TeamBudget Update 9.5.13

Agenda What We’ve Been Up To Update on Budget Office Test Test Scenario Outcomes Key Learnings Rollout Calendar, Including Training Timeline

What Have We Been Up To? Finalized Initial Configuration Report Development Meeting with the Business Advisory Team and Executive Steering Committee Budget Office Test

Budget Office Test- Scenario Overall Goals- Rigorous test of the system, uncover and fix bugs and reporting issues, train the budget office staff, find issues with business process decisions, ensure we can create a budget using the system. Participants- Budget Office, DCA, and IT Recreated the FY2014 Budget for DCM and DCHS Started with setting up the system Importing positions and employees, updating wage tables, updating cost objects, etc. Created the requested budget Creating program offers- adding narrative, expenditures and revenues, and allocating positions; upload tool; the ability to validate and balance budgets through reports; and the general feasibility for departments to create their budgets in the system Moved through each of the remaining phases of the budget- proposed, approved, adopted, and revised Continued validating reports, testing the functionality of the system, testing business processes, and generally ensuring the system will allow us to build and publish our budget Rolled the system over to begin creating the next budget year Tested our ability to use the system with two budget years running in parallel

Budget Office Test- Outcomes Bugs and reporting issues identified and fixed Budget Office is confident the system will work for the County and will be an improvement over our current systems Primary reports refined and validated Areas for business process improvements determined Budget Office Staff Trained on the System A Preview of Some Reports

Budget Office Test- Key Learnings Better sense of training needs, the timing for training, and the groupings Having all the data in one system is so much better, especially in respect to positions As we suspected the first year will be tough, but starting the second year we’ll have a more developed starting point, and even in the first year the access to reporting will be a great improvement

Rollout Calendar September- Complete business process improvements, continue report development, develop training curriculum and materials, and prep the system for production Sept 30th- Business Manager Walkthrough Opportunity for business managers to get a demo and overview of the system to begin planning for impacts to their internal business processes Oct 2nd- Begin DCA Training Oct 14th- System goes live for DCA Users Nov 18th- Departmental Super User Training Begins and Department Sandbox Opened Early December- General User Training Begins Mid-December- The Big Release Mid-February- Budgets Due

Questions?