ERP Stabilization UpdatePeopleSoft

Introduction

• Stabilization Progress

• ERP Highlights

• Process Resolution

• Focus on improvements for FY08

Stabilization Progress

• Project Plan

• Bugzilla

Project Plan

ERP Stabilization Project 52%

FIN 43%

Production Support and Implementation

5%

HCM 58%

Budget (HR) 84%

Human Resources 66%

Benefits 35%

Recruiting and Retention

76%

Payroll 54%

Grants and SFS Accounting

3%

General Ledger 25%

Accounts Payable 49%

Budget (FIN) 46%

Projects 32%

AR Billing 98%

Purchasing 87%

Asset Management 50%

Inventory 98%

P-Cards/Vendors 41%

Issue Tracking Software (Bugzilla)

Implementation 100%

HCM - Bundle Preperation

0%

FIN Bundles 0%

Implement HCM Phase II Modules

0%

Mid-Term 99%

Thursday, May 31, 2007ERP Stabilization Project

BugzillaProduct / "Priority"

1 - Critical / Production Stopped

2 - Urgent / Production Affected

3 - High / Production Impacted

4 - Medium / Production Standard

5 - Low / Production Not Affected Total

Accounts Payable 0 0 0 1 0 1

Accounts Receivable 0 3 0 1 0 4

Asset Management 0 3 0 0 0 3

Budgets 1 4 2 1 0 8

General Ledger 0 2 8 5 1 16

Project Costing 0 1 4 1 0 6

Benefits 0 0 2 4 0 6

Human Resources 0 1 6 6 1 14

Payroll 0 2 2 6 1 11

eRecruit 0 4 0 1 0 5

Human Capital 1 8 0 0 1 10

Infrastructure 0 0 0 5 0 5

Infrastructure - PeopleSoft 0 3 1 7 1 12

PeopleSoft UPK / Training 0 0 0 1 0 1

Billing 0 0 1 0 0 1

Inventory 0 0 1 0 0 1

PCard 0 0 0 2 0 2

Purchasing 0 4 0 5 0 9

Total 2 35 27 46 5 115

ERP Highlights

• Training• Human Resources

& Benefits• Payroll• Accounting • Accounts Payable• Purchasing• Technology

Training

• Training is on-going– Classroom and online

• Principal training• Payroll summer training• Bookkeeper/Secretary training• Open labs• Back-office staff

Human Resources& Benefits

• Reappointments completed for FY08

• Mass Salary update process implemented for several employee groups

• Recruitment process improvements

• eBenefits scheduled for October Go-Live

Payroll

• District staff are running payrolls.

• Employees who have been identified as overpaid have been notified and selected a repayment plan.

• Re-design of the contract pay process is on schedule for next year.

Accounting

• Accounting periods closed through February

• Payroll distributed through April– Enables us to pull data for reporting

(grants)

• Validation of data is behind schedule but underway

Accounts Payable

• Paid 162,049 invoices totaling $742,757,823– Only 793 invoices over 45 days old totaling

$3,301,256

• A new process for paying invoices for goods (when schools are out) has been implemented

• Invoice scanning is being implemented to improve communication for next year

Purchasing

• Issued 19,732 purchase orders totaling $702,789,415

• 22 vendors represented in the marketplace

• Dual year requisitioning in place

Technology

• Established performance team to address system issues

• Disaster Recovery procedures are in process

• Bundles and Patches

Bundles & Patches

• HCM Bundles/Patches – September• FIN Bundles/Patches – October• Testing environments are currently being

prepared for these projects.• HCM has not applied any patches since Go-

Live (July 1, 2006).• FIN implemented ten bundles available last

fall. Currently there are six more available.

Staffing

• HR/Benefits/Payroll (HCM) General Manager has been hired as of May 31st

• Nine of the ten PeopleSoft specific positions approved by the Board have been filled.– The Functional Specialist in Payroll

remains open.

Darron Davis

Deb BoltzHCM Support

8/31

Dianne Howard

Manmohan Pulyala eBenefits

10/19

Lata Guntur

Harish BejinkiTech Support

8/31

Koti KalagaraTech Support

8/31

Mike PowersTech Support

6/30

Mike Burke

Kim GulkaPayroll Support

8/31

Steve KacerikCommitment Control Support

8/31

Mohammed SukheraTime & Labor Support

8/31

Bill BaumgartenPayroll Support

6/14

Sharon Swan

Matt CulpPCARD, AP Support

8/31

Rena MartinPurchasing Support

6/30

Page 1

CONSULTANT REPORTING STRUCTUREWEDNESDAY, JUNE 6, 2007

1/1/2007 10/31/2007February March April May June July August September October

Chuddie Jones – FIN Support

Bob Lewis – System Administrator

Randy Calley – FIN Support

Justin Willis – FIN Specialist

Jose Molina - System Administrator

Zulfigar Gehlanvi – HCM Technical Support

Gerry Romanowski – A/R Billing Support

Dennis McCowen - Tech

Wayne Watson – FIN Technical Support

Michael Powell – Purchasing Specialist

Mohammed Sukhera – Time & Labor Support

Kim Gulka – Payroll Support

Tessie Marfori-Gabay – Payroll Support (W2 Cleanup)

Roy Childers – Payroll Task Force

Debi Lyons - Benefits

Deb Boltz – HCM Support

Rena Martin – Purchasing Support

Matt Culp – PCARD, AP Support

Edwin McLeod – FIN Support Lead Edwin McLeod – FIN Support Lead

Mike Guay – Project Archetect

Cara Wiggins – Benefits Support

Sarah Dalton – HCM Support

Karthik – Tech Support

Holly Hall-Perry – HCM Support

Heather Gossard – Change Management

Matt Knopke – Contract Pay Support

FIN

HCM

TECH

Harish Bejinki - Tech Support

Koti Kalagara – Tech Support

Maury Zuber - HCM Tech Support

Mike Powers - Tech Support

Frank Collamaore – FIN

Consultant Roll-Off Schedule

Steve Kacerik – Commitment Control Support

Roy Kroker – HCM Support Lead

Vacant – Payroll Support

Bill Baumgarten – Payroll Support

Manmohan Pulyala - eBenefits

Process Resolution

• Issue Identified• Subject Matter

Experts (SME) analyze issue

• Bugzilla• PeopleSoft Case• Project Plan - Scope

PeopleSoft Application Issue Resolution (PAIR)

Fun

ctio

nal L

ead

Fun

ctio

nal L

ead

Fun

ctio

nal S

peci

alis

t (F

S)

Fun

ctio

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peci

alis

t (F

S)

Fun

ctio

nal S

ubje

ct M

atte

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xper

t (S

ME

)

Fun

ctio

nal S

ubje

ct M

atte

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xper

t (S

ME

)S

yste

m E

nd

Use

r

Sys

tem

End

U

ser End User identifies

an issue with the online application

SME reviews issue identified by End

User

Is issue Procedure/

Training Related?

YesReview Document

with end user

Enter Task into Bugzilla

No

Auto Assign Owner

Is there a job aid or training

doc?Yes

Did solution provided

resolve my issue?

No YesCustomer issue is

resolved

Email is sent to FS that an issue exist

Is task procedural

issue or application

issue?

Is additional training / job

aide required?Yes

No

Review informal procedure with

end userNo

Procedure

Meet with SME, what is needed to

document procedures

Research Application Issue

Application

Can FS resolve issue withouth

IT?

Add Functional Lead to CC in

BugzillaNo

Review solution with SME

YesDid SMEAgree?

No

Update Task in Bugzilla

Document SolutionYes

Email is sent to FL that an issue exist

that require IT resource

Identify Task on the Project Plan

and assess solution path

Develop,Configure, and

Test Procedure

User Acceptance Review with SME

SME sign-off on procedure

TRO

TRC

Update bugzilla, set status to

training development

PAIR

Yes

Troubleshooting Path

TPO

PPONo

If Priority 1 or 2 the SME will email a

distribution list and include Bugzilla ID and

brief descripition

P1,2

P1, 2

ERP Stabilization Update

• Questions