stakeholder presentation clayton county, ga - erp project...

Stakeholder Presentation Clayton County, GA

Opening Comments

Ramona Bivins,Chief Financial Officer

Core Project Goal

To Successfully Convert the Clayton County Finance System to Tyler’s Munis Financial System by April 2018.

© Tyler Technologies 20154

• Provide more efficiency in daily processes• Increase accuracy and reduce duplication• Improve training quality and consistency

Project Objectives

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• Improve internal & external customer service• Increase reporting and analytics• Adhere to best business practices

Project Objectives

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Criteria for Project Success

• Everyone’s participation is important to the project’s success.

• Flexibility• Sacrifice• Focus• Patience

• Positivity• Teamwork• Communication• Commitment

Project Community & Governance

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Project Community – Team Approach

PROJECT MANAGER

EXECUTIVE SPONSOR

PROJECT MANAGER

CHANGE MANAGEMENT

TEAM

FUNCTIONAL LEADS

POWER USERS

END USERS

DEPARTMENT HEADS

IMPLEMENTATION MANAGERS

EXECUTIVE COMMITTEE

TECHNICAL LEADS &

DATA TEAM

EXECUTIVE MANAGER

FORMS & REPORTS EXPERTS

CUSTOMIZATION PROGRAMMERS

SALES

TECHNICAL SUPPORT

SYSTEM MANAGEMENT

SERVICESIMPLEMENTATION

CONSULTANTS

IMPLEMENTATION DIRECTOR

DATA CONVERSION EXPERTS

QA TEAM

© Tyler Technologies 20159

Project Community – Team Approach

EXECUTIVE SPONSOR - Ramona Bivins

EXECUTIVE COMMITTEE

- Ramona Bivins- Dennis Johnson- Johnette Smith- Jason Brookins

PROJECT MANAGER

- Skipper Stevens

EXECUTIVE MANAGER - Chris Webster

IMPLEMENTATION DIRECTOR

- Penny Parsons

- Ginger Hain- Becky Terry

PROJECT MANAGER

- Paul Brock

IMPLEMENTATION MANAGERS

© Tyler Technologies 201510

Project Governance

What is Project Governance?– Identifies resources who:

• establish project goals• communicate the goals to community• provide support to community so they can achieve the goals

– Provides structure for:• issue escalation and resolution• Change Control review and authority• Organizational Change Management activities

© Tyler Technologies 201511

Project Governance – Achieving Project Goals

EXECUTIVE SPONSOR

EXECUTIVE COMMITTEE

PROJECT MANAGER

PROJECT COMMUNITY

Communicate

Goals

Provide

Support

EXECUTIVE MANAGER

IMPLEMENTATION DIRECTOR

& MANAGERS

PROJECT MANAGER

Communicate

Goals

Provide

SupportIMPLEMENTATION

TEAM

© Tyler Technologies 201512

Project Governance – Escalation Process

EXECUTIVE SPONSOR

EXECUTIVE COMMITTEE

PROJECT MANAGER

PROJECT COMMUNITY

Issue

Escalation

Change

Control

EXECUTIVE MANAGER

IMPLEMENTATION DIRECTOR

& MANAGERS

PROJECT MANAGER

Issue

Escalation

Change

Control

IMPLEMENTATION TEAM

© Tyler Technologies 201513

Project Management Responsibilities

RiskResourcesSchedules

DeliverablesContract

CommunicationReportingEscalation

RiskResourcesSchedules

DeliverablesContract

CommunicationReportingEscalation

County Tyler

Project & Implementation Overview

© Tyler Technologies 201515

Project Overview – Targeted Live Dates

Phase 2 – APPRAISAL & TAX

Start: 10/2017 Live: 07/2019

Phase 1 - FINANCIALS

Start: 04/2017 Live: 04/2018

© Tyler Technologies 201516

Project Overview – Targeted Live Dates

Phase 3 – HR/PR

Start: 10/2017 Live: 01/2019

© Tyler Technologies 201517

Project Overview – Applications Included

Phase 1

‒ General Ledger‒ Budget‒ Project & Grant Accounting‒ Fixed Assets‒ Cash Management‒ CAFR Statement Builder‒ Accounts Receivable ‒ General Billing

‒ Bid Management‒ Contract Management‒ Purchasing‒ Accounts Payable‒ Inventory

© Tyler Technologies 201518

Project Overview – Applications Included

Phase 2

‒ iasWorld CAMA & Tax Appraisal Software

‒ Field Mobile & Public Access Tax Software

© Tyler Technologies 201519

Project Overview – Applications Included

Phase 3

‒ Applicant Tracking‒ Payroll‒ Human Resources Management‒ Employee Self Service‒ Professional Development‒ Risk Management‒ Employee Expense Reimbursement

© Tyler Technologies 201520

Implementation Methodology

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Implementation Methodology

Enter the Partnership • Develop Management Plans• Set expectations• Build the Project Team • Begin Communications• Stakeholder Presentation• Develop the Project Plan & Schedule

© Tyler Technologies 201522

Implementation Methodology

Define the Future• Begin Knowledge Transfer • Examine Business Processes, challenges, goals &

objectives • Discover the potential options available in Tyler

software• Collaborate and make decisions to optimize new

business processes

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Implementation Methodology

Move Forward• Functional Leads & Tyler configure system• Continued Knowledge Transfer • Validate system design meets objectives• Iterative validation of data conversions, data

exchanges, forms and reports

© Tyler Technologies 201524

Implementation Methodology

Initiate Go Live Steps• Plan the Cutover to Tyler Software• End User Training• Perform additional testing to ensure system

quality • Validate user preparedness

© Tyler Technologies 201525

Implementation Methodology

Realize the Goals• Begin day-to-day processing • Go Live assistance from Tyler • Meet the Tyler Support team• Learn how best to resolve issues and questions• Post Live training (if applicable)

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Implementation Methodology

Continue the Success• Implementation activities come to an end• Ensure that Project Goals & Objectives are met• Continue validation of new process adoption

Outline of Project Roles

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Project Roles

Executive Mandate & Continuous Project SupportEXECUTIVE SPONSOR

EXECUTIVE COMMITTEE

Regular Meetings, Effective Issue Resolution Process & Cross-Department Cooperation, Project Manager Support

PROJECT MANAGER

Focus on Scope, Schedule & Resource Management, Communications, Issue Escalation, Effective Working Relationship With Steering Committee

FUNCTIONAL LEADS

Focus on Project Goals, Best Practices, Process Improvements, Change Management, Big Picture Visions, Leadership

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Project Roles

Provide Expertise, Be Open to New Processes, Become Munis Experts & Champion the New Ways, Keep Your Hands in the System

Provide Feedback to Functional Leads, Support New Processes, Participate in Change Management Activities, Provide Employees With Time to Practice

Make the Decision to Embrace the Change, Practice & Learn the New Process, Become a Supporter!

POWER USERS

DEPARTMENT HEADS

END USERS

TECHNICAL LEADS &

DATA TEAM

Follow Tyler Recommendations for System Updates, Prepare for Data Conversion Activities Early, Keep Consistent Processes in Place

© Tyler Technologies 201530

Project Roles

CHANGE MANAGEMENT

TEAM

Fuel the Change Process, Ensure Decisions Are Being Communicated, Provide Insight Into Project Benefits for End Users to Embrace, Establish Milestones to Recognize Accomplishments, Ensure New Processes Are Being Followed in Training and Post Live

QA TEAMProvide Guidance on Project Quality, Validate That All Aspects of the Project are Meeting Quality Standards

Questions?