1. Program Advisory Committee August 20, 2015

2. 2 Agenda  Update from Executive Steering Committee - 8/4/2015 (CFO)  Merging of EBS, IT, PSSRP ESC  Funding of EBS Projects  Technology Request Intake (BTS/EBS)  SAP Updates  Key Projects for next 3 Years (Satish)  Summary of SAP Modules Purchased & Implemented (Satish)  SAP License Adjustment (Satish & Crystal)  Current EBS Projects (6 months)  Agenda for next meeting  EBS Helpdesk Tickets

3. 3 Follow-up items from executive steering committee  Executive Steering Committee  EBS, IT, PSSRP (Ken Rust)  Funding of EBS Projects (Jane Braaten)  Technology Intake Process - BTS & EBS (Satish) Streamline request intake Customers will not be required to choose between BTS and EBS when submitting technology requests Requests will be handle by either TBC or Business Analysts Standard request intake document and process Faster response to customers’ technology requests

4. 4 SAP Update  SAP Updates  Key Projects proposed for next 3 Years  Summary of SAP Modules Purchased & Implemented  SAP License Adjustment (Recommendation for ESC)

5. 5 3 to 5 Year Plan (2011) Based on SAP Value Engineering Study Finance: Public Budget Formulation Maintenance Management: Plant Maintenance (continued) Maintenance Management: Project Portfolio Management Maintenance Management: Mobile Asset Management CRM: CRM 7.0 and Permitting SAP Support: Security – Leverage Identify Management SAP Support: Business Process Modeling Finance: Accounts Payable Finance: Project Systems Finance: Accounts Receivable HCM: Benefits Management Procurement: Material/Service Master Procurement: Document Management Procurement: SRM/PPS Inventory Management: Material Master Inventory Management: Inventory Management Enhancements Maintenance Management: Plant Maintenance EBS Support: Document Management System Strategy EBS Support: Disaster Recovery Plan Phase III Continuous Improvement Phase II Extended Functions Phase I Foundational Finance: Grant Management Tools Finance: Treasury HR Adobe Interactive Forms HCM: Expand Employee Self Service HCM: Install Management Self Service HCM: Family Medical Leave Process Maintenance Management: Material/Service Master EBS Support: Position Based Security EBS Support: Data Archiving and Document Storage Strategy EBS Support: Disaster Recovery Planning EBS Support: Data Management Tools Reporting & Analytics Training & Education Reporting & Analytics Training & Education Reporting & Analytics Training & Education

6. 6 3 to 5 Year Plan (2011) Report Card – July 2015 Finance: Public Budget Formulation - No Discussion Maintenance Management: Plant Maintenance (continued) (FS - EAM) Maintenance Management: Project Portfolio Management (FS - EAM) Maintenance Management: Mobile Asset Management (FS - EAM) CRM: CRM 7.0 and Permitting ITAP SAP Support: Security – Leverage Identify Management - No Discussion SAP Support: Business Process Modeling - WIP Finance: Accounts Payable (Procure to Pay) Finance: Project Systems (EAM) Finance: Accounts Receivable (PSCD) HCM: Benefits Management 3 rd party solution Procurement: Material/Service Master (Procure to Pay) Procurement: Document Management (Procure to Pay) Procurement: SRM/PPS (Proc to Pay) Inventory Management: Material Master (Procure to Pay) Inventory Management: Inventory Management Enhancements (Procure to Pay) Maintenance Management: Plant Maintenance (Facilities Solution - EAM) EBS Support: Document Management System Strategy WIP EBS Support: Disaster Recovery Plan - BTS Phase III Continuous Improvement Phase II Extended Functions Phase I Foundational Finance: Grant Management Tools complete Finance: Treasury complete HR Adobe Interactive Forms WIP HCM: Expand Employee Self Service complete HCM: Install Management Self Service complete HCM: Family Medical Leave Process complete Maintenance Management: Material/Service Master WIP (P2P) EBS Support: Position Based Security complete EBS Support: Data Archiving and Document Storage Strategy WIP EBS Support: Disaster Recovery Planning – BTS Task EBS Support: Data Management Tools complete Re-implement Time Management Module

7. 7 AKT Consulting – Recommendation Prioritization and Timeline (2012/13) For discussion purposes only; not for distribution Phase 1: Short Term High Priority:  Time/Payroll Tickets, Time Capture, Change Order Process, Training, Governance, ESS/MSS Phase 2: Medium Term High Priority:  Shadow Systems, Reporting/BOBJ, Document Management, Accounts Receivable and Payable Phase 3: Long-Term Medium Priority  Procurement, Strategic Plan

8. 8 Prioritization and Timeline (2012/13) Report Card – July 2015 For discussion purposes only; not for distribution Phase 1: Short Term High Priority:  Time/Payroll Tickets – Re-implement Time Management Module  Time Capture – (EAM – Facilities Solution)  Change Order Process – EBS Operating Principles (currently revised)  Training LSO – Complete  Governance – Currently revised  ESS/MSS - Complete

9. 9 Prioritization and Timeline (2012/13) Report Card – July 2015 For discussion purposes only; not for distribution Phase 2: Medium Term High Priority:  Reduce Shadow Systems – Consolidation of systems (EAM – Facilities Solution)  Reporting/BOBJ – Rolling out display of HCM Data  Document Management – Current Project  Accounts Receivable – Current Project PSCD  Payable – Procure to Pay Phase 3: Long-Term Medium Priority  Procurement – Procure to Pay  Strategic Plan ****

10. 10 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun PSCD (FILO) Consulting Cost = $400k - Active in FY 2015 Processes & Forms (HCM) Consulting Cost = $350k - Active Facilities Solution(FILO) Consulting Cost = $900k– pending approval Travel Management (FILO) Consulting Cost = $80k – pending approval FY 2018 FY 2017 Active Work - Implementing Labor Contracts (HCM) – ( no consulting) Procure to Pay (Phase 1) (FILO) Consulting Cost = $50k – pending approval Procure to Pay (Phase 2) (FILO) Consulting Cost = $400k – pending approval Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Expand Facilities Solution (FILO) Consulting Cost = $300k – pending approval Facilities Solution (FILO) One-time Software Adjustment = $300k – pending approval Total project cost FY 2016 = $780,000 Total project cost FY 2017 = $1,300,000 Total project cost FY 2018 = $400,000 EBS- New Functionality and Process Improvement Projects FY 2016

11. 11 Summary of SAP Modules 1. Purchased = 38 (excludes e-Recruitment & PCP) 2. Implemented FY2016= 27 (71%) 3. Additional required to support plan*= 3 (Mobile Solution, TRM, PPS) 4. Total to be implemented by FY18= 36 (87%) Modules planned for FY16 – FY18 : 1.Tax & Revenue Management (New) 2.Travel Management 3.Work Manager – Mobile Solution (New) 4.Procurement for Public Sector (New) 5.Flexible Real Estate 6.Plant Maintenance 7.Self-Procurement Service (SRM) 8.Warehouse Management 9.Catalogue Content Management - (Manage Catalogue Items in P2P)

12. 12 City owned SAP Modules with NO implementation Plans  Customer Relationship Management (CRM)  Public Sector Records Management  Document Management  Training & Events  E - Recruitment  Environmental Health & Safety

13. 13 SAP Modules Implemented Functionalities PurchasedImplementedPlanned FY 16-18Implementation TBD Customer Relationship Mgmt (CRM) √ Financials Financial Accounting √ General Ledger √ Accounts Payable √ Accounts Receivable √ Fixed Asset √ Controlling √ Treasury & Risk Management √ Real Estate Management √ Travel Management √ Grants Management √ Project Systems √ Public Sector Collections & Disbursements √ Tax & Revenue Management (NEW) √ Funds Management √ Public Sector Records Management ???

14. 14 SAP Modules Implemented..(Con’t) Functionalities PurchasedImplemented Planned FY 16-18 Implementation TBD Human Capital Management Personnel Administration √ Payroll √ Time Management √ Organizational Management √ ESS/MSS √ e-Recruitment Personal Cost Planning Compensation Management √ Training & Events ??? Personnel Development √ FMLA Workbench √ Learning Solution √ Environmental Health & Safety ???

15. 15 Functionalities PurchasedImplemented Planned FY 16-18 Implementation TBD Supplier Relationship Management Plant Maintenance Management √ Work Manager - Mobile Solution (NEW) √ Self-Service Procurement (SRM) √ Purchase Requisitions & Orders √ Catalogue Content Management √ Supply Chain Mgmt Sales & Distribution √ Purchasing / Materials Management √ Procurement for Public Sector (NEW) √ Warehouse Management √ Product Life Cycle Mgmt Document Management ??? Technology NetWeaver Business Intelligence √ NetWeaver - Enterprise Portal √ NetWeaver Technology - PI (Process Integrator) √ Business Objects √ SAP Modules Implemented..(Con’t)

16. 16 SAP License Professional = full functional use Limited Professional = limited to single transaction & data display ProfessionalLimited Professional 2006SAP Purchase600 2011Compliance Audit340 2013Compliance Audit14 2015Compliance Audit18114 Cost: One-time purchase = $359,100. On-going annual maintenance 22% = $79,002

17. 17 Key EBS Projects August, 2015 – February, 2016 SAP-PSCD (OCT) Annual Hot Patch Testing Aug SepOct Nov Jan Feb Facilities Solution – Real Estate, Plant Maintenance, Mobile Solution, etc. Dec Year-End Tax Update RFP for HCM Processes & Forms SAP Document Storage Portland Police Bureau – Learning Management Solution

18. 18 2015 Patch Why Patch? o Fix reported problems o Enhance functionality o Deliver required updates (Payroll & 1099s) Testing: o All business scenarios tested; over 75 scripts with 5,500 steps o 2 complete Parallel Payrolls including postings to FI o Interfaces – over 70 interfaces o Testing in all clients –Sandbox, Dev and QA

19. 19 Patch and Year-End Updates Business Impacts o Availability of EBS staff o Test client availability o Non-emergency transports o Business Process Owner & Bureau Involvement o Planning o Interface Testing o Cutover weekend

20. 20 2015 Patch Timeline PATCH Planning & PrepAug – Sept TestingOct – Nov CUTOVER TO PRPWeekend of Nov 14 th -15 th (contingency Nov 28 th- - 29 th Year-End Payroll Tax Updates Nov – Dec Year End 1099 Updates Dec – Jan

21. 21 PSCD for Office for Community Technology (OCT) 2015 Mar AprMay Jun Jul Aug 22nd Blueprint Realization Final Prep Process Improvements: Eliminate manual spreadsheets used to track master and transactional data Automate billing/invoicing process Automate dunning process, including interest calculation and correspondence Reduce handling of checks Increased efficiency through combination of automation and streamlining Go Live

22. 22 PSCD for Office for Community Technology (OCT) Benefits  Common solution offers flexibility to handle variations in business processes and operational requirements. o Common:  Integration with Core Financial Modules  Centralized Master Data Administration  Same SAP transactional process including Inbound Correspondence, Billing and Invoicing, Receivables, Payments, Charging Interests, Writing Off Balances, etc. o Variations:  Business process: Billing based on tax reporting, usage of utilities, usage of services, etc.  Operational requirements: Variations among customers, accounts, programs, etc.

23. 23 PSCD for Office for Community Technology (OCT) PSCD Benefits  Additional functionalities that are designed and developed for Public Sector. o Tax and Revenue Management (TRM) o Cash Desk Functionality o Reporting Possibilities

24. 24 CONTENT SERVER Go live is scheduled for September 10th  Main benefits of the project o Reduced maintenance and administration of SAP o Positions the City with a long-term SAP document storage solution o New drag and drop attachment functionality

25. 25 Agenda for next meeting?

26. 26 Thank you!