Title
Receive an update on the Enterprise Resource Planning (ERP) Replacement Project Planning.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Receive an update on the Enterprise Resource Planning (ERP) Replacement Project Planning.
SUMMARY:
This agenda item is to provide the Board of Supervisors with an overall project status update including project funding for the FY23-24 project implementation costs to date for the ERP Replacement project. Cost for subsequent fiscal years will be incorporated as the department prepares its requested budget for the corresponding fiscal year. As of the date of this report, there are no anticipated cost overruns and funding has been set aside for the full cost of the project.
DISCUSSION:
The last update provided to the Budget Committee was November 29, 2023 to provide an overall project status update including project funding for the FY23-24 project implementation costs to date for the ERP Replacement project. Due to the size, complexity, and impact to the entire County it was agreed that updates would be provided to this committee on an ongoing basis.
The Board of Supervisors approved the vendor agreements for Graviton Consulting Services (Implementation services), CherryRoad Technologies (Oracle licensing), and Emphasys Computer Solutions (Sympro Treasury and Debt Management) via Consent Agenda on 7/11/23.
The project officially kicked off with the Enterprise Resource Planning (ERP) phase in August. The objective is to provide the Board of Supervisors with an update on project progress made to date in addition to FY23-24 project expenditures to Fund 478 (ERP Resource Planning, sub fund ERP).
Currently both the project schedule and budget are on track. Project resources are currently a ‘watch item’, as Auditor Controller has only been able to fill 3 of 12 requested backfill positions and are supporting both the project and operational needs.
Some functionality gaps have been identified during detailed working sessions, however the implementor, Graviton Consulting and Oracle partners will work with County to address functional gaps prior to Go Live. This is the first of many iterations in the product design and development stage. The positive is that these gaps are being identified early on so that there is runway to address well in advance of User Acceptance Testing and Go Live. The County has already had the opportunity to perform ‘hands-on’ use case execution within the system.
OTHER AGENCY INVOLVEMENT:
The implementation project team will be led by Information Technology Department and will include County Administrator Office, Auditor-Controller’s Office, and Human Resources department leaders and staff. Other County departments will need to participate as stakeholders and will be engaged throughout various phases of the project.
FINANCING:
There is no financial impact from receiving this report, as required funding for the project will be provided by Fund 478 (Enterprise Resource Planning), Department 1050 CAO, Unit 8506, Appropriation Unit CAO034, which already includes the required funds. The available fund balance of the Enterprise Resource Planning project as of 07/01/2023 is estimated at $19,606,692. Total Expenditures in FY 2023-24 through the end of October 2023 are $1,695,565 with a current estimated fund balance of $17,911,127.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
In addition to supporting the existing basic ERP functions, the below Project Objectives support the BOS Strategic Initiative for Administration:
A. Enable the County to increase operational efficiencies by implementing best business practices and increased automation.
B. Implement standard functionality and best business practices embedded in the solution to reduce cost, long-term maintenance impacts, and avoid or minimize customizations.
C. Improve quality and accessibility of information through standard reports, ad hoc tools, and the ability to create new reports.
D. Promote a system that provides for self-services to the General Public, County departments, County employees, and external agencies via online and mobile capabilities.
E. Implement a scalable platform that will support future growth and integration without requiring significant upgrades, costs, and County resources.
__Economic Development
X Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Michelle Karim, IT Project Manager, 759-6901
Approved by:
_________________________ Date: _________________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
ERP Update