District Wide Applications November 12, 2002. 2 District Wide Applications Process Recommendations...
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Transcript of District Wide Applications November 12, 2002. 2 District Wide Applications Process Recommendations...
District Wide Applications
November 12, 2002
November 12, 20022
District Wide Applications Process Recommendations Board Decision
November 12, 20023
Agenda How did we get here? Why do some of these projects fail? What have we done to mitigate risks? When will we get it? How do we build it? What does it Cost? How do we pay for it? Decisions
November 12, 20024
How did we get here? Old System
Business like 1940’s
Struggle with data
Struggle with processes
Limited Budgets
New System Modern Business
Systems Make data driven
decisions Effective/Efficient
Systems
More $ to Educating Children
November 12, 20025
How did we get here? External Third Party Analysis
Replace core business systems SIS, HR, FI Replace/Update core infrastructure
WAN, email, calendar, helpdesk, support
Internal Analysis Tiger Teams Subject Matter Experts
November 12, 20026
How did we get here? (cont)
RFP for District Wide Applications Software (ERP)
Reported to BoE on Recommendation of PeopleSoft (HR, FI) and Zangle (SIS)
RFP for Implementation Partner 6 Respondents 3 Short List (KPMG, PWC, Empower)
Written responses, Interviews, References Cost, K-12 experience, Best-Fit
November 12, 20027
How did we get here? (cont)
Empower: HR, FIRecommended Implementation Partner K-12 Experience Never had a failed Implementation 100% On Time, On/Under Budget Experience with PeopleSoft 8.x
Payroll, HR, FI, Warehouse, Portal Technical Expertise, BPR, Training Change Management
November 12, 20028
Why do some ERP projects Fail?
Lack of Executive Support Lack of Expertise in
Project Management Quality Assurance/Testing Change Management
Poor Requirements Definition Project Scope Creep
November 12, 20029
Why do some ERP projects Fail? Lack of Business Process Review
AS-IS, TO-BE Untrained Users Unclear Expectations/Deliverables Implementation partner not understanding
the customer’s business Communication Failure to decrease staffing after
implementation*
November 12, 200210
What have we done to mitigate risks? Commitment of Executive Leadership
Superintendent, Executive Leadership Team, Executive Committee, Executive Sponsors
Tiger Teams HR, FI, SIS
Recruited and Partnered with Technical Advisors Project Architect Quality Assurance, Testing,
Business Process Review PeopleSoft Technical Project Manager, Infrastructure
November 12, 200211
What have we done to mitigate risks? Clear Requirements Clear Deliverables Clear Expectations Change Control Practice
Contain any changes in Scope Commitment to Changing our Business
Practices to be more Effective/Efficient Commitment to decrease staff after
implementation*
November 12, 200212
What have we done to mitigate risks? Phased Approach to Implementation Communications Plan Just-In-Time Training for Staff
Software Partner Implementation Partner District Subject Matter Experts (SME’s) District Professional Development Unit Resource Teachers (proposed) to support
School Site Staff
November 12, 200213
When Will We Get It? Phases and Timelines – Parallel Processes
Phase I: November ‘02 - September ‘03 SIS: Pilot Cluster (TBD) Master Schedule,Student
Data, Attendance, Discipline HR: Payroll, Human Resources, Time and Labor,
HR Portal FI: General Ledger, Receivables, Payables,
Budget, Billing, Purchasing, Inventory, eProcurement, Finance Portal
Data Warehouse and Reporting
November 12, 200214
When Will We Get It? Phases and Timelines
Phase II: November ‘03 - June ‘04 SIS: Rollout to Schools, Parent Connect, Student
Connect, Modifications for SDCS HR: ePay, Benefits, eRecruitment, eProfile FI: Asset Management, Cash Management,
Projects, Grants
Phase III: August ‘04 - March ‘05 Upgrades, Outstanding Issues, Enhanced
Functionality, Parking Lot Items
November 12, 200215
How do we Build It?
November 12, 200216
What does it Cost? Applications $25.8M
PeopleSoft, Zangle, Document Imaging, Reporting Tools, Implementation
Infrastructure $1.9M WAN, email, calendar, Help Desk, Support, Desktops,
Servers, Data Center People and Partnerships $1.6M
Project Management, QA & Testing, Change Management, Training, Technical Assistance
Maintenance - On Going Costs $5M/year Licenses, support, hardware,
November 12, 200217
What Does it Cost (cont)
DWA Costs
0
2
4
6
8
10
12
14
16
18
1 2 3 4 5
Year
$ M
illi
on
s
Maintenance
HW, SW, Imp
14.2
15.6
9.0
5.2 5.0
Total Maintenance $19.6M
Total HW, SW, Imp $29.3M
November 12, 200218
How do we Pay for it?•FY 02-03 $14.2M
•$12.25M COPs, $.45M eRate, $1.5 Redevelopment Agency
•FY 03-04 $15.6M
•$14.65 COPs, $.45M eRate, $0.5 Redevelopment Agency
•FY 04-05 $9.0M
•ROI $6.0M, $0.1 COPs, $2.4M Redirect, $0.5 Redevelopment Agency
•FY 05-06 $5.2M
•ROI $6.0M ($0.8M Positive)
•FY 06-07 $5.0M
•ROI $6.0M ($1.0M Positive)
November 12, 200219
How do we Pay for It? (cont)
Exploring Grant Funding Return On Investment (ROI) Starting Year 3
Medical Billing $2.1M Attendance $1.5M Paper Costs $0.5M Mandated Costs $.85M CSIS Rebate $0.7M Reduction in HR, Payroll, Financial Staff $2.8M Decreased Litigation Business Process Review
November 12, 200220
Return On Investment (cont)
ROI Estimates
0 0
6 6 6
0 0
2 2 2
0
1
2
3
4
5
6
7
8
9
1 2 3 4 5
Years
$ M
illi
ons
Medical Billing
November 12, 200221
Personnel Plan
Attrition Placement in other District Positions Retraining Incentives/Buy Outs Layoff
November 12, 200222
Decisions Approve the Contracts for:
Hardware,Software, Implementation 23-21, 23-77, 23-79, 23-81, 23-82, 23-84
Training, Support, Partners 23-71, 23-72, 23-73
Maintenance 23-78, 23-80, 23-83
November 12, 200223
Decisions Contracts still to bring to the Board:
(Costs are included in the budget)
Renting Data Center Reporting Tools Document Imaging Wide Area Network Upgrade