Charles County Public Schools Enterprise

Resource Planning (ERP) S1

Agenda

o Introductions

o Project Goals

o Current Status

o Project Timeline

o Cost and Funding Source

S2

Introductions3

GFOA Consultants Business/Finance

and HR/Payroll System SMEs

Barry McMeekin, Project Manager

Jake Kowalski

Craig Lesner

Rob Roque

Matt Bubness

CCPS Executive Committee

Randy Sotomayor, Project Manager

Nikial M. Majors

Charmaine T. Thompson

Deborah J. Hale

Cliff Eichel

Brenda Basinger-Zimmerman

David Shimizu

Name Functional Areas

Barbara DiMauro Accounts Payable

Christeda Warner Employee Benefits

Lora Bennett, Justin Maus Technology

Theresa McPherson Payroll

Eleanor Foddrell Procurement

Carole Koller Accounting

ERP Implementation Team

Project Goals

1) Manage all employee life-cycle tracking needs including,

but not limited to recruiting, onboarding, training and

development, performance evaluation (staff), and

personnel records

2) Enable self-service delivery model to improve efficiency,

maximize productivity, and increase response times.

3) Coordinate, analyze, and share data to guide operational

success

4) Automate reporting for all requirements mandated by

federal, state and/or local government agencies.

S4

Project Goals (Continued)

6) The ability to implement an integrated cloud-based

software program that is more secure and runs off a

single database.

7) Streamline chart of accounts to accommodate multi-year

projects, budgets and grants.

8) Paperless approval system that will help make

processes more efficient with 100% tracking and audit

trail.

S5

Current Status

Project Planning

• Process Review

• Process Improvement

Vendor Selection

• Governance Goal Setting

• Scope Refinement

• Vendor Selection

Contract

• Finalization

• Project Planning*

• Data Conversion

• Testing/Training

• Go Live

S6

Vendor Selection

Infolob

Power School

(Microsoft)

Tyler Munis

(Sequel)

Infolob (Oracle)

INFOLOB Team

Venkatash Kovela Delivery Manager

Renee Hoylman Program Manager

Support Team Tammy Davis – Change Management

Micky Seekand – Finance Lead

Vidya Sagar – HCM Lead

Murali Nakka – Finance and PPM Lead

Mohan Janga – Technology Lead

Arul Senapathi – Payroll Lead

Deepa Vyas – Recruiting Lead

S7

Vendor Selection – Best Fit

o Powerful reporting capabilities

o Oracle established 30 years ago and experience with public sector clients

o Benefit from future features and upgrades

o Invoice scanning feature

o Oracle has a very user-friendly, yet secure cloud-based system that our district can grow and mature into with no end to possibilities

o Greatly enhance our RFP process with an integrated proposal/bidding process with vendor scoring embedded into the program

o Oracle owns their own data centers reducing a third-party support structure to 1:1 IT support.

o Oracle Academy!

S8

Oracle Academy

o Oracle Academy member benefits offer educators and students computer science education resources to advance knowledge, skills development, innovation and diversity in technology fields.

o Computing isn’t just for technology companies anymore−all students everywhere need access to good computer science education to be college and career ready in today’s global economy.

o Oracle Academy membership costs nothing and offers individual learners, educators, and educational institutions access to world-class technology, expertly developed learning materials and curriculum, training, and other resources.

S9

ERP Project Timeline

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

Phase IV - Budget Applications

Phase III - Talent, Help Desk, Others

Phase II - B - Payroll, Time & Absence

Phase II - A - Core HR, Recruit & Benefits

Phase I - Finance, Procurement, Inventory & Expenses

Number of Months

Implementation Acceptance Support

Month 1 = October 2019Month 9 = July 2020Month 15 = December 2020Month 27 = March 2022

S10

Cost and Funding SourcesS11

Cost Categories Total $

Annual Software Subscription Fees 599,728$

Professional Service (Implementation - Nonrecurring) 2,426,239$

Support Fees (One Year after Implementation) 223,800$

Total Cost During Project 3,249,767$

Independent Auditor Review - SCH/CLA* 200,000$

Contingency* 50,000$

Grand Total Cost 3,499,767$

*Note: Estimate

Cost and Funding Sources (Continued)

o Fund balance

o Technology loan base funding

o Savings from eliminating third party vendors

o FY 2021 Operating Budget Request (Annual Subscription

Fees)

S12