ERP Update

Project “ICE”

COUNCIL PROJECT UPDATE

JANUARY 2015

1

Integrate City Efficiency

Tyler MUNIS

FinanceUtility Billing

HR/Payroll

CRW TRAKiT

Permit/

Inspect

Business Licenses

Code Enforcement

Planning & Zoning

Harris

CAYENTA

Facilities/ Fleet

Work Orders

Fixed Assets

ICE Solution Framework

2

Finance

Fixed Assets

Public Works

Fleet Management

Facilities Management

Work Orders

Utilities

Job Costing

Work Orders

Productivity

Mobile WMS

Remote Time Entry for Crews

CAYENTA Functions4

5

CRW TrakiT Functions

P&DS/

Community Services

Permits & Inspections

Business Licenses

Code Enforcement

Projects

Progress Since April 2014

MUNIS – Phase 1 Financials

Software configuration is nearing completion

MUNIS Financials’ Core Team training started in November

Interfaces between the 3 applications continue being defined

Continuing decisions on how the business processes will work

TRAKiT

Software is installed, configured and in test

Core Team training complete

Interfaces to MUNIS Financials have been designed, tweaks being made

CAYENTA – Phase 1

Contract was signed August 25, 2014

Initial implementation approach revised

Project Schedule reworked to support Nov/Dec 2015 go-live

Discovery and configuration sessions underway

6

The Race is on…

Q1 FY15 Q2 FY15 Q3 FY15 Q4 FY15 Q1 FY16Oct Nov Dec Jan

Q1 FY16Oct Nov Dec JanFeb FebMar MarApr May Jun Jul Aug Sep

MUNIS

Utility Billing

MUNIS

HR & Payroll

MUNIS

Financials

TRAKiTPlanning

DevelopmentCode Enforcement

CAYENTA

Work Management

7

Current Challenges 8

►Gap Transition Periods between individual systems start up►Each application has a different start up date – there

are “gap periods” where departments will be working in

both the old and the new systems

►Departments need to proactively estimate the impact

on their staff and plan for the transition periods

►“Gap” processes and procedures need to be refined and tested

►Change Management►Very few city staff will be untouched by this change

►Successful change requires a level of engagement for

all staff

►Human Resources/Payroll►Project Phase adjustment will require process

adjustments by subject matter experts and core team

leads.

Current Challenges 9

►Utility Billing►Phase start up will add additional integration and staff

resource demands.

►Staff Resources► ICE Project demands for data conversion, configuration,

testing and training are taxing available staff resources.►Daily operations requirements remain.

ICE Meeting and Training

Schedule

10

Monday Tuesday Wednesday Thursday Friday

Jan

19

-2

3

MLK Holiday

CAYENTA Discovery WO, PM, & Asset Mgnt

TRAKiT Testing


MUNIS Content

Mgnt Training

TRAKiT Testing


MUNIS Contract

Mgnt Training

TRAKiT Testing

MUNIS Cash Mgnt

Sungard Munis Transition

Transition Planning


MUNIS Workflow

and Security Training

TRAKiT Testing


MUNIS Workflow


TRAKiT Testing


MUNIS Workflow


TRAKiT Testing

Jan

26

-3

0

Change Mgnt

Project Team Mtgs

MUNIS AR

Training

TRAKiT Testing

MUNIS General Billing

Training

TRAKiT Testing

MUNIS Cashiering Process Training

TRAKiT Testing

MUNIS EFT and Pos Pay

Trng

CAYENTA Interface

Workshop

Feb

2 -

6

Change Mgnt

Project Team Mtgs


Schedule

11


CAYENTA Overview

and Discovery Financial

Fixed Assets

MUNIS System Training

TRAKiT Testing

CAYENTA Overview

and Discovery Financial

Fixed Assets

MUNIS System Training

TRAKiT Testing

CAYENTA Overview

and Discovery Inventory

MUNIS Project &

Grant Account Training

TRAKiT Testing

CAYENTA Interface

Workshop

Feb

9 -

13

Change Mgnt

Project Team Mtgs

New Process

TRAKiT 3rd Pass Review

CAYENTA General Ledger

and Payroll

MUNIS Purchasing Training



and Payroll

MUNIS Inventory Training



and Payroll

MUNIS AP

Training


Feb

16

-2

0

CAYENTA Interface

WorkshopChange Mgnt

Project Team Mtgs

CAYENTA System

Configuration

MUNIS AR

General Billing

Training

CAYENTA System

Configuration

MUNIS Cashierin

g Training

CAYENTA System

Configuration

MUNIS Cash

Mgnt and Contract

Mgnt Training

Feb

23

-2

7

Change Mgnt

CAYENTA Interface

Workshop

Project Team Mtgs


Schedule

12


MUNIS Condition

al User Accept Test//

End User Training

CAYENTA Function Testing

MUNIS Condition


End User Training //Phase

III


MUNIS Condition



III


MUNIS Condition



III

MUNIS Conditiona

l User Accept

Test// End User

Training

Mar

2 -

6

Change Mgnt

Project Team Mtgs

Mar

9 -

13

MUNIS Condition


End User Training

TRAKiT System

Validation


MUNIS Condition



III

TRAKiT System

Validation


MUNIS Condition



III

TRAKiT System

Validation


MUNIS Condition



III

TRAKiT System

Validation

MUNIS Conditiona

l User Accept

Test// End User

Training

TRAKiT System

Validation

Change Mgnt

Project Team Mtgs

Mar

16

-2

0

MUNIS Condition


End User Training


MUNIS Condition

al UAT//Pre

Live Support // End User

Training


MUNIS Condition

al UAT//Pre


Training


MUNIS Condition

al UAT//Pre


Training

MUNIS Conditiona

l User Accept

Test// End User

Training

Change Mgnt

Project Team Mtgs


Schedule

13


Mar

23

-2

7


MUNIS Final

System Preps

TRAKiT End User Training


MUNIS Final

System Preps



MUNIS Final

System Preps


TRAKiT Admin

Training

Change Mgnt

Project Team Mtgs

Mar

30

-A

pr

3

MUNIS Final

System Preps

MUNIS Final

System Preps


MUNIS Go-Live


MUNIS Post Go-

Live



Change Mgnt

Project Team Mtgs

Ap

r 6

-1

0

MUNIS Post Go-

Live

MUNIS Post Go-

Live

TRAKiT Final Go-

Live Preps

MUNIS Post Go-

Live

TRAKiT Final Go-

Live Preps

MUNIS Post Go-

Live

TRAKiT Final Go-

Live Preps

MUNIS Post Go-

Live

TRAKiT Final Go-

Live Preps

Change Mgnt

Project Team Mtgs


Schedule

14


Ap

r 1

3 -

17

TRAKiT Final Go-

Live Preps

TRAKiT Final Go-

Live Preps

TRAKiT Go-Live

TrakiTPost Go-

Live

TrakiT Post Go-

Live

Change Mgnt

Project Team Mtgs

Conservative estimate is approximately 6150 man hours between

now and TRAKiT go-live on April 15th.

The Next 90 Days…

MUNIS Financials Phase I go-live on April 1st

MUNIS Utility Billing Phase III Starts Up – March 2015

TRAKiT go-live – April 15th

Cayenta Configuration and Functional Testing

15

Questions?

16

Government & Nonprofit

ERP Update