enterprise planning & budgeting cloud solution (epbcs) · project governance business sponsors...
TRANSCRIPT
Implementation Lessons Learned
CORE
Enterprise Planning & Budgeting Cloud Solution (EPBCS)
April 13, 2018
Agenda
• Overview of industry trends
• Arlington County EPBCS Implementation and Lessons Learned
• EPRCS Overview
What were our successes?
2[Enter Dept Name: INSERT > HEADER & FOOTER]
What were our successes?
3[Enter Dept Name: INSERT > HEADER & FOOTER]
What were our successes?
4[Enter Dept Name: INSERT > HEADER & FOOTER]
Implementation Lessons Learned
CORE
Enterprise Planning & Budgeting Cloud Solution (EPBCS)
April 13, 2018
County Manager’s
Fiscal Year 2019
Proposed Budget
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Where We Were: Project Justification
• Previous Budget Module ObsoleteOracle’s Public Sector Budgeting (PSB) will no longer
be supported after next e-business suite upgrade
• Lack of FlexibilityLimited ability to run alternative scenarios and new
calculations / rules
• Not User FriendlyLimited integration and report availability in Microsoft
Excel.
Not intuitive for end users
• Lack of Technical Expertise
Self Taught Super Users and Admins
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Selection Process
2012-2014 2017 (June – November)
Began thinking about replacement in 2011 & issued RFI Issued RFP in 2014 Cancelled RFP
Legacy budgeting solution becoming obsolete Needed to procure solution quickly Demoed multiple products
Included central budget office, accounting, key department stakeholders and HR & technology
Gathered feedback from participants Gathered feedback outside the County Developed consensus among group on product
strengths Explored procurement options and identified a contract
to ride
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Why EPBCS?
Ease of Use
Cloud & Integration
with EBS (HR & Financials)
Conforms to Budget process
Detailed Workforce Budgeting
Flexibility
(Scenarios, Rules)
Managed within
Budget Team
Ad Hoc Reporting/ Smartview
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Project Governance
Business Sponsors
- Project accountability
- Guides project team
- Approves scope/cost/time change
- Strategic department decisions.
Project Steering Committee
- Provides guidance to core
team
- Daily timely decisions
- Change request approvals
- Business area escalation
- Liaise with Sponsors and
team
Core Team
- Day to day work, decisions
and approvals on
Functionality / Processes /
Design / Testing
Project team & SMEs
- DMF, HR, DPR and AED has deep
understanding on Dept. specific budget
requirements, and provides expertise for
design/testing
- DTS provides technology guidelines, manage
environment, technology needs of the project
- Implementer provides strategic planning,
design, construction, Test system, and Train
Budget Staff
Business Sponsors
DMF – Stephen Agostini DTS – Jack Belcher
DES - Edward Allocco DPR – Jane Rudolph
Project Steering Committee
DMF - Maria Meredith DMF - Richard Stephenson
DMF - Tyler Ann Smith DMF - Sathish Arthur
DTS - Madhu Motati DTS – Elise Ostiguy
DMF Project
Manager
Sathish Arthur
Users (County Budget Staff)
Aggressive Timeline
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March & April Soft Kick off
May – August
Staff Full-Time on
Implementation
Early September
Go Live
Post Production Support
Goal - March 20th 2017 – August 28th 2017
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Key Milestones
Strategy and Planning - Mar 20th - Mar 31st
Requirements and Design – Mar 20th - Apr 28th
Build – Apr 24th - Aug 11th
Testing – Jun 12th - Aug 18th
Training – Aug 7th - Aug 22h
Documentation and deployment – Aug 14th - Aug 28th
Post production support – Aug 29th - Sept 15th
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Project Scope
FINANCIALSLine item budgeting by Expenditures and Revenues
WORKFORCEBudgeting by Employee
REPORTSExpense, Revenue and FTE reporting available in Excel
•3,948.67 Authorized FTEs•Special pays, Uniform and General Employee Pay Plans, Multiple Healthcare Plans
• $1.3B general fund budget• 20 funds• Seed starting budget with previous year’s adopted budget• Multiple formulas to adjust line item budgets• 6 segment account code
•Customized Reports available in Excel•Reports specific to each department and fund• Revenue, Expense and Workforce Reports
Dimensionality
$10,000
Dimensionality
$10,000
Entity : FinanceFund : General FundAccount : Supplies
Year : FY17Period : Year Total(Sum of all months)
Scenario : BudgetVersion : Approved
Dimensionality - Hierarchy
Dimensionality - Accounts
Dimensionality – Accounts – Statistical values
Dimensionality
Department
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Integration with Excel: Smartview Add-in
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Integration with Excel: Smartview Add-in
Submit data to Cloud from
Excel
Create Ad Hoc Reports,
Download and Upload Data
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Ease of Use for End Users
Dashboards Enter Data in Forms: Financials (“RevExp”)
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Ease of Use for End Users
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Ease of Use for End UsersEnter Data in Forms: Workforce (“Comp”)
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• Aggressive Timeline
• Short window to implement between
budget cycles
• Staff Capacity of Core budget Office
• Detailed budgeting on personnel side
• Learning Essbase – cube environment
• Getting Reporting Right
• Configuring Integration with EBS
Project Challenges
What were our successes?
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Ability to successfully complete the full budget cycle for FY 2019 and forward
Successfully integrate EPBCS with HR and Financial Oracle data and the ability to easily synch
account code combinations with the County’s General Ledger
Enhanced transparency into budget calculations and flexibility for Super Users to more easily adjust
calculations
Develop new reporting that will provide enhanced information for the budget division and department
users
A more user-friendly system compared to the current PSB
A more easily maintained security hierarchy for super users
Functionality to easily handle salary increases
Ability for users to create ad-hoc reporting
Ability to easily import/export data in excel spreadsheets
Lessons Learned
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What Worked
Manage your timeline by setting realistic expectations/ allow for buffer
What Didn’t
Build in adequate time for Report design
Gain Buy-in from Key Stakeholders (“Consensus Building”)
Project team worked closely with Human Resources and business SMEs
Allow for more than one testing phase with end users
Strong project management skills from implementer is critical
Document, Document, Document!!!
Quick decision making, empowered project manager
Next Steps
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• Tweak calculations and rules
• Roll Out Smartview to End Users
• Enhance our reports
• Implement additional EPBCS Features
Using Task Lists, Dashboards, etc
• Explore implementation of EPRCS
Enterprise Performance Reporting Overview
Next Steps
30[Enter Dept Name: INSERT > HEADER & FOOTER]
Next Steps
31[Enter Dept Name: INSERT > HEADER & FOOTER]
Next Steps
32[Enter Dept Name: INSERT > HEADER & FOOTER]
Questions?
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Contact Information
Tyler Smith, Budget Coordinator
Arlington County, Virginia
703-228-3418
Kapil Garga, Sr. Sales Consultant
Oracle
551-998-6492