Project Implementation UpdateFebruary 9, 2021

BOE MeetingFebruary 9, 2021

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ATLAS is an integrated, enterprise-wide business solution that connects technology, processes, and people to provide FCS the ability to effectively organize and conduct the day-to-day business transactions of the district.

Business Technology (ERP)Software/Hardware

What is Atlas?

Payroll Time Management

Benefits AdministrationBudget AdministrationWorkers Compensation

Other ClaimsAccounts Payable

ProcurementContracting

Pension Payroll & Benefits

Finance

CompensationLearning &

DevelopmentApplicant Tracking

CertificationLeave Administration

On/Off-BoardingEmployee SelectionSubstitute Services

Position Control

HR / Talent

Asset ManagementInventory Management

Print ServicesTransportation

ServicesFacilities/MaintenanceOutside Service WorkCapital Programming

Operations

Network InfrastructureSecurity

Disaster RecoveryData Warehousing

Master Data Management

Records ManagementProcess Automation

IT

DashboardsAnalyticsDecision

Support/InsightPerspectives

Performance Metrics

Reporting

Our purpose is to…ensure systemic

processes that are easy to use, transparent, and

create awareness of how we work across

departments.

We have achievedour purpose when…

we have clearly articulated processes and meaningful

data that continues to evolve and meet future

business needs.

We deliver on our purpose by ensuring

that our people…are empowered to provide

support to our schools, staff, and community while

effectively leveraging integrated processes.

The Mission

Ron WadeChief Talent Officer

Patrick BurkeChief Operations Officer

Marvin DereefChief Finance Officer

Tim DunnExec. Dir. II,

Program Management

Emily BellChief Information Officer

David HeltonDep. Chief Financial Officer

FCS Steering Committee

Project Contractors

FCS Implementation Team Members

Adrienne ParkerAlexandra BatesAllen BouknightAllysia WrightAmy DyerAngela YoungAnica GoldingBelindra JonesBernadette VanterpoolBilly SmithBrantly SayeChanel MasonChimere BryantCrissi CalhounDaria FreemanDavid Knotts

Dawn RoseDerrick JohnsonDjamal BalbedDoug CareyEddie BreauxFarah JethaFelecia MartinFreda McClainGayle FitzgeraldGina RomeGreta TinagliaHeide ProuseJarrod JonesJennifer BanksJoseph ClementsJuandalyn Richards

Judy ClaybrookKaren EthridgeKayla MossKellie OwensKenneth KosslowKenneth MeldeKenny WilderKirk BalcomKuldeep GollamudiKurniawaty AuwLaquita SearcyLaRhonda GuyLav PatelLeticia JonesLisa CannonLisa Steele

Liz YoungMark AtchisonMatthew BrooksMelinda EdwardsMia FuseMia ThackerMichelle EasleyMohamed AtwaPamela GaylesRay WhiteRaymond LeeRichard GaddyRicky K WanRierre RobinsonRobert CloughRussell Holly

Sarah DixSatish AvuthuSharyce GundySherry BrewerStephanie BoutteSuzanne HatfieldTamara BradleyTeri BowenTonnyia AllenTracy WatsonVickie CrossVincent McCoyWayne HayneXavier BaileyYvette MarcusSchool-Based Advisory Board

Atlas Engagement Team

Project is currently on time and on budget

The Design Phase kicked off in October and cross functional teams participated

in 131 Design Session Workshops accomplished virtually through Microsoft

Teams. Additional needs were discovered during Design that are critical to

business success

Change requests and additional licenses have been submitted

There is no net increase to FY21 budget based upon current contingency, and

project travel savings

Atlas Headlines

Finance Budget Procurement

OperationsHR/Payroll Core Hana Database

Solution View of Atlas Landscape

2020 2021 2022

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Jan 1, 2022 Go-Live

7

Atlas Project Timeline

Prep

Aug 3 – Aug 21, 2020• Create documentation

• Project templates• Project Charter

• Resource planning & onboarding

Design

Aug 24 –Jan 29, 2021• Create project plan• Create Process Design Documents

(PDD) and FCS business signs-off• Create Configuration workbooks• Create Functional Design Specs• Stakeholder Analysis• Prepare Communication, Testing,

Training, Data Conversion & Support Strategy plans

• Finalizing PDDs and Functional specs• Realization Planning

Validate

Aug 30 – Dec 31, 2021• Execute test scenarios & make

corrections to configuration• Test integration & parallel scenarios• Create training material & conduct end

user training• Conduct final solution review• Develop Cutover plan• Conduct Administrator training• Cutover• Go / No-Go Decisions

Launch & Hypercare

Jan 1 – Jun 30, 2022• Go-Live• Go-Live Support• Hypercare Support• Issue Management

Feb 1 – Aug 27, 2021• Configuration & develop system• Unit Test• Security / Role Permissions

analysis & documentation• Extract, prepare & load data• Develop Integration, Parallel, and

UAT test plans and scripts• Iterations• Identify Change Champions

Realize

LEGEND Completed In Progress Not Started

2020-2021

1 2 3 4 5

Aug Sep Oct Nov Dec

Design Phase

Design

1. Design Activity PrepAug 24 – Aug 28

• Process framework• Requirement identification• Traceability matrix• Define processes to be

included in waves

2. Wave 1 Pre-WorkshopActivitiesAug 31 – Oct 2

• Project Team engages in…• Workshop agendas, schedules• Process reviews• Prepare documentation• Review Technical requirements• Interface definition

3. Business Team KickoffOct 1

• Meeting to introduce project• Define Design sessions• Define expectations• Review Design agenda (generic)

4. Business EngagedOct 5

5. Wave 1 Internal Documentation ReviewSept 28 – Oct 16

• Team EPI-USE finalizes documentation

6. Wave 1 Workshops &Finalize DocumentationOct 5 – Oct 16

• Processes defined in Wave 1 Workshop sessions

• Business reviews and signs-off on Design documentation

7. Wave 1 Business Sign-offOct 19 – Oct 23

• FCS Business Signs-off onWave 1 To-Be Business Processes

11. Wave 2Business Sign-offNov 30 – Jan 29

10. Team EPI-USEupdates documentationNov 23 – 27

9. Business Reviews Documentation & provides updates neededNov 16 – 20

• Processes defined in Wave 2 Workshop sessions

8. Wave 2 WorkshopsOct 19 – Nov 13

• Processes defined inWave 2 Workshop sessions

Specific business process design efforts are listed in the addendum

2021

Feb Mar Apr May Jun Jul Aug

Configuration / Build / Test – Some meetings and questions with FCS

Complete Workbooks / Functional Specs –FCS to review Functional Specs

PrioritizeWRICEFFs Create Technical Specs

Fiori / Security / Roles – FCS Input Required

Data Migration – FCS Input and Data Cleansing Required

Create Training Documentation – FCS Input & Review Required

Iterations – FCS Attendance and Hands-on Required

Epi-Use With FCS Involvement

Team Epi-Use

Identify Change Champions Build Test Plan, Test Scenarios, Test Scripts

Realize

Realization Phase

ProcurementTime Management

Asset Management

High touch impact to every Employee at FCS Impact to all Departments

High Impact Areas of Change

NEW BEHAVIORS, PROCESSES, AND TOOLS

Articulate vision

Align understanding

Create the awareness of the reason for change

Inform Engage leaders

Energize colleagues to support and be part of change

Create opportunities for2-way dialogue

Involve Ensure team readiness

Actively involve stakeholders through various forums

Build knowledge and ability through training

Board Policy changes

Prepare Measure and sustain

Emphasize expectations

Celebrate wins and share successes or lessons learned

Embed

OUR ENGAGEMENT APPROACH

“I have the knowledge & skills to participate in the change.”“I understand why the change is happening.”

Change Management

FY 2021 ATLAS BUDGET$12,989,466.03

Actuals

Remaining

$5,690,000.64

$7,299,465.39

* Figures as of 12/31/2020

Year-to-Date Budget Expenditures

Spending Totals with Trends

*Funded per Capital Plan 2022

Change Request SummaryDescription Estimated

ValueApproved

by ESCChange Request

Submitted Notes

Microsoft Azure Architect $40,000 Y Y

This resource is to augment the experience of FCS staff in building the new hosting platform managed by Microsoft Azure. Additional support is desired to ensure SAP specific landscape requirements are met, and to stay on track to meet the system delivery timeline to avoid potential Atlas project delays.

Pension Payroll $315,000 Y Y

This process will enable the processing of Pension Payroll (currently occurring in IPass) to occur on the same S/4 system as the rest of the FCS population. It will also allow financial postings currently done through manual Journal entries to occur directly in the new system. Approval has been given by the Pension Board.

S/4 Hybrid Migration for Financial Services Functionality $340,000 Y Y

This hybrid process will allow for more in-depth changes to the General Ledger Account structure. The objective will be to reduce the GL account numbers closer to the GaDOE numbers. In the future design the “Program” will be removed from the “Fund” number and the “Cost Center” number to make accounting processes more efficient.

Overpayment Workbench $55,350 Y YThe implementation of the Overpayment Workbench will streamline the claims process and also help with the claims issue caused by concurrent employment.

Annual Salary Program $74,500 Y YThe annual salary program is a custom program, interfaces and fields will be designed to replace the custom program utilized today for yearly salary increases.

De-scope Compensation Management -$83,250 Y Y FCS does not require SuccessFactors Compensation Administration

and that module has been cut from the scope.

Change Request SummaryDescription Estimated

ValueApproved

by ESCChange Request

Submitted Notes

Managed Services – Transfer Roles & Responsibilities $53,000 Y

This increases EPI-USE responsibility for Linux Operating System, the SAP Support Pack and an additional SAP router. District resources are growing their knowledge base in these technologies at this point. Transferring this responsibility to EPI-USE will allow FCS to take advantage of EPI-USE’s experience and reduce project risk to FCS.

EPI-Labs SuccessFactors Extension for Query Manager $29,400 Y This extension will give enhanced reporting capability to FCS which will allow

more flexibility in running queries and analyzing data.

eSignature - DocuSign $18,300 Y DocuSign will be integrated as an eSignature functionality, and it will serve as the standard tool for electronic signature requirements for FCS.

OpenText Implementation $341,200 Y

OpenText will provide a Document Management platform that has storage, workflow and records management capability. It will serve as a central repository for FCS documents. Also, it will have the ability to seamlessly link content files with data in Atlas. Initial configuration will be for employee contracts and scanned invoice images. Over time, additional documents connected will be certifications, employee supporting documents, construction drawings, etc.

New Budget Form $18,500 Y

A new interdependency form is required to capture internal service requests between departments with workflow approval process. The form currently exists in Appli-Track. Appli-Track will be decommissioned after Atlas go-live and this functionality is needed on the new platform.

Do Not Hire Program $39,100

This program will add functionality to flag candidates as 'do not hire' as part of the employee separation and recruiting process. It will systematically create a comprehensive 'do not hire' list that will automatically disposition candidates requiring limited manual intervention.

Total $1,241,100

Additional License Summary - FY21

License Type Current Contract

Revised Estimated

Counts

Current Contract

Price

New Price

BenefitFocus - Direct Bill Employees (Pension) 0 1,900 $0.00 $22,230.00

Concur Intelligence for Expense 0 3,000 $0.00 $22,500.00

OpenText (SPS-SF) 0 13,800 $0.00 $82,800.00

Total Licensing Costs $0.00 $127,530.00

Total Licensing Increase $127,530.00

Additional License Summary - FY22

License TypeCurrent Contract

Revised Estimated Counts

Current Contract Price New Price

SuccessFactors – HR $823,500.00 999,963.00Active Employees 12,500 13,725 $823,500.00 $904,203.00Pension Employees 0 3,300 $0.00 $56,232.00Charter school employees 0 600 $0.00 $39,528.00

S/4 – Payroll & Pension $81,339.90 $113,875.86Active EE's S/4 Payroll 25 28 $23,882.25 $26,748.12Active EE's BSI Payroll Tax Processing 25 28 $42,247.75 $47,317.48

Active S/4 Payroll Maintenance $15,209.90 $17,035.09

Pension S/4 Payroll 0 7 $0.00 $6,687.03

Pension BSI Payroll Tax Processing 0 7 $0.00 $11,829.37

Pension S/4 Payroll Maintenance $0.00 $4,258.77

Additional License Summary - FY22

License TypeCurrent Contract

Revised Estimated Counts

Current Contract Price New Price

UKG Dimensions $405,768.00 $508,505.04Hourly Employees 3,200 3,884 $175,872.00 $213,464.64Salary Employees 9,300 8,129 $229,896.00 $200,948.88Substitute Employees 0 1,712 $0.00 $94,091.52

Benefitfocus $402,624.00 $564,939.00Active Employees 14,400 13,725 $402,624.00 $383,751.00Pension Employees 0 3,300 $0.00 $92,268.00Direct Bill Employees 0 1,900 $0.00 $88,920.00

Concur Intelligence for Expense 0 3,000 $0.00 $90,000.00OpenText (SPS-SF) 0 13,800 $0.00 $357,696.00

Total Licensing Costs $1,713,231.90 $2,634,978.90

Total Licensing Increase $921,747.00

Five-Year ForecastBOE Approved Contract FY21 FY22 FY23 FY24 FY25

$34,449,089.94

EU/Vendor Products $11,873,905.12 $10,437,313.00 $3,302,250.00 $3,302,250.00 $3,302,250.00

Contingency $1,115,560.91 $1,115,560.91

Budget Amount $12,989,466.03 $11,552,873.91 $3,302,250.00 $3,302,250.00 $3,302,250.00

Project AdditionsAdditional License $127,530.00 $921,747.00 $895,295.00 $895,295.00 $895,295.00 Change Requests $1,241,100.00 Total Additions $1,368,630.00 $921,747.00 $895,295.00 $895,295.00 $895,295.00

Balance of Contingency Minus Additions ($253,069.09) $193,813.91 ($895,295.00) ($895,295.00) ($895,295.00)

Project Savings

Travel Cost $780,000.00 $0.00 $0.00 $0.00 $0.00 Pension Board Offset $315,000.00 $0.00 $0.00 $0.00 $0.00 Total Savings $1,095,000.00 $0.00 $0.00 $0.00 $0.00

Forecast Balance(Net of Adds and Deducts)

$841,930.91 $193,813.91 ($895,295.00) ($895,295.00) ($895,295.00)

Questions?Questions?Questions?Questions?

Questions?Questions?

Questions?

Addendums AddendumsAddendumsAddendums

AddendumsAddendums

Addendums

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Process Area Workshop Name

Financial Accounting

General Ledger Accounting

Accounts Payable

Accounts Receivable

Cash Management \ Banking

Asset Accounting

Taxes

Accounting and Financial Close

Management Accounting Controlling

Funds Management Funds Management

Grants Management Grants Management

Budget Management

Grant Budget

Capital Budget

Budget Book

School and Department Budget

Project and Order AccountingWork Break Down Structures / Orders

Project Budget Execution and Controls

Enterprise Asset Management Facilities and Asset Management

Organization Management (Core HR)

Organizational Structure

Job and Pay Structure

Position Management

Design Wave 1 Processes

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Process Area Workshop Name

Time/Leaves

Basic Timekeeping, Basic Scheduling, and Business Structure Setup

Overtime, Premiums, and Pay Modifications

Absence Management Setup, including Accruals and Time Off Requests

Cost Centers and Labor Categories

Leaves of Absence - Worker's Compensation, FMLA, LTD/STD

Compensation Compensation Templates

Performance and Goals

Introduction to SuccessFactors Performance and Goals, Goal Management Planning

Development Planning, Continuous Performance Management, Performance Improvement Plans

Performance Management Templates and Processes

Payroll/PCC

Payment

Concurrent employment, Payroll Calendars, Processing and Models

Deductions, Arrears, Garnishment, Worker's Comp, Taxation, NRA, Tax Reporter, year End and Benefit plans

RecruitingRecruiting Requisition Creation and PostingCandidate Management: Application & SelectionCandidate Management: Interview, Background & Offer

Onboarding Onboarding

Design Wave 1 Processes

Process Area Workshop Name

Operational Procurement

Manage Procurement Organizational & Master Data

Procurement and Inbound Delivery

Invoice Management

Sourcing and Contract Management

Strategic Procurement

Supplier Management and Collaboration

Catalogue Management

Procurement and Spend Analytics

Sourcing and Contract Management

Program and Project Management Capital Projects

Travel ManagementTravel Request

Travel Expense Management

Employee Administration (Core HR)

Employee, Job Info and Portlets

Hire/Rehire

Job Changes

Employee Terminations

Concurrent/Contingent Employment

Design Wave 2 Processes

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Process Area Workshop Name

Time / Leaves

Substitute Services

Access Profiles and Data Visibility

Integrations and Interfaces

CompensationCompensation Forms

Compensation Changes and Statements

Learning Management

Learning Needs

Managing Learning Content

Manage Scheduling, Registration, and Completing Learning

Performance and Goals Additional Items; Libraries, Rating scales, Notifications and Reporting

Payroll / PCC

Payment Methods, Off-cycle, Terminations, Quota payout, Reporting, Rem statement, Posting and 3rd Party Remittance

Integration/Replication

Payroll Control Center

Recruiting Career Site and Applicant Engagement

Job Profile Builder Job Profile

Offboarding Offboarding Employees

Design Wave 2 Processes

Workshop Schedules and Statistics

Business engagedOct 5, 2020 Wave 1 Business Sign-off

Oct 19 - 23, 2020

Wave 1 Workshops & finalize documentationOctober 2020

Wave 2 WorkshopsNovember 2020- January 2021

Wave 2 Business Sign-offNov 30, 2020 – Jan 29, 2021

Business Reviews Documentation & provides updates needed

Nov 16-20, 2020Area Description # Hours

S/4Wave 2 38 94.5

HR / PayrollWave 2 32 70.5

Total 70 165

2020-2021

October Nov Dec/Jan

Design

Area Description # Hours

S/4 Wave 1 30 110

HR / Payroll Wave 1 31 121

Total 61 231