Kevin J. Brogley Mahoning County Munis Analyst kbrogley@mahoningcountyoh.gov
This is who we are By The Numbers Preliminary Timeline Actual Timeline Risk Factors Benefits of New System Questionnaires to Users Sent over 200, Respondent Rate = 28% Needs Analysis Interfaces and Customizations / Fit-Gap Analysis Project Scope Vendors
Conversions Crystal Reports Employee Self-Service Animal Licensing Customer Self-ServiceService Electronic Funds Transfer Upload Time Clock Data Paperless Payroll Crystal Reports to SSRS Conversion Futures.Keep Expanding Document Management, Paperless, SSAS (Cubes) Demo TCM, ESS, Workflow
Mahoning County Population in 2008 251,026 How many Purchasing departments? 50 (Ship_To) How many agencies? 9 Central Purchasing, JFS, CSEA, Sanitary Engineers, CSB, BOH, MCBDD, ADB, MHB How many locations? 78 How many employees? 1,743 Active, 1,509 Full- Time, 192 Part-time, 42 Temporary Munis Users 243 Employee Self-Service - 487
Number of Bi-Weekly Paychecks 2,123 (2008), 2,163 (2014) Number of Bi-Weekly Paychecks Printed 422 (2010), 0), 206(2014) 0 Number of Bi-Weekly Advices Emailed 0 (2008), 1,233 (2014), Printed - 451 Number of PO s 6,646 (2008), 5,003 (2014) Number of Online Req s 0 (2008), 4,723 (2014) Number of AP Checks 67,046 (2008), 51,218 (2014) Number of EFT Checks 2,231 (2013) Number of PAR s 2007 3,696 Number of People sent Questionnaires 202 Number of Respondents 57 Number of Paper Respondents 14 Number of Electronic Respondents 43 Number of frespondents that asked dif we had queries to produce the about numbers 1 Number of VMWARE servers 100, PC s 40 Number of People Receiving W-2 s via email - 567
Red Denotes Critical Path Start Date End Date Description 10/01/06 10/31/06 Request to County Commissioners for New Financial System 02/02/08 02/29/08 Needs Analysis Due 03/03/08 03/31/08 Secure Funding Decision Due 04/01/08 04/11/08 Select Procurement Team 04/01/08 04/11/08 Write RFP 04/14/08 05/02/08 Vendor Demo s 04/14/08 05/09/08 Gap Analysis 04/14/08 05/09/08 Define Deliverables, Milestones and Project Scope 04/14/08 05/09/08 Decision on what gets converted 05/12/08 05/16/08 Quotes Due 05/16/08 05/30/08 Vendor Selection Due 05/19/08 06/06/08 Select Project Team Functional Leaders 03/31/08 06/06/08 Develop Project Plan 06/06/08 06/08/08 Kickoff Meeting 04/14/08 06/30/08 Map Fields 05/16/08 06/30/08 Technical Blueprint Due 05/30/08 06/30/08 Purchase Hardware, Software and Telecom 06/30/08 07/11/08 Install Hardware, Software 07/11/08 07/18/08 Bring up Demo System 07/11/08 09/01/08 Data Conversions Due 06/06/08 09/01/08 Test Plans due Test Scripts, Test Conditions and Expected Outcomes 09/01/08 09/30/08 Test system and Gap Analysis 09/01/08 10/31/08 Resolve Gap Issues 11/03/08 11/28/08 Train Power Users 12/01/08 12/01/08 Go Live Decision Due User Sign-offs / Risk Assessments 12/01/08 03/31/09 Train Rest of User Base 12/01/08 12/26/08 Cutover Plan 09/01/08 12/31/08 Programming and Reporting Development 01/01/09 01/01/09 GO LIVE 01/01/09 03/31/09 Post-Implementation Cleanup Issues 01/01/09??????? Maintenance / Continued Training
October 2006 Request Make to County Commissioners for New Financial System December 2007 Request to Bond Council for Funding February 2008 Questionnaire to user population. June 30, 2008 Start working on Chart-of-Accounts with consultant. July 2008 Hire Consultant to negotiate contract. July 10, 2008 Received Pricing of Product. July 11, 2008 Proposed Hardware Cost to Data Processing Board. August 12, 2008 Chart-of-Accounts Structure Complete. August 26, 2008 Provide Munis with Interface lists (HRMS and Financials). September, 2008 Contract Negotiations September 12, 2008 Received Conversation Documentation September 17, 2008 Technical Discussion about Disaster Recovery
September 17, 2008 Officially Munis Chosen by All Parties with Go-Live Date of July 1, 2009 November 13, 2008 Officially on the Accounting Books December 2, 2008 Bond Money Appropriated to project December 18, 2008 Final Contract Executed at Commissioners Meeting. January 13, 2009 Kickoff Meeting January 16, 2009 Mapping Conversions Started January 21, 2009 HR Claims Customization Started. February 2, 2009 Installed SQL 2005 on SDPRTMDB (database server) February 19, 2009 First Munis Client Loaded February 20, 2009 SDPRTMAPP (Application), SDPRTMREP (Crystal), SDPRTMIWEB (Dashboard), SDPRTMCMS (Content Management). March 4, 2009 First Conversion File Sent to Vendor AP Vendors 28, 147 Active Vendors since January 1, 2006 March 27, 2009 New Printers Started
March 30, 2009 System Admin Training April 3, 2009 PO Terms and Conditions Started April 23, 2009 User Training Begins July 20, 2009 Purchase Order Requisitions Workflow Setup Started August 7, 2009 6 Printers Installed August 12, 2009 Forms PO Printed August 28, 2009 Crystal Reports, 90% completed by December, 2009 September 1, 2009 Financials Go-Live Date November 7, 2009 Disaster Recovery Files Transferred Successfully January 19, 2010 First Parallel Payroll Test with Peoplesoft March 29, 2010 Payroll Go-Live Date, Actual Pay Date is April 9, 2010 (March 14 thru March 27). June 24, 2010 Disaster Recovery Plan Document Started June 24, 2013 Disaster Recovery Testing Successful
No Vendor support for current Peoplesoft system No formal training program is being offered on our current Peoplesoft release Only one technical person on staff understands outdated Peoplesoft system Increasing amount of non-supported PC s with current release of Crystal reports Increasing risk of non-supported hardware with Peoplesoft out-dated release Tax and Accounting Updates Manual Interface between G/L and payroll Lack of complete system reports for Audit
Browser-based self-service applications require little, if any, training of district employees. Better budgetary controls and forecasts More complete grant reporting and accounting System derived reporting products that require little or no employee training CAFR reporting simplification Document Management Improved Workflow VMWARE Virtualization of Servers and PC s Ease-of-Updates Release 7.4>7.5>9.2>10.3 Ease-of-Training Tyler University Paperless Payroll Print, Delivery Costs
Peoplesoft Likes Answers varied from Not Much to Everything Peoplesoft Dislikes Difficult and Cumbersome, Too Difficult to Query Current Functions Identify power users or unique functions How Many Vouchers, PO s, PAR s Wish List Copies of Checks (Content Management reduces amount of time to research issue). On-Line Requisitions Ability to Create Favorites Payroll system that supports a time clock Accrual Balances still need corrected from time to time Better reporting / querying Electronic Signatures Better Project and Contract Management Scanning Contracts Self-Service Internet Proficiency To determine how much training is needed Time Consuming Task Breakdown Vouchering #1 Any Cost-Savings Ideas Paperless, Document Imaging, Electronic PAR s, Electronic Req s, Electronic Signatures Other Comments Design a system to fit all our needs.
Vendor Maintenance and Reporting Purchase Orders Vouchering Cutting Checks Pay-Ins / Form 6 Budget Process Grant Management Posting Journals Bank Reconciliations Reporting Querying System Security Time Capture / Entry Administering Benefits Leave Accruals
Direct Deposits Garnishments Processing W-2 s Government Reporting PERS / STRS Reporting Deferred Comp Export Information to Excel Training, Training, Training Ability to ascertain historical information Crystal Reports We currently have 374 Financial Crystal Reports of which about 112 are customized for Mahoning County. We have about 380 Payroll Crystal Reports which about 228 are customized for Mahoning County. A complete analysis will have be conducted to determine what reports are actually being used and by what users. Custom Programs We currently have 750 Financial SQR programs of which about 75 programs are customized for Mahoning County. We have about 1,350 Payroll SQR programs which about 40 are customized for Mahoning County. A complete analysis will to determine what these programs are doing so we don t lose any functionality. Document Imaging - On-line signatures / PO Contracts This would save our county a tremendous e amount of money and time.
HRMS Files Out Payroll Direct Deposit File This file is produced every 2 weeks from our pay cycle. Direct Deposit Prenote Sent with Direct Deposit File Reclassification of Journals Needed in Peoplesoft because of 2 different servers. Export Journal Data Not Needed in Munis Monthly Flex Extract Not Needed in Munis Check with HR OBES file Extract Quarterly PERS Report / Extract Each Payroll Payroll Bank Reconciliation File Not Needed in Munis Mahoning SSN Verification File Yearly - December Ohio Deferred Comp Each Payroll W-2 s to SSA Yearly W-2 s to State of Ohio - Yearly STRS Report / Extract Each Payroll
HRMS Files In HR Claims Needed for Employee Verification Charged Item - $3,000 Bank Check Reconciliation i File Daily Treasurer s Charged Item - $3,000 Medical Mutual Reconciliation File
Financials Files Out 1099 File Yearly CSB Expense Report CSB Revenue Report MCBDD Expense Report Crystal Report 80 hours or Crystal Reports Charged MCBDD Revenue Report
Financials Files In Bank Check Reconciliation File Daily Treasurer ss Charged Item - $3,000 Voucher Load For Real Estate Created Custom Imports on September, 16, 2009 Voucher Load for Jury Payments Created Custom Imports on September, 16, 2009 Vendor Voucher Load Created Custom Imports on September, 16, 2009 Journal Load Load Payroll Journals Not Needed in Munis Budget Load Yearly Encumbrance Load Yearly Chartfield Load Yearly
Custom Forms Cash Receipts Form 6 Account Payable Checks Purchase Orders 9 Different Departments - $250 per instance Payroll Checks W-2 s 1099 s
General Ledger Budgeting Accounts Payable Project/Grant Accounting Performance Based Budgeting Treasury Management Fixed Assets Purchase Orders Requisitions Bid Management Contract Management Accounts Receivable
Business Licenses General/Miscellaneous ll Billing Payroll Human Resources Applicant Tracking Employee Self Service Report Writer Office Integration Content Management Solution Laser Forms/Output Solutions
Project Management Software installation Data conversion Integration & interface development Training Chart of Account Design Ongoing support & maintenance services
Munis In 6 Ohio Counties and several more cities, libraries, etc. Sungard One World
AP History Back 3 years to 01/01/2006, AP Vendors First Pass 03/04/2009, Final Pass July 21, 2009 (31,298 rows), after July 21, all new vendors / updates had to be done in both systems. AP Vendor Crosswalk Peoplesoft has SetId and 10 numeric, Munis has 6-plus numeric which cause crashing of numbers. Added 900000 to any number that crashed. AP Vendors 31,298 AP Vendor Remit Addresses 81,403 AP Checks First Pass - July 30, 2009, Final Pass September 10, 2009 (fixed some balancing issues). Go- Live September 1, 2009-141,133 - Checks, 229,615 Lines, 9,075 - Witness / Juror Checks AP Invoice Lines 229,615 Invoices, 315,899 Invoice Lines, Go-Live September 1, 2009
General Ledger First Pass 05/29/2009, 41,011 rows. Many Balancing Issues Due-To Crosswalk Modifications, One-to-One works fine, One-To-Many and Many-To-One is more difficult. Posted 2009, thru Period 7 on August 8, 2009. Posted Period 8 on September 2, 2009. Budget Conversion Loaded Expense Totals on October 5, 2009 for years 2006, 2007, 2008
Purchase Orders First Pass 07/15/2009, Final Pass August 26, 2009 (1935 Open PO s from Beginning of 2009) PO Lines 3199 rows loaded on August 26, 2009 PO Notes Loaded 1715 on August 27, 2009, 15 More Notes Loaded on September 10, 2009 PO Crosswalk created August 6, 2009 Peoplesoft had Alpha-Business Unit with 10 Numeric Characters, Munis has 8 Numeric Characters.
Fixed Assets February 23, 2010 Employee Master First Pass 09/23/2009 Deduction Master First Pass 09/23/2009, Sixth Pass 12/15/2009 Accruals Fifth Pass 12/09/2009, Sixth Pass 12/15/2009
TOTAL - 200 Crystal Reports 21 Accounts Payable 29 Budget Reports 19 CAFR Reports 4 Child Service Board Reports 12 General Ledger Reports 9 Human Resources Reports 5 Job and Family Services Reports 2 Mental Health Board Reports
5 Month-End Reports 40 Payroll Reports 13 Central Payroll Reports 2 Project Grant Reports 13 Purchasing Reports 1S Sanitation ti Engineering i Report 10 Treasury Management Reports 4 System Administration Reports
487 Employees 22 of 79 Payroll Locations Paycheck Advices W-2 s Back to 2010 Request Time Off Reduces Amount of Time Entries by 95%
About 1500 per year on-line 31,529 in 2013 26,904 in 2014, so far
Currently sending EFT payments to our local townships and school districts 66 vendors currently setup to receive these payments Emails send to vendors notifying them of their deposits
Bi-Weekly Uploads from Job & Family Services and Child Support from Time Force Clock Over 1600 time entries for over 200 employees
W-2 s Emailed these in 2014 Pay Advices Payroll Registers 434 pages of printing saved every two weeks Electronic PARS
Converting over 200 Crystal Reports to SSRS Ad-hoc reporting tool launched directly from the report server No software installation necessary Launches on any PC with an internet connection Includes the tools needed to run, author and modify reports Save reports directly to the report server Direct connection to the database is contained on the report server not on the user s workstation Run much faster that Crystal Reports
Expanding Document Management (I-9 s, W- 4 s, Certifications, etc.) Expand Paperless Send Advices to User Departments (no need to travel downtown) SSAS (Cubes) Easier Analyzing Data