City/County Joint Implementation of an Enterprise Resource Planning (ERP) System Florida Government Finance Officers Association Friday, November 16, 2012 Eric R. Johnson Director of Strategic Planning and ERP Implementation Hillsborough County

The underlying environment that brought us together…

Underlying Factors  Aging existing systems. –Concerns about future software support. –Mainframes running financial software.  Demands for new functionality along with capabilities of business intelligence.  Focus on a more integrated solution rather than continue manual and electronic interfaces.

County Current Application Architecture

County Future Application Architecture Fewer applications… and better integration.

The “County” represents a joint project involving three entities: the elected Clerk of the Circuit Court (the County’s CFO/Comptroller), the Board of County Commissioners through their appointed County Administrator, and the Civil Service Board (established by special act to serve a number of local agencies including the Clerk and BOCC) through an appointed Civil Service Executive Director. A Unique City/County Project

The “City” represents the City of Tampa, the largest municipality within Hillsborough County representing about one-third of the County population, and with a strong mayor form of government.

A convergence of interests… two jurisdictions working on similar RFPs during a period of scarce resources.

The answer: Issue a joint RFP with combined requirements and options for a joint or separate implementations.

Project 1 Enterprise Resource Planning A Unique Project This joint project reflects a relatively rare (from an historic perspective) joint effort between County agencies and the City of Tampa – hence the selection of the project name – Project 1.

Challenges  Agreeing on scope – to “boil the ocean” or not? We compromised on a scope.  Who will run it? We have three IT organizations between us. We outsourced hosting.  How do we split the cost? We used metrics from the contract to split costs.  Who will manage it? We developed interlocal agreements on governance and signed a three-party contract.  How did we select a vendor? A joint evaluation team.

Project Management Team Joint Governance Committee Project Sponsors Clerk of Circuit Court Mayor of Tampa County Administrator Civil Service Director Escalation of issues Delegation of responsibility ERP Project Governance Model County Administration (1) City of Tampa (3) Clerk (1) Civil Service (1) Legislative Bodies Board of County Commissioners Mayor of Tampa/Tampa City Council AST Project Manager County Project Manager Tampa Project Manager

Further Challenges  We had 4 proposals – but all had material deviations related to terms and conditions. We threw them out and met with industry before reissuing an RFP.  We had 11 proposals in the 2 nd RFP – but found exceptions in every proposal. We issued a best and final offer in which each proposer accepted our terms and conditions rather than resubmit new documents.  We sat through 4-day demos with five finalists to keep the process competitive.

… and even more Challenges  Learning to play well with others –When we have some interests that vary. –When there are more of “them” than “us” (or more of “us” than “them”). –When we don’t want to let go of something we have or we do. –When one organization is largely centralized while another is largely decentralized.

Future Challenges  We need to further resolve how post go-live support will be achieved.  We will likely be approached by potential new participants.  We expect future phases to roll out added functionality.  We have a single 5-year contract for remote hosting by Oracle.  We will need to implement future upgrades in tandem under our joint licenses for Oracle and 3 rd party software.

The Results  $ 6.6 million in savings over 5 years through a joint implementation.  Compatible systems between the jurisdictions without having to mirror every aspect of setup.  A sign to the community that the City and County can work together on major projects. Project 1 Enterprise Resource Planning