1. Speaker 1 Title, Organization Speaker 2 Speaker 3 Speaker 4
8:30 – 10:30 • May 6, 2018 • Room XXXX
112th Annual Conference
May 6-9, 2018 • St. Louis, Missouri
Moderator/Speakers:
Speaker 1
Title, Organization
Speaker 2
Speaker 3
Speaker 4
Session Name: Sub-name
• #GFOA2018

2. TITLE
Topic #1
Sub-Topic #1
Sub-Topic #2
• #GFOA2018

3. About Bernalillo County
Located in central New Mexico
Incorporates the City of Albuquerque
Population 676,685
Employs 2,500+ full time employees
5 Commissioners – elected by district
5 Elected Officials – Assessor, Clerk, Probate Judge, Sheriff, and Treasurer are elected countywide
County Manager oversees 30+ departments offering wide range of services such as animal care, jail, roads, fleet, fire, emergency communication…

4. Fun Facts about Bernalillo County

5. Bernalillo County - Our Journey1
ERP Implementation 3
Evolution of ERP since go-live
Leveraging ERP today

6. Went live with SAP in July 2008 Big bang implementation
ERP Implementation
Went live with SAP in July 2008
Big bang implementation
Successful Implementation
11 month implementation
On-time & within budget
Lead a project team of over 40
Not easy…state & city were struggling with their implementations
Cost overruns
Bad press

7. “Failure is not an option”
ERP Implementation
“Failure is not an option”
KEYS TO SUCCESS
Strong executive support
Best & brightest on implementation team
Strong consulting team
BUSINESS PROCESSES
Update processes in conjunction with implementing the system
BUY IN
From all levels in the organization
People support what they help to build
Talk to people!
Takes time…but you have to do it

8. What functionality was implemented?
Financials…
General Ledger
Controlling
Funds Management
Grants Management
Accounts Payable
Accounts Receivable/PSCD
SRM Procurement
Asset Accounting
Treasury Management

9. What functionality was implemented?
Logistics…
Materials Management
Inventory Management
Project Systems
Plant Maintenance
Cross Application Timesheets

10. Enhanced Functionality Added on
SAP, 3rd party or custom integrations…
Vendor Invoice Management
Mobile Work Manager
Travel
Governance Risk & Compliance
OpenGov Intelligence

11. Project Team Post Go-Live Support
ERP Evolution
Project Team pulled from their departments to work full time on the project
11 month implementation
ERP Implementation
Project team supported 1 year post go-live
Month end close
Year end close
Project Team Post Go-Live Support
2009

12. ERP Evolution Budget & Business Improvement Created Late 2012
ERP moved to IT
Full time ERP positions created
Majority of project team moved into new roles
Some went back to their departments
Evolution to Support Team
County Manager wanted ERP managed by Finance
ERP combined with Budget
Demands for functionality needs from Finance & other areas
Budget & Business Improvement Created
Late 2012

13. ERP Evolution BBI Projects 2012-2015 BBI Methodology 2012 - 2015
Business Improvement aligns technology with business processes
Customized methodology for project implementation
Provided support while managing projects to meet functionality demands
BBI Methodology
PROJECTS:
Vendor Invoice Management
Mobile Work Orders
SRM & ECC Upgrades
Governance Risk & Compliance
Travel Automation
ePayables & Credit Card
BBI Projects

14. Vendor Invoice Management
AP in crisis management mode
Every invoice seemed like a rush invoice
Paper invoices in all departments, no centralization of receipt of invoices
Stacks of invoices on processors desks awaiting goods receipts
Needed to change the “we’ve always done it this way” culture
AP Manager attended conference in 2009, where the vision was born

15. AP Vision for Invoices Centralize receipt of invoices
Scan and capture data and images of invoices
Workflow invoices to an approver
Create visibility to every step in the invoice process

16. Vision to reality AP Manager began explaining vision to ERP
SAP standard functionality analyzed and analyzed and analyzed…
Asked AP Manager to explain what she wanted
WHITE BOARD IT!
Vision finally clear to the organization
Functionality not available in SAP….
Needed a 3rd party system
Front end imaging
OCR – Optical Character Resolution
Workflow Approvals
Timely invoice payments

17. Whiteboard Process Flow

18. Process Flow & Requirements

19. Invoice Scanning & Validation

20. VIM Lessons Learned
Establish Success Indicators & check in on these throughout project
Invoices workflowed for approval
OCR to automate data entry
Invoices visible in SAP within 2 business days of receipt
Use Performance Measures – track them post go-live
Invoices scanned & validated within 2 business days
Invoices approved and goods receipted within 5 business days
Invoices indexed by AP within 5 business days
Follow a proven project implementation methodology
Best methodology is one that is tailored to your organization & culture
Plan for post go-live support
No project is perfect
Implementer that knows the product
Strong focus on end user buy in & training

21. More BBI Projects
Technical & functional upgrades to core systems (ECC & SRM)
SRM major reimplementation to latest version – automated catalogs & PO change
SRM & ECC Upgrades
Custom integration automated travel/training requests & approvals
Travel Automation
Automated work orders for road & storm drain work
Workers create, transfer, manage & complete WOs in the field
Mobile Work Orders
Automated identification of segregation of duties concerns
Governance Risk & Compliance
New payment method, ghost cards, and consolidated procurement/travel cards
ePayables & Credit Card

22. Maturing of ERP & what to do next?
Lots of projects done over 2 years
New functionality
Business process changes
ERP system solid core with a flexible edge for 3rd party solutions
Then…two big changes impact things
County Manager retiring
IT efficiency consultant recommendation

23. All Technology Functions moved to IT
ERP Evolves Again
Technology Efficiency Study recommends centralized IT
Management changes
ERP team moved to IT
Business Improvement team’s role changes
All Technology Functions moved to IT
Late 2015
Business Improvement & Performance Office created
Strategic Planning
Performance Management
Business Improvement Initiatives
BIPO Created Late 2015

24. Business Improvement & Performance
Leverage technology to improve analytics
ERP & other systems
Improve Performance

25. Transforming Performance Management
Early 2016
As Is
To Be
Analyzed areas of Performance Measurement
Looked at
What did we do in the past?
What did we have to do?
What did we want to do?

26. Transforming Performance Management
Early 2016
Guiding principles for improvement
Do work that adds value to the organization
Only ask for data that will be used
Track the most important things
Make it easy to use & easy to understand

27. Journey to Performance Analytics
Early 2016
As is vs. To Be analysis  DASHBOARDS
Data for performance measures comes from everywhere – SAP, Accela, NeoGov, Spreadsheets, etc.
Researched system agnostic tools
Needed centralized system to input performance data
Time spent entering gathering data needs to be worth the effort (output > input)

28. Journey to Performance Analytics
Early 2016
DASHBOARDS needed to be…
Easy to use
Graphical, interactive dashboards
Transparent
To Be
As Is

29. Transforming Performance Management
The way we used to do it
What we are doing now 1.
Performance Book (data gathered in Excel, SAP prior to that) 2
Budget Book Performance Measures & Objectives (Excel, SAP) 3
Quarterly Reporting on performance part of budget reviews 4
ICMA (time-consuming, didn’t include half of county depts., not utilized) 1.
Transparent Dashboards for Dept. Performance & Objectives 2
Enhanced Budget Book Reporting to include Dashboards 3
Performance reporting process using transparent dashboards 4
Peer Benchmarking (Internal Research, OpenGov Civic Dashboards, ICMA Open Access)

30. Journey to Performance Analytics
Challenges with Departments
Beat up from prior administration & benchmarking
Told what to track
Benchmarks used as big stick (not always apples to apples) & made them reluctant to share data
Neglected – no one is asking or looking for this, so why bother?

31. Journey to Performance Analytics
Early 2016
Process improvement
Talk to your peers!
Talk to your departments
Researched lots of 3rd Party Performance Management systems
Business Intelligence in SAP
Expensive
Time-consuming to implement
Lacking functionality we were looking for
Built listing of functional requirements
Analyzed costs
Prepared RFP
Secured funding….

32. Journey to Performance Analytics
Early 2016
Cancelled RFP and project funding reverted
Continued to focus on process improvements
No point in building dashboards if data not good or not tracking meaningful measures
Went to Plan B: Gather & graph the data in Excel
Still wanted to greatly improve performance management process
Regular meetings to review with directors, deputy county managers
Not just a checkbox exercise
People are looking at this
It’s important
ICMA discontinued Performance Platform

33. Journey to Performance Analytics
Mid 2016
Found OpenGov – July 2016
How we got it approved?
Replacement for the ICMA Performance Platform
Cost effective
Didn’t need to seek large budget as we were just coming off the budget crisis
Didn’t need IT analysis – system replacement & offered functionality that couldn’t be built internally
Public sector specific functionality
Procurement – utilize GSA
Contract approved in Sept 2016

34. OpenGov Implementation
Late2016
Phase I
Financials
Phase IIA
Comparisons – CivicDashboards
Phase IIB
Performance Dashboards

35. OpenGov – Phase I: Financials
Late 2016-Early 2017
OpenGov Intelligence
Load budget & actuals from SAP
Enhance transparency
Data more accessible, easy to use
Which t-code?
Cost centers?
Which report gives me which information?
SAP
Click
Drill to what you need
Saved views for FAQs
OpenGov

36. OpenGov – Phase I: Financials
Late 2016-Early 2017
Used OpenGov Intelligence to build transparent dashboards

37. OpenGov – Phase IIA: Comparisons
Early 2017
CivicDashboards.com
Provides data for all municipalities on population, unemployment, income, crimes, housing, building permits, insurance, education
Easy side by side comparisons
Easy to build dashboards (with OpenGov)
OpenGov Network
Compare to other OpenGov customers based on population and revenues

38. OpenGov Phase IIB: Performance
Early 2017
OpenGov Open Data Platform
Dashboard Builder
Datasets from all systems
Download data to Excel, upload to Data Portal
Build templates for summary/non-system data
Machine readable
ERP Integration
Built interface from SAP to OpenGov for travel data to automate this process
Automated data extract from SAP
Load to secure FTP site
Integrated to OpenGov

39. Bernco.gov Transparent Web Pages
Early 2017
Web Page Development
Needed a place to make dashboards available to the public
Concurrent to OpenGov implementation
Existing performance pages
Out of date
Not easy to use or find (PDF performance book with tables of data)
Not being used (# of hits)
Consultants for initial build out of page templates
BIPO fully manages all updates to these pages

40. Performance Dashboards
Early - Mid 2017
Piloted dashboard build out with 7 depts.
Talked a lot about their data:
Where does it come from (system, other)?
How & what can be extracted?
Data upload templates created
How are the measures calculated?
Dashboard design
How did we want these to look?
Easy to understand…if you have to think too hard then not a good dashboard

41. Transparent Web Pages BERNCO VIEW – County’s transparency site
Go- Live May2017
BERNCO VIEW – County’s transparency site
Strategic Plan & Dept Performance web page
performance.aspx

42. Transparent Web Pages Performance Webpages
Go- Live May2017
Performance Webpages
Webpage built for 300+ performance measures within the county’s 30+ departments

43. Performance Dashboards
Transparent Web Pages
Go- Live May2017
Performance Dashboards
Embedded on Performance Pages

44. Leveraging your ERP data
Mid 2017 to Early 2018
Leveraging data from ERP & other systems
Financial
Operational

45. Leveraging your ERP data
Mid 2017 to Early 2018
Leveraging data from ERP & other systems
Invoice Aging Report

46. Leveraging your ERP data
Mid 2017 to Early 2018
Leveraging data from ERP & other systems
Position Headcount

47. Leveraging your ERP data
Mid 2017 to Early 2018
Quarterly Dashboard for Management

48. Leveraging your ERP data
Mid 2017 to Early 2018
Operational Call Center Dashboard

49. Data driven decision making
Analytics
Data
Information
Knowledge
Analytics
Leveraging ERP today
The benefit in putting your data in an ERP is realized in the years that follow by using that data for enhance analytics
ERP integration with OpenGov Dashboards & Intelligence Reporting
Performance
Financial
Operational

50. May 6-9, 2018 • St. Louis, Missouri
112th Annual Conference
May 6-9, 2018 • St. Louis, Missouri
Questions:
Speakers will take questions and comments. This session is being recorded, please utilize the microphone in the aisle to ask all questions.
Speaker Contact Information:
Speaker 1
Phone:
Speaker 2
Speaker 3
Speaker 4
Provide Feedback:
Please take a few minutes to provide your feedback at
NOTE:
PLEASE CHECK WITH SPEAKERS
TO SEE IF THEY ARE OK POSTING
CONTACT INFO. CONTACT INFO IF LISTED
WILL BE ON GFOA WEBSITE.
Discuss/Comment:
Join the discussion at #GFOA2018
Contact GFOA:
To contact GFOA about session topics please
• #GFOA2018