TECHNOLOGY ENTERPRISE RESOURCE PLAN (TERP)

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Christopher Francis
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1 TECHNOLOGY ENRISE RESOURCE PLAN () Prepared by: Prepared for: Dustin Navarro Manager, Information Technology SMWD Finance Committee Date: June 20, 2014 SMWD

2 Description This Technology Enterprise Resource program () will establish and follow a plan to implement contemporary, integrated, utility, business applications integrated with a District Geographic Information System. Develop integrated, utility and business applications across the district. Develop a District Geodatabase (GIS). Develop a common platform for real time information exchange. Enhance end to end connectivity and visibility into District data.

3 Preliminary Understanding of the Business need Increasing Customer Base Regulatory Mandates Demand Increased Reporting Capabilities Increased Staff Efficiency Through Automation Increasing Community and Customer expectations Cost and Asset Management require us to do more with less We can improve efficiency with a collaborative, integrated platform

4 Benefits The program will provide many benefits to the district. These benefits include: Data Silo Reduction Improved Knowledge Management Development of Key Performance Indicators Automated Customer Alerts and Response Benefits Increased Information Security Automated and Collaborative Workflow

5 Components The Technology Enterprise Resource Design () program is comprised of 12 projects that span the next 5 years. The major system implementations include: Geographical Information System (GIS). GIS FIS CIS Finance and Human Resources Information system (FIS). Customer Information System (CIS). CPM Reporting & Analytics CPM Capital Management System (CPM). An integrated Management Analytics and Reporting platform.

6 Management Effort The Technology Enterprise Resource program implementations will follow Project Management Institute (PMI) best practices. Each project will have (at a minimum): Charter Project Plan Work Breakdown Structure (WBS) Change Monitoring and Control Risk Management Plan Communications Plan End-User focus groups Project Closeout Review

7 Management Effort The Technology Enterprise Resource program will be coordinated at every step through a Technology Steering Committee to provide: Oversight Management Technology Steering Committee Infrastructure Management Financial Management Planning

8 Preliminary Estimate of Cost for the 12 projects The initial estimate was developed during the 2011 Technology Assessment. After surveying 19 local municipality Technology Managers, these costs were validated* as typical costs for similar initiatives. Components FY2015 FY2016 FY2017 FY2018 FY2019 FY2020 Enterprise Content Management Portal $ 100,000** $ - $ - $ - $ - $ - CMMS Enhancements $ 100,000 $ - $ - $ - $ - $ - GIS - Phase I $ 700,000 $ - $ - $ - $ - $ - Asset Management - KPI s & Processes $ 150,000 $ - $ - $ - $ - $ - Asset Management - Data Development $ 50,000 $ 150,000 $ 150,000 $ 150,000 $ - $ - New Financial & Human Resources System $ 800,000 $ 100,000 $ - $ - $ - $ - GIS - Phase II $ - $ 80,000 $ 80,000 $ 80,000 $ 80,000 $ 80,000 New Customer Information System $ - $ 600,000 $ 200,000 $ - $ - $ - CMMS Upgrade & CIS/CPM Integration $ - $ - $ 250,000 $ - $ - $ - GIS - Phase III $ - $ - $ 50,000 $ 200,000 $ - $ - Capital Management System $ - $ - $ 300,000 $ - $ - $ - Management Analytics and Reporting $ - $ - $ - $ 250,000 $ 200,000 $ 150,000 TOTALS: $ 1,900,000 $ 930,000 $ 1,030,000 $ 680,000 $ 280,000 $ 230,000 $ 5,050,000* *See memo for additional details.

9 The next steps The Manager (IT Manager) and the executive sponsor (CFO) will be working with the General Manager to create the Technology Steering Committee. The IT Manager will be preparing a request for proposal for design and implementation services for the 5 year plan. Of the FY2015 budget, an estimated $600,000 to $800,000* will be used for professional design and implementation services (2Q/3Q FY2015). Staff will return in August/September with a recommendation to approve services of a consulting team of subject matter experts after proposals have been solicited. *See the memo to the Board for details. The remaining budget is estimated software, hardware, and data conversion costs.

10 Preliminary FY2015 Timeline The program will commence with FY2015 activities starting with the selection of the program consulting team. Estimated FY2015 goals* include: Initiation and Kick-off 1st/2 nd Quarter FY2015 Asset Management Data Development Kick-off (40 Month Process) 2 nd Quarter FY2015 1/2015 Finance System RFP 3 rd Quarter FY2015 GIS Phase 1 Implementation begins (12 Month Process) 4 th Quarter FY FY2015 Q1 FY2015 Q2 2 nd Quarter FY2015 Asset Management KPI's & Processes Kick-off FY2015 Q3 3rd Quarter FY2015 GIS System Phase 1 RFP FY2015 Q th Quarter FY2015 Finance System Implementation begins (18 Month Process) *See the memo to the Board for more details on the schedule.

11 Recommendation Staff recommends to the Board that the proposed timeline and initial budget of $800,000 be authorized. This will allow the District to proceed with the RFP process. For more details, the IT Manager would be happy to provide the Board further insight into program plan on request. Thank you for your time. 11

Appeals Case Management System Project. Scope Management Plan. November 20, 2014

Appeals Case Management System Project Version 1.0 Health and Human Services Agency, Office of Systems Integration Template Revision History REVISION HISTORY REVISION # DATE OF RELEASE OWNER SUMMARY OF