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