Program Advisory Committee May 21, 2015

2 Agenda  EBS Governance Structure – Betsy Ames / Satish / Ken Rust (30 Minutes)  Government Transparency – Ken Rust (30 Minutes)  Vendor Payment Checkbook (Hosted Solution) – Phil Marchbanks  Vendor Payment Checkbook (Citizen Inquiry) – Kelly Ball  Discussion – Implementing new SAP functionality (20 minutes)  Enterprise Asset Management – Aaron Diamond  Travel Management – Michelle Kirby & Vickie Rice  Current Projects (5 minutes)  PSCD – Joan Martin  Agenda for June 2015 meeting

3 EBS Governance (Refer to Handouts) Discussion on EBS documents submitted for review – 1.EBS Governance Document 2.EBS Committees Program Advisory Committee Executive Steering Committee 3.EBS Ad Hoc Committee

4 Confirm EBS Governance...changes 1.Re-commit to membership of ESC and PAC due to staff turnover 2.PAC to include functional business process owners 3.Establish monthly meetings of joint PAC and functional Business Process Owners 4.Future PAC and functional Business Process Owners meetings will be chaired by CFO 5.ESC will meet quarterly to discuss and approve major projects and SAP investment 6.Ad hoc Subject Matter Expert Teams will be created as needed to evaluate and recommend new modules and/or projects 7.Customers and/or functional process owners to present business case to ESC & PAC where SAP is not a preferred solution.

5 For Approval – EBS Governance Current Governance Proposed Governance ESC Program Advisory Committee ESC Program Advisory Committee (functional business process owners included) Ad-hoc Temporary Committees of Subject Matter Experts

6 Adopting Changes (Roadmap) ( Presented in March meeting) March 19, 2015 ; ESC/PAC Discuss EBS Governance May 2015; PAC Approve EBS Work Prioritization for 6 months July 2015 Update on AKT Recommendation

7 Key EBS Projects June – December, 2015 SAP-PSCD for BRFS (OCT) Annual Hot Patch Testing JuneJuly Aug Sept Nov Dec Continue work on Time/Payroll tickets Implement Travel Management City Vendor Payment Checkbook OMF Facilities Solution Oct Year-End Tax Update RFP for HCM Processes & Forms

8 Government Transparency Vendor Payment Checkbook Project Presented by Ken Rust, Phil Marchbanks, and Kelly Ball

9 Government Transparency Project Goals Mayor and CAO identified need for greater government transparency Many municipal governments, both large (New York City) and small (Lake Oswego) striving to be more transparent to the public. Providing direct access to budgets, revenues, expenditures, and contract information via on-line checkbooks and financial dashboards. Of the 30 largest US cities, Portland ranked 25 th with a score of 50 out of 100 and a grade of D- based on OSPIRG’s “Transparency 2.0 standards

10 Government Transparency Project Goals Provide spending data on-line Per OSPIRG’s study, spending data is primarily what Portland lacks.

11 Government Transparency Project Team Business process owner Ken Rust, Chief Financial Officer Michelle Kirby, City Controller Subject matter experts John Maloney & Melissa Turner, Central Accounting Project Manager Phil Marchbanks, EBS Communication Kelly Ball, Jen Clodius, OMF Legal Linda Law, City Attorney

12 Government Transparency Pilot Project Vendor Payment Checkbook utilizing Intuit QuickBase cloud solution Affordable Easily developed and maintained Extract & prep one file monthly from SAP to manually load Limited to payments made to the City’s primary (trade) vendors (1xxxxx vendor numbers in SAP). No payroll. No one-time vendor refunds (tax or otherwise). No third-party remittance vendors. No employee reimbursements vendors. No internal petty cash/imprest accounts. No P-card vendor payments. Will mask vendor name of legally exempt payments

13 Government Transparency Pilot Project Demonstration

14 Government Transparency Pilot Project Included on the website Contact information – links to bureau PIO and records contact information lists; OMF number for general site questions FAQ – including why we are providing this information and any limitations in the information “How To” document – Explains the basic and advanced features Links to other information related to transparency

15 Government Transparency Pilot Project Communication Plan – Key dates April 14 – AAC Meeting – trial site demo May 21 – PAC meeting – demo, request approval May – communications informing of this project Week of June 1 – demos for PIOs, records contacts, and financial staff Week of June 8 – finalize site and address bureau questions June 17 – site live for PIOs and records contacts June 18 – site live for the public

16 Enterprise Asset Management (EAM) Project Aaron Diamond SAP Business System Analyst

17 Scope of EAM Project Facilities Management Solution REFX: Flexible Real Estate Land Buildings Leasing PM: Plant Maintenance Work order Project Systems (Implemented) Mobility Solution

18 Drivers Unsupported work order system Internal audit report on real property holdings External audit comments on financial reporting of real property Portland Building renovation

19 Opportunities Build a central Citywide repository of land Pursue integration with GIS system More transparent, integrated costs Scalable solution, if needed

20 Participated in OMF Facilities Services’ process mapping Jul ‘15 – Summer ‘17 May ‘15 – July ‘15 Aug ‘14 – May ‘15 EAM Project Timeline SME subcommittee to create proposal for ESC/PAC to review If approved, work with SMEs to complete RFP for EAM Responded to Facilities Services’ business requirements Gravity Pro Consultants on site to discuss business requirements PAC to review proposal and advise ESC Implement Flexible Real Estate and Plant Mainenance Subcommittee to present proposal for June PAC meeting Work to scrub data and get a jump start on other project tasks Demos of Flexible Real Estate, Plant Maintenance, Project Systems ESC to review and vote to approve the project Stabilize new solution SME subcommittee to create proposal for ESC/PAC to review If approved, work with SMEs to complete RFP for EAM Responded to Facilities Services’ business requirements Gravity Pro Consultants on site to discuss business requirements PAC to review proposal and advise ESC Implement Flexible Real Estate and Plant Mainenance Subcommittee to present proposal for June PAC meeting Work to scrub data and get a jump start on other project tasks Demos of Flexible Real Estate, Plant Maintenance, Project Systems

21 Travel & Expense Process Improvement Project Michelle Kirby & Vicki Rice

22 Project Goal & Development Bureau Directors and employees identified need for Travel Process Improvement Streamline cumbersome process Customer service & turnaround time Reduction of paper forms OMF CAO’s office gathered work group City Controller, Accounting staff, Bureau A/P Processors, Bureau Travel Coordinators, EBS staff, and CAO office staff

23 Work Group Research Business process owner Michelle, City Controller Subject matter experts John & Melissa, Central Accounting Project Managers Phil, EBS & Vicki, OMF/CAO Documented current as-is process Began research of other municipalities’ travel policies and procedures Distributed survey Travel Coordinators and A/P Processors Compiled and reviewed survey data and pain points

24 Pain Points & Other Considerations Policy/procedures Difficult to locate Confusing to interpret Internal controls Not consistently followed Reporting System needed for tracking and reporting Business process Routing for approval Working with/between traveler and agent Reduce paper forms

25 Pain Points.... continued Per diem calculator Confusing; resulting in errors Payment options Advances Reimbursements City Procurement Card

26 Options for Improvement 1.Improve paper forms and process, 2.Implement SAP on-premise solution, or 3.Implement SAP Concur Travel & Expense solution Viewed demo of SAP on-premise module via City of Tacoma Determination: Not a recommended solution

27 Next steps View demo of SAP Concur, May 28 th Work with Bureaus and Travel Work Group to: Create business requirements Review and revise City travel policy Gather cost estimates Create cost/benefit analysis Determine solution Present recommendation to PAC

28 SAP – Public Sector Collections and Disbursements Joan Martin

29 Public Sector Collections and Disbursements PSCD 2015 Mar AprMay Jun Jul Aug 15th Blueprint Realization Final Prep Process Improvements: Eliminate manual spreadsheets used to track master and transactional data Automate billing/invoicing process o Upgrade forms Automate dunning process, including interest calculation and correspondence Reduce handling of checks Go Live

30 Thank you!