readiness - Success Transformation Vision Motivation Skills Resources Plan Change Motivation Skills Resources Plan Confusion, Wandering Vision Skills Resources Plan Resistance Vision Motivation Resources Plan Fear, Anxiety Vision Motivation Skills Plan Frustration, Regression Vision Motivation Skills Resources Nonalignment, Noncompletion 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
Confidential. © 2017 SDI Presence LLC.© 2018 CSMFO Annual Conference Questions? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference Pre-Conference Session February 20, 2018 Getting Through A Successful ERP Implementation Phil Bertolini Deputy County Executive/CIO Oakland County, Michigan www.oakgov.com/it/presentationswww.sdipresence.com/nexlevel Terry Hackelman Senior Vice President NexLevel/SDI Presence Presented by:
44 • Phil Bertolini, Deputy County Executive/CIO – 30 years of government experience – Responsible for IT, Business Continuity and Facilities – Former Equalization Administrator/MMAO • Oakland County Stats – 910 Square miles – 62 Cities, Villages and Townships – 1.2 million residents – 82 departments and divisions of county government – County Executive form of government with 21 Commissioners Introduction/County Stats 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
45 This course will focus on the skills necessary to effectively implement a robust ERP platform. Purpose 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
46 Where Does a Project Start • Joint Decision Making – Work together with functional partners • Involvement of Top Decision Makers – Involve the entire “c” suite • Standard Evaluation Method – Shared understanding of how the project will be judged • Screen for Technical Considerations IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
47 Where Does a Project Start (cont.) • Formal Business Case Made – Must understand the tangible and intangible benefits • Partnership with Finance Office – Working together to understand the financial impact • IT Strategic Plan – Multi-year plan for technology IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
48 Strategic Plans • Do you have an IT Strategic Plan? • Define the mission of the entire organization • Plan to develop enabling technologies that solve the problems • 2 to 3 years in length • Overarching document to guide IT forward • It is a living document that takes care and feeding • Ensure every project undertaken ties back to plan IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
49 IT Business Cases The Essentials • A Return on Investment Analysis (ROI) • A Standard Set of Evaluation Criteria • Alignment and Integration with Budgeting Process • Intra-organizational Cooperation • Accountability for Results 49 IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
50 Developing IT Business Case • Clearly Understand Vision and Goals • Evaluate Existing Systems • Identify Alternatives • Run the Numbers • Establish Performance Measures IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
51 Oakland County Process • Develop a Scope and Approach Document/ROI • Clearly identify the Tangible and Intangible Benefits • Gain Leadership Group (LG) approval to do a project sizing • Gain LG approval to include the project in the IT Master Plan • Funding must be determined prior to LG approval 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference Build it ONCE pay for it ONCE & EVERYBODY benefits 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
53 ROI Analysis of Virtualization Project Description Year 1 Benefits/Savings Tangible Benefits Subtotal $1,287.390 Cost Avoidance Subtotal 0 Costs Development Service Subtotal: $267,340 Hardware Subtotal: $679,642 Software Subtotal: $269,680 Infrastructure Subtotal: $33,638 Annual Statistics Annual Total Savings $1,287,390 Annual Total Costs: $1,250,300 Annual Return on Investment: $37,090 Annual Costs/Savings Ratio: 97.12% Year Positive Payback Achieved Year 1 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
54 IT Planning Process Planning for technology projects is a “long distance” race and not a “sprint”. Careful planning and strong project management will help IT be successful. Running the Government Race 2010 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
55 IT Planning Process • Must involve partners to ensure buy-in • 2 year planning timeframe • Develop committees/leadership groups consisting of partner community • Develop strong processes and standards • Led by Project Management Office (PMO) • Develop mentorship and guidance IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
56 Project Management • Do you know what Project Management means to your organization? • Do you have strong Project Management in your organization? • Why should an organization invest in Project Management? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
57 Project and Portfolio Management (PPM) • Creation of a Project Management Office (PMO) may be necessary to lead the effort • Must meet with key stakeholders to understand their business and their needs • Must understand the overall needs of the organization • Approve the project charter and manage resources • Assess and mitigate risks IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
58 PPM Critical Success • Secure top management commitment • Understand that implementation is a business change effort • Devote the necessary resources • The Project Manager rules • Set clear goals, scope and expectations • Track project progress, results and scope • Communicate effectively and often • Understand and address risks • Control project scope and minimize disruptions by managing change • Test every way you can IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
59 Build vs. Buy 59 Build • Strategic Direction – What resources exist – Do we want to build? • Cost – Software, Hardware, Licensing, Labor – Ongoing Maintenance – Total Cost of Ownership Buy • Strategic Direction – Do package offerings exist? – Do we have the skills to implement? • Cost – Software, Hardware, Licensing, Labor – Ongoing Maintenance – Total Cost of Ownership 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
60 Insource vs. Outsource • Insourcing & Outsourcing are potentially valuable tools for IT service delivery • Right sourcing will benefit the IT organization • Must rationally evaluate the outsourcing opportunities o Drive down costs o Effectively leverage human resources • Sourcing can range from little or no effective policies to being an integral part of an organizations success • Complete outsourcing is not recommended IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
61 Systems Integrations • Enterprise IT Systems touch numerous operational systems • Integrations must be carefully thought out due to costs – Development Costs – Maintenance Costs – Versioning Costs • Shadow Systems must be replaced or minimized • What operational units NEED and not what they WANT • Steering Committee must have final decision on integrations 612018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
62 Software Licensing and Maintenance • Licensing Models vary depending upon hosting model • Terms and Conditions must be carefully negotiated • Cloud Procurement Ts&Cs are identified in the Center for Digital Government’s paper titled “Cloud and As-A-Service Procurements” • Long Term support model may change over time 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
63 Infrastructure Needs • Infrastructure needs depend on hosting model – Internally Hosted – Externally Hosted – Cloud Hosted • Buy for tomorrow and not just for today – Capacity Planning – Future Growth • Disaster Recovery and Business Continuity Recovery planning important • Engage third party experts 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
64 On Premise vs. Cloud • Costs vary greatly for on premise versus the cloud – Up front startup costs – Ongoing maintenance costs • Capital Expenses versus Operating Expenses • Redundancy – On premise and secondary location – Cloud locations across nation • Connectivity – Lack of speed kills 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
65 Training • Technical training should start early in the process – Technical and project management training • Training of operational unit staff should commence shortly after initial purchase – National conferences – Onsite and offsite training – Ongoing refresher courses • Training never stops – Technology and Business Processes change over time 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
66 Oakland County Vision • Visionary Leadership • Doing More with Less • Using Technology to Improve Business Processes • Driving Change Throughout the Organization 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
67 ERP Vision E-Financial System Implementation Project • Cost Savings/Avoidance • Streamlined Operations • Early Pay-Back • Business Process Re-engineering 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
68 Use Case PeopleSoft Financials: Planning, Approval & Implementation • PeopleSoft Enterprise Human Resources and Payroll software – used for 5 years successfully • PeopleSoft financial, supply chain, and self-service solutions implemented 2004-2006 Wm. Art Holdsworth, Deputy Director Department of Management and Budget 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
69 Project Scope Phase 1 • HR upgrade, with new-service/eApplications, Time and Labor, End-User Productivity Kit, and Portal Phase 2 • PeopleSoft Enterprise Financial Management, Supply Chain Management, and Analytics 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
70 Existing Technology vs. New Technology Decision Point • Limitations to existing technology (aging) • Risk (existing was unsupported) • Cost of ownership rising with existing • Change in accounting standard requirements • Software adherence to best business practices 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
71 Total Cost of Ownership – Gap & ROI Analysis • Timeline • Discovery – Document usage and identify needs • Goal – Identify cost savings opportunities • Metrics – Time to complete task (Old process vs. New process) • Result – 500 GAPs 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
Confidential. © 2018 CSMFO Annual Conference Total Cost of Ownership 72 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
73 Anticipated Benefits & Measurements • “Self-service” access to information by staff and constituents via portal • Elimination of KPMG Performance Series administration and support costs • Reduction in hardcopy reporting and distribution costs • Increase in usage of self-service portal • Expenditure reduction for support services • Reduction in printed reports • Increase in downloads of reports from the portal and PeopleSoft systems 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
74 Anticipated Benefits & Measurements (cont.) • Elimination of standalone and shadow (duplicative) systems to reallocate staff time • Elimination of custom systems • Reallocation of staff time from portal use • Checklist of systems to “turn-off” • Reduction in security administration databases • Reduction in Support Center calls 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
75 Anticipated Benefits & Measurements (cont.) Enhanced, proactive supply chain management • Increased number of bidders • Increased % of purchases via Web • Enhanced turnaround time for RFP/bid process • E-catalog purchasing by departments with pre-approved, negotiated pricing • Statistical analysis-based reduction in poor performing vendors • Enhance early payment discount realization • Optimization of purchase quantities 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
76 From Installation to Implementation • Support • Training • Knowledge base • Enhancements • Cost 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
77 Communication Plans Goal • Seek project approval and level-set expectations Why? • Critical system for running County business • Every financial transaction affected • People-intensive process • Significant risk 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
78 Communication Plans Channels • Steering Committee • Cross-functional project management team • Stakeholders participation • Stakeholders • Executive Staff • Legislative Branch • Employees 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
79 Implementation • Implementation Team & Project Management – hybrid of functional and pyramid approach • “Hot Skills” Pay • Business Process Re-engineering (BPR) – data collection and data processing • Vanilla Implementation – accommodations and customizations • Selective Outsourcing – RFP requirements, certifications, references, etc. 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
80 Realizing Business Value Successes • Managed expectations through established communication channels and training • Tracking benefits after implementation/ measuring results over time – Quantify efficiencies – ROI 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
81 ROI Analysis of ERP Project Description Year 1 through 6 Benefits/Savings Tangible Benefits Subtotal $0 Cost Avoidance Subtotal $20,644,543 Costs User & IT Development/Labor Subtotal: $12,242,779 Hardware Subtotal: $1,985,333 Software/Licensing Subtotal: $2,686,076 Contingency Subtotal: $1,534,892 Benefits vs Costs Total Benefits/Savings $20,644,543 Total Costs: $18,449,080 Total Return on Investment: $2,195,463 Costs/Savings Ratio: 89.37% Year Positive Payback Achieved Year 6 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
82 Costs: •Year 1: $4,789,238 •Year 2: $6,474,928 •Year 3: $5,656,528 •Year 4: $468,838 •Year 5: $516,853 •Year 6: $542,696 TOTAL: $18,449,080 Benefits/Savings: •Year 1: $1,253,200 •Year 2: $339,335 •Year 3: $2,799,857 •Year 4: $4,116,684 •Year 5: $5,270,008 •Year 6: $6,865,459 TOTAL: $20,644,543 Realizing Business Value 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
83 Cost and Benefit/Savings (6-years): Total Cost of Ownership: $18,449,080 Total Benefit/Savings: $20,644,543 Cumulative ROI: $2,195,463 Cumulative Cost/Savings Ratio: 89.37% Payback occurs: Year 6 Intangible Benefit: Customer service responsiveness improvement Realizing Business Value 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
84 Realizing Business Value Lessons Learned: • Adoption/pushback (passive/aggressive) • Aggressive timeline/stressed operations • Knowledge transfer (business/technological) • Ongoing costs/funding methodology • Dependency on implementer 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference Oakland County, MI Another ERP in the works! Ugh!!!! Not Again!! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
86 3 Key Elements of Technology 1. Leverage technology dollars across entire enterprise 2. Focus on business re-engineering, not technology implementation 3. Business drives technology, technology does NOT drive business Technology is the easy part! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
Confidential. © 2017 SDI Presence LLC.© 2018 CSMFO Annual Conference Take - Aways 87 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? Many have no idea what an ERP is 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? You will live with this decision for years to come 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? Communication is everything! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? Educated Stakeholders will make or break the project 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? Technology is the easy part 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? The operational units will suffer during the change 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? The scope of the business changes may be massive 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? The ROI may not be in hard dollars 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? There are no shortcuts to ERP success 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
© 2018 CSMFO Annual Conference What have I learned? It is all about the PEOPLE! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
Confidential. © 2017 SDI Presence LLC.© 2018 CSMFO Annual Conference Thank you for attending? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation

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Mission Critical - Getting Through A Successful ERP Implementation

  • 1.
    © 2018 CSMFOAnnual Conference Pre-Conference Session February 20, 2018 Mission Critical – Getting Through a Successful ERP Implementation Phil Bertolini Deputy County Executive/CIO Oakland County, Michigan www.oakgov.com/it/presentationswww.sdipresence.com/nexlevel Terry Hackelman Senior Vice President NexLevel/SDI Presence Presented by:
  • 2.
    2 Agenda • 9:00 –9:30 AM Introductions and Opening Comments • 9:30 – 10:30 AM Selection Process • 10:30 – 10:45 AM Break • 10:45 – 11:45 AM Selection Process (continued) • 11:45 – 12:30 PM Lunch • 12:30 – 1:30 PM Implementation Best Practices • 1:30 – 1:45 PM Break • 1:45 – 2:45 PM Implementation Best Practices (continued) • 2:45 – 4:00 PM Panel Discussion 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 3.
    3 Who We Are Name PhilBertolini Position Deputy County Executive/CIO, Oakland Michigan Years of Experience Over 30 years of overseeing the development of unique government technology programs. Name Terry Hackelman Position Senior Vice President at NexLevel Years of Experience Over 25 years of successfully planned, managed, developed, and implemented innovative technology solutions for public and private sector clients. 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 4.
    4 Why Are WeHere? • ERP projects are expensive and risky to implement and maintain • Agency technology portfolios are complex, and the ERP system is a central component • Change is constant…technology is not going anywhere! Finance leaders must take a proactive role in procuring, implementing, and maintaining ERP technology 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 5.
    © 2018 CSMFOAnnual Conference WHY does Government exist?
  • 6.
    © 2018 CSMFOAnnual Conference Provide Serve Help
  • 7.
    © 2018 CSMFOAnnual Conference Do what others will Not Do
  • 8.
    © 2018 CSMFOAnnual Conference What some people think of government Government is so much more! 8
  • 9.
    9 “Government exists toprotect us from each other. Where government has gone beyond its limits is in deciding to protect us from ourselves.” - Ronald Reagan Government Quote 40th President United States of America
  • 10.
    © 2018 CSMFOAnnual Conference WHY More With Le$$
  • 11.
    © 2018 CSMFOAnnual Conference Doing Less With Le$$
  • 12.
    © 2018 CSMFOAnnual Conference Requires Change
  • 13.
    © 2018 CSMFOAnnual Conference People don’t like change
  • 14.
    14 ERP Overview 2018 CSMFOAnnual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 15.
    15 Typical ERP Scope •Scope can vary significantly depending upon needs • Core functions are critical and provide the foundation for all other modules • Should be considered from an enterprise perspective • Evaluate trade-offs • Recognize department needs © 2015 NexLevel Information Technology, Inc. All rights reserved 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 16.
    16 • Infrastructure layer •Functions – Backup – Disaster Recovery – Monitoring (servers and network) – Virus/Spam – Security – Performance – Capacity Planning © 2016 NexLevel Information Technology, Inc. All Rights Reserved Technology Infrastructure Data CenterUPS/Generators Network StorageCyberSecurity Virtualization Technology Foundation 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 17.
    17 © 2016 NexLevelInformation Technology, Inc. All Rights Reserved Technology Infrastructure Enterprise Enabling Technologies Data CenterUPS/Generators Network Storage Email GISDocument ManagementIntranetWebsite CyberSecurity Reporting / Dashboards Social Media MS Office Virtualization Enterprise Enabling Technologies • Email • Document Management • Geographic Information Systems (GIS) • Website • Intranet • Reporting/Analytics/Dashboards • Mobile Platforms 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 18.
    18 • Desktop • Laptop •Tablet • Phone • Radio © 2016 NexLevel Information Technology, Inc. All Rights Reserved Technology Infrastructure Enterprise Enabling Technologies Data CenterUPS/Generators Network Storage Email GISDocument ManagementIntranetWebsite CyberSecurity Reporting / Dashboards Social Media MS Office Virtualization User Access Devices 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 19.
    19 Department Applications © 2016NexLevel Information Technology, Inc. All Rights Reserved Technology Infrastructure Enterprise Enabling Technologies Data CenterUPS/Generators Network Storage Email GISDocument ManagementIntranetWebsite CyberSecurity Land Management System Finance Payroll / Human Resources Utility Billing / CIS Traffic Management System Computer Aided Dispatch Asset Management Reporting / Dashboards Agenda Management Time Keeping Social Media MS Office Department Applications Record Management Systems Virtualization Recreation Management System 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 20.
    20 Technology Value Framework User Infrastructure (Desktops, Printers,etc.) and Office Software Enabling Technologies (Document Management, etc.) Decision Support / Analytics Cumulative Total Cost of Ownership (CTCO) for IT ValueforInvestment(VFI) Shared Infrastructure (Servers, Storage, Network) and Management Tools Business Applications (ERP, etc.) Current Challenge for Many Agencies Future Desired State Leverage © 2014 NexLevel Information Technology, Inc. All Rights Reserved 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 21.
    21 Key Technology Enablersfor the ERP System • Electronic Workflow • Document Management • Email • Mobile Devices • Reporting Solutions • Intranets 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 22.
    22 ERP Benefits • Providea single, comprehensive, and integrated solution • Streamline business processes to take advantage of best practices through automation, integration, and workflows • Provide a user-friendly and intuitive user interface to promote system use, productivity, and to minimize the need for training • Eliminate the need for redundant data entry – Eliminate the need for “offline shadow systems” including spreadsheets, etc. • Provide enhanced reporting capabilities to improve decision making • Improve and provide reports and data access through inquiry or drill down capabilities • Provide interface capabilities with third-party systems 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 23.
    23 Procuring an ERPSystem 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 24.
    24 • Identify thebest fit solution • Build the foundation for a successful implementation • Ensure a strong vendor agreement • Set and manage expectations • Identify opportunities to streamline…and prepare the organization to make a change • Obtain staff buy-in Analyze, Plan, and Prepare – Go into the implementation with your eyes wide open! ERP Procurement Objectives 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 25.
    25 • ERP procurementsare risky – A bad procurement jeopardized a good implementation • There are no shortcuts • Requires enterprise involvement • Be prepared to make tough decisions – With less than perfect or full information ERP Procurements 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 26.
    26 ERP Procurements MustConsider People Process Technology 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 27.
    27 ERP Procurement aboutKnowledge Accumulation © 2018 SDI Presence LLC. All Rights Reserved 0501 Initiate 02 Requirements 03 RFP 04 Select Negotiate LevelofDecisionKnowledge Time Knowledge of Current System Environment, Best Practices, Solutions and Implementation Needs 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 28.
    28 Procurement Framework • Importantto recognize procurement phases • Specific activities assigned to each • Roles and responsibilities (IT, Vendor, Finance, Department) Initiation Requirements Procure Negotiate 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 29.
    29 Procurement Framework Initiate • Recognizethe procurement is a “Project” • Identify Project Sponsorship and Stakeholders • Implement Project Governance and Project Charter • Obtain commitment of key resources • Conduct enterprise-wide kickoff “If you don’t have time to do it right the first time, how do you have time to do it again” 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 30.
    30 • Project Sponsor •Project Stakeholder(s) • Project Manager • Functional Leads – Finance, payroll, HR, etc. • Subject Matter Experts • Technical Lead • Procurement Lead ERP Procurement Roles 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 31.
    31 Procurement Framework -Requirements • Get functional and department staff involved • Focus on “high priority” and “unique” processes or requirements • Requirements include: • Business • Technical • Interfaces/Integration • Conversion • Implementation Requirements 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 32.
    32 • Maximize resources- ensure people and technology work collaboratively • Simplify and streamline processes • Collect and enter information once • Reduce manual or paper-based processes • Integrate policy and business rules into system • Reduce or eliminate offline systems/spreadsheets Requirements – What to look for? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 33.
    33 Procurement Framework -Procure • Create market awareness • RFP provides the foundation for the final agreements • Execute effective scripted demonstrations • Consider total cost to implement (TCI) and total cost of ownership (TCO) • Conduct reference checks and on-site visits • Re-visit Project Charter Procure 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 34.
    34 ERP System TCIand TCO • Total Cost to Implement (TCI) – Software – Hardware – Integration – Configuration – Conversion – Training – Backfill – Legacy Vendor Services – Documentation • Total Cost to Own (TCO) – Maintenance and support – Upgrades and enhancements 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 35.
    35 Possible Vendors 2018 CSMFOAnnual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation …and more!
  • 36.
    36 Procurement Framework -Negotiate • Clearly identify • Scope • Phases/Timeline • Acceptance Criteria • Insist on “holdback” based on acceptance • Incorporate by reference prior work (i.e. – RFPs; specifications) Negotiate 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 37.
    37 Consider Implementation RiskAreas During Negotiations • Budget • Timeline • Data Conversion • Interfaces/Integration • Customizations • Chart of Account (COA) • Reporting • Travel • Agency Level of Effort 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 38.
    38 Considerations for Implementations •Establish the reason and enlist support • Staff the project for success • Agency-side PM important • Empower staff to make decisions • Plan and use backfill • Requirements gathering is a collaborative process • Expectation management starts from the outset • Communicate constantly • Success requires maintaining momentum 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 39.
    39 • There isno “typical” timeline • Schedule is dependent on staff availability, vendor activity, organization priority, complexity, and other factors Month 1 2 3 4 5 6 7 8 9 10 11 12 Requirements Initiate Procure Negotiate Month 1 2 3 4 5 6 7 8 9 10 11 12 Requirements Initiate Procure Negotiate Aggressive Conservative Procurement Timeline 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 40.
    40 Key Takeaways Expectation Management Transparency Momentum Collaboration 2018CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 41.
    41 Are You ReadyFor Implementation? Elements for ERP Implementation Readiness - Success Transformation Vision Motivation Skills Resources Plan Change Motivation Skills Resources Plan Confusion, Wandering Vision Skills Resources Plan Resistance Vision Motivation Resources Plan Fear, Anxiety Vision Motivation Skills Plan Frustration, Regression Vision Motivation Skills Resources Nonalignment, Noncompletion 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 42.
    Confidential. © 2017SDI Presence LLC.© 2018 CSMFO Annual Conference Questions? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 43.
    © 2018 CSMFOAnnual Conference Pre-Conference Session February 20, 2018 Getting Through A Successful ERP Implementation Phil Bertolini Deputy County Executive/CIO Oakland County, Michigan www.oakgov.com/it/presentationswww.sdipresence.com/nexlevel Terry Hackelman Senior Vice President NexLevel/SDI Presence Presented by:
  • 44.
    44 • Phil Bertolini,Deputy County Executive/CIO – 30 years of government experience – Responsible for IT, Business Continuity and Facilities – Former Equalization Administrator/MMAO • Oakland County Stats – 910 Square miles – 62 Cities, Villages and Townships – 1.2 million residents – 82 departments and divisions of county government – County Executive form of government with 21 Commissioners Introduction/County Stats 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 45.
    45 This course willfocus on the skills necessary to effectively implement a robust ERP platform. Purpose 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 46.
    46 Where Does aProject Start • Joint Decision Making – Work together with functional partners • Involvement of Top Decision Makers – Involve the entire “c” suite • Standard Evaluation Method – Shared understanding of how the project will be judged • Screen for Technical Considerations IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 47.
    47 Where Does aProject Start (cont.) • Formal Business Case Made – Must understand the tangible and intangible benefits • Partnership with Finance Office – Working together to understand the financial impact • IT Strategic Plan – Multi-year plan for technology IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 48.
    48 Strategic Plans • Doyou have an IT Strategic Plan? • Define the mission of the entire organization • Plan to develop enabling technologies that solve the problems • 2 to 3 years in length • Overarching document to guide IT forward • It is a living document that takes care and feeding • Ensure every project undertaken ties back to plan IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 49.
    49 IT Business Cases TheEssentials • A Return on Investment Analysis (ROI) • A Standard Set of Evaluation Criteria • Alignment and Integration with Budgeting Process • Intra-organizational Cooperation • Accountability for Results 49 IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 50.
    50 Developing IT BusinessCase • Clearly Understand Vision and Goals • Evaluate Existing Systems • Identify Alternatives • Run the Numbers • Establish Performance Measures IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 51.
    51 Oakland County Process •Develop a Scope and Approach Document/ROI • Clearly identify the Tangible and Intangible Benefits • Gain Leadership Group (LG) approval to do a project sizing • Gain LG approval to include the project in the IT Master Plan • Funding must be determined prior to LG approval 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 52.
    © 2018 CSMFOAnnual Conference Build it ONCE pay for it ONCE & EVERYBODY benefits 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 53.
    53 ROI Analysis ofVirtualization Project Description Year 1 Benefits/Savings Tangible Benefits Subtotal $1,287.390 Cost Avoidance Subtotal 0 Costs Development Service Subtotal: $267,340 Hardware Subtotal: $679,642 Software Subtotal: $269,680 Infrastructure Subtotal: $33,638 Annual Statistics Annual Total Savings $1,287,390 Annual Total Costs: $1,250,300 Annual Return on Investment: $37,090 Annual Costs/Savings Ratio: 97.12% Year Positive Payback Achieved Year 1 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 54.
    54 IT Planning Process Planningfor technology projects is a “long distance” race and not a “sprint”. Careful planning and strong project management will help IT be successful. Running the Government Race 2010 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 55.
    55 IT Planning Process •Must involve partners to ensure buy-in • 2 year planning timeframe • Develop committees/leadership groups consisting of partner community • Develop strong processes and standards • Led by Project Management Office (PMO) • Develop mentorship and guidance IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 56.
    56 Project Management • Doyou know what Project Management means to your organization? • Do you have strong Project Management in your organization? • Why should an organization invest in Project Management? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 57.
    57 Project and PortfolioManagement (PPM) • Creation of a Project Management Office (PMO) may be necessary to lead the effort • Must meet with key stakeholders to understand their business and their needs • Must understand the overall needs of the organization • Approve the project charter and manage resources • Assess and mitigate risks IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 58.
    58 PPM Critical Success •Secure top management commitment • Understand that implementation is a business change effort • Devote the necessary resources • The Project Manager rules • Set clear goals, scope and expectations • Track project progress, results and scope • Communicate effectively and often • Understand and address risks • Control project scope and minimize disruptions by managing change • Test every way you can IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 59.
    59 Build vs. Buy 59 Build •Strategic Direction – What resources exist – Do we want to build? • Cost – Software, Hardware, Licensing, Labor – Ongoing Maintenance – Total Cost of Ownership Buy • Strategic Direction – Do package offerings exist? – Do we have the skills to implement? • Cost – Software, Hardware, Licensing, Labor – Ongoing Maintenance – Total Cost of Ownership 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 60.
    60 Insource vs. Outsource •Insourcing & Outsourcing are potentially valuable tools for IT service delivery • Right sourcing will benefit the IT organization • Must rationally evaluate the outsourcing opportunities o Drive down costs o Effectively leverage human resources • Sourcing can range from little or no effective policies to being an integral part of an organizations success • Complete outsourcing is not recommended IT Budgeting and Decision Making, Chapter 11 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 61.
    61 Systems Integrations • EnterpriseIT Systems touch numerous operational systems • Integrations must be carefully thought out due to costs – Development Costs – Maintenance Costs – Versioning Costs • Shadow Systems must be replaced or minimized • What operational units NEED and not what they WANT • Steering Committee must have final decision on integrations 612018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 62.
    62 Software Licensing andMaintenance • Licensing Models vary depending upon hosting model • Terms and Conditions must be carefully negotiated • Cloud Procurement Ts&Cs are identified in the Center for Digital Government’s paper titled “Cloud and As-A-Service Procurements” • Long Term support model may change over time 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 63.
    63 Infrastructure Needs • Infrastructureneeds depend on hosting model – Internally Hosted – Externally Hosted – Cloud Hosted • Buy for tomorrow and not just for today – Capacity Planning – Future Growth • Disaster Recovery and Business Continuity Recovery planning important • Engage third party experts 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 64.
    64 On Premise vs.Cloud • Costs vary greatly for on premise versus the cloud – Up front startup costs – Ongoing maintenance costs • Capital Expenses versus Operating Expenses • Redundancy – On premise and secondary location – Cloud locations across nation • Connectivity – Lack of speed kills 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 65.
    65 Training • Technical trainingshould start early in the process – Technical and project management training • Training of operational unit staff should commence shortly after initial purchase – National conferences – Onsite and offsite training – Ongoing refresher courses • Training never stops – Technology and Business Processes change over time 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 66.
    66 Oakland County Vision •Visionary Leadership • Doing More with Less • Using Technology to Improve Business Processes • Driving Change Throughout the Organization 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 67.
    67 ERP Vision E-Financial SystemImplementation Project • Cost Savings/Avoidance • Streamlined Operations • Early Pay-Back • Business Process Re-engineering 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 68.
    68 Use Case PeopleSoft Financials:Planning, Approval & Implementation • PeopleSoft Enterprise Human Resources and Payroll software – used for 5 years successfully • PeopleSoft financial, supply chain, and self-service solutions implemented 2004-2006 Wm. Art Holdsworth, Deputy Director Department of Management and Budget 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 69.
    69 Project Scope Phase 1 •HR upgrade, with new-service/eApplications, Time and Labor, End-User Productivity Kit, and Portal Phase 2 • PeopleSoft Enterprise Financial Management, Supply Chain Management, and Analytics 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 70.
    70 Existing Technology vs.New Technology Decision Point • Limitations to existing technology (aging) • Risk (existing was unsupported) • Cost of ownership rising with existing • Change in accounting standard requirements • Software adherence to best business practices 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 71.
    71 Total Cost ofOwnership – Gap & ROI Analysis • Timeline • Discovery – Document usage and identify needs • Goal – Identify cost savings opportunities • Metrics – Time to complete task (Old process vs. New process) • Result – 500 GAPs 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 72.
    Confidential. © 2018CSMFO Annual Conference Total Cost of Ownership 72 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 73.
    73 Anticipated Benefits &Measurements • “Self-service” access to information by staff and constituents via portal • Elimination of KPMG Performance Series administration and support costs • Reduction in hardcopy reporting and distribution costs • Increase in usage of self-service portal • Expenditure reduction for support services • Reduction in printed reports • Increase in downloads of reports from the portal and PeopleSoft systems 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 74.
    74 Anticipated Benefits &Measurements (cont.) • Elimination of standalone and shadow (duplicative) systems to reallocate staff time • Elimination of custom systems • Reallocation of staff time from portal use • Checklist of systems to “turn-off” • Reduction in security administration databases • Reduction in Support Center calls 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 75.
    75 Anticipated Benefits &Measurements (cont.) Enhanced, proactive supply chain management • Increased number of bidders • Increased % of purchases via Web • Enhanced turnaround time for RFP/bid process • E-catalog purchasing by departments with pre-approved, negotiated pricing • Statistical analysis-based reduction in poor performing vendors • Enhance early payment discount realization • Optimization of purchase quantities 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 76.
    76 From Installation toImplementation • Support • Training • Knowledge base • Enhancements • Cost 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 77.
    77 Communication Plans Goal • Seekproject approval and level-set expectations Why? • Critical system for running County business • Every financial transaction affected • People-intensive process • Significant risk 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 78.
    78 Communication Plans Channels • SteeringCommittee • Cross-functional project management team • Stakeholders participation • Stakeholders • Executive Staff • Legislative Branch • Employees 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 79.
    79 Implementation • Implementation Team& Project Management – hybrid of functional and pyramid approach • “Hot Skills” Pay • Business Process Re-engineering (BPR) – data collection and data processing • Vanilla Implementation – accommodations and customizations • Selective Outsourcing – RFP requirements, certifications, references, etc. 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 80.
    80 Realizing Business Value Successes •Managed expectations through established communication channels and training • Tracking benefits after implementation/ measuring results over time – Quantify efficiencies – ROI 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 81.
    81 ROI Analysis ofERP Project Description Year 1 through 6 Benefits/Savings Tangible Benefits Subtotal $0 Cost Avoidance Subtotal $20,644,543 Costs User & IT Development/Labor Subtotal: $12,242,779 Hardware Subtotal: $1,985,333 Software/Licensing Subtotal: $2,686,076 Contingency Subtotal: $1,534,892 Benefits vs Costs Total Benefits/Savings $20,644,543 Total Costs: $18,449,080 Total Return on Investment: $2,195,463 Costs/Savings Ratio: 89.37% Year Positive Payback Achieved Year 6 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 82.
    82 Costs: •Year 1: $4,789,238 •Year2: $6,474,928 •Year 3: $5,656,528 •Year 4: $468,838 •Year 5: $516,853 •Year 6: $542,696 TOTAL: $18,449,080 Benefits/Savings: •Year 1: $1,253,200 •Year 2: $339,335 •Year 3: $2,799,857 •Year 4: $4,116,684 •Year 5: $5,270,008 •Year 6: $6,865,459 TOTAL: $20,644,543 Realizing Business Value 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 83.
    83 Cost and Benefit/Savings(6-years): Total Cost of Ownership: $18,449,080 Total Benefit/Savings: $20,644,543 Cumulative ROI: $2,195,463 Cumulative Cost/Savings Ratio: 89.37% Payback occurs: Year 6 Intangible Benefit: Customer service responsiveness improvement Realizing Business Value 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 84.
    84 Realizing Business Value LessonsLearned: • Adoption/pushback (passive/aggressive) • Aggressive timeline/stressed operations • Knowledge transfer (business/technological) • Ongoing costs/funding methodology • Dependency on implementer 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 85.
    © 2018 CSMFOAnnual Conference Oakland County, MI Another ERP in the works! Ugh!!!! Not Again!! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 86.
    86 3 Key Elementsof Technology 1. Leverage technology dollars across entire enterprise 2. Focus on business re-engineering, not technology implementation 3. Business drives technology, technology does NOT drive business Technology is the easy part! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 87.
    Confidential. © 2017SDI Presence LLC.© 2018 CSMFO Annual Conference Take - Aways 87 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 88.
    © 2018 CSMFOAnnual Conference What have I learned? Many have no idea what an ERP is 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 89.
    © 2018 CSMFOAnnual Conference What have I learned? You will live with this decision for years to come 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 90.
    © 2018 CSMFOAnnual Conference What have I learned? Communication is everything! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 91.
    © 2018 CSMFOAnnual Conference What have I learned? Educated Stakeholders will make or break the project 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 92.
    © 2018 CSMFOAnnual Conference What have I learned? Technology is the easy part 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 93.
    © 2018 CSMFOAnnual Conference What have I learned? The operational units will suffer during the change 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 94.
    © 2018 CSMFOAnnual Conference What have I learned? The scope of the business changes may be massive 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 95.
    © 2018 CSMFOAnnual Conference What have I learned? The ROI may not be in hard dollars 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 96.
    © 2018 CSMFOAnnual Conference What have I learned? There are no shortcuts to ERP success 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 97.
    © 2018 CSMFOAnnual Conference What have I learned? It is all about the PEOPLE! 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation
  • 98.
    Confidential. © 2017SDI Presence LLC.© 2018 CSMFO Annual Conference Thank you for attending? 2018 CSMFO Annual Conference - Pre-Conference Session Mission Critical – Getting Through a Successful ERP Implementation