ERP Briefing. Cook County Government. Bureau of Finance Enterprise Resource Planning Center of Excellence. August 19, 2014

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1 Cook County Government Bureau of Finance Enterprise Resource Planning Center of Excellence ERP Briefing August 19, 2014 DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses.

2 Table of Contents Introductory Remarks Office of the Chief Procurement Officer Enterprise Resource Planning CoE ERP System Integration Services Projected Timeline Scope of Work Projected Benefits Approach Other ERP Initiatives Currently Underway Denovo JDEdwards E1 Human Resources/Payroll Migration WorkForce EmpCenter Time & Attendance Implementation Office of Contract Compliance Question & Answer DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 2

3 Office of the Chief Procurement Officer The Office of the Chief Procurement Officer ( OCPO ) as mandated by the Cook County Procurement Code, set forth in the Cook County Code of Ordinances, procures all goods, services, equipment and supplies for Cook County (the County ). Ensures an open and transparent procurement process which helps to promote maximum vendor participation while leveraging overall County volume to achieve lower costs Provides or facilitates information sharing between user departments and vendor communities through outreach events and workshops Manages and monitors the procurement process: 1. Review and publicly advertise procurement opportunities 2. Establishes RFP schedule 3. Compiles Questions and publishes addendums 4. Ensure thorough and fair evaluations 5. Ensure all RFPs/Bids and contracts adhere to the Procurement Process 6. Documents and monitors RFP and contract related concerns or issues, including issuing notices of violation to enforce the provisions of this Code, as applicable 7. Resolves disputes DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 3

4 System Integration Services: Projected Timeline Target Q Q Q Q Q Q Q Task Complete System Integrator RFP Review Release System Integrator RFP Train Evaluation Committee Receive System Integrator Proposals Complete Software Contract Negotiations Accept System Integrator Evaluation Committee Recommendation Present Contracts as New Items to the County Board for Consideration Note: Currently reviewing options for project IV&V services DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 4

5 System Integration Services: Scope of Work Implementation Services Complete To-Be Process Design Install and Configure Primary ERP Software Conduct Training for ERP End-Users Provide Post-Implementation Warranty Services Managed Services Implement Software Patches & Version Upgrades Manage Application & Database Provide Level 2/3 Support Follow Service Level Agreements (SLAs) Transition Implementation to Managed Services Third-Party Software Propose solutions to any gaps in required functionality Install and Configure Third-Party Software Maintenance Services Maintain Hardware Provide Level 2/3 Support Follow Service Level Agreements (SLAs) DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 5

6 System Integration Services: Projected Benefits Forest Preserves Acct. Rules Security Common ERP Platform Cook County Elected Corporate Hospital Accounting Rules Security Security Security Project Objectives: Common Platform Business Process Improvement Accurate, Consolidated Data Measurable Savings Business Rules Business Rules Business Rules Business Rules PO/SCM Procurement/Supply Chain Management Patient Bill Patient Management Inventory Inventory Purchasing HR/PL/Benefits HR/Payroll/Benefits Financials GL Rpt/Analytics Time Entry CAFR Column Time Entry Vendors Financials GL (Cash/Modified/Full) Reporting/Analytics Time Entry Time Entry DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 6

7 System Integration Services: Approach Deployment Model On-premise Managed services Application Support Staffing Model Utilizing ERP Functional Organizational Model with both County and vendor staff assigned to specific roles Project office is staffed with ERP-experienced, full-time dedicated employees Matrix structure with Bureau of Technology (BOT) staff Project Management Standards Collaborated with BOT & County Auditor to standardize minimum phase deliverables to reduce project risk Independent Validation & Verification (IV&V) firm to manage the quality review process Vendors encouraged to follow their unique methodology within the deliverables framework ERP As-Is State Business Process Blueprinting Financial, Procurement, Inventory Management, HR, Payroll and Benefits processes 40+ key business processes & sub-processes documented Identified common and unique functional requirements Shadow System & Interface Inventory 110+ shadow systems documented at field-level Identified systems to retire & data conversion strategy DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 7

8 Denovo JDE E1 HR/Payroll Migration Timeline Target June 20, 2014 June 27, 2014 June 27, 2014 June 27, 2014 July 14, 2014 July 23, 2014 July 23, 2014 August 7, 2014 August 15, 2014 September 26, 2014 Task Disaster Recovery Connectivity Testing Stress Testing User Acceptance Testing Train the Trainer Disaster Recovery Business Continuity Testing End-User Training Cut-Over Activities Go-Live First E1 Payroll Post Go-Live Support DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 8

9 WorkForce Time & Attendance Timeline Activity Target Task Project Management Jul-14 Project Initiation & Discovery Software Aug-14 Common Foundational Requirements Project Management Sep-14 Change Management Plan Software Oct-14 Non-Union Requirements Analysis Software Nov-14 Collective Bargaining Agreements (CBAs) Analysis Clocks Dec-14 Functional Site Surveys Clocks Feb-15 Technical Site Surveys Software May-15 Enterprise Requirements Project Management Jun-15 Enterprise Design & Configuration Project Management Nov-15 Testing Clocks Dec-15 Biometric Clock Installation Project Management Jan-16 Enterprise Phase I Go-Live DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 9

10 Office of Contract Compliance Minority and Woman Business Enterprise (M/WBE) Participation It is the County s goal of achieving 35% M/WBE participation on professional services contracts Goals may be set by subcategories versus overall contract Be Responsive Identify potential certified M/WBEs Cook County s online M/WBE directory at M/WBEs must be currently certified by: Cook County or; City of Chicago along with Reciprocal Certification Affidavit Must meet Cook County s definition of small business size standards and personal net worth Start working on your M/WBE Utilization Plan If goals can not be met, a waiver or partial waiver must be requested and good faith efforts shall be demonstrated as set forth in Section under Chapter 34 of Cook County s Procurement Code This is a networking event for M/WBEs and Prime vendors to meet and create opportunities for potential partnerships DISCLAIMER: This presentation is thought to be accurate on the date it is posted, it is provided for informational purposes only. Vendors are responsible for reviewing the information included in the RFP, including any addendums issued to develop ERP Proposal responses. 10