HomeMy WebLinkAboutIR 93994 �16
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To the Mayor and Members of the City Council
INN=
July 12, 2011
SUBJECT: ENTERPRISE RESOURCE PLANNING (ERP) PROJECT —
7-HASEIUPDATE
The purpose of this Informal Report is to provide an update on the Enterprise Resource Planning
(ERP) Project stabilization activities and to prepare the City Council for consideration of an M&C
on July 19th to reallocate existing appropriations among existing consultant contracts. Starting on
March 8, 2011 staff initiated a 90-day plan to address training needs, system usability, and time
entry and paycheck correction processing for the Police Department. IT Solutions has centralized
Police time entry and the Police Department has assigned sworn officers to oversee timesheet
collection within the department. As a result, the group has dramatically improved data entry
accuracy and reduced the number of new inquiries. The group has had only one data entry error
since April 'I't (PP07).
250
ITS Time Entry Team
begins entry with part of
a division
200
194
150
100
50
Police Paycheck Inquiries
126 ITS Time Entry
Team covers three
divisions
ITS Time Entry
64 Team covers entire
Sworn officers drive
timesheet collection
Consolidated
ITS and Police
CPPT Teams
enter all
Jar, 7 Jan 21 Feb 4 Feb 18 Mar 14 Mar 18 Apr 1 Apr 15 Apr 29 May 13 May 27 Jun 10 J— 24
ppol P 02 PP03 PP04 PP05 PP06 PP07 PP08 PP09 PP10 PP11 P P, 2 °1`13
The project team is effectively managing the small number of new inquiries and has also
completed the research and communicated the results for 1193 inquiries dating back to October
1 st. There are approximately 110 inquiries remaining in process that require follow up information
from the employee and/or have requested a full audit of leave balances. These will be resolved
by the team by the beginning of August. Additionally, a tool is being developed for the department
time keepers to audit the leave balances of their employees beginning on August 27 th
Following is the timeline to transition timekeeping responsibility back to the Police Department:
May 31 through June 6: Conducted training of Police CPPT (Completed)
ISSUED BY THE CITY MANAGER
FORT WORTH, TEXAS
KA
To the Mayor and Members of the City Council
No. 9399
July 12, 2011
9zenum
SUBJECT: ENTERPRISE RESOURCE PLANNING (ERP) PROJECT —
PW4SE I UPDATE
June 28: Moved ITS Time Entry Team and Police CPPT team to Hazel Harvey Peace
Neighborhood Center (Completed)
Jun 28 — Jul 31: Build new Police-specific processes for timesheet collection, time entry,
inquiry tracking, and inquiry resolution. Continued ITS, eVerge, and STA support for
operations.
Aug 1 — Sept 30: Police assumes responsibility for timekeeping process and consultant
assistance is reduced. The Police Department has already hired two of the contract
resources who have been on the ITS Time Entry team and hired four temporary workers to
be trained during the transition period.
Next Steps: With the completion of the 90-day plan, there are three primary areas of focus to
complete overall Phase I of the ERP project:
Conduct the transition of all time entry and correction processing activities back to Police
control;
Provide additional support for Fire administrative team in areas of salary report deployment
and analysis; and new procedure development; and documentation for operations.
Complete needed changes to the system that were delayed due to the focus on the first
90-day time period, and provide resource assistance for system changes resulting from the
creation of new ranks within Police and Fire and related organizational changes.
Continue Employee Self Service (ESS) Time Entry. The Library completed ESS training on
July 1 St. The Library will start data entry with Pay Period 15 (pay date July 22nd). The
Water department is scheduled to begin training in mid-July followed by the Municipal
Court Department.
In order to accomplish this, on July 19th, the City Council will be asked to consider an M&C that
reallocates funds from the eVerge contract (CSC No. 37974) to the STA Consulting contract
(CSC37970). The eVerge contract will be decreased by $190,512. Through careful management
of the project, sufficient funding has been identified in the currently approved appropriation and
no additional funding is requested.
If you have any questions, please contact Pete Anderson, Director, IT Solutions Department at
817 -392 -8781.
Tom Higgins
� Interim City Manager
ISSUED BY THE CITY MANAGER
FORT WORTH, TEXAS