Executive Steering Committee Program Advisory Committee March 19, 2015

2 Agenda  EBS Governance Structure  EBS Governance prior to 2012  Discuss alignment with future use of SAP  Approve EBS Governance changes  Update on Enterprise Asset Management (new SAP Modules)

3 EBS Governance Introduce City Controller, Michelle Kirby EBS Governance CFO – Ken Rust

4 EBS Governance Prior to 2012 FIN City's Enterprise Business Solution System Governance Structure Program Advisory CommitteeExec. Steering Committee Chair – CFO; Members – BOEC, Fire, Police, Water, BES, Parks, PBOT, BDS, OMF, Auditors Office, Housing and 1 representative from small bureau. Chair – CAO; Members – CFO, CTO, Director BHR, Director BIBS, 1 Public Safety Chief, 1 Utility Director, 1 Infrastructure Director, 2 other Bureau Directors Advisory role to ESCRecommend SAP Priorities to Council Guide and monitor the EBS work plan Recommend funding strategies for EBS in acquisition or development of new functionality Recommend priorities for additional SAP functionality and improvements and changes Provide strategic direction to PAC

5 EBS Governance EBS Manager – Satish Nath

6 ESC/PAC through 2014  Joint Meetings (February 2012)  Current members included additional BPOs  Work priorities established by: -  CAO  AKT Report  Executive Business Process Owners – CFO & Director BHR  Projects – Functional Business Process Owners presented to ESC/PAC

7 EBS Projects  Some of the projects presented to ESC/PAC:  CAO/Director BHR – Changes in SAP Time Management Implementation to correct Payroll  CFO – Electronic Payments  BHR – eLearning and FMLA  City Controller – CaseWare Implementation  City Treasurer – SAP Treasury  Revenue Division – Public Sector Collections & Disbursements  EBS Team – CAFR Project

8 Revision of ERP Governance in other Governments  City of Tacoma -  February of 2006 – IBM Consulting  Why – stabilize troubled SAP Software Implementation  January of 2015 – Gartner Consulting  Why - Optimize and expand the Use of SAP  Multnomah County  July of 2003  Change required from Project Governance ( )  January of 2005 – Director, County Management  Low attendance due to staff turnover  (CFO, CTO, HR Director, SAP Manager)  July of 2006 (Advisory Board, Department - Senior Managers)

9 Other Governments (cont.)  Monterey County  Created new governance structure two months after go-live.  New structure is Executive Steering Committee Only:  CAO, HR Director, Auditor/Controller and Treasurer

10 Business Case to Revise City’s EBS Governance  Current Governance was established during project implementation  Recommendation by AKT Report (January of 2013) for the purpose of optimizing use of SAP  Managers suggestions to create opportunity to discuss additional modules besides Finance and HCM  Staff Turnover and change in membership  Continuing change in ERP services such as moving into cloud services

11 Scope of Revision  EBS Governance – ESC and PAC  Process to evaluate, recommend and approve new modules  Funding approval for SAP licenses and projects  Prioritize EBS work and projects

12 Adopting Changes (Roadmap) March 19, 2015 ; ESC/PAC Revise and Approve SAP Governance May 2015; PAC Approve EBS Work Prioritization for 6 months July 2015 Update on AKT Recommendation

13 EBS Governance Revised EBS Governance CFO – Ken Rust

14 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

15 For Approval – EBS Governance 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.

16 EBS Governance Enterprise Asset Management Project Aaron Diamond SAP Business System Analyst

17 Participated in OMF Facilities Services’ process mapping Jul ’15 – Dec ‘16 Mar ‘15 – Jun ‘15 Aug ‘14 – Feb ‘15 EAM Project Timeline Demo of Enterprise Asset Management March 23rd, 2015 Demo of Enterprise Asset Management March 23rd, 2015 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 ESC to vote on proposal to approve EAM project. Stabilize new solution SME subcommittee to create proposal for ESC/PAC to review Implement Flexible Real Estate and Plant Mainenance

18 Thank you!