Enterprise Resource Planning (ERP) Systems What is it? Why would we need it? How do you implement it? Mike Middleton, CPA Deputy Finance Director, City and Borough of Sitka [email protected]
Dec 24, 2015
Enterprise Resource Planning (ERP) Systems
What is it?Why would we need it?
How do you implement it?
Mike Middleton, CPADeputy Finance Director, City and Borough of [email protected]
What is an ERP?
More than just accounting software Improved ability to analyze information Designed to be integrated with
multiple systems
More than accounting software
Not an Accounting system› Decision support system
Integrates multiple systems› Subledgers, Modules› Data imports and exports
Intended to be used by other departments› Finance doesn’t need to create all reports
Improved ability to analyze information
Common database Typically real-time data
› (For various values of real-time) Improved data access
› Reports, Inquiries, Queries› Configurable
Quantity and cost
Export to EXCEL!!!
Designed to be integrated with multiple systems
Multiple modules › Link functionality to general ledger
Import/Export with other systems› Eliminate manual entry errors
Systems balance
Why do I need an ERP?
Everybody is doing it Elimination of manual entry/reentry
errors› **** Formula errors
Elimination of dual systems Eliminate dueling systems
› Which has the “right” number Quicker analysis
Everybody is doing it
Systems age out › Technology; Industry standards› New regulations› Trained future employees
Compare to a car › 1987 Subaru Brat with a 2012 motor
Is it a 2012 or 1987?
Elimination of manual/reentry errors
Excel errors happen› Hardcoding› Bad formulas
Fat fingering – tpyos› Typos
Elimination of dual systems
Same information› General Ledger› Revenue system› Billing system› Spreadsheet on Mike’s computer
Elimination of dueling systems
Mike’s Law› If an account is tracked by more than one
nonintegrated system, the amount in the account will differ by whatever the project manager needs.
Have you had this discussion before?› “But my spreadsheet says…”
Quicker analysis
What is the cost per utility meter? What is the cost per utility account? Not restricted to financial data
› Statistical also
How do I implement an ERP?
Research Buy in Finance Select a system Develop Implementation Plan Implement Continuous improvement
Research
Dig. Talk. Know the topic.› Vendors› Other users
That person across the table from you – they use something
Cost matters Not all systems perform the same way
› Best fit for me might not be for you
Buy in - 1
Who are your allies?› It might not be who you think
Bring Department Heads to the table› What will the ERP do for them?
Buy in - 2
Return on Investment› Dollars
Staffing Systems Paper - Toner
› Capacity Work load Error rate
Finance
What are the price limitations? How will you pay for it? Costs other than the system itself?
› IT network› Training
Remember a contingency amount› Something WILL be missed
Select a system
Features/Modules - prioritize› Needed› Wanted› Nice to have› NO. Just NO.
Will NOT have everything Look for future expandability Pull in other Departments
› Buy in. You will need it.
Develop Implementation Plan
Buy in from top individual Will not survive contact with the enemy
› Flexibility Involve other Departments
› Takes more time but pulls in Buy in Do not be overly aggressive/optimistic
› Overpromising will cost Must set target date/mileposts
› No targets = failure
Implement
Bring the Pain› It will hurt› Everything will take longer – at first
More information in = longer to enter Turn over
› Expect it
Implement continued
TESTING› Do it before › Do it while live› No other option
Not just Finance› Users will do things you would have never
thought of in your wildest dreams
Implement continued
TRAINING› Do it before› Do it while live› No other option
Not just Finance Create reference material
Continuous Improvement
Does not end – you are not done Not all features used
› Roll out to improve New modules Keep current with updates Ongoing training
› Annual conference› User groups
Sitka Upgrade 2
Done right› Buy in – Leadership/Focus› Financing› Selection› Training after go live› Continuous improvement› Ongoing training› Keeping current› Uncovered hidden systemic problems
Sitka Upgrade 3
Room for improvement› Training› Testing› Knowing what we purchased› There may have been some
overpromising…› Audit difficulties
Sorry BDO
Sitka Upgrade 4
Allies & Opposition› IT › Garage & Solid Waste
Turnover› Went live 1/1/14
On 3rd Grant Accountant, AP Clerk, Tax Clerk› For the better even if painful
Sitka Upgrade 5
Better analysis› Minutes vs Days
Departments can find information› Not dependent on Finance to run reports
AP actually processes faster with more data entered
Turnover gave change in Department attitude› Less “We always do it this way”
Current on updates
Sitka Upgrade 6
New processes coming up› Bank reconciliation online› Grant module – maybe› eSuites – electronic citizen portal
Conversation changed:› Was “Why?”› Now “How?”
Sitka Upgrade 7
Return on Investment› Soft factors
Work loads dropping TIME Visibility
› Uncollected billings decreased $165,000+ Last 3 months
› Unmeasurable Bottom Line
› Worth the effort
Questions?
Mike Middleton, CPADeputy Finance DirectorCity and Borough of Sitka, [email protected]