April 25, 2012 Change Management Team

2 ESS/MSS CURRENT STATUS

3 ESS/MSS Citywide ESS/MSS Current State Three roles: ESS Time Entry: 2,356 positions in 20 Bureaus ESS Personal Data: 3,300 MSS Display: 367 roles in 22 Bureaus

4 ESS/MSS ESS Time Entry AuditorGov RelationsOMF – Purchases Comm #3HousingOMF – Revenue Comm TechNeighborhood Involvement Parks Development ServicesOMF-BTSPlanning & Sustainability Emergency Management OMF-CAOTransportation Environmental ServicesOMF – Fin SvcsWater FPD&ROMF – BHR

5 ESS/MSS MSS Display AttorneyGov RelationsOMF – Purchases AuditorHousingOMF – Revenue Council OfficesNeighborhood Involvement Planning & Sustainability Community TechnologyOMF-BTSTransportation Emergency Management OMF-CAO Environmental ServicesOMF – Fin Svcs FPD&ROMF – BHR

6 ESS/MSS Bureaus rolling onto MSS in the next 1-2 months: –Water –Parks –BDS –BOEC

7 SAP CITY REPORTS FOLDER Report Tree

8 What is the Report Tree? City Reports folder SAP Easy Access menu One location to access SAP information and reports Report access based on current roles All users now have FILO Display All role Gives access to financial reports

9 How is it Structured? At the highest level, the report tree is organized by the different areas of SAP: Finance and Logistics Human Resources Each area is made up of subject area sub-folders that further divide out the transactions by the type of information available. Examples: Accounts Payable, Accounts Receivable, Time Management, Personnel Administration Most subject sub-folders have detail sub-folders. These folders organize the reports by type of information displayed.

10 Resources & Availability New folder created on Training website ( SAPRWD.city ) that contains all resources available for reporting (includes work instructions, eLearnings and basic reporting how-tos)SAPRWD.city Link to “SAP City Reports” website added to Report Tree in SAP

11 WHERE ARE WE? EBS Training Plan

12 Plan Components Training Needs Assessment LMS – SAP Learning Solution Delivery Methods –WebEx –Forums / Discussion Boards Position-Based Security Curriculum Development

13 Timeline for Implementation SAP Training Plan Timeline January - December 2012 Timeline JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC Delivery Methods: WebEx SAP Training Needs Assessment FILO Position Based Security LMS: SAP Learning Solution Curr Dev: Reporting Curr Dev: Intro to SAP Curr Dev: ESS/MSS Curr Dev: Procure to Pay Planning PhaseImplementation Phase

14 WebEx Status: Complete Implementation –Started using in January –Part of pilot with business partner, BTS –Conducting MSS Overview sessions Expansion –Position Based Security training for change agents and OBPAs –Recording sessions for future use

15 Training Needs Assessment Status: Complete Survey sent to all SAP users in February Results sent to all SAP users in April Confirmed that Training Plan is on target to improve customer opinions of SAP and EBS Provides a baseline for future measurements Annual survey will be conducted each Jan/Feb for training completed in past 12 months

16 Position Based Security Status: Implementation New processes have been defined Addresses concerns of role access Training required after role is given Role will be provided more timely Results in higher efficiencies with LMS APR Communication MAY Application of Roles to Positions MAY - JUN Training

17 LMS: Learning Solution Status: Blueprinting Meeting with BHR to blueprint Goal is to cutover from Pathlore by Nov Strategic plan to make LMS available to all bureaus for training admin in 2013 MAR Licenses Purchased APR/MAY Blueprinting JUN-AUG Configuration SEP-OCT Implementation NOV-JAN Pilot

18 CurDev: Reporting Status: Design and Implementation To support the new Report Tree and general reporting needs throughout the City Currently available: Redesigned SAPRWD.city folders User guide: basic how-tos Coming soon: Descriptions for each report New work instructions / recordings Focused reporting sessions (via WebEx)

19 QUICK OVERVIEW OF RESULTS Needs Assessment

20 Needs Assessment Results Bureau-specific results will be ed to you 33% returned – 706 out of 2109 (GREAT!) Results provided validation –AKT Survey –Informal customer comments Results provide baseline for future measurement Lots of ad-hoc training occurring at the bureau with coworkers / super users More than 60% of users want web conferencing options More than 70% of users want SAP discussion boards

21 Needs Assessment Results

22 Needs Assessment Results Instructor-led Classes QuestionOverall Past 12 months years > 2 years Overall, I like the instructor-led classes eLearning Courses QuestionOverall Past 12 months 1-2 years > 2 years Overall, I like the eLearning courses On-the-Job Training QuestionOverall Past 12 months 1-2 years > 2 years Overall, on-the-job training was positive experience Additional Impressions QuestionOverall Past 12 months 1-2 years > 2 years Documentation exists to help learner perform SAP- related tasks Training adequately prepared learner for doing the required work in SAP Learner had a good customer service experience with the SAP training staff

23 Training Plan / Needs Assmt Questions?

24 WHAT YOU NEED TO KNOW! Position Based Security

25 Position Based Security All FILO roles added to positions May 4 th –HCM already on positions FILO Role audit due by May 18 th –Looking to remove unnecessary roles –Spreadsheet ed to assist

26 Position Based Security HR Bureau Security Role –3 new transactions –Work instructions for all 5 transactions –Will be assigning to OBPAs who can assist –Let us know if there are any OBPAs whom you have concerns about having this role

27 Position Based Security Role Training Process –Employee moves into position –All SAP roles automatically assigned –We determine training needs and contact bureau CA for approval of training –Employee has 6 weeks to complete training or roles will be removed Role Change Process –Follow current helpdesk ticket process

28 Position Based Security Questions?