oceanside, ca 92054 810 mission avenue revised (760) 966...

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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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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

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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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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

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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

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Final PMP and Budget Approval

• Final Findings & Recommendation Documents

– Approach

– Project Plan

– Resource Plan

– Budget

– Exhibits:

• Hardware Architecture

• Process Matrix

• Technical Matrix

• Gap Analysis

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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?