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HomeMy WebLinkAbout(0005) IR 10335 - Enterprise Resource Planning (ERP) Project Update (3)INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10335 To the Mayor and Members of the City Council October 22, 2019 Page 1 of 3 SUBJECT: Enterprise Resource Planning (ERP) Project Update r�rA re�a The purpose of this Informal Report is to provide an update to Mayor and Council for the Enterprise Resource Planning (ERP) System projects. Council approved M&C G-19211 on January 30, 2018 completing the final cope of the ERP Phase II static project and transferring the remaining funds in the legacy ERP Financials project to the Enterprise Resource Planning Programmable Project. These funds were used to deliver additional ERP modules and updates as described below. The Informal Report No. 9835, January 26, 2016 identified the following tracks to complete the original scope of the ERP project. Track 1 Accounts Receivable Track 2 Budget Track 3 Purchasing & Projects Receivables Hyperion Workforce Planning Purchasing Billing Hyperion Planning Plus eProcuement Point of Sale System Hyperion Public Sector Planning Budgeting Supplier Contract Management eSupplier Connection eSettlements Strategic Sourcing Inventory Management Contracts Grants Project Costing Track 1 — Accounts Receivable: All modules were operational September 2017.To date, the following billing and collection activity has been transitioned to PeopleSoft from either a manual, stand-alone system or the antiquated mainframe billing system: • Lake Worth Leases (Property Management) • Alcohol Permits • A variety of other insignificant permits (Dance Halls, Amusement Redemption Machines, Gun Dealers/Pawn Shops, etc.) • Tracking of self -reported such as Cable, Telecom, Natural Gas, etc. • Inter -local Agreements relating to Code Enforcement activities with other Municipalities & Gov't entities (Code Enforcement) • Various Economic Development Department leases - office space, other (Economic Development) • ITS Radio Tower and communication services provided to other Municipalities & Gov't entities (ITS) • Annual Gas Well inspection fees (Planning & Dev) • Annual Encroachment Fees (Planning & Dev) • Various legal billings (Law) • DFW Airport Special Facilities billings • Returned Checks (General) • Hotel Occupancy Taxes (Public Events) • TIF Billings to other Gov't entities (Economic Development) • Solid Waste Inter -Local Agreements (Solid Waste) • Non -payroll deducted parking charges (TPW-Parking) • Insurance Subrogation claims (HR-Risk) • Retiree Insurance Premium (Dental & Medical) billings (HR) • Fire 440 Admin Fees (HR) • Municipal Airport leases (office space, aircraft hangers, etc.) ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10335 To the Mayor and Members of the City Council October 22, 2019 Page 2 of 3 SUBJECT: Enterprise Resource Planning (ERP) Project Update r�rA re�a The current effort for the Accounts Receivable system will transition the remaining activity from the antiquated mainframe system so that the mainframe system can be shut down and the historic data archived. • Nuisance Code Enforcement receivable activities o Board Ups (Est. 11/l/19) o Demolitions (Est. 11/l/19) o Nuisance (Est. 12/t/19) o High grass/mowing (Est. 1/l/20) • The quality of the data impacts the conversion completion dates Following the successful transition of nuisance Code Enforcement receivables, efforts will shift to: • Code Enforcement — Consumer Health • Public Events • Police — Auto Pound • Parks & Recreation — Golf Track 2 — Budget: All modules were operational April 2017. Budgets for FYI 8, FY19, and FY20 were developed and managed in PeopleSoft Hyperion. Track 3 — Purchasing & Projects • Purchasing, eProcurement, eSupplier Connection, Strategic Sourcing Modules were operational October 1, 2018 with the completion of one complete business cycle September 301, 2019 • Inventory Management Module effort is scheduled to start November 2019 • PeopleSoft Contracts is funded for FY2020 Supplier Contract Management, eSettlements, Grants, Project Costing Modules will be reviewed for future Additional Projects Completed: • The ERP Governance committee consisting of ACMs, Directors, Assistant Directors and other key staff meet monthly to prioritize work and funding, manage the ERP system, and review project status. The Committee the prioritized the following projects which include additional modules and updates to ensure system security, address new requirements, and take advantage of new capabilities. All efforts for these projects are complete. October 2016: Pay for Performance (Compensation module) May 2017: HR/Payroll System Update March 2018: PeopleSoft — Email System Integration Update May 2018: HR/Payroll System Update June 2018: Financials System Update October 2018: Update Pay for Performance & deploy Total Rewards Statement January 2019: Budget System Assessment & Update June 2019: HR/Payroll System Update July 2019: Pension System Update to include Interface with Retirement Office Current Funded Projects: • Fire CBA Update • Open Enrollment 2020 (Employees & retiree benefits selection) • New Employee Onboarding (Reduce paperwork necessary for new employees) • Automated Invoice Management (Improve bill paying efficiency) • ePerformance (Automate employee performance review process) • Inventory (Improve warehouse management for Fire & TPW) ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10335 ypRTE7�tI i ti e `o iF 4 r rn rera To the Mayor and Members of the City Council October 22, 2019 Page 3 of 3 SUBJECT: Enterprise Resource Planning (ERP) Project Update • Telestaff Staff Public Safety Scheduling System Interface to PeopleSoft Timecard (for Police & Fire) • Timecard & Absence Update • Financials System Update • Robotic Process Automation Project • Learning Management System • Contracts With the close out of the original ERP Project Phase II, new ERP Project Requests compete for funding and prioritization through the IT Capital Program. Future projects that are currently being considered by the ERP Governance committee through the IT Capital Program include: • Supplier Contract Management • Grants • Project Costing • Treasury • Expense & Travel System For questions or further information, contact Roger Wright (x2230). David Cooke City Manager ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS