District Wide Applications November 12, 2002
District Wide Applications n n n 2 Process Recommendations Board Decision November 12, 2002
Agenda n n n n 3 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, 2002
How did we get here? n Old System n New System n n n Struggle with data n n Struggle with processes n n 4 Business like 1940’s Limited Budgets n Modern Business Systems Make data driven decisions Effective/Efficient Systems More $ to Educating Children November 12, 2002
How did we get here? n External Third Party Analysis n n Replace core business systems SIS, HR, FI Replace/Update core infrastructure n n Internal Analysis n n 5 WAN, email, calendar, helpdesk, support Tiger Teams Subject Matter Experts November 12, 2002
How did we get here? (cont) n n n RFP for District Wide Applications Software (ERP) Reported to Bo. E on Recommendation of People. Soft (HR, FI) and Zangle (SIS) RFP for Implementation Partner n n 6 Respondents 3 Short List (KPMG, PWC, Empower) Written responses, Interviews, References n Cost, K-12 experience, Best-Fit n 6 November 12, 2002
How did we get here? (cont) n Empower: HR, FI Recommended Implementation Partner n n K-12 Experience Never had a failed Implementation 100% On Time, On/Under Budget Experience with People. Soft 8. x Payroll, HR, FI, Warehouse, Portal n Technical Expertise, BPR, Training n Change Management n 7 November 12, 2002
Why do some ERP projects Fail? n n Lack of Executive Support Lack of Expertise in n n 8 Project Management Quality Assurance/Testing Change Management Poor Requirements Definition Project Scope Creep November 12, 2002
Why do some ERP projects Fail? n Lack of Business Process Review n n n 9 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, 2002
What have we done to mitigate risks? n Commitment of Executive Leadership n n Tiger Teams n n HR, FI, SIS Recruited and Partnered with Technical Advisors n n n 10 Superintendent, Executive Leadership Team, Executive Committee, Executive Sponsors Project Architect Quality Assurance, Testing, Business Process Review People. Soft Technical Project Manager, Infrastructure November 12, 2002
What have we done to mitigate risks? n n Clear Requirements Clear Deliverables Clear Expectations Change Control Practice n n n 11 Contain any changes in Scope Commitment to Changing our Business Practices to be more Effective/Efficient Commitment to decrease staff after implementation* November 12, 2002
What have we done to mitigate risks? n n n Phased Approach to Implementation Communications Plan Just-In-Time Training for Staff n n n 12 Software Partner Implementation Partner District Subject Matter Experts (SME’s) District Professional Development Unit Resource Teachers (proposed) to support School Site Staff November 12, 2002
When Will We Get It? n Phases and Timelines – Parallel Processes n Phase I: November ‘ 02 - September ‘ 03 SIS: Pilot Cluster (TBD) Master Schedule, Student Data, Attendance, Discipline n HR: Payroll, Human Resources, Time and Labor, HR Portal n FI: General Ledger, Receivables, Payables, Budget, Billing, Purchasing, Inventory, e. Procurement, Finance Portal n Data Warehouse and Reporting n 13 November 12, 2002
When Will We Get It? n Phases and Timelines n Phase II: November ‘ 03 - June ‘ 04 SIS: Rollout to Schools, Parent Connect, Student Connect, Modifications for SDCS n HR: e. Pay, Benefits, e. Recruitment, e. Profile n FI: Asset Management, Cash Management, Projects, Grants n n Phase III: August ‘ 04 - March ‘ 05 n 14 Upgrades, Outstanding Issues, Enhanced Functionality, Parking Lot Items November 12, 2002
How do we Build It? 15 November 12, 2002
What does it Cost? n Applications $25. 8 M n n Infrastructure $1. 9 M n n Project Management, QA & Testing, Change Management, Training, Technical Assistance Maintenance - On Going Costs $5 M/year n 16 WAN, email, calendar, Help Desk, Support, Desktops, Servers, Data Center People and Partnerships $1. 6 M n n People. Soft, Zangle, Document Imaging, Reporting Tools, Implementation Licenses, support, hardware, November 12, 2002
What Does it Cost (cont) 14. 2 15. 6 9. 0 5. 2 5. 0 Total Maintenance $19. 6 M Total HW, SW, Imp $29. 3 M 17 November 12, 2002
How do we Pay for it? • FY 02 -03 $14. 2 M • $12. 25 M COPs, $. 45 M e. Rate, $1. 5 Redevelopment Agency • FY 03 -04 $15. 6 M • $14. 65 COPs, $. 45 M e. Rate, $0. 5 Redevelopment Agency • FY 04 -05 $9. 0 M • ROI $6. 0 M, $0. 1 COPs, $2. 4 M Redirect, $0. 5 Redevelopment Agency • FY 05 -06 $5. 2 M • ROI $6. 0 M ($0. 8 M Positive) • FY 06 -07 $5. 0 M • ROI $6. 0 M 18 ($1. 0 M Positive) November 12, 2002
How do we Pay for It? (cont) n n Exploring Grant Funding Return On Investment (ROI) Starting Year 3 n n n n 19 Medical Billing $2. 1 M Attendance $1. 5 M Paper Costs $0. 5 M Mandated Costs $. 85 M CSIS Rebate $0. 7 M Reduction in HR, Payroll, Financial Staff $2. 8 M Decreased Litigation Business Process Review November 12, 2002
Return On Investment (cont) 20 November 12, 2002
Personnel Plan Attrition n Placement in other District Positions n Retraining n Incentives/Buy Outs n Layoff n 21 November 12, 2002
Decisions n Approve the Contracts for: n Hardware, Software, Implementation n n Training, Support, Partners n n 23 -71, 23 -72, 23 -73 Maintenance n 22 23 -21, 23 -77, 23 -79, 23 -81, 23 -82, 23 -84 23 -78, 23 -80, 23 -83 November 12, 2002
Decisions n Contracts still to bring to the Board: (Costs are included in the budget) n n 23 Renting Data Center Reporting Tools Document Imaging Wide Area Network Upgrade November 12, 2002
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