DeKalb County Information Systems

Oracle E-Business Suite Implementation

Felecia Alston/Nancy PetermanJanuary 19, 2007

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About DeKalb County

• Holds AAA bond credit rating

• Population over 700,000

• 50+ Departments

• 5,400 Acres of Parkland & Greenspace

• Employs 8,200 employees.

• Annual budget of 1.7 billion

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Oracle Implementation

In 2003, DeKalb County began migrating its Financial Systems and Procurement

Systems to Oracle. Financials resided on DeKalb County Mainframe. The

majority of the Procurement functions were decentralized and handled manually.

- Oracle Corporation was engaged as primary vendor.

- Benefits of Oracle

ERP application

Eliminate mainframe processes

Centralized applications/functions

Reduce the cost of maintenance and development

Minimal Customizations

- Production Go-Live May 2004 with release 11.5.9.0

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Solution Footprint 2004

Oracle Applications

Accounts Payable

Accounts Receivable

Fixed Assets

iExpense

Purchasing

iProcurement

Projects & Grants

Public SectorBudgeting

General Ledger Inventory

Enterprise AssetManagement

Cash Management

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Solution Footprint 2004 - Interfaces

ORACLE

PEOPLESOFTPayroll C-PAK

Water BillingINFOSPAN

P-Card

UTIUtility Billing

PEOPLESOFTEmployees

STARSWorker’s Comp

FASTERFleet

BAI – Bank Account

Interface (Check In)

SYNERGENWater & Sewer

Plants

POSITIVE PAY

(Check Out)

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Solution Footprint 2004 - Reports

REPORT TITLE REPORT TITLE

AR Fund Balancing Report Maintenance Cost Summary Report

AR Invoice Balancing Report Monthly Revenue Summary By Category

AS7066 (Void Handrawn Register) Report Monthly Revenue Summary By Category

Asset Additions Report Monthly Revenue Summary By Department Report

Asset List P&C Executive Summary

Bid / Solicitations Listing Payables Account Analysis Report

Bidder's Responder's Mailing List POETA Detailed Payment Register

Budget Stage Detailed Report Positive Pay Transmission File Report

Budget Stage Summary Report Quarterly (19B) Report

Capital Asset Operating Equipment Summary Report Reuseable Mailing Labels

CIP Expenditure Report Revenue Summary By Category

Comparison of Revenue and Expenditures by Fund Report Revenue Summary By Department Report

Consolidated Employee Travel Expenditures Report RFQ/RFP Receiving Report

Construction Project Status Report Supplier Data Report

Expenditure Report Travel Advance Budget Comparison Report

Governmental Funds General Fixed Assets Deletions Report Vendors Suppliers List

Grant Proposal Details Report Work Request Report

Indirect Cost Overhead Charges Report Workload Report by Buyers/Contract Administrator Report (Buyer Productivity)

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Upgrades

2005Upgraded to 11.5.9.CU2 – June 2005Upgraded Database to 9.2.0.5.0 – July 2005Upgraded to 11.5.10 CU2 – Dec 2005Implemented Project Contracts - Sept 2005

2006Implemented EAM for Roads and Drainage – Sept 2006Upgraded AIX to 5.3 - Nov 2006

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Upgrades 2006

Implemented Oracle CRM Applications for DeKalb 311 Citizen Help Center – May 2006. DeKalb County will be first Metropolitan county to implement 311 to handle citizens non-emergency calls. DeKalb County opened 311 Call Center in May 2006. Currently Employs 21 Customer Service Representatives. Eight Departments currently using Oracle CRM to track and respond to calls from citizens. Developed an additional 20+ Custom Reports. Implemented GL / Purchasing Encumbrance Tool. Implemented Invoice Import process that allow automatic 3-way matching

2007 Daily Business Intelligence March 2007.

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Customizations

Purchasing - Developed Custom Item Search

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Customizations

Purchasing - Developed Custom Purchasing Blanket Loading Process

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Customizations

Finance - Encumbrance Tool – Allows for easy reconciliation

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Customizations

Finance - Tax Commissioner – Custom Application for Homestead Exceptions and Billing (May 2007)

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Key Success Factors/Lessons Learned

Executive SponsorshipExecutive Sponsorship

• Meet Bi-Weekly with County Meet Bi-Weekly with County

Executive Assistant to CEO Executive Assistant to CEO

• Maintain Relationships with Maintain Relationships with

Department HeadsDepartment Heads

• Information Director is very Information Director is very

knowledgeable and supportive knowledgeable and supportive

of Oracle Team of Oracle Team

Upgrade to new releasesUpgrade to new releases

• Only 4 outstanding TARs with Only 4 outstanding TARs with

Oracle in 2006Oracle in 2006

DocumentationDocumentation

• Document and test all Document and test all

processes and procedures processes and procedures

(Month End/Year End Closures)(Month End/Year End Closures)

• Document application changes Document application changes

(Oracle AIM Methodology)(Oracle AIM Methodology)

• Testing all critical Testing all critical

functionality during functionality during

upgrades (Accept fact that upgrades (Accept fact that

things will be broken)things will be broken)

TestingTesting

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Key Success Factors/Lessons Learned

PlanningPlanning

• Plan the number of Plan the number of

instances needed for instances needed for

production support / production support /

development in advancedevelopment in advance

NetworkingNetworking

• Get involved in Special Interest Get involved in Special Interest

GroupsGroups

Ask the ExpertsAsk the Experts

• Engage Consultants if neededEngage Consultants if needed

• Attend OAUG and Oracle Attend OAUG and Oracle

eventsevents

• Use Metalink / Oracle SupportUse Metalink / Oracle Support

• Join All Associated SIGS User Join All Associated SIGS User

GroupsGroups

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Challenges/TARS

Encumbrance Accounting

• Oracle has acknowledged issues with Encumbrance Accounting

Paper Invoices• Accounting Services is overwhelmed with number of paper invoices

received. Our current initiative is to receive electronic invoices instead of paper invoices.

• Office Depot - December 2006

• Grainger – First Quarter 2007

End-User Training

• No trainer on staff to train new county employees

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Questions

Q & A