HomeMy WebLinkAboutResolutions - 2018.07.19 - 23695REPORT (MISC. #18252) July 19, 2018
BY: Bob Hoffman, Chairperson, Human Resources Committee
IN RE: DEPARTMENT OF MANAGEMENT AND BUDGET/HUMAN RESOURCES DEPARTMENT
/COUNTY EXECUTIVE — COMPLIANCE OFFICE — FINANCIAL AND HUMAN CAPITAL
MANAGEMENT SYSTEM REPLACEMENT PROJECT
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Human Resources Committee, having reviewed the above-referenced resolution on July 11, 2018,
reports with the recommendation that the resolution be adopted.
Chairperson, on behalf of the Human Resources Committee, I move the acceptance of the foregoing
report.
Asir latiZ;;AFA,
if4r an, District #2
Chairperson, Human Resources Committee
HUMAN RESOURCES COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
MISCELLANEOUS RESOLUTION #18252 July 19, 2018
BY: Commissioner Thomas Middleton, Chairperson Finance Committee
IN RE: DEPARTMENT OF MANAGEMENT AND BUDGET/HUMAN RESOURCES
DEPARTMENT/COUNTY EXECUTIVE — COMPLIANCE OFFICE — FINANCIAL AND HUMAN CAPITAL
MANAGEMENT SYSTEM REPLACEMENT PROJECT
To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen:
WHEREAS Oakland County currently uses PeopleSoft for its financial system and human capital
management system needs; and
WHEREAS the County's PeopleSoft applications were installed in two phases with the human
resources (HR) component being implemented in 1998 and the financials component being
implemented in 2006; and
WHEREAS the financial and HR applications have been maintained but not upgraded to new
functionality since 2009; and
WHEREAS due to budgetary cuts required as a result of the great recession, the County made the
conscious decision to freeze the PeopleSoft applications and obtain system support from a third-
party vendor to save significant annual support and maintenance costs (saving about $350,000 per
year or $3,150,000 over the last 9 years); and
WHEREAS both the financial and HR applications lack many of the work process improvements
offered by modern systems; and
WHEREAS the technical infrastructure to run the PeopleSoft applications has aged significantly and
requires an upgrade or replacement of the systems; and
WHEREAS upgrading to a more recent version of PeopleSoft was deemed to be cost prohibitive and
prompted the County to explore options; and
WHEREAS given the aging functionality and technical infrastructure as well as the significant costs
to upgrade the PeopleSoft HR and financial applications, a project was initiated through the
Information Technology Finance Admin Leadership Group; and
WHEREAS The Department of Management and Budget, Human Resources Department,
Compliance Office, Department of Information Technology (IT) and Treasurer's Office conducted a
lengthy competitive search and review for the purchase and implementation of a modern financial
and human capital management system; and
WHEREAS a Request for Proposal (RFP) was issued in late 2016 with eighteen (18) proposals
submitted, reviewed, and scored; and
WHEREAS the RFP evaluation team narrowed the selection to the top four (4)
applications/implementers; and
WHEREAS the RFP evaluation team then participated in multiple system demonstrations and
reference checks over the past year to reach a consensus decision on the financial and human
capital management system and implementer selection; and
WHEREAS Workday was chosen as the provider for the new financial and human capital
management system with Sierra Cedar as the implementer; and
WHEREAS the Workday product is considered a market leader in Financial and HR management
suites by Gartner, a leading IT research institute; and
WHEREAS the Workday product is built using modern Cloud and web technologies, and provides
the most robust technical security features of all the applications evaluated; and
WHEREAS the Workday product offers the functional and technical software as a service (SaaS)
solution whereby the system is configured (not customized) by users and allows users a continuous
current version of the application offering the latest in security and business functionality; and
WHEREAS the system offers enhanced dashboard management functionality tools and mobile
device capabilities, providing all user departments with access to real-time data and the ability to
drilldown to transaction detail from the configured dashboards; and
WHEREAS the one-time implementation costs are estimated at $9,799,792 as detailed in attached
Exhibit 1; and
WHEREAS recurring costs for the time period of FY 2018— FY 2023 are estimated at $11,326,520
(approximately $2,219,000 per year) as detailed in attached Exhibit 1; and
WHEREAS funding is available for the implementation and on-going operations of the new financial
and human capital management system application from the combination of FY 2018 — FY 2023
resources noted below:
• $10,000,000 General Fund Financial-HR System Update Assigned Fund Balance (GL
Account #383544)
• $4,770,365 General Fund non-departmental IT Operations line item
• $3,369,001 General Fund Technology Replacement/Hardware Assigned Fund Balance (GL
Account #383448)
• $1,276,291 Emergency Salaries Reserve line item
• $994,648 Information Technology Fund (#63600) from reduction of PeopleSoft related costs
• $411,840 General Fund non-departmental IT Development line item
• $304,168 Information Technology Fund and General Fund savings from other applications
that may be replaced by functionality offered through the Workday product; and
WHEREAS the on-going Workday SaaS costs have been built into the FY 2019 - FY 2021 budget
recommendation under the non-departmental General Fund; and
WHEREAS the project is estimated to take approximately two years to implement with the timeline
being refined after the Business Process Alignment (BPA) process is completed with implementer
Sierra Cedar (BPA is estimated to take 12-14 weeks); and
WHEREAS the project implementation will be tracked under the Major Departmental Support
Projects Fund as a separate fund and project number; and
WHEREAS it has been determined that two (2) additional positions are required on the HR and financial
functional side for the successful implementation of the Workday solution as well as being needed for the
continuous upgrades and quality/efficiency improvement measures for future years; and
WHEREAS it is requested to create a new classification in the Salary Administration Plan titled Enterprise
Resource Planning (ERP) Administrator, salary grade 18, overtime exempt; and
WHEREAS it is requested to create one (1) ERP Administrator position in the Department of
Management and Budget, Fiscal Services Division, Fiscal Services Administration Unit (#1020601) to
oversee and coordinate the financial aspect of the system; and
WHEREAS it is requested to create one (1) ERP Administrator position in the Human Resources
Department, Workforce Management Division, HR Recruitment and Workforce Planning Administration
Unit (#1050401) to oversee and coordinate the HR aspect of the system; and
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes
the Financial and Human Capital Management System Replacement Project.
BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the appropriation and
transfer of $10,000,000 from the General Fund Financial-HR System Update Assigned Fund
Balance (GL Account #383544) and $3,369,001 from the General Fund Technology
Replacement/Hardware Assigned Fund Balance (GL Account #383448) to the Financial and Human
Capital Management Replacement Project Fund #42100 Project #100000002816.
BE IT FURTHER RESOLVED to create a new classification titled ERP Administrator, salary grade 18,
overtime exempt.
BE IT FURTHER RESOLVED to create one (1) GF/GP ERP Administrator position in the Department
of Management and Budget, Fiscal Services Division, Fiscal Services Administration Unit (#1020601).
BE IT FURTHER RESOLVED to create one (1) GF/GP ERP Administrator position in the Human
Resources Department, Workforce Management Division, HR Recruitment and Workforce Planning
Administration Unit (#1050401).
BE IT FURTHER RESOLVED that the FY 2018 — FY 2021 budget is amended as reflected in the
attached Schedule A.
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution
Commissioner Thomas Middleton, District #4
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Crawford and Quarles absent
$ 120,124 $ 12,012 $ 132,136 169,655 $ 16,966 186,621 $ 132,136 186,621 $ 132,136 186,621 93,148 13,846 40,150 367,416 46,574 495,569 38,106 3,650 367,416 5,451,257 164,160 419,166 13,846 40,150 367,416 5,451,257 164,160 419,166 13,846 40,150 5,451,257 164,160 279,444 367,415 4,955,688 164,160 381,060 13,846 35,500 450,000 216,320 41,184 450,000 2,163,200 411,840 450,000 2,163,200 411,840 450,000 2,163,200 411,840 1,730,560 216,320 329,472 41,184 $9,233,489 $566,303 $9,799,792 $1,440,251 $7,954,893 $404,648 $0 $0 $0 $9,799,792 One-lime Workday Training w/ Adoption Kit - Year 1 Delivery Assurance Sierra Cedar BPA Implementation Org Change Management Travel PACT Licenses (Readiness Assessment Survey) Prof Services - hosted archive IT Increase ISP Bandwidth (approx 33% for Workday) 7 Labor - incremental IT Labor - existing resources One-lime Totals Recurring Workday Software License Training & Learn On-Demand Training (Years 2-5) $ 294,609 $ 1,767,649 $ 1,767,649 $ 1,767,649 $ 1,767,649 $ 1,767,649 $ 9,132,854 32,344 32,344 32,344 32,344 129,376 FINANCIAL AND HUMAN CAPITAL MANAGEMENT SYSTEM REPLACEMENT PROJECT EXHIBIT 1 One-time Estimated Contingency Total FY2018- Description Cost 10% Total FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 FY2023 Sierra Cedar Archive cloud service fees 72,000 72,000 72,000 72,000 288,000 IT Increase ISP Bandwidth (approx 33% for Workday) 100,000 100,000 100,000 100,000 100,000 500,000 Two Positions for HR & Fiscal Services (ERP Administrators) 41,171 247,024 247,024 247,024 247,024 247,024 1,276,291 Recurring Totals $335,779 $2,147,017 $2,219,017 $2,219,017 $2,219,017 $2,186,673 $11,326,520 Total One-Time and Recurring by Fiscal Year $1,776,030 $10,101,910 $2,623,665 $2,219,017 $2,219,017 $2,186,673 $21,126,312 Total FY2018- Funding Sources! FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 FY2023 General Fund - Financial-HR System Update Assigned Fund Balance (GL #383544) $ 1,243,675 $ 8,756,325 $ - $ - $ - $ - 10,000,000 General Fund - Technology Replacement/Hardware Assigned Fund Balance (GL# 383448) 450,000 769,089 2,149,912 - - - $ 3,369,001 IT Fund - Reduction of Peop(eSoft related costs - - 142,093 284,185 284,185 284,185 994,648 Possible savings from application maintenance that may no longer be needed (NEOGOV,Bottomline, Sympro, Echosign) - 43,453 86,905 86,905 86,905 $ 304,168 General Fund - non-dept 7 Development line item 41,184 329,472 41,184 - $ 411,840 Emergency Salaries Reserve line itern 41,171 247,024 247,024 247,024 247,024 247,024 $ 1,276,291 General Fund - non-dept 7 Operations line item - - - 1,600,903 1,600,903 1,568,559 $ 4,770,365 Total Funding Sources $1,776,030 $10,101,910 $2,623,665 $ 2,219,017 $ 2,219,017 $ 2,186,673 $ 21,126,312 ,
152130 152130 196030 182020 182020 183010 183010 196030 196030 182020 183010 182090 788001 788001 773630 702010 722740 702010 722740 740058 774636 774636 774636 774636 $ 13,369,001.00 41,184.00 (41,184.00) 13,212.00 7,373.00 13,212.00 7,374.00 (41,171.00) - $ 329,472,00 (329,472.00) 79,275.00 44,237.00 79,275.00 44,237.00 (247,024.00) SCHEDULE A OAKLAND COUNTY, MICHIGAN FISCAL YEAR 2018 - FISCAL YEAR 2021 FINANCIAL AND HUMAN CAPITAL MANAGEMENT SYSTEM REPLACEMENT PROJECT AMENDMENTS FY 2018 FY 2019 FY 2020 FY 2021 AMENDMENTS AMENDMENTS AMENDMENTS AMENDMENTS DEPT PROGRAM ACCT FUND AFF. OP UNIT ACCOUNT NAME GENERAL FUND (#10100) Revenue 9010101 196030 9010101 196030 665882 Planned Use of Balance (GL Account #383544) 665882 Planned Use of Balance (GL Account #383448) Total Revenue $ 10,000,000.00 $ 3,369,001.00 $ 13,369,001.00 $ Expenditures 9010101 9010101 9090101 1020601 1020601 1050401 1050401 9090101 9090101 1020601 1050401 1010210 42100 Transfer Out - HR-Financial System Project 42100 Transfer Out - HR-Financial System Project Info Tech Development Salaries - Fiscal Services Fringe Benefits -Fiscal Services Salaries - Human Resources Fringe Benefits -Human Resources Emergency Salaries Reserve Info Tech Operations Info Tech Operations Info Tech Operations Info Tech Operations - $ 41,184.00 (41,184.00) 79,275.00 79,275.00 44,237.00 44,237.00 79,275.00 79,275.00 44,237.00 44,237.00 (247,024.00) (247,024.00) (1,600,903.00) 533,635.00 533,634.00 533,634.00 Total Expenditures $ 13,369,001.00 $
Expenditures 9016001 9016001 9016001 9016001 9016001 9016001 9016001 152130 152130 152130 152130 152130 152130 152130 731458 730373 731773 760132 774636 773630 796500 INFORMATION TECHNOLOGY FUND (#63600) Revenues 1080101 152000 631372 Expenses 1080201 152010 731773 1080601 152090 730324 SCHEDULE A OAKLAND COUNTY, MICHIGAN FISCAL YEAR 2018 - FISCAL YEAR 2021 FINANCIAL AND HUMAN CAPITAL MANAGEMENT SYSTEM REPLACEMENT PROJECT AMENDMENTS FY 2018 FY 2019 FY 2020 FY 2021 AMENDMENTS AMENDMENTS AMENDMENTS AMENDMENTS DEPT PROGRAM ACCT FUND AFF. OP UNIT ACCOUNT NAME HR - FINANCIAL SYSTEM REPLACEMENT PROJECT (#42100) Project Business Unit MAJOR, Project #100000002816, Activity A Revenues 9016001 152130 695500 9016001 152130 695500 9016001 152130 665882 10100 Transfer In - General Fund 10100 Transfer In - General Fund Planned Use of Balance Total Revenues Professional Services Contracted Services Software Rental Lease Purchase Computer Equipment Info Tech Operations Info Tech Development Budgeted Equity Adjustments Total Expenditures OC Depts Operations Total Revenues Software Rental Lease Purchase Communications Total Expenses $ 13,369,001.00 $ - $ - $ 41,184.00 329,472.00 41,184.00 9,525,414.00 2,149,911.00 $ 13,410,185.00 $ 9,854,886.00 $ 2,191,095.00 $ $ 413,990.00 $ 5,894,861.00 $ 219,144.00 $ 216,320.00 1,730,560.00 216,320.00 613,366.00 1,799,993.00 1,614,447.00 450,000.00 100,000.00 100,000.00 41,184.00 329,472.00 41,184.00 11,675,325.00 $ 13,410,185.00 $ 9,854,886.00 $ 2,191,095.00 $ $ 100,000.00 $ 100,000.00 $ 1,600,903.00 $ 100,000.00 5 100,000.00 $ 1,600,903.00 - $ - $ 1,500,903.00 100,000.00 100,000.00 100,000.00 $ 100,000.00 $ 100,000.00 $ 1,600,903.00
ERP Admin.HLM.06-22-18.docx, LT 6/28/18
DRAFT
OAKLAND COUNTY MICHIGAN
Class Title: ENTERPRISE RESOURCE PLANNING (ERP) ADMINISTRATOR
Department: Human Resources and Management & Budget
Reports To: Division Manager
ELSA Status: Exempt
Salary Plan: SAP
GENERAL SUMMARY
Under limited direction, monitors, maintains and ensures the reliable performance of ERP systems.
Troubleshoots and resolves any ERP related hardware, software, user access or other problems.
Participates in projects to gather user requirements, design, configure, test and implement ERP systems
and applications. Monitors system performance and usage to maintain security and reliability.
Coordinates new software releases, fixes and upgrades with technical teams and functional users.
Recommends new features or changes to configuration/ workflows based on user feedback and
departmental needs. Customizes and configures workflow to allow the integration with other applications.
Tests ERP layout to ensure the system is meeting County needs. Utilizes current Countywide and/or
department specific software to complete assignments.
SUPERVISION EXERCISED
Functions as a leader over project team staff assigned to the implementation and maintenance of Oakland
County's ERP system.
ESSENTIAL JOB FUNCTIONS
Participate in the design, development, configuration, customization, and support efforts of current ERP
system. Participates as a lead in system upgrades and new implementations.
Coordinates the migration and integration process, ensuring that the objectives and needs of the
department are successfully achieved.
Is the liaison between information technology staff, vendors, user subject matter experts and unit leaders.
Develops training materials and assists unit leaders in training system users.
Create and maintain user profiles and security roles as they relate to MI° system.
Responsible for providing, configuring, and maintaining system access as well as coordinating and
communicating system updates with all end users
Responsible for coordinating, organizing and tasking appropriate staff members and vendors for ERP
functional duties related to configuration, maintenance, updates, and integrations of the ERP system
CLASS TITLE: ERP ADMINISTRATOR
Develop and maintains reports, implements dashboards and provides audit reports on demand to meet
business and regulatory requirements.
Write scripts and queries for business applications, third party integrations and applications that interface
with the system.
Monitors and maintains interfaces and data transfer mechanisms as required to support and integrate
business applications.
Ensures that backups and disaster recovery procedures are functioning properly, testing backup and
recovery strategies to ensure business process reliability.
Utilizes current Countywide and/or department specific software to complete assignments.
ADDITIONAL DUTIES & RESPONSIBILITIES
Serves as a communication contact with end user departments and works to understand, configure and
integrate business needs that can be achieved through the ERP system, either directly or through the
appropriate staff
ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS
Ability to accurately communicate information.
Ability to organize and maintain goals and objectives for ERP system (implementation and on-going
maintenance/upgrades)
WORKING CONDITIONS
Work is performed in a typical office environment.
IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary
range for this job classification. Generally, only those key duties necessary for proper job evaluation
and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the
supervisor.
EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES
A. REQUIRED MINIMUM QUALIFICATIONS
1. Possess a Bachelor's degree from an accredited college or university with a major in
Computer Science, Information Systems, Business Administration or closely related field;
AND
2
CLASS TITLE: ERP ADMINISTRATOR
2. Have had at least five (5) years of full-time work experience in system administration within
an ERP system including one or more of the following areas: reporting, maintenance, testing,
inventory control, migrations, security, configuration, and implementation.
NOTE: A Master's degree in Computer Science, Information Systems, Business Administration
or closely related field may be substituted for one (1) year of the required work
experience.
3. Pass the complete examination, including the employment medical, established for this
classification.
4. Successfully complete the six-month probationary period.
B. ADDITIONAL DESIRABLE QUALIFICATIONS
1. Strong analytical/problem solving skills.
2 Considerable knowledge of computer operations and computer systems analysis.
3 Considerable ability to follow complex oral and written instructions.
4. Considerable ability to make routine decisions in accordance with departmental policies and
procedures.
5. Considerable ability to develop and maintain effective working relationships with employees.
6. Considerable ability to solve problems related to computer system software and operations.
7. Considerable experience in project management.
8. Considerable knowledge of and ability to utilize current word processing, spreadsheet,
database, e-mail and Internet software.
3
Resolution #18252 July 19, 2018
Moved by Hoffman supported by Quarles the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Gershenson, Gingell, Hoffman, Jackson, Kochenderfer, Kowa11, Long, McGillivray,
Middleton, Quarles, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman, Dwyer. (18)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
I APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on July 19, 2018,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 19", day of July, 2018.
fr7 I et.- e(e
Lisa Brown, Oakland County