Transform Boulder Business Initiative (TBBI) May 30, 2012

Did you sign-in? Why are you here? To find out what the City needs To ask questions To understand the procurement process for this RFP and the projected timeline To let the City benefit from your experience and success in delivering these services To help the City create a better opportunity for success

Housekeeping

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Today’s Agenda Introduction of City representatives ERP Executive Perspective

Core Directors (Bob/Don) City of Boulder Background

Video/Ben Pennymon Project Background and Proposed Scope

Krissy Kaplan, HR Lead The Procurement Process & Timeline

Duane Hudson, Finance Lead Open Discussion – Q&A Session

Brett Feddersen, Technical Lead

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City of Boulder Team Core Directors

Bob Eichem, Finance Director Eileen Gomez, Human Resources Director Don Ingle, IT Director

Project Team Duane Hudson, Finance Lead Krissy Kaplan, HR Lead Brett Feddersen, Technical Lead Ben Pennymon, Communications Lead

Other Key Players

Steering Committee – Include City Manager and Deputy City Manager, and Public Works Executive Director

Linda Rad, Change Management Lead Forward Thinking Consulting and GFOA

Top Management and Directors’ Support City Council and Voters support, visible through

passing of bond High on city-wide priorities list Joint Business-IT Initiative committed to making this

product/project work Resource investment $3.5 million for the core ERP project

Framed as a change initiative Many of the City’s business processes are in need of improvement Business process reengineering is one of the key components for

governmental effectiveness in this fiscal climate

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Meet the City’s information needs with high quality, easy to access data

Provide cost-effective solutions to the project’s business drivers

Provide measurable efficiency gains across the City

Increase the value of internal services through time savings and future cost avoidance

Support transparency Create self-sufficient users who understand how

to use ERP-based tools and who view the new ERP environment positively

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Significant executive level attention and sponsorship

Openness for change and improvement at Executive Level Emphasis on business process reengineering and best practices

A high level of determination to be successful Focus on outcomes with a premium placed on

knowledge transfer A real opportunity to leave an imprint on the

organization

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“The Boulder Way” – High level of Civic Engagement Scrutiny of Change (Intelligent Discourse will be

demanded for the need to Change) Current State of Business Processes A customer that is collaborative and appreciative of high quality work Community known for innovation and progressive

thinking

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Council-Manager form of government Population ~103,000

TripAdvisor "Top 25 Destinations in the US” "Top 100 Destinations in the World”

America’s Top 50 Bike-Friendly Cities (#3) Most Well-Read Cities in America (#5) Fittest Community in America

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FY12 Budget – approximately $239 million General Fund Dedicated Funds

Over 1,200 employees Longstanding commitment to

environmental stewardship and community sustainability

Recognized for our history of innovation

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Boulder’s Energy Future Climate Action Plan Affordable Housing Civic Center Master Plan University Hill Revitalization

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Boulder Financial System implemented in 1997 as KPMG Performance Series product

PDS, Inc. VistaHRMS in place for human resources, payroll and benefits since 1998

Several studies, including the Blue Ribbon Commission’s reports & IT Strategic plan, led to the City’s decision to pursue an ERP solution

Needs assessment in 2011 confirmed this direction

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Steering Committee, Project Charter, Goals Bond Initiative Completion of Needs Assessment Change Management Training/Team

Creation Initial Business Process Mapping City Manager Video All Hands Meeting

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SharePoint Site creation Project Manager Engaged Initial Project Planning Schedule, Communications Plan, Risk Plan & Risk Register,

Resource Plan, etc. Project Team Office Space Backfill funding secured: HR – Backfill hired IT and Finance – Backfill positions posted

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Roadmap Functional Initiatives Payroll, Time and Labor Remediation Remediation of Remaining Areas FIN and HCM Technical Upgrade Implement AR Fully Implement AM Complete Deployment of ESS Replace PARS Hyperion Financial Management Plus Fully Deploy Inventory HCM Enhancement Workflow

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Range of potential services for Roadmap functional initiatives may include: Business case development Project scoping and planning Project management Business process and system design Configuration and development Testing strategies and scripts Documentation Data conversion Organizational change management and communications Training development and delivery Custom reporting

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Program Management Services Supplemental Production Support Protocols and Procedures for ERP Projects and

System Support and Maintenance Strategic Guidance, Information Conduit, and

Effectively Leveraging Support Channels and Resources available to the City from Oracle

Application Hosting (long term initiative)

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Start Tue 7/5/11

Finish Fri 3/27/15

Qtr 1, 2012 Qtr 1, 2013 Qtr 3, 2013 Qtr 1, 2014 Qtr 3, 2014 Qtr 1, 2015 ERP Discovery Project

Tue 7/5/11 - Fri 2/17/12 ERP Procurement

Mon 2/20/12 - Fri 1/4/13 ERP Implementation Mon 1/7/13 - Fri 10/10/14

ERP Stabilization Mon 10/13/14 - Fri

3/27/15

TBBI Change Management Tue 5/1/12 - Mon 12/31/12

Phase 1 - Financial Mon 2/4/13 - Fri 1/31/14

Phase 2 - HR/Payroll Mon 2/3/14 - Fri 10/10/14

ERP Discovery Project Complete Fri 2/17/12

RFP Released Mon 5/14/12

Proposals Received Thu 6/28/12

Negotiations Complete Fri 12/14/12

TBBI Procurement Project Complete Fri 1/4/13

Phase 1 - Go Live Fri 1/31/14

Phase 2 - Go live Fri 10/10/14

ERP Implementation Project Complete Fri 10/10/14

Today

TBBI Project Timeline

*All Dates are tentative and the city reserves the right to adjust these target as appropriate.

TBBI Procurement Timeline

*All Dates are tentative and the city reserves the right to adjust these target as appropriate.

Start Mon 2/20/12

Finish Fri 1/4/13

March April May July August September October November December January TBBI Procurement

Mon 2/20/12 - Fri 1/4/13

Evaluation Plan Tue 3/6/12 - Thu 3/15/12

Draft RFP Fri 3/30/12 - Wed 4/11/12

Final RFP Mon 5/14/12 Vendors Work Proposals

Mon 5/14/12 - Thu 6/28/12

Pre Proposal Conference Wed 5/30/12

Asset Management Sidebar Mon 6/18/12 - Fri 6/29/12

Proposal Assessment Report Mon 7/2/12 - Fri 8/3/12

Final Demonstration Scripts Mon 7/9/12 - Fri 7/27/12

Elevate Vendors to Demos Mon 8/6/12 - Fri 8/10/12

Vendor demonstrations Mon 8/27/12 - Fri 9/21/12

Discovery Mon 9/24/12 - Fri 10/5/12

Contract Negotiations Mon 10/15/12 - Fri 12/21/12

RFP Released Mon 5/14/12

Proposals Received Thu 6/28/12

Negotiations Complete Fri 12/14/12

TBBI Procurement Project Complete Fri 1/4/13

Today

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