erp solution – october 17,2017• enterprise resource planning (erp) is a software solution that...
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ERP Solution – October 17,2017
Current Situation• HR/Payroll and Financial Systems
at technical end of life▫ Systems written in COBOL▫ Systems use IDMS (non-relational
or network-based DBMS)• Decreasing ability to obtain
resources with required skills• Institutional knowledge decreasing
based on retirements, turnover, and anticipated retirements
• Increasing business risk to agency ▫ Ability to bill Federal Highway
Administration (FHWA) for reimbursement on construction projects
▫ Processing payroll and employee expense reimbursements
▫ Paying construction contractors
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ERP• Enterprise resource
planning (ERP) is a software solution that provides for integrated management of human capital and financial management systems• Real-time • On-demand • Cloud based• Integrated applications• Continuously updated• Business Analytics - store,
manage, and interpret data
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Benefits of an ERP Solution• Reduction in operating costs
▫ Aberdeen Group notes this would range from a 7% reduction on the low-end to a 22% reduction for well-managed organizations
• Reduction in administrative costs ▫ Aberdeen Group notes this would
range from a 4% reduction on the low-end to a 20% reduction for well-managed organizations
• Streamlining and re-engineering of business processes based on best practices and to leverage capabilities of new ERP system
• Real-time access to information for management decision making
• Opportunity to re-direct IT staff and other resources in the agency who were supporting the in-house financial and administrative system to address other high priority Iowa DOT management system’s needs
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Benefits of an ERP Solution• Opportunity to sunset the
mainframe and reduce operation costs
• Opportunity to embrace post-modern ERP solution
• Opportunity to utilize a cloud-based Software as a Service (SaaS) solution▫ Post-modern ERP provides
continuous product updates• Enhanced mobile capabilities
for employees ▫ Employee Self-Service on
convenient device▫ Time Entry on convenient
device▫ Supervisor approvals on
convenient device 24x7
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PHASE I• Human Capital Management
• Human Resource Admin• Time and Attendance• Payroll & Employee Expense• Training Administration• eLearning Integration
PHASE II• General Accounting
• General Ledger• Fixed Assets
• Billing• Accounts Receivable• Federal Billing• Other Third Party Billing
• Project Management• Project Accounting• Grant Accounting• Basic Project Management• Integration to future Project
Management System• Integration to Future Grants
Management System• Procure to Pay
• Accounts Payable• Purchasing• Inventory integration with
AssetWorksFUTURE• Planning and Forecasting
• Budget Development• Revenue Forecasting• Cash Forecasting
ERPHuman Capital
Management
General Accounting
Billing Project Management
Procure to Pay
Planning and Forecasting
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Interfaces – Current Legacy Systems
Interfaces – Pre-ERP Project
Interfaces – Post-ERP Project
ERP Implementation Timeline
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ID Task Name Start Finish Duration2017
Q2 Q3 Q4Q4 Q2Q4Q3 Q1
3
4
7
129d6/29/20181/2/2018System Configuration, Development and Testing
45d8/31/20187/2/2018System Test
43d1/2/201911/5/2018HR Payroll Deployment
2019
6
5 19d9/28/20189/4/2018Integration Test
24d11/1/201810/1/2018User Acceptance Test
15 20d3/29/20193/4/2019Finance and Procurement Deployment
17 45d8/30/20197/1/2019 Support through First-Year Close
8 42d3/1/20191/3/2019HR Payroll Stablization
11 130d9/28/20184/2/2018System Configuration, Development and Testing
16 44d5/31/20194/2/2019Finance and Procurement Stablization
1 348d3/1/201911/1/2017Phase 1 Implementation (HCM/Payroll)
9 369d5/31/20191/2/2018Phase 2 Implementation (Financials and Procure to Pay)
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12 43d11/28/201810/1/2018System Test
35d1/18/201912/3/2018Integration Test
14 30d3/1/20191/21/2019User Acceptance Test including FHWA Certification
2018
Q1 Q3
2 43d12/29/201711/1/2017Planning and Design
10 64d3/30/20181/2/2018Planning and Design