] Using SAP RPM for Project, Permit, and Grants Management in Local Government at Collier County Barry Axelrod Kelly Jones Jose Dominguez [ ANUP MAHESHWARI ASUG ASSOCIATE MEMBER MEMBER SINCE: 2008 AJAY VONKAREY [ ASUG ASSOCIATE MEMBER MEMBER SINCE: 1996 [ SHERRYANNE MEYER ASUG INSTALLATION MEMBER MEMBER SINCE: 2000
[ Learning Points The road to implementation can be long. Don t try this without top level support and governance in place. Financial integration and structure design involves a lot of trade-offs. In order to focus on the RPM application, the core infrastructure components should be in place prior to the implementation project. Map your requirements to RPM / cprojects / cfolders functionality this requires a comprehensive understanding of RPM hierarchies and the RPM / cprojects relationship. Real Experience. Real Advantage. 2
[ Background Collier County Seat Naples, FL 2,050 square miles. Population of 325,000 (full year). Full FY09 net budget $1.426B. About 2000 employees. Multi-Agency SAP partnership ; Clerk of Courts, Board of Commissioners, Supervisor of Elections. 600 total users. Centralized IT Services Strong three-tiered tiered IT governance Policy. Project Steering Committee. Users. Real Experience. Real Advantage. 3
[ The Road to Collier County s RPM Sep 04 Feb 05 Feb 06 June 06 July 06 Aug 07 Nov 07 Mar 08 Feb 09 SAP R/3 4.6C SAP ECC 6.0 PM Process Development Software Development of Selection PM in Skire PM Methodology Rlii Religious Sl Selection Wars Utilities Div Starts of Skire Unifier Proj Mgmt Methodology Agency Commits to County Manager Initiative SAP Upgrade and Makes The Call - SAP Centric Defining the Problem Utilities Presents Governance Methodology - Agency Commits SAP RPM Upgrade Implementation Project SAP RPM Selected RPM Go-Live Real Experience. Real Advantage. 4
[ Collier County SAP Landscape 2009 FI SAP ECC 6.0 CO MM SAP Netweaver Portal 7.0 RPM cprojects v4.5 v4.5 Xi Buy v3.1 HR Payroll BSI Tax v8.0j Org Mgmt Personnel Admin BCS cfolders v4.5 45 Adobe Forms PS BI v7.0 SAP Solution Manager g v7.0 Real Experience. Real Advantage. SAP NetWeaver v7.0 5
[ Financial Framework Fund Accounting is key. Each fund is established to account for resources restricted for specific purposes. Projects routinely use multiple funds. Road projects are typically funded by Gas Tax Fund 313 and Road Impact Fee Fund 331. Budgets are approved by fund and project. Real Experience. Real Advantage. 6
[ Financial Framework Bf Before RPM - Decision made to use Project Systems. WBS 600151 Fund 313 Project 60015 WBS 600152 Road Widening Fund 331 WBS 600153 Fund 333 WBS (Fund/Fund Center) Budget 600151 (313/163514) $2,000,000 600152 (331/163526) $1,750,000 600153 (333/163528) $2,500,000 Real Experience. Real Advantage. 7
[ Financial Framework Issues still remained: Not able to run one report for budget/actual data. One for Project Systems. One for Funds Management. Two different processes for budget amendments. Could not run project systems reports by fund. Work Breakdown Structure was designed for Accountants and Budget Analysts not Project Managers. Project Managers ready to implement a stand-alone system. Needed to find a better solution! Real Experience. Real Advantage. 8
[ Financial Framework Budget Control System. Introduced Funded Program. Project 60015 = Funded Program 60015. Allowed for a similar availability control as project systems. All budget and actual data captured in Funds Management. One process for budget amendments. Able to run reports by fund. Work Breakdown Structure now determined by Project Manager, not the Accountants. Real Experience. Real Advantage. 9
[ Financial Framework Revised WBS design. 60015.11 Project 60015 WBS 60015 Design 60015.2 60015.3.1 East Road East Road Land 60015.3 Construction ti Roadway 60015.3.2 Signalization 60015.3.3 Fund Funded Fund Center Program Budget Lighting g 313 163514 60015 $2,000,000 331 163526 60015 $1,750,000 333 163528 60015 $2,500,000 Real Experience. Real Advantage. 10
[ Financial Framework Acutal postings take place at lower level WBS element 60015.3.1 Budget check done at higher level Funded Program 60015 Funded Program assigned from WBS element through FMDERIVE Real Experience. Real Advantage. 11
[ Financial Framework Real Experience. Real Advantage. 12
[ Customizable Cost Tracking Initiative Items Servers Fiber Storage WBS 12345 12345.1 12345.2 12345.3 IT Infrastructure 12345.2.1 PM Svcs 12345.2.2 Labor 12345.2.3 Materials 12345.2.3.1 Conduit 12345.2.3.2 Fiber Cable Item = Project Real Experience. Real Advantage. 13
[ FI Control vs. Item Control Initiative Item 1 WBS FI Control 12345 $1,000,000 Item Control 12345.1 $400,000 Item 2 Item 3 12345.2 12345.3 $300,000 $200,000 Real Experience. Real Advantage. 14
[ Mapping Initiatives and Items to our Business Unfunded Proposals Master Plan Funded Projects Initiative Initiative Project Cost Control Item Item Item Real Experience. Real Advantage. 15
[ Configuration Framework Executive staff and Project Managers need a centralized location to review and manage projects. Identify the standardized status of the project. Track calendar time related to project phases and tasks. Track costs related to project phases and tasks. Provide comprehensive, flexible, self service reporting. Real Experience. Real Advantage. 16
[ Configuration Framework Executive Staff wanted a high level overview command center view of projects. Which would provide enough information on schedule and budget without having to go into each project for more detailed information. Real Experience. Real Advantage. 17
[ Configuration Framework The Project Managers, on the other hand, needed a way to provide this information to the Executive staff while not being tied down to their desk in order to manage the day-to-day processes. Real Experience. Real Advantage. 18
[ Configuration Framework We took our processes and set them up as Decision Points and Statuses that can be easily set by the Project Managers as the project progresses. Real Experience. Real Advantage. 19
[ Configuration Framework We took the contractual project schedules for the different divisions (Transportation, Public Utilities, Parks & Rec. etc.) and set those up as phase and task templates in cprojects that will be tracked by the project managers as part of day-to-day processes. Real Experience. Real Advantage. 20
[ Configuration Framework Proceed to setup the contractual schedule of values as tasks in the cprojects structure and then enter the Not To Exceed Amount for that task from the contract into the Cost Difference field. Real Experience. Real Advantage. 21
[ Configuration Framework Provided the project managers with a way to do fiscal year budget planning by setting up two financial categories in the Item Financial Planning. FY Control Amount: Represents how much funding is available to spend on the item. Set and controlled by the Initiative Mgr. Cashflow: PM s enter projected burn rate which is compared to the FY Control amount to provide alerts on budget spending. Real Experience. Real Advantage. 22
[ Configuration Framework Integrated project location information with our GIS (Geographical Information System) by leveraging g the SAP connector and our geo-coding web services. SAP sends the address information to the GIS system which returns the commission district(s) where the project is located. Real Experience. Real Advantage. 23
[ Configuration Framework Real Experience. Real Advantage. 24
[ Configuration Framework Real Experience. Real Advantage. 25
[ Configuration Framework What I don t like: Not able to hyper link from within overviews and/or dashboards. GIS Link: must cut and paste link into browser to get to the map. Unable to load Mass Update features in the ABAP dashboards Must use JAVA dashboards for the alert indicators. Users do not have a customize view option. Users must filter projects every time they access the dashboards Extensive reformatting must be done to MS Project plans before uploading into cprojects Can t re-upload updated plans after the structure has been released. Setting up workflows are technically complex. Must be an ABAP programmer to set up and make changes. Unfriendly navigation within RPM Can t use browsers back/forward arrows. Real Experience. Real Advantage. 26
[ Project Timeline Overview November 07 March 08 April 08 June 08 June 08 Jan 08 Dec 08 Jan 09 Feb 09 Cost Negotiation Board Approval Architecture Blueprinting Implementation Testing Training Go Live Real Experience. Real Advantage. 27
[ RPM for Grants Management Executive staff and Project Managers need a centralized location to review and manage projects Be able to identify what project management status the project was in Track time related to project phases and tasks Track costs related to project phases and tasks Be able to report on this information Real Experience. Real Advantage. 28
[ RPM for Grants Management Blueprint effort started April 23 rd with Housing Department Neighborhood Stabilization Program to acquire and redevelop foreclosed properties to prevent blighted neighborhoods $7.3M/3 year program Staff needs to track fiscal and program related to: Administrative Costs Acquisition of propertiesp Rehabilitation of properties Evaluating where RPM Grants functionality would meet SAP Grant Management Module Real Experience. Real Advantage. 29
[ Key Learnings Possible to provide tools for a wide range of project types and management styles while maintaining fiscal controls Project would have been much easier if Portals and BI were previously in place. Stable project mgmt processes Spend time to understand the impact of mapping your process to the RPM hierarchy Don t try this without top level support and governance in place Real Experience. Real Advantage. 30
[ Contact Information Barry Axelrod barryaxelrod@colliergov.net Kelly Jones Kelly.Jones@collierclerk.com com Jose Dominguez josedominguez@colliergov.net Real Experience. Real Advantage. 31
[ Thank you for participating. Please remember to complete and return your evaluation form following this session. For ongoing education on this area of focus, visit the Year-Round Community page at www.asug.com/yrc [ SESSION CODE: 0601 Real Experience. Real Advantage. 32