stakeholder presentation clayton county, ga - erp project...
TRANSCRIPT
Stakeholder Presentation Clayton County, GA
Opening Comments
Ramona Bivins,Chief Financial Officer
Core Project Goal
To Successfully Convert the Clayton County Finance System to Tyler’s Munis Financial System by April 2018.
© Tyler Technologies 20154
• Provide more efficiency in daily processes• Increase accuracy and reduce duplication• Improve training quality and consistency
Project Objectives
© Tyler Technologies 20155
• Improve internal & external customer service• Increase reporting and analytics• Adhere to best business practices
Project Objectives
© Tyler Technologies 20156
Criteria for Project Success
• Everyone’s participation is important to the project’s success.
• Flexibility• Sacrifice• Focus• Patience
• Positivity• Teamwork• Communication• Commitment
Project Community & Governance
© Tyler Technologies 20158
Project Community – Team Approach
PROJECT MANAGER
EXECUTIVE SPONSOR
PROJECT MANAGER
CHANGE MANAGEMENT
TEAM
FUNCTIONAL LEADS
POWER USERS
END USERS
DEPARTMENT HEADS
IMPLEMENTATION MANAGERS
EXECUTIVE COMMITTEE
TECHNICAL LEADS &
DATA TEAM
EXECUTIVE MANAGER
FORMS & REPORTS EXPERTS
CUSTOMIZATION PROGRAMMERS
SALES
TECHNICAL SUPPORT
SYSTEM MANAGEMENT
SERVICESIMPLEMENTATION
CONSULTANTS
IMPLEMENTATION DIRECTOR
DATA CONVERSION EXPERTS
QA TEAM
© Tyler Technologies 20159
Project Community – Team Approach
EXECUTIVE SPONSOR - Ramona Bivins
EXECUTIVE COMMITTEE
- Ramona Bivins- Dennis Johnson- Johnette Smith- Jason Brookins
PROJECT MANAGER
- Skipper Stevens
EXECUTIVE MANAGER - Chris Webster
IMPLEMENTATION DIRECTOR
- Penny Parsons
- Ginger Hain- Becky Terry
PROJECT MANAGER
- Paul Brock
IMPLEMENTATION MANAGERS
© Tyler Technologies 201510
Project Governance
What is Project Governance?– Identifies resources who:
• establish project goals• communicate the goals to community• provide support to community so they can achieve the goals
– Provides structure for:• issue escalation and resolution• Change Control review and authority• Organizational Change Management activities
© Tyler Technologies 201511
Project Governance – Achieving Project Goals
EXECUTIVE SPONSOR
EXECUTIVE COMMITTEE
PROJECT MANAGER
PROJECT COMMUNITY
Communicate
Goals
Provide
Support
EXECUTIVE MANAGER
IMPLEMENTATION DIRECTOR
& MANAGERS
PROJECT MANAGER
Communicate
Goals
Provide
SupportIMPLEMENTATION
TEAM
© Tyler Technologies 201512
Project Governance – Escalation Process
EXECUTIVE SPONSOR
EXECUTIVE COMMITTEE
PROJECT MANAGER
PROJECT COMMUNITY
Issue
Escalation
Change
Control
EXECUTIVE MANAGER
IMPLEMENTATION DIRECTOR
& MANAGERS
PROJECT MANAGER
Issue
Escalation
Change
Control
IMPLEMENTATION TEAM
© Tyler Technologies 201513
Project Management Responsibilities
RiskResourcesSchedules
DeliverablesContract
CommunicationReportingEscalation
RiskResourcesSchedules
DeliverablesContract
CommunicationReportingEscalation
County Tyler
Project & Implementation Overview
© Tyler Technologies 201515
Project Overview – Targeted Live Dates
Phase 2 – APPRAISAL & TAX
Start: 10/2017 Live: 07/2019
Phase 1 - FINANCIALS
Start: 04/2017 Live: 04/2018
© Tyler Technologies 201516
Project Overview – Targeted Live Dates
Phase 3 – HR/PR
Start: 10/2017 Live: 01/2019
© Tyler Technologies 201517
Project Overview – Applications Included
Phase 1
‒ General Ledger‒ Budget‒ Project & Grant Accounting‒ Fixed Assets‒ Cash Management‒ CAFR Statement Builder‒ Accounts Receivable ‒ General Billing
‒ Bid Management‒ Contract Management‒ Purchasing‒ Accounts Payable‒ Inventory
© Tyler Technologies 201518
Project Overview – Applications Included
Phase 2
‒ iasWorld CAMA & Tax Appraisal Software
‒ Field Mobile & Public Access Tax Software
© Tyler Technologies 201519
Project Overview – Applications Included
Phase 3
‒ Applicant Tracking‒ Payroll‒ Human Resources Management‒ Employee Self Service‒ Professional Development‒ Risk Management‒ Employee Expense Reimbursement
© Tyler Technologies 201520
Implementation Methodology
© Tyler Technologies 201521
Implementation Methodology
Enter the Partnership • Develop Management Plans• Set expectations• Build the Project Team • Begin Communications• Stakeholder Presentation• Develop the Project Plan & Schedule
© Tyler Technologies 201522
Implementation Methodology
Define the Future• Begin Knowledge Transfer • Examine Business Processes, challenges, goals &
objectives • Discover the potential options available in Tyler
software• Collaborate and make decisions to optimize new
business processes
© Tyler Technologies 201523
Implementation Methodology
Move Forward• Functional Leads & Tyler configure system• Continued Knowledge Transfer • Validate system design meets objectives• Iterative validation of data conversions, data
exchanges, forms and reports
© Tyler Technologies 201524
Implementation Methodology
Initiate Go Live Steps• Plan the Cutover to Tyler Software• End User Training• Perform additional testing to ensure system
quality • Validate user preparedness
© Tyler Technologies 201525
Implementation Methodology
Realize the Goals• Begin day-to-day processing • Go Live assistance from Tyler • Meet the Tyler Support team• Learn how best to resolve issues and questions• Post Live training (if applicable)
© Tyler Technologies 201526
Implementation Methodology
Continue the Success• Implementation activities come to an end• Ensure that Project Goals & Objectives are met• Continue validation of new process adoption
Outline of Project Roles
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Project Roles
Executive Mandate & Continuous Project SupportEXECUTIVE SPONSOR
EXECUTIVE COMMITTEE
Regular Meetings, Effective Issue Resolution Process & Cross-Department Cooperation, Project Manager Support
PROJECT MANAGER
Focus on Scope, Schedule & Resource Management, Communications, Issue Escalation, Effective Working Relationship With Steering Committee
FUNCTIONAL LEADS
Focus on Project Goals, Best Practices, Process Improvements, Change Management, Big Picture Visions, Leadership
© Tyler Technologies 201529
Project Roles
Provide Expertise, Be Open to New Processes, Become Munis Experts & Champion the New Ways, Keep Your Hands in the System
Provide Feedback to Functional Leads, Support New Processes, Participate in Change Management Activities, Provide Employees With Time to Practice
Make the Decision to Embrace the Change, Practice & Learn the New Process, Become a Supporter!
POWER USERS
DEPARTMENT HEADS
END USERS
TECHNICAL LEADS &
DATA TEAM
Follow Tyler Recommendations for System Updates, Prepare for Data Conversion Activities Early, Keep Consistent Processes in Place
© Tyler Technologies 201530
Project Roles
CHANGE MANAGEMENT
TEAM
Fuel the Change Process, Ensure Decisions Are Being Communicated, Provide Insight Into Project Benefits for End Users to Embrace, Establish Milestones to Recognize Accomplishments, Ensure New Processes Are Being Followed in Training and Post Live
QA TEAMProvide Guidance on Project Quality, Validate That All Aspects of the Project are Meeting Quality Standards
Questions?