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Statewide Enterprise Resource Planning (ERP) Systems Project
Presentation for ERP Advisory Council
July 23, 2008
1
Comptroller of Public Accounts
Agenda
• • • • • • • • • •
Call to Order and Welcome Roll Call Review and Approval of Minutes Agency/Higher Education ERP Workgroups Status ERP Project Review Process ERP Business Case Study ERP Report to Legislature Public Comment Future Meetings Adjourn July 23, 2008
2
Comptroller of Public Accounts
Project Timeline Mar 08’
Apr 08’
May 08’
Jun 08’
July 08’
Aug 08’
Sept 08’
Oct 08’
Nov 08’
Dec 08’
Development of the ERP Implementation Plan Initial workgroup reports Anticipated workgroup reports Business case development
Final report drafted including external comments Report submitted July 23, 2008
3
Comptroller of Public Accounts
Current ERP Workgroups
New and continued workgroups:
• Accounts Payable Focus: Web based travel voucher
• Statewide Considerations Focus: Unique business identifier
• Vehicle Fleet Management Focus: Statewide Requirements and replacement of Fleet Focus
July 23, 2008
4
Comptroller of Public Accounts
ERP Project Review Process - Status
• • •
The process was effective July 1st Have received four projects so far Communications to Executive Directors - cc CFO/CIO
July 23, 2008
5
Comptroller of Public Accounts
ERP Project Review Process - Submission Criteria You must complete the form if you plan to:
• • • •
Implement a new system Implement a new module Change the software version Implement any ERP change costing more than $500,000 that does not fall under one of the above categories
When in doubt, call J.P. or complete a form. Questions? Call J.P Wardle at 475-0746 or email [email protected] July 23, 2008
6
Comptroller of Public Accounts
ERP Business Case Study - Deliverables • • • • • • • • •
Project plan (completed) Determination of alternatives to be evaluated (completed) Assessment of existing administrative systems* Inventory of process improvement opportunities* High-level (as is) interfacing systems model* Business case analysis report Funding plan report High-level implementation plan analysis report Executive briefings and testimony support
* Survey results are key ingredients – 24 agencies/6 university systems July 23, 2008
7
Comptroller of Public Accounts
ERP Business Case Study - Alternatives Alternative solution scenarios to be evaluated Scenario 1:
Status Quo – Assumes that the State continues on its current path of operating existing systems for each agency/institution in accordance with the results of the CPA’s November 2007 survey.
Scenario 2:
Single ERP System – Replace the existing statewide legacy administrative systems (e.g., USAS, USPS, SPA) with a new, fully integrated, commercially-available ERP system that would provide all functionality identified in HB3106. One (1) statewide ERP system for all agencies and all institutions of higher education would be established and operated by the CPA. There would be multiple ERP instances but all under a common, unified ERP code baseline.
Scenario 3:
ERP System Hub Model - Replace the existing statewide legacy administrative systems (e.g., USAS, USPS, SPRS, SPA) with a new, fully integrated, commercially-available ERP system; the CPA would operate as an Application Service Provider (ASP) for most State agencies under this model. Higher education institutions and HHS agencies (HHSAS) would operate under a decentralized processing model as data reporting “hubs” and would be interfaced into the Statewide Data Warehouse platform.
July 23, 2008
8
Comptroller of Public Accounts
ERP Business Case Study – Alternative 2
July 23, 2008
9
Comptroller of Public Accounts
ERP Business Case Study – Alternative 3
July 23, 2008
10
Comptroller of Public Accounts
ERP Business Case Study – Primary Components
ERP Costs – – – – – –
Software 1 Hardware Implementation Upgrades Ongoing Maint. & Mgmt. Training
July 23, 2008
ERP Benefits/Avoided Costs Avoided Systems Costs 2 – Replacing current systems – Not implementing planned systems – Not performing planned/anticipated enhancements/upgrades to existing and planned/anticipated systems once implemented 3 Process Improvement Benefits – Value Pocket benefits
vs.
11
Comptroller of Public Accounts
ERP Business Case Study – Primary Inputs
July 23, 2008
12
Comptroller of Public Accounts
ERP Business Case Study – Accomplishments to Date • • •
• • • • • • • •
Finalization and documentation of Business Case Alternatives to be Considered Finalization of detailed Project Plan (living document) Finalized generic agency survey template and customized surveys for each of the 24 agencies to be surveyed (added their actual Nov. 7th survey results and the time period within which they are assigned to deploy the ERP software for study purposes only) Assigned CPA Agency Liaisons to provide support in completing surveys Prepared training materials and conducted training for CPA Agency Liaisons Completed Planned Deployment Schedule (excluding Higher Education) for Alternatives 2 and 3 (used for study purposes only) Conducted survey training for 24 agencies on 7/16 and 7/17 Obtained “Buy-in” for project approach and alternatives from Higher Education hubs (UH System was not in attendance) Conducted initial “kick-off” meeting with Texas State University System leadership regarding their specific involvement in completing the business case Initiated development of detailed cost estimate for Alternative 2 (Pure ERP) Customized surveys for 10 statewide systems to be completed by CPA
July 23, 2008
13
Comptroller of Public Accounts
Recommended Outline for Report to Legislature ¾ Introduction
¾ ERP Workgroup Reports
* Executive Summary
* Findings & Recommendations
* Acknowledgements
* Requirements/Constraints/Assumptions
¾ The ERP Plan
¾ Independent Business Case Study
* Advisory Council’s Approach
* Approach to Business Case
* Key Requirements & Functionality
* Major Assumptions & Guidelines
* Constraints and Assumptions
* ERP Alternatives for Texas
* Projected Timeline & Cost
* ERP Recommendation for Texas
¾ Current Environment
* Other Key Findings
* Statewide * Agencies & Higher Education
July 23, 2008
14
Comptroller of Public Accounts
Primary Communication Vehicle
http://www.texaserp.org
July 23, 2008
15
Comptroller of Public Accounts
Future ERP Advisory Council Meetings
• • • • •
August 20 September 24 October 29 November 20 December 18 These are strategically scheduled to be held after all CFO/CIO ERP Committee meetings so that we can present you with their thoughts, concerns and ideas
July 23, 2008
16
Comptroller of Public Accounts
Presentation for ERP Advisory Council
July 23, 2008
1
Comptroller of Public Accounts
Agenda
• • • • • • • • • •
Call to Order and Welcome Roll Call Review and Approval of Minutes Agency/Higher Education ERP Workgroups Status ERP Project Review Process ERP Business Case Study ERP Report to Legislature Public Comment Future Meetings Adjourn July 23, 2008
2
Comptroller of Public Accounts
Project Timeline Mar 08’
Apr 08’
May 08’
Jun 08’
July 08’
Aug 08’
Sept 08’
Oct 08’
Nov 08’
Dec 08’
Development of the ERP Implementation Plan Initial workgroup reports Anticipated workgroup reports Business case development
Final report drafted including external comments Report submitted July 23, 2008
3
Comptroller of Public Accounts
Current ERP Workgroups
New and continued workgroups:
• Accounts Payable Focus: Web based travel voucher
• Statewide Considerations Focus: Unique business identifier
• Vehicle Fleet Management Focus: Statewide Requirements and replacement of Fleet Focus
July 23, 2008
4
Comptroller of Public Accounts
ERP Project Review Process - Status
• • •
The process was effective July 1st Have received four projects so far Communications to Executive Directors - cc CFO/CIO
July 23, 2008
5
Comptroller of Public Accounts
ERP Project Review Process - Submission Criteria You must complete the form if you plan to:
• • • •
Implement a new system Implement a new module Change the software version Implement any ERP change costing more than $500,000 that does not fall under one of the above categories
When in doubt, call J.P. or complete a form. Questions? Call J.P Wardle at 475-0746 or email [email protected] July 23, 2008
6
Comptroller of Public Accounts
ERP Business Case Study - Deliverables • • • • • • • • •
Project plan (completed) Determination of alternatives to be evaluated (completed) Assessment of existing administrative systems* Inventory of process improvement opportunities* High-level (as is) interfacing systems model* Business case analysis report Funding plan report High-level implementation plan analysis report Executive briefings and testimony support
* Survey results are key ingredients – 24 agencies/6 university systems July 23, 2008
7
Comptroller of Public Accounts
ERP Business Case Study - Alternatives Alternative solution scenarios to be evaluated Scenario 1:
Status Quo – Assumes that the State continues on its current path of operating existing systems for each agency/institution in accordance with the results of the CPA’s November 2007 survey.
Scenario 2:
Single ERP System – Replace the existing statewide legacy administrative systems (e.g., USAS, USPS, SPA) with a new, fully integrated, commercially-available ERP system that would provide all functionality identified in HB3106. One (1) statewide ERP system for all agencies and all institutions of higher education would be established and operated by the CPA. There would be multiple ERP instances but all under a common, unified ERP code baseline.
Scenario 3:
ERP System Hub Model - Replace the existing statewide legacy administrative systems (e.g., USAS, USPS, SPRS, SPA) with a new, fully integrated, commercially-available ERP system; the CPA would operate as an Application Service Provider (ASP) for most State agencies under this model. Higher education institutions and HHS agencies (HHSAS) would operate under a decentralized processing model as data reporting “hubs” and would be interfaced into the Statewide Data Warehouse platform.
July 23, 2008
8
Comptroller of Public Accounts
ERP Business Case Study – Alternative 2
July 23, 2008
9
Comptroller of Public Accounts
ERP Business Case Study – Alternative 3
July 23, 2008
10
Comptroller of Public Accounts
ERP Business Case Study – Primary Components
ERP Costs – – – – – –
Software 1 Hardware Implementation Upgrades Ongoing Maint. & Mgmt. Training
July 23, 2008
ERP Benefits/Avoided Costs Avoided Systems Costs 2 – Replacing current systems – Not implementing planned systems – Not performing planned/anticipated enhancements/upgrades to existing and planned/anticipated systems once implemented 3 Process Improvement Benefits – Value Pocket benefits
vs.
11
Comptroller of Public Accounts
ERP Business Case Study – Primary Inputs
July 23, 2008
12
Comptroller of Public Accounts
ERP Business Case Study – Accomplishments to Date • • •
• • • • • • • •
Finalization and documentation of Business Case Alternatives to be Considered Finalization of detailed Project Plan (living document) Finalized generic agency survey template and customized surveys for each of the 24 agencies to be surveyed (added their actual Nov. 7th survey results and the time period within which they are assigned to deploy the ERP software for study purposes only) Assigned CPA Agency Liaisons to provide support in completing surveys Prepared training materials and conducted training for CPA Agency Liaisons Completed Planned Deployment Schedule (excluding Higher Education) for Alternatives 2 and 3 (used for study purposes only) Conducted survey training for 24 agencies on 7/16 and 7/17 Obtained “Buy-in” for project approach and alternatives from Higher Education hubs (UH System was not in attendance) Conducted initial “kick-off” meeting with Texas State University System leadership regarding their specific involvement in completing the business case Initiated development of detailed cost estimate for Alternative 2 (Pure ERP) Customized surveys for 10 statewide systems to be completed by CPA
July 23, 2008
13
Comptroller of Public Accounts
Recommended Outline for Report to Legislature ¾ Introduction
¾ ERP Workgroup Reports
* Executive Summary
* Findings & Recommendations
* Acknowledgements
* Requirements/Constraints/Assumptions
¾ The ERP Plan
¾ Independent Business Case Study
* Advisory Council’s Approach
* Approach to Business Case
* Key Requirements & Functionality
* Major Assumptions & Guidelines
* Constraints and Assumptions
* ERP Alternatives for Texas
* Projected Timeline & Cost
* ERP Recommendation for Texas
¾ Current Environment
* Other Key Findings
* Statewide * Agencies & Higher Education
July 23, 2008
14
Comptroller of Public Accounts
Primary Communication Vehicle
http://www.texaserp.org
July 23, 2008
15
Comptroller of Public Accounts
Future ERP Advisory Council Meetings
• • • • •
August 20 September 24 October 29 November 20 December 18 These are strategically scheduled to be held after all CFO/CIO ERP Committee meetings so that we can present you with their thoughts, concerns and ideas
July 23, 2008
16
Comptroller of Public Accounts
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