erp project formation
TRANSCRIPT
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ERP Project Formation
CITY OF CAMAS
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Management Structure
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Simple Project Structure
Executive Steering Committee
Project Manager
Admin Support Communications Project Team
Technical LeadsFunctional
Leads/SMEsBusiness Leads
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Leadership Roles
Mayor and City Administrator
• Takes an interest
• Communicates business case
• Understands the pain
• Listens (and when necessary acts)
Executive Steering Committee
• Provides direction – does not manage
• Makes major decisions
• Frees up resources
• Criteria for members:
• Empowered to make project policy decisions
• Champion for the project
• “Work well” with the other committee members
• Ability to support the project manager and project team
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Project Team
Project ManagerCoordinates the project
Manages the team
Ensures quality
Project Team
The “doers”
Takes responsibility for project tasks
Makes business process decisions
Coordinates subject matter experts
Subject Matter Experts
Contributes organizational and functional knowledge
Attends and participates
Become system power users
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PROJECT CHARTER
KEEP IT SIMPLE – DOCUMENT THE VISION AND GUIDING PRINCIPLES
DEVELOP COLLABORATIVELY COMMON EXPECTATIONS
PROJECT TEAM
STEERING COMMITTEE
COMMITMENTS
RESOURCES
TIME
GOALS
PROCESS
ENFORCE – CREATE A SCORECARD BY WHICH SUCCESS IS MEASURED
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LEADERSHIP SUPPORT
CHANGE MANAGEMENT
◦ OVERCOMING INEVITABLE
RESISTANCE
◦ TEAMWORK, COLLABORATION, TRUST
◦ BUILDING CULTURE OF INCLUSION
◦ TRAINING
COMMUNICATION
◦ AWARENESS
◦ DELIVERING KEY MESSAGES
◦ LISTENING TO FEEDBACK
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ERP Solution
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Financials (Munis)
Accounting/GLAccounts Payable
Bid Management
Budgeting
Capital AssetsCash
ManagementContract
ManagementInventory
Project and Grant
ManagementPurchasing
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Human Capital Management
Scheduling
(with Mobile Access)
Time and Attendance
(with Mobile Access)
Human Resources and Talent
Management
Payroll with Employee Self
ServiceRecruiting Risk Management
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Revenue
Accounts Receivable
Central Property File
General Billing
Tyler Cashiering
UB InterfaceUtility Billing
CIS
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Productivity
Citizen Self Service
eProcurement
Munis Analytics and Reporting
Tyler Content Manager SE
Tyler Notify
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Additional Modules
Asset Management and Performance
EnerGov (Building and Permit)
•Business Suite
•Self Service
•E-Reviews
•Workforce Apps
•Reports
•Executive Insights
Tyler 311/Incident Management
Socrata
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SaaS vs Standalone Pricing Difference
SaaS STANDALONE
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Pricing Considerations
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Pricing Estimate
SaaS
◦ First Year $1.1 million
◦ Contract (5 yr) $2.3 million
◦ 10 Year Costs $3.7 million
Standalone
◦ First Year $1.3 million
◦ Contract $2.0 million
◦ 10 Year Costs $2.8 million
Differences
◦ $90,000/yr
◦ Standalone does not include hardware nor upgrades
Note: Pricing consistent with Sourcewell and comparable City contract
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Estimated Phases and Timeline
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Typical ERP Project Phases
1
Readiness/Procurement
•Project planning
•Documentation – rules, systems, processes
•Governance
•Goal setting
•State contracting process
•Scope refinement
•Contract negotiation
•Contract finalization
2
Implementation Phase for each Module or Group of Modules
•Project Planning
•System Training
•Documentation
•Testing
•Data Conversions
•Go-Live
•Report Writing
•Adjustments
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Generic Implementation Approach
PLANNING/INITIATIONKNOWLEDGE
TRANSFERPROTOTYPE BUILD TEST CUTOVER
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Timeline for 2021
May Planning and Formation
June Scope
July Contract
August Assemble Teams
September Start Phase 2
October Project Planning
November System Training
December Documentation
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Contract and Agreements
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Contract Components
Master Agreement
License Agreement
Order List
RequirementsServices
AgreementSOW
Hosting Agreement
SLA
Support Agreement
SLA
3rd Party Agreement