Statewide Enterprise Resource Planning (ERP) Systems Project

Comptroller of Public Accounts 1

Statewide Enterprise Resource Planning (ERP) Systems Project

Presentationfor

ERP Advisory Council

May 28, 2008


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn


Agenda

• Call to Order and Welcome

• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn

• Roll Call


Agenda

• Call to Order and Welcome• Roll Call

• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn

• Introduction of New Council Member


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member

• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn

• Project Infrastructure, Timeline, Roles and Responsibilities


ERP Project Overview - Guiding Principles

• Through workgroups and committees, we will engage agencies and institutions of higher education in the project

• We will establish and implement standardized business processes where possible

• We will establish and implement common data standards where possible

• We must ensure future ERP systems projects are compatible with statewide standards

• We will not throw out what works

• We will adapt our processes to the software rather than the software to our processes


Project Philosophy

• Base decisions on what is best for State as a whole, not on an individual entity level

• Provide opportunities and venues for discussion of issues so that options can be presented prior to decision making

• Strive for consensus• Remain flexible (art not science)• Conduct frequent visioning (are we still on target?)• Course correct as needed• Communicate, communicate and then communicate (up and down and

sideways)• Be open, ethical, and fair• Nothing is absolute


Comptrollerof

Public Accounts

ERP Advisory Council(Participants per HB 3106)

ERP workgroups(Subject matter experts)

CFO/CIO ERPCommittee

Project Infrastructure


Statewide ERP Systems Project

LegislativeBudget Board

Communications Network

Governor’sOffice

ITCHE

SACCSSATFMACC

Comptrollerof PublicAccounts

Departmentof Information

Resources

Heads of Agencies& Institutions of

Higher Ed

CFO/CIOERP Committee

ERPworkgroups

ERP AdvisoryCouncil

State Auditor’sOffice


Primary Communication Vehicle

http://www.texaserp.org


Project Timeline

Report submitted

Jun 08’ July 08’ Aug 08’May 08’ Sept 08’ Nov 08’Mar 08’

Business case development

Final report drafted including external comments

Anticipated workgroup reports

Dec 08’

Initial workgroup reports

Oct 08’Apr 08’

Development of the ERP Implementation Plan


Federal mandates

State mandates

Agency and higher education policies and procedures

Required

To be analyzed

Business Process Standardization Drivers

Required or analyzed


Best practices

Currentbusinessprocesses

Statewideconsiderations

Adopted business processes

Decision Process

Legislativeconsiderations


CFO/CIO ERP Committee• Co-chaired by CPA Director of Fiscal Management and Director of Innovation

& Chief Technology Officer• Members are the CFOs and CIOs of agencies and higher education• Participants are asked to

— disseminate information within their organizations— coordinate their employees’ efforts on ERP workgroups and related

activities— be prepared to coordinate with the ERP Advisory Council and CPA

Planning Team and make recommendations— respond to requests for input to the Comptroller’s report to the Legislature

on ERP implementation

Roles and Responsibilities


Agency and Higher Education Workgroups• Members are subject matter experts• Designated leads chair each workgroup• Groups meet as often as needed to meet deadlines• They submit formalized minutes to CPA• The workgroups

—assess opportunities and reach consensus on statewide standardization of business processes and data

— consider impact, advantages, limitations and obstacles for their own organizations and the State

— document recommendations and submit them to the ERP Advisory Council to consider including in the report to the Legislature

— make timely recommendations and complete documentation requirements to ensure project deadlines are met

• CPA may also use the information workgroups collect to enhance current statewide systems, policies and procedures

Roles and Responsibilities


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities

• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn

• ERP Project Review Process


High Level ERP Project Review Process (DRAFT)


ERP Project Review Process (DRAFT)


You must complete the form if you plan to:

• Implement a new system

• Implement a new module

• Change the software version

• Implement any ERP change costing more than $500,000 that does not fall under one of the above categories

ERP Project Submission Criteria


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process

• ERP Business Case Study• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn

• Agency/Higher Education ERP Workgroups Status


• Asset Management and Inventory

• Accounts Payable

• Statewide Considerations

• Global Data Standardization

Initial ERP Workgroups


• Asset Management and Inventory – Identify statewide and agency-specific business needs for asset and inventory management

• Accounts Payable – Identify statewide and agency-specific business needs for a web-based, statewide electronic travel voucher

• Statewide Considerations – Identify statewide and agency-specific business needs for a unique Texas business identification number (that is not SSN based)

• Global Data Standardization – Identify statewide and agency-specific business needs for coding that will be used for processing and reporting various activities related to the purchase of goods and services

Initial ERP Workgroups’ Goals


Asset Management and Inventory

Workgroup Lead: Duane SullivanTexas Department of Transportation

ERP Workgroup Recommendations


Accounts Payable

Workgroup Lead: Machelle PharrTexas Department of State Health Services



Statewide Considerations

Workgroup Lead: Kay RhodesTexas Tech University System



Global Data Standardization

Workgroup Lead: Clair GoldsmithUniversity of Texas System



• Communicate responsibilities earlier in the process• At the start, clearly define upfront workgroup’s goals, objectives and

deliverables• Utilize neutral facilitators• Meeting fewer times for longer periods• Don’t back-track to bring new members up-to-speed that join late – this should

occur off-line• Each participant should have a knowledgeable backup that is kept informed

and can step in if needed• Use audio teleconferencing and video projection equipment• FTP or SharePoint sites are great way to share information• Restrict information gathering to agencies and universities participating in

workgroup• Obtain input from a diverse group of agencies and universities• Have someone handle scheduling rooms, meeting notices, flipcharts, etc.

Workgroup Lessons Learned


Who is being solicited for suggestions?

• Comptroller’s internal ERP workgroups• Initial workgroup members (agencies/higher education)• The ERP Advisory Council• CFO/CIO ERP Committee

Send suggestions to:

[email protected]

Proposed Future ERP Workgroups


What will each workgroup require?

• An experienced team leader

• Facilitator

• Agency and higher education SME participation

• Comptroller representative

• Meeting location



What is the Timeline?

• Approximately 60 days

Why?

• The workgroup recommendations must be available for consideration prior to completion of the business case study which is scheduled for completion on September 19, 2008



Continuing workgroups

• Accounts Payable

Focus: Web based travel voucher

• Statewide Considerations

Focus: Unique business identifier



Remember…..

• This is just a starting point

• More work will come through the business case study

• We are not attempting to cover all issues now

• We are not attempting to develop complete system requirements now

• We need your input by June 16th



Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status

• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn

• ERP Business Case Study


• Recommend statewide ERP system alternatives to be considered by the Comptroller and ERP Advisory Council

• Identify estimated costs, benefits and risks associated with each alternative

• Perform financial impact analysis and evaluate each alternative including assumptions and metrics

• Prepare final business case report documenting results and information sources

• Develop funding plan and high-level plan for implementing alternatives including assumptions and metrics

ERP Business Case Study - Objectives


• 5/19/08 – Proposals were due

• 5/20/08 – 6/4/08 – Evaluation and scoring of proposals

• 6/17/08 – Contractor begins work

• 6/20/08 – 9/1/08 – May request CFO/CIO assistance

• 9/19/08 – Business case complete and accepted

ERP Business Case Study - Timeline


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study

• Public Comment• Future Meetings• Adjourn

• ERP Report to Legislature


• Introduction

• Survey Results

• Current Environment

• Workgroup Reports

• Business Case

Recommended Outline for Report to Legislature


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature

• Future Meetings• Adjourn

• Public Comment


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature• Public Comment

• Adjourn• Future Meetings


• June 25• July 23• August 20• September 24• October 29• November 20• December 18

These are strategically scheduled to be held after all CFO/CIO ERP Committee meetings so that we can present you with their thoughts, concerns and ideas

Future ERP Advisory Council Meetings


Agenda

• Call to Order and Welcome• Roll Call• Introduction of New Council Member• Project Infrastructure, Timeline, Roles and Responsibilities• ERP Project Review Process• Agency/Higher Education ERP Workgroups Status• ERP Business Case Study• ERP Report to Legislature• Public Comment• Future Meetings• Adjourn

Statewide Enterprise Resource Planning (ERP) Systems Project

Documents

Transcript of Statewide Enterprise Resource Planning (ERP) Systems Project