Board Retreat ERP

BOARD RETREAT
ERP Project Update
Wednesday, August 23, 2023

Dr. Devon Q. Horton, Superintendent
Monika Davis, CIO
Erick Hofstetter, COO
Byron Schueneman, CFO
Dr. Tekshia Ward-Smith, Interim CHRO
Scope, Milestones, and Status
Transition financial, human capital management, and selected facilities and operations functions from
legacy ERP applications to Munis ERP application.
  Current ERP Project Scope

     Phase                        Module             Status     Phase                  Module                                                  Status
Phase 1 - Finance   General Ledger                    Live      Phase 2 - HR/PR        Applicant Tracking                                     Deferred
Phase 1 - Finance   Budget                            Live      Phase 2 - HR/PR        Employee Expense Reimbursement                           Live
Phase 1 - Finance   Accounts Payable                  Live      Phase 2 - HR/PR        HR Management                                        In Progress
Phase 1 - Finance   Bid Management                 Evaluation   Phase 2 - HR/PR        Payroll                                              In Progress
Phase 1 - Finance   BMI Asset Track Interface      Evaluation   Phase 2 - HR/PR        Employee Self Service                                    Live
Phase 1 - Finance   BMI Collect IT Interface       Evaluation   Phase 2 - HR/PR        Professional Development                              Evaluation
Phase 1 - Finance   ACFR Statement Builder         Evaluation   Phase 2 - HR/PR        Time and Attendance                                  In Progress
Phase 1 - Finance   Cash Management                   Live      Phase 2 - HR/PR        Time and Attendance Mobile                           In Progress
Phase 1 - Finance   Fixed Assets                      Live      Phase 2 - HR/PR        Time and Attendance Import                           In Progress
Phase 1 - Finance   Inventory                      Evaluation   Phase 3 - Fleet/FM     Work Orders                                              Live
Phase 1 - Finance   Project Accounting                Live      Phase 3 - Fleet/FM     Fleet & Facilities Management                        Evaluation
Phase 1 - Finance   Grant Accounting               Evaluation   Phase 3 - Fleet/FM     Tyler GIS                                             Evaluation
Phase 1 - Finance   Purchasing                        Live      Phase 3 - Fleet/FM     Standard Fuel Interface                               Evaluation
Phase 1 - Finance   eProcurement                      Live
Phase 1 - Finance   SSRS Reporting                 Evaluation
Phase 1 - Finance   Contract Management               Live
Phase 1 - Finance   Accounts Receivable               Live       Live                These modules are live with function only occurring in MUNIS.
Phase 1 - Finance   General Billing               In Progress
Phase 1 - Finance   Student Activity              In Progress    In Progress         Implementation for these modules are in progress. Function is
Phase 1 - Finance   Performance Based Budgeting    Evaluation                        occurring in CrossPointe. Critical to project GO LIVE.

                                                                 Deferred            Functions are currently live in other systems. Decision to transition
                                                                                     to Munis is temporarily paused. No impact to project GO LIVE.

                                                                 Evaluation          Functions are currently live in other systems. Need to determine if
                                                                                     they are still needed 7 years later. No impact to project GO
                                                                                                                                               3 LIVE.
Current Milestones

 Phased Payroll Go-Live
 • October 15, 2023: 12 Month Employees
 • January 15, 2024: 10- and 11-Month Employees
 • April 15, 2024: Part-time Employees and Retirees
 HR Management Go-Live
 • October 15, 2023: 12 Month Employees
 • January 15, 2024: 10- and 11-Month Employees
 • April 15, 2024: Part-time Employees and Retirees
 Time and Attendance Go-Live
 June 30, 2024
 General Billing Go-Live
 December 31, 2023
 Student Activity Go-Live
 December 31, 2023
Strategies for Success
Strengthen
Project
Governance
• Executive Committee consists of:
     • Chief Financial Officer
     • Chief Human Resources Officer
     • Chief Information Officer
     • Chief Operations Officer
     • Chief of Staff
• The district will agree to adhere to revised
  scope regardless of leadership changes.
• All decisions must be discussed and agreed
  upon by the Executive Committee, with
  superintendent oversight/approval.
• Committee debriefs weekly.
• Committee works closely with Project Team –
  keep finger on pulse of project.
• The responsibility of completing the project
  rests with the entire executive committee with
  oversight from superintendent.
Address Project
Management

• Select two new project managers
  (Tyler/DCSD) with experience and
  fresh perspectives.
• Develop DCSD-focused
  comprehensive project charter and
  plan.
• Shift to a phased approach.
• Ensure effective and transparent
  project progress reporting
Monitoring &
Managing
Resources
• Ensure staff receives training and
  support necessary for job position.
• Augment staff to assist where
  possible and strategic.
• Address change management for
  permanent position duties and
  responsibilities.
Thank You