#03-141

Enterprise Resource Planning Update Issue: Des Moines Schools Enterprise Resource Planning (ERP) Steering Committee Update Background: The Des Moines Public Schools Enterprise Resource Planning (ERP) Steering Committee continues to meet on a regular basis to study and discuss ERP Systems. The committee consists o a comprehensi!e crosso!er o district sta"eholders. The committee is# Michael $rmstrong.............City o Des Moines %e!in &accam.....................&usiness ' ice Debra $ugspurger...............(ibrary %atie &ond..........................Payroll )an Carey.............................*reen+ood *reg Da!is..........................Management Ser!ices Patricia Deery......................,uman Resources Randy Dun+oody...............Data Center Don -rye.............................Purchasing .ic"i *ooch........................Data Center Tim *raham........................,eartland $E$ Carol *usta son..................$ssessment *ayle /saac..........................&usiness ' ice (inda (ane..........................Deputy Superintendent Todd (iston.........................Transportation )udi Martens........................&usiness ' ice Cathy Mc%ay......................Employee &ene its Ron Meyers.........................Technology Christopher Miller...............DME$ Representati!e Teresa 0ece.........................-ood Ser!ice Ron .anderMeyden............Data Center )ohn 1arming.....................Teacher )amie 1il"erson..................Sa ety Doug 1illyard....................,uman Resources Michael 1intermote...........Teacher T+yla 1oods......................,uman Resources The ERP pro2ect +ill e3ist in three phases. The irst phase +ill be to conduct a ormal needs assessment +ith the help o a s"illed outside consultant amiliar +ith best school business practice. The second phase +ill be the selection o an ERP product that best meets the identi ied needs o DMPS. The third phase +ill be the implementation o the ne+ ERP system. The pro2ect is currently +or"ing through the irst phase4 and has issued an R-P or ERP consulting ser!ices. 1ith the help o the DMPS Technology Department4 an ERP pro2ect !ision statement and related goals and ob2ecti!es ha!e been de ined4 re!ie+ed4 and appro!ed by the ERP committee. This in ormation +ill be use ul or consultants to consider as they de!elop their proposals in response

to the DMPS R-P or consulting ser!ices. -ollo+ing is the ERP pro2ect !ision statement4 ocus statement4 goals4 and ob2ecti!es. A. ision !or "#I$%" ERP $ clearly de ined !ision is critical or ma"ing an important decision such as the one contemplated by the DM/CSD ERP Pro2ect. Vision for DMICSD ERP Existing HR/Finance

Future ERP

E3tensi!e 5*reen Screens6 (imited /ntegrated Per ormance Data (imited Contract Management and Trac"ing E3tensi!e Manual Reconciliation (imited e7commerce Rigid -inancial Policies Embedded in Statute -ocus on E3pensi!e Pre!enti!e Controls

District7+ide Enterprise -ocus Enhanced Des"top Capabilities Enhanced /ntegrated Per ormance Data Enhanced Contract Management Support System Standard Management and -inancial Reporting $utomated Reconciliation -ully /ntegrated e7commerce -le3ible -inancial Policies Set by $dministrati!e Rule -ocus on Employee E iciency

B. $onsulting %er&ices 'ocus The ERP consulting study +ill ocus on pro!iding ans+ers to three 8uestions critical to ma"ing the District9s ERP !ision a reality# 1hat do moderni:ed District processes loo" li"e; ,o+ much +ill it cost; 1hat bene its +ill the District recei!e; $. (oals Best Business Practices DM/CSD is loo"ing or a !endor that +ill be a partner throughout the li ecycle o this pro2ect. The partner should be a member o !arious organi:ations and go!ernment committees4 support industry benchmar"s and orums and demonstrate its commitment to the +orld o education as +ell as technology. $ccordingly4 DM/CSD re8uires a solution that supports industry standards and is a commercial o 7the7shel application. E)po*er All Users DM/CSD re8uires an Enterprise Resource Planning Solution (ERP) that is designed to empo+er and in orm the +or" orce4 reduce the internal support costs and pro!ide sel 7ser!ice unctions. This solution +ill enhance and en orce business policies and procedures +hile pro!iding le3ibility or uture changes.

Ease o! #aintenance DM/CSD re8uires a modern4 integrated suite o business solutions designed to support and enable continuous process impro!ement. /t is the intent to purchase an ERP that allo+s or the addition o eatures +ithout modi ication o code. Changes to the application modules must be preser!ed +hen the applications are upgraded. +otal Integration DM/CSD understands that standards7based computing (S/-) +ill reduce the ris" associated +ith purchasing a ne+ system +hile simpli ying and streamlining business processes. %o!t*are Re,uire)ents and I)ple)entation DM/CSD is loo"ing or a comprehensi!e so t+are pac"age or so t+are pac"age suite that contains a +ide7ranging set o unctionality. Speci ic customi:ation may be re8uired to accommodate detailed re8uirements. The installation o the so t+are pac"age +ill be separate and distinct rom the so t+are ac8uisition. ". -./ecti&es -ollo+ing are the de ined ob2ecti!es o the DM/CSD ERP Pro2ect# <. DM/CSD re8uires an ERP system that +ill acilitate a substantially higher le!el o achie!ement or all students +hile using resources in a cost e icient manner. =. Managers and $dministrators must ha!e access to data in support o data dri!en leadership and decision7ma"ing. >. Enhance communication and in ormation sharing throughout the district. ?. E3pand district capacity ("no+ledge) in the use o electronic data. @. DM/CSD re8uires an integrated ERP that en orces the rules o the school system so employees can be empo+ered to ma"e decisions at the school and departmental le!els. A. DM/CSD re8uires an integrated ERP +here business rules are concrete and en orced4 +hile allo+ing or remote site and departmental customi:ation re lecting end user uni8ue needs and 2ob speci ic acti!ities. B. DM/CSD re8uires that access and user menus to the enterprise application are consistent. C. DM/CSD does not +ant to ha!e to depend on a !endor9s specialists to augment or change mission critical applications as ne+ mandates are le!ied. D. DM/CSD re8uires a state7o 7the7art ERP that ta"es ad!antage o the unctionality inherent in DM/CSD9s current Microso t based net+or" en!ironment. <E. DM/CSD re8uires a state7o 7the7art ERP that can handle the challenge o decentrali:ation and empo+ering line employees. <<. DM/CSD re8uires an ERP that can be 8uic"ly and easily adapted to change. Tailoring the system to meet speci ic needs should not impact !endor support4 nor should this tailoring ma"e the system di icult or costly to upgrade.

<=. DM/CSD is loo"ing or a state7o 7the7art ERP compatible +ith the school interoperability rame+or" (S/- (See 0ote F)) standard4 and that this unctionality can be demonstrated. <>. DM/CSD re8uires all that products be supported by a ser!ice organi:ation that can pro!ide ser!ice in areas such as# training4 support4 implementation assistance4 planning4 and organi:ational de!elopment ser!ices. <?. DM/CSD +ill re8uire an understanding o the technical structure and s"ills re8uired to implement and support the selected ERP system. <@. DM/CSD belie!es organi:ational !ision and commitment is "ey in incorporating a robust and reliable commercial7o 7the7shel (C'TS) Enterprise Resource Planning solution. <A. Eliminate administrati!e acti!ities that add no !alue4 such as redundant "eying and reconciliation o data. <B. Pro!ide employees4 retirees4 and iduciaries direct and secure access4 as legally and ethically appropriate4 to personnel4 payroll4 time and attendance4 bene it4 and retirement in ormation. <C. Enable the District to more e iciently conduct business +ith its !endors and ser!ice pro!iders through e3pansion o electronic commerce in accordance +ith applicable state and ederal la+s and regulations. <D. (imit customi:ations to the so t+are to hold do+n implementation costs4 to support standardi:ation o business practices4 and to preser!e the ability to upgrade to ne+ !ersions as they are released.
F 0ote# S/- G School /nteroperability -rame+or". $ set o de ined standards that pro!ide or the e icient interchange o data bet+een school so t+are systems through the use o S/- compliant system agents.

%u))ar0 The ERP pro2ect is currently in the irst o three pro2ect phases. The irst phase4 +ith the help o a s"illed ERP consultant4 +ill identi y the ERP needs o DMPS. The current irst phase timeline includes the ollo+ing pro2ected milestones# September @4 =EE> R-P Released September <A4 =EE> 1ritten 8uestions due date September <B4 =EE> &idders9 con erence September =A4 =EE> Proposals Due September >E4 =EE> DM/CSD ERP Committee Re!ie+ 'ctober A7<E4 =EE> Selected consultant inter!ie+s 'ctober <?4 =EE> Committee recommendation 'ctober =<4 =EE> Recommendation to &oard as in ormation 0o!ember ?4 =EE> &oard discussion 0o!ember <C4 =EE> &oard action The Technology Department has issued an R-P or ERP Consulting Ser!ices. The ERP Steering Committee is set to meet on September >E4 =EE> at ? PM at Casady to re!ie+ proposals. "ate: September <A4 =EE> $ontact# *reg Da!is Ron .anderMeyden