SunGard System Upgrade Project

Transcription

1 SunGard System Upgrade Project Madera County: Administration Auditor Controller Human Resources Information Technology County of Madera 200 W. 4th Street Madera CA 93637

2 Overview CONTENTS On May 13 th, 2014 the Madera County Board of Supervisors approved a request to resolve outstanding payroll, financial and personnel management issues with the ifas Enterprise Resource Planning (ERP) system from the ERP RFP Committee. July 1 st, 2014 was the official start date of the overall project which included: Analysis of all Payroll, Personnel and Financial functions and system configuration Implementation of an automated position recruitment system, NeoGov Implementation of an alternative financial reporting system, Cognos Implementation of a standardized time, attendance and leave tracking system, ExecuTime Overview. 2 Project Essentials 3 Project Specifics..7 Attachments...8 The core project timeline was tentatively set at eight to ten months to accomplish the above goals. As of this report update, all projects are on schedule and within labor and budget expectations. 2

3 Project Essentials Payroll, Personnel & Financial Systems Analysis Project Start Date: 08/04/14 Project Primary: Auditor Controller Project Secondary: IT & Administration Project Goals: 1. Analyze and document all functions and system deficiencies 2. Validate tasks needed to resolve project charter system deficiencies (Attachment A) Project Outcomes: 1. Documented Business Process Analysis of functional areas described in Project Goals 2. Catalog of achievable tasks to modify system, procedural and policy items to resolve original outstanding system deficiencies (Attachment A) Project Milestones: 1. Payroll/Personnel Analysis 08/04/14 08/06/14 2. Financial Management Analysis 08/19/14 08/21/14 Project Communication Strategy: Project primary will communicate and train all affected departments when applicable. Project Status Summary: SunGard engaged the Auditor and Human Resource Departments over a period of three days from August 4 h through August 6 th to review Payroll and Personnel management functions. This engagement resulted in a written report (Attachment B) with 9 priorities; 38 recommendations. A review of the original project charter shows all items were addressed in some form within this report. SunGard engaged the Auditor and Administration Departments over a period of three days from August 19 th through August 21 st for financial management functions. This engagement resulted in a written report (Attachment C) with 140 recommendations, including engagement of a Sungard GL Consultant for GL/JL changes. At the conclusion of this project, the Auditor Controllers office in conjunction with Administration and Human Resources will determine which recommendations will be implemented. 3

4 NeoGov Automated Recruitment Project Start Date: 07/01/14 Project Primary: Human Resources Project Secondary: IT Project Goals: 1. Implement automated personnel recruitment system (Phase I) 2. Enhance NeoGov with ifas to integrate new hires into personnel and payroll management processes (Phase II) Project Communication Strategy: Project primary will communicate and train departments when applicable. Project Status Summary: NeoGov initial engagement occurred in July Configuration information has been obtained and system implementation is ongoing. Project goals, outcomes and milestones are stable and completion date is on-schedule. Project Outcomes: 1. To streamline all personnel recruitment functions which are currently manual 2. Seamlessly move new hires from the recruitment system to the payroll and personnel management process within ifas Project Milestones: 1. Initial setup of NeoGov hosted environment 9/30/14 2. Training and Project Completion 10/13/14 4

5 Cognos Financial/Budgetary Reporting Interface Project Project Start Date: 07/29/14 Project Primary: Administration & IT Project Secondary: Auditor Project Goals: 1. Provide an alternative financial and position reporting platform to the current CDD reports using Cognos Business Intelligence module 2. Provide an automated platform to generate State/Federal financial reports using Cognos CDM module Project Outcomes: 1. To provide departments with an easy to use ad-hoc financial reporting tool for more effective access to ifas financial data 2. Present the Auditor Controllers office with a CAFR reporting platform for future financial report generation Project Communication Strategy: Project primary will begin advising departments of the new platform in September We will be hosting numerous financial reporting training sessions, and providing written material on the differences between CDD (current) and Cognos. A departmental implementation schedule will be developed by end of September. Project Status Summary: Cognos has been installed ( and integrated with the County network (for username and password) and the ifas financial system. Initial training occurred on 7/29/14 and advanced training is scheduled for 8/25/14. The system is operational, and while there are minor modifications requested to the internal naming convention, this project moves into departmental implementation in September. Project Milestones: 1. Initial Cognos Setup 07/15/14 2. Initial Cognos Training 07/29/14 08/01/14 3. Advanced Cognos Training 08/25/14 & 08/29/14 4. Departmental Deployment Phase begins 09/01/14 5. Auditor Evaluation of CDM approximately second quarter

6 ExecuTime Time & Attendance Project Project Start Date: 08/12/14 Project Primary: IT Project Secondary: None Project Goals: 1. Provide a Countywide automated timesheet suitable for use by all employees 2. Provide a stable system capable of monitoring and tracking employee leave balances automatically 3. Establish a Countywide Leave request process and system to ensure continuity of process throughout the organization 4. Present a standardized platform for personnel shift management Project Outcomes: 1. A single integrated system that manages leave requests; leave balances; timesheet management and shift assignment scheduling. Project Communication Strategy: Project Primary has met with all Phase I departments and provided a project overview and configuration strategy. Beginning 08/25/14 (True Phase I start) weekly meetings and or written communications will be provided to all Phase I Departments. Project Primary will employ a train the trainer approach in most cases, however will directly train 55 users from the Sheriff s Office. Phase I information and results will be used to initiate and maintain communication with Phase II departments. Project Status Summary: All Phase I departments have been consulted on their specific needs and expectations. Final configuration documents are being generated and provided to the vendor. Project Milestones: 1. Initial ExecuTime Setup 07/15/14 2. Preliminary ExecuTime configuration determination 08/29/14 3. Phase I deployment departments (DOC/SO/Juv/IT/Admin/Auditor/HR) 10/01/14 12/01/14 4. Phase II Deployment begins (all other departments) 12/01/14 6

7 Project Specifics Project Budget Initial Funding: $383,910 Current Expenditures: $168,132 Project Team Members Administration: Kevin Fries Nicole Desmond Project Hours Initial SunGard Total: 884 Expended as of 08/21/14: 140 Anticipated PY/HR SunGard: 85 Anticipated Fin. SunGard: 312 County Labor Hours: 240 as of 08/21/14 Anticipated County Labor: 550 PY/HR/Financial Anticipated County Labor: 80 Cognos Anticipated County Labor: 450 ExecuTime Anticipated County Labor: 120 NeoGov Auditor Controller: Eileen Christensen Lisa Burnthorne Mai Vang Human Resources: Kymberlee Brooks Roseann Ruiz Susan Carter Information Technology: Kim Eiland Michael Greer Robert Connal 7

8 Attachments Original Project Charter (Attachment A) SOW - IFAS 3rd Party Tools Project DR BPR Report PY/HR (Attachment B) BPR COM - v2.pdf BPR Report Financial (Attachment C) MADERA COUNTY - BPR Finance

9 Summary Project Plan 9