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810 Mission Avenue Oceanside, CA 92054
(760) 966-6500
(760) 967-2001 (fax) www.GoNCTD.com
BOARD OF DIRECTORS
Mark Packard Councilmember, City of Carlsbad
Board Chair
Rebecca Jones Vice Mayor, City of San Marcos
Board Vice-Chair
Donald Mosier Councilmember, City of Del Mar
Tony Kranz Councilmember, City of Encinitas
Ed Gallo Councilmember, City of Escondido
Chuck Lowery Deputy Mayor, City of Oceanside
Bill Horn Supervisor, County of San Diego
Mike Nichols Councilmember, City of Solana Beach
John J. Aguilera Councilmember, City of Vista
EXECUTIVE DIRECTOR Matthew O. Tucker
GENERAL COUNSEL Lori A. Winfree
REVISED
Agenda
Performance, Administration, and Finance (PAF) Committee
Rebecca Jones – Committee Chair
Tony Kranz – Member John Aguilera – Member
Bill Horn – Member
Ryan Bailey – Committee Liaison
Date: Thursday, February 4, 2016
Time: 8:30 A.M. 9:00 A.M.
Location: Closed Session Room 810 Mission Avenue
Oceanside, CA 92054 MISSION North County Transit District’s mission is to deliver safe, convenient, reliable and user-friendly public transportation services. VISION Our vision is to build an integrated transit system that enables our customers to travel easily and efficiently throughout our growing region. For individuals with disabilities, NCTD will provide assistive services. To obtain such services or copies of documents in an alternate format, please call or write, a minimum of 72 hours prior to the event, to request these needed reasonable modifications. NCTD will make every attempt to accommodate requests that do not give 72 hour notice. Please contact the Clerk of the Board at (760) 967-2808. Persons with hearing impairment please use the California Relay Service (CRS): 800-735-2929 using TTY; 800-735-2922 using voice; 800-855-3000 for Spanish. CRS Customer Service: 800-735-0373 or 800-735-0193 TTY. Any writings or documents provided to a majority of the members of the NCTD Board of Directors regarding any item on this agenda will be made available for public inspection at the office of the Clerk of the Board located at 810 Mission Avenue, Oceanside, CA 92054, during normal business hours.
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PAF COMMITTEE MEETING BEGINNING AT 8:30 A.M. 9:00 A.M.
CALL TO ORDER
ROLL CALL OF BOARD MEMBERS
CHANGES TO THE AGENDA
PUBLIC COMMUNICATIONS
There is a time limit of 15 minutes for this section of Public Communications and each speaker is limited to three minutes for their presentation.
All persons wishing to address the Committee during the meeting must complete a “Request to Speak” form. These forms are provided in a box at the table in the hallway, and must be completed and given to the Clerk of the Board before that agenda item is called.
ITEMS 1 – 3
1. Election of PAF Vice-Chair: The committee will elect a Vice-Chair for the PAF Committee. The Board Member elected as the Committee Vice-Chair will sit on the NCTD Executive Committee per NCTD Board Policy No. 3 - Committees and External Appointments (Ryan Bailey, Chief Financial Officer)
2. Adopt Work Plan: Per NCTD Board Policy 3 – Committees and External Appointments, the PAF Committee will discuss, develop and adopt a work plan for the 2016 PAF Committee (Attachment 2A) (Ryan Bailey, Chief Financial Officer)
3. JD Edwards Project Reimplementation Update NCTD Staff will provide a presentation to the Committee on the status of the JD Edwards Reimplementation Project (Luz Cofresi-Howe, Deputy Chief Financial Officer)
COMMITTEE MEMBER REPORTS, COMMENTS, AND CORRESPONDENCE
REMAINING PUBLIC COMMUNICATION
ADJOURNMENT
CERTIFICATIONS AND RULES (FOR BOARD AND PUBLIC INFORMATION) Posting of PAF Committee Meeting Agenda (Page 4) Rules for Public Speakers at meetings of the North County Transit District (Page 5)
Upcoming Meetings:
Executive Committee Meeting: February 4, 2016 at 10:00 am
Board Meeting: February 18, 2016 at 2:00 pm
All meetings are held at 810 Mission Avenue, Oceanside, CA, unless otherwise specified
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4
REVISED
January 29, 2016
To:
From:
Subject:
North County Transit District Board Members
Clerk of the Board
POSTING OF EXECUTIVE COMMITTEE AGENDA
In Compliance with the Ralph M. Brown Act, as Amended, the following information is provided.
The Agenda for this Performance, Administration, and Finance Committee meeting of the Board was posted as follows:
Meeting Date & Time:
Posted At:
Posted Online At:
Date & Time of Posting:
Posted By:
February 4, 2016; 8:30 a.m.9:00 a.m.
810 Mission Avenue, Oceanside, CA
www.goNCTD.com
January 29, 2016; 5:00 p.m.
Anthony Flores, Clerk of the Board
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Rules for Public Speakers at Meetings of the North County Transit District Per Board policy, all public communications at meetings of the North County Transit District shall be made and received in accordance with the following procedures:
1. COMMENTS NOT ON AGENDA
A. Total time limit all speakers: Beginning of meeting: Fifteen (15) minutes End of meeting: No time limit.
B. Time limit per speaker per meeting: Three (3) minutes, with no donation of time allowed. C. Priority: First come, first served. All speaker slips will be numbered as the Clerk of the
Board receives them. Those not allowed to speak at the beginning of the meeting due to limit stated above, will be called at the end of the meeting.
D. Order on agenda: Items will be heard at the beginning of the meeting and if the time limit stated in Paragraph A is exhausted, those who filled out a speaker slip and have not yet spoken, will be given an opportunity to speak at the end of the meeting under “Remaining Public Communications.”
E. Comments not addressing items on the agenda are out of order.
2. TIME LIMITS FOR ADDRESSING MATTERS ON THE AGENDA
A. Total time limit: None. B. Time limit per speaker: Three (3) minutes, with one donation of three minutes, for a
maximum of six minutes. C. These rules apply to both public hearing and non-public hearing items listed on the
agenda. D. Comments made not germane to the subject matter of the agenda item being
considered are out of order.
3. CUTOFF FOR TURNING IN SPEAKER SLIPS
A. Speakers wishing to speak to an item on the Committee Agenda must submit a speaker slip to the Clerk of the Board before that agenda item is called. Speaker slips will be available at the meeting.
B. Speakers turning in slips after discussion begins on an item will be heard at the end of the meeting under “Remaining Public Communications.”
4. MODIFICATION OF RULES BY CHAIR
A. The Committee Chair may, in his or her absolute discretion, relax the requirements of these rules. However, a decision of the Chair to do so in one instance shall not be deemed a waiver of the rules as to any other instance or matter.
810 Mission Avenue Oceanside, CA 92054
(760) 966-6500
(760) 967-2001 (fax) www.GoNCTD.com
BOARD OF DIRECTORS
Mark Packard Councilmember, City of Carlsbad
Board Chair
Rebecca Jones Vice Mayor, City of San Marcos
Board Vice-Chair
Donald Mosier Councilmember, City of Del Mar
Tony Kranz Councilmember, City of Encinitas
Ed Gallo Councilmember, City of Escondido
Chuck Lowery Deputy Mayor, City of Oceanside
Bill Horn
Supervisor, County of San Diego
Mike Nichols
Councilmember, City of Solana Beach
John J. Aguilera
Councilmember, City of Vista
EXECUTIVE DIRECTOR Matthew O. Tucker
GENERAL COUNSEL
Lori A. Winfree
Performance, Administration and Finance Committee
2016 Work Plan
Rebecca Jones – Committee Chair
Tony Kranz John Aguilera
Bill Horn Ryan Bailey – Committee Liaison
COMMITTEE REVIEW
ITEM BOARD REVIEW/
POSSIBLE ACTION
February 4 Elect Committee Vice-Chair Discuss and Adopt 2015 Annual Work
Plan
None None
April 7 Receive Proposed FY 2016 Operating Budget Assumptions
Receive JDE Implementation and Upgrade Project Update
Overview of the Internal Audit Function
Development
April 21, 2016, May 19, 2016, & June 16, 2016
None
None
June 2 TBD TBD
TBD TBD
October 6 TBD TBD
December 1 FY 2015 Financial Audit Results
December 15, 2016
ATTACHMENT 2A
DRAFT
JD Edwards Project
Reimplementation/Upgrade
Update
Performance, Administration, and Finance Committee
February 4, 2016
RELATED TO
AGENDA ITEM 3
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Background• JD Edwards EnterpriseOne (JDE) is the District
enterprise resource planning system which supports
NCTD financial, procurement, project and grant
activities
• Current JDE system was implemented October 1, 1999
• In October 2013, the Board authorized a professional
services contract with ORACLE, JDE Developer, to
assess the current state of the NCTD system
• Assessment results identified need for strategic
reimplementation and upgrade of JDE to support
current NCTD transit service model
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Reimplementation/Upgrade Objectives
• Upgrade current software to latest version
• Support NCTD business model functions
• Eliminate redundant systems and interfaces
• Maximize cross-functional use
• Improve user experience
• Meet pending Federal Transit Administration
Asset Management Requirements
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Project Groundwork
Conduct Current State Assessment
– Board authorized professional services contract for ORACLE
Health Check Assessment on October 17, 2013
– Health Check Assessment complete
Procure Additional Modules for Upgrade
– Board authorized purchase on October 16, 2014
Issue JDE Project Management and On-Call
Professional Services RFP
– Issued January 12, 2015
Select JDE Project Management and On-Call
Professional Services Vendor
– Awarded July 16, 2015 to Denovo Ventures, LLC NTE $4,550,000
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Timeline
5
Project Management Plan Development
Develop PMP Development Action Plan (Lot 1)
– PMP Development Workshop – August 10, 2015
– Rules of Engagement Established
Identify NCTD Subject Matter Experts (SMEs)
– “Person with bona fide expert knowledge about what it takes to do a
particular job” ... United States Office of Personnel Management
– Identified and Engaged 25 NCTD Cross-Functional SMEs
– Complete September 15, 2015
Launch JDE Reimplementation/Upgrade (NCTD-Wide)
– Articulate Business Drivers, Objectives and Goals
– Review PMP Development Process
– Kick Off Meeting – October 19, 2015
– Over 65 Cross-Functional NCTD Stakeholders in attendance
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Project Management Plan Development
Convene Executive Steering Committee
– Overall Project Direction, Policymaking, Scope, and Change
Management
– Kick Off Meeting – November 2, 2015
Conduct Discovery Workshops
– Participants: Denovo Functionality Experts and NCTD SMEs
– Review NCTD Organization, Business Processes,
Hardware/Software Infrastructure, Information Technology Support
Capabilities, and Business Model Requirements
– Identify Pain Points, Unresolved Issues, Known Modifications and
“Wish Lists”
– Complete – October 19, 2015 through January 5, 2016
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Discovery Workshop Topics
JD Edwards Modules and Functionalities Reviewed
– Finance – Address Book, General Accounting, Accounts Payable,
Accounts Receivable, Fixed Assets, Budgeting and Planning,
Project Costing/Job Cost, Contract & Services Billing
– Distribution/Logistics – Purchasing, Sales Order Management,
Inventory/Operations Planning-Based Inventory Management, Work
Orders, Advanced Pricing, Advanced Stock Valuation, Bulk Stock
Inventory, Warehouse Management, Capital Asset Management
– Real Estate Management - Common Area Maintenance,
Lease/Tenant Admin, Expense Participation, Manual and Recurring
Billing, Tenant Work Orders
– Human Capital Management – Human Resource Management,
Benefits, Payroll, Health & Safety
8
Project Management Plan Development
Research and Develop Findings & Deliverables
Documentation – through January 31
NCTD Draft PMP and Budget Review – February 3
►Present Draft PMP to Executive Steering Committee
– Draft PMP Review Workshop – February 5, 2016
– Finalize and Present Findings and Recommendations
Document
– Executive Steering Committee – no later than March 4
– NCTD Cross-Functional Stakeholders – no later than March 11
9
Final PMP and Budget Approval
• Final Findings & Recommendation Documents
– Approach
– Project Plan
– Resource Plan
– Budget
– Exhibits:
• Hardware Architecture
• Process Matrix
• Technical Matrix
• Gap Analysis
10
Next Steps
• Execute Approved Project Management Plan
– Kick off April 1, 2016
– Configuration/Prototyping
– Testing/Documentation
– Knowledge Transfer/End User Training
– Cutover/Go-Live
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Questions?
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