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Asset Managementat Louisiana DOTD

“Out with the old…in with the New”

Asset ManagementAsset Managementat Louisiana DOTDat Louisiana DOTD

““Out with the oldOut with the old……in with the Newin with the New””

TRB Asset Management ConferenceNew Orleans, Louisiana

November 6-9, 2007

TRB Asset Management ConferenceTRB Asset Management ConferenceNew Orleans, LouisianaNew Orleans, Louisiana

November 6November 6--9, 20079, 2007

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AgendaAgenda

Asset Management Legacy IT SystemsAsset Management Legacy IT Systems

Previous Attempts to obtain a new Asset Previous Attempts to obtain a new Asset Management SystemManagement System

Statewide ERP InitiativeStatewide ERP Initiative

DOTD RoleDOTD Role

Current Status of ERP RFPCurrent Status of ERP RFP

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Existing Asset Management IT System

Existing Asset Management IT Existing Asset Management IT SystemSystem

Computer Applications Over 20 years old

Data inaccuracies and collection issues

Difficult for Operations personnel to measure a level of service and establish performance based budgets

Difficult to monitor maintenance employee performance and key maintenance performance indicators

Need for a comprehensive, full featured system replacement

Computer Applications Over 20 years oldComputer Applications Over 20 years old

Data inaccuracies and collection issuesData inaccuracies and collection issues

Difficult for Operations personnel to measure a level of Difficult for Operations personnel to measure a level of service and establish performance based budgetsservice and establish performance based budgets

Difficult to monitor maintenance employee performance Difficult to monitor maintenance employee performance and key maintenance performance indicatorsand key maintenance performance indicators

Need for a comprehensive, full featured system Need for a comprehensive, full featured system replacementreplacement

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IT Support StaffIT Support StaffIT Support Staff

64 Information Technology (IT) Employees15 Eligible for retirement as of 6/30/20079 Eligible for retirement in 5 years

Loss of IT Financial Applications Unit PersonnelIn Number (50% of staff)In Skills (most experienced personnel)

Legacy Skill Set Difficult to Find/Hire

Aging Workforce: In past, attendance issues centered on caring for children; now centered on caring for parents and self health

64 Information Technology (IT) Employees64 Information Technology (IT) Employees15 Eligible for retirement as of 6/30/200715 Eligible for retirement as of 6/30/20079 Eligible for retirement in 5 years9 Eligible for retirement in 5 years

Loss of IT Financial Applications Unit PersonnelLoss of IT Financial Applications Unit PersonnelIn Number (50% of staff)In Number (50% of staff)In Skills (most experienced personnel)In Skills (most experienced personnel)

Legacy Skill Set Difficult to Find/HireLegacy Skill Set Difficult to Find/Hire

Aging Workforce: In past, attendance issues Aging Workforce: In past, attendance issues centered on caring for children; now centered centered on caring for children; now centered on caring for parents and self health on caring for parents and self health

55

DOTD Maintenance Management Legacy Systems

DOTD Maintenance Management DOTD Maintenance Management Legacy SystemsLegacy Systems

MOPS – Maintenance Operations, a mainframe system used by Section and District maintenance personnel. The system includes Road Inventory, Road Inspection, Planning data, Performance Report (cost and accomplishment data), Uploaded Work Order data, and Complaints.

ISIS/WORD – Used by Maintenance gangs to enter man-hours worked, equipment usage, and materials usage for various work orders to the State ISIS System. Transmitted to the DOTD mainframe on a bi-weekly basis; once received at DOTD headquarters, the data is disbursed to the Equipment (EQMS) and Purchasing (PIMS) systems.

MOPSMOPS –– Maintenance Operations, a mainframe system Maintenance Operations, a mainframe system used by Section and District maintenance personnel. used by Section and District maintenance personnel. The system includes Road Inventory, Road Inspection, The system includes Road Inventory, Road Inspection, Planning data, Performance Report (cost and Planning data, Performance Report (cost and accomplishment data), Uploaded Work Order data, accomplishment data), Uploaded Work Order data, and Complaints.and Complaints.

ISIS/WORD ISIS/WORD –– Used by Maintenance gangs to enter Used by Maintenance gangs to enter manman--hours worked, equipment usage, and materials hours worked, equipment usage, and materials usage for various work orders to the State ISIS usage for various work orders to the State ISIS System. Transmitted to the DOTD mainframe on a biSystem. Transmitted to the DOTD mainframe on a bi--weekly basis; once received at DOTD headquarters, weekly basis; once received at DOTD headquarters, the data is disbursed to the Equipment (EQMS) and the data is disbursed to the Equipment (EQMS) and Purchasing (PIMS) systems.Purchasing (PIMS) systems.

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DOTD Maintenance Management Legacy Systems – con’t

DOTD Maintenance Management DOTD Maintenance Management Legacy Systems Legacy Systems –– concon’’tt

EQMS – Equipment, tracks the status and inventory of all DOTD automotive and marine equipment.

PIMS – Purchasing and Inventory System, is the initial point of entry for all DOTD purchase requisitions; it is also a complete inventory tracking system.

EQMSEQMS –– Equipment, Equipment, tracks the status and inventory of tracks the status and inventory of all DOTD automotive and marine equipment. all DOTD automotive and marine equipment.

PIMSPIMS –– Purchasing and Inventory System, Purchasing and Inventory System, is the initial is the initial point of entry for all DOTD purchase requisitions; it is point of entry for all DOTD purchase requisitions; it is also a complete inventory tracking system.also a complete inventory tracking system.

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Road to Asset Management ReplacementRoad to Asset Management ReplacementRoad to Asset Management Replacement

DOTD has been attempting to replace existing Asset Management IT systems since 2001

Due to lack of State support, attempts in 2001 and 2004 were derailed

In 2006, new State CIO began push for Statewide ERP

LADOTD jumped on board and was able to combine Asset Management RFP with State ERP project

DOTD has been attempting to replace existing DOTD has been attempting to replace existing Asset Management IT systems since 2001Asset Management IT systems since 2001

Due to lack of State support, attempts in 2001 Due to lack of State support, attempts in 2001 and 2004 were derailed and 2004 were derailed

In 2006, new State CIO began push for In 2006, new State CIO began push for Statewide ERPStatewide ERP

LADOTD jumped on board and was able to LADOTD jumped on board and was able to combine Asset Management RFP with State ERP combine Asset Management RFP with State ERP projectproject

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The Search for the Best of Class in ERP and Asset Management

Systems

The Search for the Best of Class in The Search for the Best of Class in ERP and Asset Management ERP and Asset Management

SystemsSystemsDuring two weeks in August of 2006, State and LA DOTD team members visited six states in a quest to find the answers to:

What is the best ERP?What is the best Asset Management system?What have been other State’s experiences with state-wide implementations?What are other State DOT’s experiences with ERP and Asset Management System implementations?

During two weeks in August of 2006, State and LA DOTD During two weeks in August of 2006, State and LA DOTD team members visited six states in a quest to find the team members visited six states in a quest to find the answers to:answers to:

What is the best ERP?What is the best ERP?What is the best Asset Management system?What is the best Asset Management system?What have been other StateWhat have been other State’’s experiences with states experiences with state--wide wide implementations?implementations?What are other State What are other State DOTDOT’’ss experiences with ERP and Asset experiences with ERP and Asset Management System implementations?Management System implementations?

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States Visited by Louisiana ERP/Asset Mgmt DelegationStates Visited by Louisiana States Visited by Louisiana ERP/Asset Mgmt DelegationERP/Asset Mgmt Delegation

Kentucky – CGI/AMS (Statewide implementation)DOT kept it’s asset management system

North Dakota – PeopleSoft/Oracle (Statewide)DOT kept it’s asset management system

Pennsylvania – SAP (Statewide)DOT using SAP Plant Maintenance module for AM

North Carolina – SAP (DOT only)DOT using Agile Assets for AM

Idaho –CGI/AMS (DOT only)DOT using Agile Assets for AM

Wyoming – PeopleSoft/Oracle (DOT only)DOT using Agile Assets for AM

Kentucky Kentucky –– CGI/AMS (Statewide implementation)CGI/AMS (Statewide implementation)DOT kept itDOT kept it’’s asset management systems asset management system

North Dakota North Dakota –– PeopleSoft/Oracle (Statewide)PeopleSoft/Oracle (Statewide)DOT kept itDOT kept it’’s asset management systems asset management system

Pennsylvania Pennsylvania –– SAP (Statewide)SAP (Statewide)DOT using SAP Plant Maintenance module for AMDOT using SAP Plant Maintenance module for AM

North Carolina North Carolina –– SAP (DOT only)SAP (DOT only)DOT using Agile Assets for AMDOT using Agile Assets for AM

Idaho Idaho ––CGI/AMS (DOT only)CGI/AMS (DOT only)DOT using Agile Assets for AMDOT using Agile Assets for AM

Wyoming Wyoming –– PeopleSoft/Oracle (DOT only)PeopleSoft/Oracle (DOT only)DOT using Agile Assets for AMDOT using Agile Assets for AM

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Lessons LearnedLessons Learned

Keep software as close to outKeep software as close to out--ofof--thethe--box as box as possiblepossible

Keep interfaces to a minimumKeep interfaces to a minimum

Devote adequate resources to the Devote adequate resources to the implementationimplementation

Change management is criticalChange management is critical

““One throat to chokeOne throat to choke”” approach is bestapproach is best

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Decision TimeDecision Time

Two paths to takeTwo paths to take1.1. Go with SAP (already using SAP HR and Payroll)Go with SAP (already using SAP HR and Payroll)2.2. Issue request for proposals Issue request for proposals

State CIO goes it alone with a new RFPState CIO goes it alone with a new RFPOpen up to all vendorsOpen up to all vendorsOne throat to choke approachOne throat to choke approachInclude Asset ManagementInclude Asset ManagementKeep SAP HR and Payroll modulesKeep SAP HR and Payroll modulesExpedited TimelineExpedited Timeline

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State Goals for the ERP EffortState Goals for the ERP EffortState Goals for the ERP Effort

Replace legacy statewide financial systems

Integrate systems

Common database

Provide a unified Data Warehouse

Improve efficiency

Provide increased functionality

Bring DOTD on State systems

Replace legacy statewide financial systemsReplace legacy statewide financial systems

Integrate systemsIntegrate systems

Common databaseCommon database

Provide a unified Data WarehouseProvide a unified Data Warehouse

Improve efficiencyImprove efficiency

Provide increased functionalityProvide increased functionality

Bring DOTD on State systemsBring DOTD on State systems

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DOTD Goals for ERP EffortDOTD Goals for ERP EffortDOTD Goals for ERP EffortReplace legacy DOTD financial systemsIntegrate project functionality (AASHTOWare® Trns.port®and PPMS)Fully integrate financial, maintenance, and project systemsImprove efficiencySimplify Work Order processEstablish a Master Project NumberEnable Predictive Modeling for maintenance activitiesRemove reliance on legacy support

Replace legacy DOTD financial systemsReplace legacy DOTD financial systemsIntegrate project functionality (Integrate project functionality (AASHTOWareAASHTOWare®® Trns.portTrns.port®®

and PPMS)and PPMS)Fully integrate financial, maintenance, and project systemsFully integrate financial, maintenance, and project systemsImprove efficiencyImprove efficiencySimplify Work Order processSimplify Work Order processEstablish a Master Project NumberEstablish a Master Project NumberEnable Predictive Modeling for maintenance activitiesEnable Predictive Modeling for maintenance activitiesRemove reliance on legacy supportRemove reliance on legacy support

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Project OrganizationProject OrganizationProject OrganizationGoverning Council

(State CIO, DOA,LADOTD, DOA)

State ERP Project Director

(Vacant)

Functional Teams(Agency & STA)

Enterprise Readiness(Comm, Chng Mgmt,

Training)

Technical Team(Agency & STA)

Steering Committee(Agency

Representatives)

Steve Gerhart, DHH

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Development of ERP RFP RequirementsDevelopment of ERP RFP RequirementsDevelopment of ERP RFP Requirements

Acquired the services of GT Group to assist in RFP requirements definition

GT Group specialized in developing RFP requirements and had a library of base requirements to jump start our effort

Facilitated the State Focus Groups/Subject Matter Experts in defining requirements through use of templates

Developed repository of Louisiana specific requirements in less than 2 months

Acquired the services of GT Group to assist in Acquired the services of GT Group to assist in RFP requirements definitionRFP requirements definition

GT Group specialized in developing RFP GT Group specialized in developing RFP requirements and had a library of base requirements and had a library of base requirements to jump start our effortrequirements to jump start our effort

Facilitated the State Focus Groups/Subject Facilitated the State Focus Groups/Subject Matter Experts in defining requirements through Matter Experts in defining requirements through use of templatesuse of templates

Developed repository of Louisiana specific Developed repository of Louisiana specific requirements in less than 2 monthsrequirements in less than 2 months

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State Staff AugmentationState Staff AugmentationState Staff Augmentation

State Resources are not adequate to meet the ongoing operational needs and adequately support the implementation effort

Acquired the Services of Salvagio, Teal, and Associates (STA) to Assist/Augment State Staff

STA assisted state through the RFP process

STA will continue working with State through the implementation to project completion

Average of 15 FTE on site at all times

State Resources are not adequate to meet the State Resources are not adequate to meet the ongoing operational needs and adequately ongoing operational needs and adequately support the implementation effortsupport the implementation effort

Acquired the Services of Acquired the Services of SalvagioSalvagio, Teal, and , Teal, and Associates (STA) to Assist/Augment State StaffAssociates (STA) to Assist/Augment State Staff

STA assisted state through the RFP processSTA assisted state through the RFP process

STA will continue working with State through the STA will continue working with State through the implementation to project completionimplementation to project completion

Average of 15 FTE on site at all timesAverage of 15 FTE on site at all times

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Subject Matter Expert Focus Groups

Subject Matter Expert Focus Subject Matter Expert Focus GroupsGroups

General Ledger

Cash Management

Budget Development

Procurement – Contracts

Procurement – Purchasing

Procurement – Accounts Payable

Materials/Inventory

Asset & Fleet Management

General LedgerGeneral Ledger

Cash ManagementCash Management

Budget DevelopmentBudget Development

Procurement Procurement –– ContractsContracts

Procurement Procurement –– PurchasingPurchasing

Procurement Procurement –– Accounts Accounts PayablePayable

Materials/InventoryMaterials/Inventory

Asset & Fleet Asset & Fleet ManagementManagement

Grants Management

Project Management

Capitol Outlay Budget

Revenue/Receivables/ Billing

Facilities Management

Reporting (Data Warehouse/Business Intelligence)

Mobile Solutions

Grants ManagementGrants Management

Project ManagementProject Management

Capitol Outlay BudgetCapitol Outlay Budget

Revenue/Receivables/ Revenue/Receivables/ BillingBilling

Facilities ManagementFacilities Management

Reporting (Data Reporting (Data Warehouse/Business Warehouse/Business Intelligence)Intelligence)

Mobile SolutionsMobile Solutions

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Committed Resources Are Necessary In Order to Achieve

Desired Results

Committed Resources Are Committed Resources Are Necessary In Order to Achieve Necessary In Order to Achieve

Desired ResultsDesired ResultsAppointed incumbent IT Director as full-time LADOTD ERP Project Director

Backfilled IT Director Position from within LADOTD

Appointed two full-time LADOTD SME to chair the state-level subject matter teams

LADOTD personnel involvement on teams as necessary to ensure our requirements are met

Staff augmentation contract to bring expert transportation experience to assist LADOTD staff up to 3 years during and immediately after ERP implementation

Appointed incumbent IT Director as fullAppointed incumbent IT Director as full--time LADOTD ERP time LADOTD ERP Project DirectorProject Director

Backfilled IT Director Position from within LADOTDBackfilled IT Director Position from within LADOTD

Appointed two fullAppointed two full--time LADOTD SME to chair the statetime LADOTD SME to chair the state--level subject matter teamslevel subject matter teams

LADOTD personnel involvement on teams as necessary to LADOTD personnel involvement on teams as necessary to ensure our requirements are metensure our requirements are met

Staff augmentation contract to bring expert transportation Staff augmentation contract to bring expert transportation experience to assist LADOTD staff up to 3 years during and experience to assist LADOTD staff up to 3 years during and immediately after ERP implementationimmediately after ERP implementation

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ERP Request for ProposalsERP Request for Proposals

Professional services contract for up to 3 yearsProfessional services contract for up to 3 years

Implementation ServicesImplementation ServicesIntegration Services (ISIS/SAP and MMS)Integration Services (ISIS/SAP and MMS)Product TrainingProduct TrainingState CIO challenged Proposers to 18State CIO challenged Proposers to 18--24 month 24 month timeframetimeframe

Purchase Order for a fixed period (5 yrs)Purchase Order for a fixed period (5 yrs)Product MaintenanceProduct MaintenanceTwo Software UpgradesTwo Software Upgrades

2020

Calendar of EventsCalendar of EventsCalendar of EventsActivityActivity DateDate

RFP Available for Download and Electronic Distribution RFP Available for Download and Electronic Distribution August 8August 8

PrePre--Proposal Conference Proposal Conference August 15August 15

Deadline for Submission of InquiriesDeadline for Submission of Inquiries Aug 31Aug 31

Deadline for State to Respond to InquiriesDeadline for State to Respond to Inquiries Sept 11Sept 11

Proposal Submission DeadlineProposal Submission Deadline Sept 17Sept 17

Notice of Invitations to Participate in Product Notice of Invitations to Participate in Product Demonstration and Proposer Capabilities PresentationDemonstration and Proposer Capabilities Presentation

Sept 28Sept 28

Product Demonstrations /Proposer Capabilities Product Demonstrations /Proposer Capabilities PresentationsPresentations

Oct 15 Oct 15 –– Nov 2Nov 2

Notice of Proposers to Participate in Best and Final Offer Notice of Proposers to Participate in Best and Final Offer (BAFO) Process(BAFO) Process

Nov 7Nov 7

BestBest--andand--Final Offer (BAFO) PeriodFinal Offer (BAFO) Period Nov 8 Nov 8 –– 2020

Announcement of Intent to AwardAnnouncement of Intent to Award Dec. 5Dec. 5

Final Contract NegotiationsFinal Contract Negotiations Dec. 17 Dec. 17 –– Jan 9Jan 9

Contract Sign DateContract Sign Date Jan. 10Jan. 10

Tentative Contract Start DateTentative Contract Start Date Feb. 11Feb. 11

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Four Proposals ReceivedFour Proposals Received

CGI/AMSCGI/AMSAFS & Agile Assets AFS & Agile Assets

CIBERCIBERPeoplesoftPeoplesoft & Agile Assets& Agile Assets

Deloitte and Deloitte and ToucheToucheSAP & Agile AssetsSAP & Agile Assets

IBMIBMSAP & Agile AssetsSAP & Agile Assets

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Demonstration ScriptsDemonstration ScriptsThree week period provides vendors with a Three week period provides vendors with a consistent source and structure to demonstrate consistent source and structure to demonstrate software capabilitiessoftware capabilitiesValidates vendor responses to functional and Validates vendor responses to functional and technical requirements required in the RFPtechnical requirements required in the RFPAllows Evaluation Committee and SME members Allows Evaluation Committee and SME members to assess software user friendliness and to assess software user friendliness and navigation capabilitiesnavigation capabilitiesEnsures the StateEnsures the State’’s most essential requirements s most essential requirements and business processes are metand business processes are met

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So, whoSo, who’’s it going to be?s it going to be?

Best and Final Offer Period Nov. 8 Best and Final Offer Period Nov. 8 -- 2020

Contract award December 5thContract award December 5th

Contract begin date midContract begin date mid--FebruaryFebruary

Anticipate twoAnticipate two--year implementationyear implementation

LADOTD will be first state agency to go liveLADOTD will be first state agency to go live

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Stay TunedStay TunedStay Tuned

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Questions / CommentsQuestions / CommentsQuestions / Comments

Michael Bridges, P.E.Michael Bridges, P.E.Undersecretary for the Office of Management and FinanceUndersecretary for the Office of Management and FinanceLouisiana Department of Transportation and DevelopmentLouisiana Department of Transportation and Development(225) 379(225) 379--12701270mbridges@dotd.la.govmbridges@dotd.la.gov