MUNICIPALITY OF CHATHAM-KENT CORPORATE SERVICES INFORMATION TECHNOLOGY SERVICES INFORMATION REPORT TO: FROM: Mayor and Members of Council Steve Wilson Project Manager, Information Technology Services DATE: April 14, 2014 SUBJECT: RTC 14-04 - Integrated Enterprise Resource Planning (ERP) and egovernment Solution Implementation Project Update Project Delta This report is for the information of Council. BACKGROUND On November 26 2012, RTC 201 RFP Award: R12-136 - Integrated Enterprise Resource Planning (ERP) and egovernment Solution Project was approved by Council. This project is known as Project Delta. The details of the Report to Council presented on November 26, 2012, can be found at this link: http://www.chatham-kent.ca/council/councilmeetings/2012/pages/ MeetingofNovember26,2012.aspx, and the report is 14(d). On December 16, 2013, RTC 201c - RFP Award: R12-136 - Integrated Enterprise Resource Planning (ERP) and egovernment - Phase 2: TAX Solution was approved by Council. The details of the report can be found at this link: http://www.chathamkent.ca/council/councilmeetings/2013/documents/december/dec-16-13a.pdf. On December 16, 2013, RTC 201d Integrated Enterprise Resource Planning (ERP) and egovernment Solution Point of Sales (POS) was approved by Council. The POS software will replace the current CMiC cashiering module with a fully integrated solution. The details of the report can be found at this link: http://www.chathamkent.ca/council/councilmeetings/2013/documents/december/dec-16-13b.pdf.
COMMENTS 2 As per the request of Council, this report provides a status update on Project Delta as at April 14, 2014. During the configuration and roll out stages of the project, several additional resources from Corporate Services and Infrastructure and Engineering Services have provided assistance to the Subject Matter Experts in defining how the system should be configured and preparing or converting legacy data to meet the newly defined requirements. Typically, an organization would implement one solution for the size and scope of the ERP solution. The Municipality is in the process of implementing four functionally different solutions that must integrate and work together. This complexity does not come without risk or difficulties. The effort of the team members and the additional assistance continues to be instrumental to the successful go-live and acceptance of the new software, its functionality and transforming business processes. Overall, project activities are progressing well and dedicated staff and careful oversight have enabled us to remain on-schedule and on-budget. 1. Mid-Range Solutions Limited - Implementation of the JD Edwards EnterpriseOne Enterprise Resource Planning (ERP) system is progressing according to the project plan. Phase One Go-live of the core system functionality occurred on January 6, 2014, as scheduled. The implementation has moved into Phase Two with the emphasis on providing advanced functionality and streamlined business processes. Since the last update on November 25, 2013, the following activities have taken place: Go-live of core functionality i. Core functionality has been implemented for: a. Human Resources and Payroll b. Capital Asset Management c. Financial Management d. Purchasing and Inventory Management Business process changes i. Implementation of an industry standard system is changing the business process throughout the organization. ii. Emphasis is being placed on streamlining or optimizing processes that will result in more effective and better management of human resources and Municipal assets. Reports i. Key reports are being developed to satisfy day to day operational reporting as well as ministry reporting requirements.
System Integration i. Integration processes with other business applications are being developed and tested. 3 End User Training and Support i. While some staff adapted to the change very quickly, others found difficulty with the complexity and integrated nature of the new solution. ii. The End Users continue to be supported in their daily tasks by the Project Team Subject Matter Experts as well as a few key users who have adapted well to the new processes. iii. Training is taking place on an ongoing basis. 2. RAC Software Inc. Purchase and implementation of the FMW (Financial Managers Workbench) had been scheduled to take place following the implementation of the core JD Edwards EnterpriseOne module and the completion of the 2014 budget cycle. Overview and planning meetings have been held with RAC. Resources from the Budget and Performance group will work closely with the Financial Management Subject Matter Experts to facilitate the implementation of FMW. The majority of the work will take place in the second and third quarters of 2014 with completion expected by the end of June, 2014. 3. CityView - Implementation of the egovernment solution CityView Suite is progressing according to the project plan. To-date, the following activities have been completed: Data Collection and Mapping Scoping Document Creation of Test environment (consists of new server hardware and vendor software) Development of 70% of the test scripts Development and Team member training on the following modules: o Property Data o Business Licensing o Cemetery Management o Building Permitting Efforts continue on: Data conversion GIS Mapping Development and Team member training on the following modules: o Planning Services o Service Requests o Animal Licensing o By-Law Enforcement o Public Works Permits (moving, curb cutting, etc.) o Web Portal
4 The completed system is scheduled to be installed on the Municipal test hardware by May 31, 2014. At that time, the team members and end users will perform extensive testing and validation by executing the previously developed test scripts before setting the Go-live date. 4. Property Tax and Document Management Implementation of this functionality was targeted as part of Phase 2 activities. The vendors are proving to be extremely knowledgeable and understanding of our business requirements and as a result, good progress has been made. To-date, the following four activities have taken place: Request for Proposal (RFP), selection and Council approval of solution for Property Tax solution. Contract reviewed and signed with DEVNET INC. Gap Analysis has begun. Technical review of solution and hardware requirements has been completed. A detailed implementation plan will be developed upon completion of the Gap Analysis. Completion of this implementation is targeted for late October 2014. Document Management business requirements are in the initial planning stages of the Phase 2 activities. To date, no project funds have been expended. 5. Point of Sale Solution With the implementation of JD Edwards, it was determined that an efficient cashiering module was not a part of the solution. The Municipality currently utilizes Active Network s Point of Sale solution for recreational programs and facility registration and reservations. The use of this solution will be expanded to replace the current CMiC Front Cashiering module providing the Customer Service Representatives with a system that is fully integrated with the major revenue generating systems. To-date, the following six activities have taken place: Selection and Council approval of solution Contract reviewed and signed with Active Network. Business Process review of current state processes are complete. Future business processes have been documented and are being reviewed. Technical review of solution and hardware requirements has been completed. Integration specifications with other systems are being documented for future development.
CONSULTATION 5 The General Manager, Corporate Services, and Director, Information Technology Services were consulted and support this report. FINANCIAL IMPLICATIONS There are no new identifiable financial implications for the Municipality in this report. Prepared by: Reviewed by: Steven J Wilson Project Manager, ITS Gerry Wolting, B. Math, CPA, CA General Manager, Corporate Services Reviewed by: Helen McLaren, CMM III Director, Information Technology Services C: Gerry Wolting Helen McLaren P:\RTC\ITS\2014\RTC 14-04 Integrated ERP and egovernment Solution Implementation Project Update - Project Delta.docx