City/County Joint Implementation of an Enterprise Resource Planning (ERP)

System

Florida Government Finance Officers Association

Friday, November 16, 2012

Eric R. JohnsonDirector of Strategic Planning and ERP

ImplementationHillsborough County

The underlying environment that brought us together…

Underlying Factors

Aging existing systems.–Concerns about future software support.–Mainframes running financial software.

Demands for new functionality along with capabilities of business intelligence.

Focus on a more integrated solution rather than continue manual and electronic interfaces.

FAACS

GL & Accounting

Controls

CPREP/BPREP

ADPICS

Systemwide

FAMIS

FAACS

GL & Accounting

Controls

CPREP/BPREP

ADPICS

Systemwide

FAMIS

JobApsATIS

EmployeeRelations

Payroll

Manager Self Serve

Employee Self Serve

Payroll Self Service

Genesys

Time & Attendance

EmployeeRelations

Payroll

Manager Self Serve

Employee Self Serve

Payroll Self Service

Genesys

Time & Attendance

PO Database

GeneralLedger

AccountsPayable

Banner Finance

GeneralLedger

AccountsPayable

Banner Finance

CompanyStructure

PositionManagement

Benefits Personnel

Applicant Tracking

Lawson HRIS

Time Entry

TimeAccrual

CompanyStructure

PositionManagement

Benefits Personnel

Applicant Tracking

Lawson HRIS

Time Entry

TimeAccrual

FMLA LeaveAccess

Database

Grieve

LearnKey

RIMS

CAIS

CAPES

PAMS

STARS

FaxServer

Crystal Reports

ImageNow Gyrus

CAMS

BUDPUB

CaseWatch

Chameleon

Class

Cry Wolf

FleetFocus M5

Unfunded Initiatives Database

IDIS

MobilityMaster

HAPPY

Weighmaster

SpoolView

Permit Plus

RWIS

RecWareSafari

OPTIX

B34

PERIS

SymPro

OnCore

MPEPROD

Jury WitnessDisbursement

System

PeachtreeAccounting

LXR

ABRA

SunPro

Primavera

Banner Courts

Hansen

Oaktree

Firepay

Oracle ProjectAccounting

CCB

ProCheck

Total Recall

ASSISTANT

County Current Application Architecture

ABRA

RIMSTotal Recall

FaxServer

OnBase

CAMS

CaseWatch

Chameleon

Class

Cry Wolf

SunPro

FleetFocus M5

Hansen

IDIS

MobilityMaster

HAPPY

Weighmaster

Permit Plus

RWIS

RecWareSafari

OPTIXPublic SectorAccounting

Human Capital

Management

Project & Grant

Accounting

Budgeting & Forecasting

Procurement

ERP

ReportingBusinessAnalytics

Primavera

ProCheck

ImageNow

PERIS

OnCore

Jury Witness Disbursement

SystemMPEPROD

Banner Courts

CCB

SymPro

ASSISTANT

ABRA

RIMSTotal Recall

FaxServer

OnBase

CAMS

CaseWatch

Chameleon

Class

Cry Wolf

SunPro

FleetFocus M5

Hansen

IDIS

MobilityMaster

HAPPY

Weighmaster

Permit Plus

RWIS

RecWareSafari

OPTIXPublic SectorAccounting

Human Capital

Management

Project & Grant

Accounting

Budgeting & Forecasting

Procurement

ERP

ReportingBusinessAnalytics

Public SectorAccounting

Human Capital

Management

Project & Grant

Accounting

Budgeting & Forecasting

Procurement

ERP

ReportingBusinessAnalytics

Primavera

ProCheck

ImageNow

PERIS

OnCore

Jury Witness Disbursement

SystemMPEPROD

Banner Courts

CCB

SymPro

ASSISTANT

County Future Application Architecture

Fewer applications…

and better integration.

The “County” represents a joint project involving three entities: the elected Clerk of the Circuit Court (the County’s CFO/Comptroller), the Board of County Commissioners through their appointed County Administrator, and the Civil Service Board (established by special act to serve a number of local agencies including the Clerk and BOCC) through an appointed Civil Service Executive Director.

A Unique City/County Project

A Unique City/County Project

The “City” represents the City of Tampa, the largest municipality within Hillsborough County representing about one-third of the County population, and with a strong mayor form of government.

A convergence of interests…

two jurisdictions working on similar RFPs during a period of scarce resources.

The answer: Issue a joint RFP with combined requirements and options for a

joint or separate implementations.

Project 1Enterprise Resource Planning

A Unique Project

This joint project reflects a relatively rare (from an historic perspective) joint effort between County agencies and the City of Tampa – hence the selection of the project name – Project 1.

Challenges Agreeing on scope – to “boil the ocean”

or not? We compromised on a scope. Who will run it? We have three IT

organizations between us. We outsourced hosting.

How do we split the cost? We used metrics from the contract to split costs.

Who will manage it? We developed interlocal agreements on governance and signed a three-party contract.

How did we select a vendor? A joint evaluation team.

Project Management

Team

Joint Governance Committee

Project Sponsors

• Clerk of Circuit Court• Mayor of Tampa• County Administrator• Civil Service Director

Esc

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Del

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ERP Project Governance Model

• County Administration (1)• City of Tampa (3)• Clerk (1)• Civil Service (1)

Legislative Bodies

• Board of County Commissioners• Mayor of Tampa/Tampa City Council

• AST Project Manager• County Project Manager • Tampa Project Manager

Further Challenges We had 4 proposals – but all had material

deviations related to terms and conditions. We threw them out and met with industry before reissuing an RFP.

We had 11 proposals in the 2nd RFP – but found exceptions in every proposal. We issued a best and final offer in which each proposer accepted our terms and conditions rather than resubmit new documents.

We sat through 4-day demos with five finalists to keep the process competitive.

… and even more Challenges

Learning to play well with others

–When we have some interests that vary.–When there are more of “them” than “us”

(or more of “us” than “them”).–When we don’t want to let go of

something we have or we do.–When one organization is largely

centralized while another is largely decentralized.

Future Challenges

We need to further resolve how post go-live support will be achieved.

We will likely be approached by potential new participants.

We expect future phases to roll out added functionality.

We have a single 5-year contract for remote hosting by Oracle.

We will need to implement future upgrades in tandem under our joint licenses for Oracle and 3rd party software.

The Results

$6.6 million in savings over 5 years through a joint implementation.

Compatible systems between the jurisdictions without having to mirror every aspect of setup.

A sign to the community that the City and County can work together on major projects.

Project 1Enterprise Resource Planning