WORKDAY FINANCIAL, PROCUREMENT & RECRUITMENT RECOMMENDATION January 19, 2016
Welcome message from author
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
WORKDAY FINANCIAL, PROCUREMENT &
RECRUITMENT RECOMMENDATION
January 19, 2016
AGENDA
• Oracle ERP History• ERP Upgrade/Replacement Process Timeline • Phase I – HCM/Payroll
– GoLive April 1, 2015– HCM/Payroll Status
• Phase II – Financials/Procurement & Recruitment– Current Environment User Experience
• Financials/Purchasing • Taleo Recruitment
– Workday Financials/Procurement & Recruitment Recommendation• Improvement of User Experience and Reporting• Due Diligence and Negotiations• Financial Analysis• Next Steps
2
ORACLE ERP HISTORY– HCM/Payroll Implemented 1994/1995
Due to Master Payroll Assignment Customization, Functionality Not Upgraded
– Financials & Procurement implemented approx. 1998Financial Functionality Last Upgraded in
2005– Spring/Summer of 2011, Oracle Insight Process: With
upgrade and new functionality, could save $7 to $14 million over 5 years
– DCSD on eBusiness Suite Version 11i – no longer supported
3
ORACLE SUSTAINING SUPPORT(FM ORACLE DOCUMENT LIFETIME SUPPORT)
• Sustaining Support does not include
– New updates, fixes, security alerts, data fixes, and critical patch updates
– New tax, legal, and regulatory updates– New upgrade scripts– Certification with new third-party
products/versions– Certification with new Oracle products
4
PHASE I TIMELINE
5
TASK
I. Oracle Insight Gap Analysis May 2011 thru September 2011
II. RFP (Request for Proposal) for Upgrade or Replacement of Oracle eBusiness Suite to include HCM and Payroll Issued November 2, 2012III. Eight Proposals Received Submitted December 19, 2012IV. Demonstrations by Top Four Proposers February, 2013V. Three Day Demos by Top Two Finalists Workday/Cedar & Oracle/AST May, 2013
VI. Finalist Chosen and BAFO Requested HCM & Payroll Only October, 2013 thru April, 2014
VII. BOE Approved Workday April 15, 2014VIII. Implemented Workday HCM & Payroll May, 2014 thru April, 2015
IX. Workday Go-LIve April 15, 2014
6
HCM/Payroll Status
NEW HIRES – START DATE SINCE 6/1/15
• Isolated June 1 to indicate being hired for the upcoming school year
• Number of new hires (external sources only): 848– Licensed: 413– Classified: 356–Admin Pro Tech: 39– Substitute: 40
• Increased recruiting efforts
Employee Changes Impacting Paychecks
• Position or Pay Basis Change• Calendar or FTE Changes
Over 2,700 transactions occurred between June and July payroll
INITIAL PAY ISSUES IN WORKDAY
9
I. Pay Issues
• FTE Greater than 100% - Non-completion of business processes (hires and terms)
• “Change Job” task
• PTO Balances transfers
FORMER ORACLE WORKER SET UP
10
Worker
PTO Balances
Position 2Work
Calendar & Salary
Accrual
Position 1
WORKDAY POSITION CONTROL & WORKER SET UP
11
Position 1 (0.5 FTE) Primary
• PTO Balances• Work Calendar
& Salary Accrual
Position 2 (0.2 FTE)
• PTO Balances & Accrual Calcs
Position 3 (0.3 FTE)
• PTO Balances & Accrual Calcs
CHANGE JOB TASK – POSITION DISAPPEARS
12
Position 1 (0.5 FTE)
• PTO Balances• Work Calendar
& Salary Accrual
Position 2 (0.2 FTE)
• PTO Balances& Accrual Calcs
Position 3 (0.3 FTE)
• PTO Balances & Accrual Calcs
KRONOS TIME KEEPING CHALLENGES
13
• Employees with Multiple Jobs
❑ Certified with Classified Substitute Positions❑ Multiple Positions within Multiple Organizations - Timecard Approvals
• Kronos Upgrade Required February 2016
PHASE II: IMPLEMENTING FINANCIALS, PROCUREMENT AND RECRUITMENT
14
I. Review of Workday Recruitment Capability June, 2015 thru December, 2015II. Review of Financials & Procurement Capability August, 2015 thru December, 2015
a. Formal Demonstration of FinancialsProcurement & Inventory November 18 & 19, 2015
b. Sierra Cedar SOW for Cash MgmtProof of Concept in Workday October, 2015 thru January 4, 2016
I. Workday Subscription Negotiations forRecruitment/Financials/Procurement/Inventory December 2015 thru Present
I. Request BOE Workday Subscription & Recruitment Approval January 19, 2016
I. Begin Workday Recruitment Implementation February, 2016II. Issue RFP for Workday Financials/Procurement
& Inventory Implementation January, 2016I. Implementer Decision April/May, 2016
II. Go-Live on Financials/Procurement andInventory July 1, 2017
15
USER EXPERIENCE ORACLE PURCHASING
ORACLE PURCHASING SYSTEM
16
ORACLE STEP #2
17
ORACLE STEP #3
18
ORACLE STEP #4
19
ORACLE STEP #5
20
ORACLE STEP #6
21
ORACLE STEPS REMAINING
• Further data requested to finish the requisition
• Outside of Oracle supporting documentation must be sent to Sourcing via email
• A PO is generated – no leadership approval process
• PO then must printed and faxed or scanned and emailed to vendor
22
ORACLE NEEDS INPUT
23
Oracle
Vendor Specific
Info
Item CatalogChart of
Accounts
EMAILVendor Backup
Info
CONTRACT MANAGEMENT CONSIDERATIONS
24
DUE DILIGENCE AND CONTRACT
NEGOTIATIONS
25
WORKDAY ANNUAL COST BY FUNCTIONALITY
26
Financials $400,247
Procurement 26,447
Inventory 26,447
Recruiting 75,000
WORKDAY NEW FUNCTIONALITY ANNUAL COST
27
Payment # Payment Due Date Payment Amount
1 Invoiced Upon Order $414,856
2Invoiced Upon Workday Implementation of Recruitment & Successful Go-Live 230,000
3 1st Anniversary Date * 528,1414 2nd Anniversary Date 528,1415 3rd Anniversary Date 528,141
6 4th Anniversary Date 528,141
Total Subscription & Recruitment Implementation Fees $2,757,420
CO-TERMING OF HCM, PAYROLL CONTRACT
28
Payment # Payment Due Date Payment Amount
1 Invoiced Upon Order $1,177,685
2 Catch-up Workday Training & Delivery Assurance
307,680
Total Subscription Fee $1,485,365
NEXT STEPS
29
• Send out RFP for Workday Financials & Procurement Implementation
• Upgrade Kronos
• Determine Workday Training Needs
RECOMMENDATION
30
Approve the Five Year Subscription for Workday Financials, Procurement &
Recruitment as well as Workday Implementation of Recruitment
QUESTIONS
31
Related Documents
