At a recent special meeting, the Cook County Board heard a presentation on the Strategic Tactical Enterprise Processes (STEP) management-software system, also known as enterprise software.
The board consists of 17 elected officials who each serve four-year terms.
Below is the agenda for this meeting, as provided by the board.
Cook County STEP (ERP) Town Hall Ivan Samstein Simona Rollinson Douglas Elwell
June 13, 2016
6/13/2016 Cook County ERP Implementation 1
Agenda
• Introduction
• What Is The STEP Project?
• Why Is The County Doing The Project?
• When Will We Doing STEP?
• How Will STEP Impact Me?
• What’s In It For Me?
• How Will I Be Prepared For The Change?
• How Can I Learn More?
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Introductions
• Introduction of Project Sponsors:
– Ivan Samstein, CFO – Simona Rollinson, CIO – Douglas Elwell, CCHHS Deputy CEO of Finance and
Strategy
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Why Are We Doing STEP?
? Multiple ERP Systems
? Difficult to assemble reports
? Myriad of business processes
? Need to improve controls
? Slow and cumbersome processes
? Difficulty in tracking status of purchases
? Need to leverage County Spend most effectively
? Enhance operating efficiency & reduce costs
? Advance the County’s procurement leverage
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What Is STEP?
• Strategic Tactical Enterprise Processes
: – Integrated Business Process – Shared Accounting Definitions – Electronic vs manual processes – Budgetary Controls – Analytics & Dashboards
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When Are We Doing STEP?
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Implementation Hypercare
Application Manag'ed Services
Strategic Tactical Enterprise Processes STEP UP TO SUCCESS
Cook County Government
Forest Preserve District
AJJ Users
All Users plus Employee Seif Service for Core HR Users
All Users
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When Are We Doing STEP? Wave 1
Inception Elaboration Construction Transition Production
11/15 12/15 1/16 2/16 3/16 4/16 5/16 6/16 7/16 8/16 9/16 10/16 11/16 12/16 1/17 2/17
Chart of Accounts Design
Process Overview
`
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Requirements Validation Workshop
CRP-0
Key Design Decisions
Functional Specification Conversions
Code Conversions
Tech Specs Conversion
Fit/Gap Workshops
Functional Specifications
Future Process Design Module Configuration
Conversion Testing
CRP-1
Technical Specifications
Code and Unit Test RICEW
Mock Cut 1
ST-1
Build Training Materials
Mock Cut 2
Plan Training
ST-2
Mock Cut 3
Deliver Training
UAT
Hypercare - County
Hypercare FPD
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STEP Wave 1
iProcure
Purchasing (PO)
Fixed
Projects (PA)
Assets (FA)
Accounts Receivable (AR)
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F i n a n c i a l A n a l y t i c s ( B I )
Grants (GA)
Accounts Payable (AP)
Cash Management (CM)
( G L )
G e n e r a l L e d g e r
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How Will STEP Impact Me?
The Procure to Pay Process will bring the most change to the most number of County employees in Wave 1:
• Procure to Pay (Business Function)
– Requisitions – Purchase Order – Receiving – Invoice / Payment
• Workflow for approvals
• Master Data Management
– Items – Suppliers
• Chart of Accounts
• Encumbrances
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What’s In It For Me?
Process Pain Point Solution Procure to Pay: - Requisition &
PO - Approvals -Receiving
Items
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1) Paper Process for
Requisition & PO (29A). 2) Manual approval
process. 3) Unknown $$
commitment for Budget tracking.
1) User (Department) generated PO 2) Enable Oracle workflow
for approval. 3) Enable encumbrance in
Oracle to reduce budget hold times. Record to Report: - Analysts - Budgeting
Manually consolidate data from multiple systems, projects & grant sources.
Reports in Oracle and the BI Tool for specific analytical needs.
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What’s In It For Me?
Process Pain Point Solution
Acquire to Retire: - Asset
Management - Projects
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1) Managed by
spreadsheet & JDE and without GAAP standards applied. 2) Manual spreadsheet
process.
1) System generated Asset accounting in single system. 2) Use Oracle Projects & Grants capability.
Bill to Cash: - Accounts Receivable
Tracking AR in spreadsheets.
Use Oracle AR capability in single system.
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Analytics Capabilities
• Interactive Analysis and drill down
• Dashboards and ad-hoc reporting capabilities
• Predictive Analytics
• Executive Visibility
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How Will I Be Prepared?
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Portal: Training Comms. FAQs
Events:
Testing:
Workshops Town Halls
Two Cycles User Testing
County Teams
Training:
Workshop: Manuals
Role UPK
Mapping
Video Clips
Training
Office Outreach: Tasks Readiness
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How Can I Learn More?
• Steering Committee – the Project Leadership Team is the outlet for conversation and to answer questions. They will be cascading project communications in upcoming Division and Bureau meetings.
• Office Outreach – Office Change Agents will support offices with the change impacts and messages as well as training and other readiness needs.
• Project Portal – will supply distributed communications, FAQs, training clips, and other project materials.
• Project Email Address – we encourage all questions and suggestions to come to us at: ERP.STEPProject@CookCountyIL.gov
• Printed Materials – you will receive a hand-out which is the Elevator Speech which outlines the project benefits to the County.
– More Printed Materials will follow
Please see the Project Portal for Project and Communication Details
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How Can I Learn More? Your Sponsors
Ivan Samstein, CFO Simona Rollinson, CIO Douglas Elwell,
CCHHS Deputy CEO of Finance and Strategy
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How Can I Learn More? Your Steering Committee
Alexis Herrera
Samuel Steinberg CFO, Sheriff’s Office
CFO, Treasurer’s Office
Ammar Rizki Deputy CFO, Bureau of Finance
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Simona Rollinson CIO Barbara Pryor Dep. Chief of HR, CCHHS
Stephen Hughes CFO, FPD
Donna Hart CIO for CCHHS
Tom Lynch ERP Director Douglas Elwell Dep. CEO of Finance & Strategy, CCHHS
Velisha Haddox Chief of HR
Ekerete Akpan CFO, CCHHS
Zelda Whittler Under Sheriff Ivan Samstein CFO
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How Can I Learn More? Executive Stakeholders
Arnold Randall
Joseph Fratto General Superintendent, FPD
Chief Deputy Treasurer
Bill Kouruklis Chief Dep. Treasurer
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Keith Formell Acting CIO, Sheriff’s Office Deanna Zalas Director of Risk Management
Lawrence Wilson County Comptroller
Debra Rice ERP Project Manager
Martha Martinez Chief Admin. Officer at Cook County HR Derrick Thomas Director of MIS
Shannon Andrews Chief Procurement Officer
Dorothy Loving Director of Financial Controls, CCHHS
Tanya Anthony Director of Budget Mgmt. Systems
Ebonie Taylor OCM
Zahra Ali Director of Revenue
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How Can I Learn More? Your Change Readiness Leaders & Change Agents
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Please see the Project Portal www. STEP.cookcountyil.gov for the Change Readiness Leader & Change Agent(s) assigned to your office.
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How Did we Get Here?
Thank you to everyone here who has participated in the project by:
• Participating in design sessions
• Contributing to Key Design Decisions
• Attending Conference Room Pilots1 (CRP1) where you helped Identify Over 125 Change Impacts
• Providing Data Extracts to the Technical Team
We are building the system based on your invaluable contributions and we thank all of you for your time, energy and enthusiasm for the project.
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