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HomeMy WebLinkAboutStudy Session - Update JDEdwards Implementation Effort for B FIEWVED -•. �. IWDEAPARTOF .. JNCL MEETING OF .-- . CONNIE BROCkINAY, • r _ dr� -�� - '���� h Information and �(; r .. Billing Software P��City of ��'� H�ae�tpragto�o��e�ch 1 - City's Utility Software developed 15 years ago �� • Operates on unsupported mainframe • Replacement parts no longer available • Hardware failure could negatively impact City's ability to collect over $45 million annually — 20% of the City's.total budget _<�r B�ana�tocagt®o�;�e�ch i Overview of B.E.A.C.H. Project Revised Implementation three phases over three years ti / 6o Llve! Scheduled October 1,2000 Implementation Procurement, October;�1_,2000 Budget Financials Project,Gant,Fleet, ��r Facility,Property,and Pending Cost Management; June 1';5,2001: Inventor"'Business Pa roll�,_:Human y, y License•,>and Fixed Resources Assets 'E of J %r -1 U ., I Beach Overviewof Project Revised Implementation years- three phases over three Go Livel "` Scheduled October 1,2000 Implementation Budgert F nancials Project,'G�"'"�.ae�wel0o1 Fasility;SePt�t ontat�d Pending Cost Ma ..yement; June 18,2001: Inventory;Business PayrollHuman License.;and Fixed City Resources Assets of HunUngton Beach 10 Go Live!- Scheduled Scheduled October 1,2000 Implementation Implemeritatlon B get F nancials Utility B��"May 1'o ed� Project, OM A,c� yoo1 eP data gel �pcop Facility;`+ ate. yid pending Cost Ms ,gernent; June1's..2001: InventoryBusiness Payroll,Human License,-and Fixed Resources Assets • Overview r�:lll� ' ril of Project Revised Implementation three phases over e. Additional Related Items to Be Implemented • KRONOS Timekeeping`Software •AMX Budget Plus • Optical Imaging ,r. ,, • Economic Development;�Community Services,Library, Pie Wing,B'uililin'g,and Administrative Services • Permitting Software • Including Business Llcense.8oftware • Currently under development by Ross Cranmer 0 i-1111s it Uil Beach 11 { Project Milestones • Financial — Implemented October 20,k:� — Features _ : r-= • Streamlined Chae. of Accoun`t�--z7,._ • Greater cl iva ntrol of Accounts Payable and Accounts Receble • More accurate accounting of transactions • Business units have on-line access to Budget availability 6.,} City, of Huntalagton Beach '1 Project Milestones .:. • Procurement V��', — Implemented October 200,0 �J — Features • "Work-Flow" enabled for easier, faster, and more accurate processing of purchases • New approval requirements for purchasing • Greater control over how purchases are mac# • Limits spending to actual budgeted amounts,' 1 ' • Eliminates "cost" shifting � f r �S'F�A) Cjty, of Huntiingtont Beach Project Milestones • Budget — Implemented October 2000 — Features • Eliminates dual entry of Accounting/Budget�! • Provides "expense guidelines" that can be I enforced by various levels of.approval I • Direct link to Procurement Module to eliminate "over-spending" budgeted amounts I' • Departments have immediate access to current procurement data L. City, of bUnUngton,Beach , a,lil mses K/ft-A-A N'ew Way We Do Business r n.g�e� and the r "Change Curve' U'ser,- issues and Expectations • J.D. Edwards Issues • In,fr-astructure Issues City of , M Runtpngtgq Beech New Challenges JJ i • The New Way We Do Bu1in`e�ss"�. ~ jI — Paradigm shift of application respopsrb: City from centralized IT Department to, ne. ,-, -"I "Super User" in responsible department — Re-distribution of work due to fi11 • Process changes ,�� • Technology improvements \. — Processes are City defined -' � City, of 9 q' ntington,Beach New Challenges • Change — New procedures and processes l — General resistance ton w methods,t t are unfamiliar "� — Frustration of users who could use "work-a-rounds" to facilitate shortcu — Singular control points — Higher levels of security ', �u. a City of _UD Huntington,Beach Change Curve - Typical Organization Response _ Idew n id�va �.ev�lls U>!�Il�rtlE?6'�LII'�U'Q�I;LIIQ:tIIVtlQy 1�9ea I Process HO User Group (lHB users at various levels of capability rl .W-A--7-;Ff7 I 15 IF�wuiliaPiaEo4ioon �e:tlodl �I irne �� �9aeeataeagt®off;�e�ch hat some users are �� � — "All features not implemented" „�� � "We have to learn a �" - � new way of doing I ,I r'�� City of �'� Haa�atee�gt®off �e�cE� (C���1S;�Co; r(i�1�f� �Ln1�iCo�f�'fni11«l��flC��f�i� Original, Plan -_ - - • Replace_ Utility Billing System — Scheduled October 1, 2001 � New Option • Move implementation ahead to May 1 , 2001 • Beta Site offer provides $1 .2 million in-savings — 45% software savings — 50% reduction in implementation costs — City customization becomes part of ongoing software �� Hueata�gt®e���e�ch ^,.aarxur;r;�m...® Added Features MY • Replaces legacy system sooner ;�� ���� � • Greater vendor c[utit ommit11 ment s to successful project at lower price • New Customer Self-Service Module (���� ! — On-line access lowers City's cost E-Pay, Online Work Order, Request ;�,� ' and Cancel Service ��?�� ; • Customer Care Module ��o�' • Fully integrates into J.D. Edwards ���_ ' OneWorld System �Ba���a�ngt®off;�ea��h bfX Ut!liEhfa...®ivUli uugcro�:nbo.,,d C�e]p 1 / .; tea':.`- s..do:.�ea.`i•'.—U:—^'":'_'£�..-�"�,"` '`.`— m xe ff-::::�Desktop Control of r cam, J oasnno,ate q Customer Accounts —11 In One" Screens Speed Customer Service i �5„:oaAaemna:e bm�a ee n Ah1XMumma..® S��y�'stcm Cunstsnts -- V UtRI1 Compasp ..' ._.: .^ A;�awsr.TYp•OlData ... '.. Hd�etB�Bs4 ilam CoQecl6a I.mlData Type = y;F3od�+,B�Amo-yvoIl WNa6ffG0.CWs F121 Txixlc:G4.Class r®� `_F+dnsf�ate � 8naian'Gode :.. -- '.. Nocde.OtHU}cB Pemds R71 FUloemh Algvlltfim C`_a•:�\/t BNGalcuf5tixn Type OAaena D+Sy lf;ta r:54stemaatdatc6 Ucls- System Wide rt ! •D��s7ew}c-af adtmi:h .d, Bs,4wToiannre Dpy Options Easily Changed by Ac�wotAcH Toie.aa. Authorized Personnel \'Ge`_�� Actaal6wd Tblr+ame �0�1 'Pmioo�Seni:xA6 aeL - - - — - - �OKr• CA CE` C�M(S�(0�r�C,)I F In1f QIrInn�<<�� �i(0)ral _. Other Benefits t. Better deployment of resources to hMH improve customer service and increase revenues �Uq an Allows cilinsns to acccas,ccncl ut,chitc!thole accouiitr, US without goulo to City I Dill • riV, _ • Improved control and faster collection Includes complete software and upgraded functions/capabilities City of T ku.ntington Beach • k0i,' ifg Re st Includes: — Sofftware,purchase; 'in#ernal & external _Jmplemenrati;_on st'aff,_s_u ,p�o_rt�h,ardware, and improved bill .prntingFiardware. .:• — $1 .2 million savingsas B,eta4 mer U@ City, of ��� �ulptlIngton Beach, f E� System=5`YOiW, stomas % of Revenue - Acquisition cost $4,07,7;087 _ System f°; ) City, of Huntington Beach IQ ~Costs Apportio ment • Water Fund - "."" • _Refuse Fund---- .., = FireMed Fund . • General Fund • Sewer Fund (future) [iNTZ") City of Huntington Beach Qqai No)r I(-- [Inn NO)IrFror "ftowrrll «� fud'I J.D. Edwards Executive Steering Committee recommends approval of the appropriation and the AMX International, Inc. Utiligy Software License and Maintenance Agreements — Michael Dolder, Fire Chief/Information Systems Director; Shari Freidenrich, City Treasurer; Clay Martin, Administrative Services Director; and William Workman, Assistant City Administrator PA"&- City,of Ha kl-ngton Beacon al d P>>�1][i R-)nf(:V/6'-a� ec' Recommended Action: 1. Approve an appropriation of $3,081,044 2. Execute the Beta Test Site Agreement at no cost 3. Execute Software License Agreement not to exceed $350,000 4. Execute Software Maintenance Agreement 5. Approve and authorize the Professional Services Contract for implementation of AMX Utiligy Software and J.D. Edwards Software at a cost not to exceed $1,400,000 City of (-t Huntpnngton,Beach, JD Edwards Status Report April 16, lUU 1 0 r �a City of I� Huntiangton Beach; 1' l "The most effective way to cope with �. change is to a help create it. - it �= n L. W. L ynett & City of �Y°v�� RuIntington Beach I u Agenda �- L _ • Background . ' • B.E.A.C.H. Project -- • Project Milestones • New Challenges ^- • Summary City,,of Hun�Ungto n Beech, Bacouind -i I I AA (,,3usiness [e nterprise Mpplications for the (amity of Huntington Beach Q[�3eC;eCaoC�eG�e� Citywide implementation of new ' business system • After 2 years and over 2,000 staff 171-1 f hours researching and evaluating software companies, JD Edwards OneWorld Solutions was selected • Executive Steering Committee provides direction to implementation team [IN-CO)City of 3 Cy Hunntongt®n;Beach Overview of B.E.A.C.H. Project - uP'' Go Lvel Scheduled Scheduled October 1,2000 Implementation Implementation Procurement, Octobei:l,2000 October-1,2001: Budget;Financials Project;Grant,Fleet, Utility Billing FacilityxProperty,and Pending Cost Management; June-15,2001: Inventory; Business Payroll;Human License;'and Fixed = Resources Assets of untiWon,Beach Overview of • - Revised Implementation three phases • Go Llvel Octoti'er 1,2000 Procurement, Budget,Financials Pending Go Livel June�15,2001: Payrol� Human Resources o—i4o of I-tii;n= Pil 1 1 9 New Challenges • While other users are saying. . . � —"In terms of having data available New Challenges • User Issues and Expectations: • Companies like Microsoft must RkM2000T. constantly improve products c XP — Change is easy — Expectations were high — Processes were going to remain the same 16 New Challenges J.D.Edwards • J.D. Edwards Issues: s°iuc�°�s — Post Go-Live Settling In Period (3 Months) • Many issues expected • Some of those issues did occur • Most issues are resolved; those issues that are not resolved are close to completion r ,far. City of 3� Huntington,Beach New Challenges • J.D. Edwards Issues: One Or - Upgrade to Xe • Software platform for HR Payroll and Utiligy • 21,1' Post Go-Live settling-in period — January—March — Most issues resolved — Upgrade expanded capabilities, improved performance, and software stability City of St-� Huntington;Beach New Challenges • J.6.1 Edwards Issues: rl C . --S�'ome users think legacy system is better • familiarity with legacy system makes it appear easier/,better even though errors exist in legacy software �-- fTstaff "ain in completely�. . -,� . _ rn to ed legacy system compete y Empow red risers have greater responsibility and flexibility `oyes en product — Less pa er reports(saving trees) rac City, of Huntington Heath. New Challenges • J.D. Edwards Issues: — Learning and change curve will continue through implementation periods • Frustration may be reduced with newly formed internal user groups and ongoing training • As users become familiar and empowered by new system, usability and capability will increase — Resulting in better management controls city of Y-7'� Huntington Beach New Challenges • Infrastructure Issues Affec 9 System Performance ` Moe — Network not able to hand6current demand • New demands on network, more traffic, and slower network speed - • Applications time-out — Hardware discontinued and failin -'� — Use of telephone wire vs. real data cable-'#) • Installed at time of"new"phone systeWin 1991 ff — Servers are "end of life" and need to be replaced • No replacement parts available for current system City of S� Kunt ington,1130ach �s F Summary ��K • Change will continue%.tb'--f ectrallfw.ho�lwork r'1� with implementing newts-ys_tems ,­--= • Infrastructure irnprov ,: ; ,,, a replacement needed taoprfesystem�. reliability ' • Return On Invest ment--(ROI) will be seen in: — Process improvements — Better use of resources — Reduced staffing in some areas — Improved service to community t �, City of