City of Davis ERP. Project Charter. Version.1

Transcription

1 City of Davis ERP Project Charter Version.1 April 6, 2015

2 Table of Contents 1 Introduction Purpose Project Description Background Business Problem Project Definition Scope Goals and Objectives Critical Success Factors Major Deliverables Assumptions and Constraints Oversight Requirements... 5

3 1 Introduction 1.1 Purpose The Project Charter defines the project and gives authority to the project manager to begin initiation activities and deliverables for the ERP project. The charter represents a joint understanding and approval of the project by key stakeholders such as Information Systems, Department staff, Administrative Services, the City Manager and other Project Stakeholders. 1.2 Project Description Modify, upgrade or replace the current Financial Management System (NaviLine - SunGard Public Sector) to meet three main needs: 1. Financial Accounting, Budgeting, inspections and other land management needs for City operations. 2. Online servicing needs for our community (Click 2 Gov): and, 3. Provide enhanced Business Intelligence (BI) tools to allow for improved budgeting and reporting of financial and business data. 2 Background The Financial System is running on the latest version of NaviLine - SunGard Public Sector with GL/GMBA and Land Modules as show below. Page 3 of 5

4 The Naviline system is outsourced and hosted by Sungard. Additional features have been requested by departments and SunGard presented various options to provide the requested features: 1. Modify the current Naviline system and provide enhanced BI Tools. 2. Upgrade to the Sungard ONESolution 2.1 Business Problem The project aims to meet multiple business problems: 1. The City currently uses a Program Based method of accounting; where costs are accumulated indirectly in a home fund account for a program and then distributed equitably across all direct funds that utilize service. While this method of accounting worked efficiently for the City many years ago when City population and services were significantly smaller, the method is much less effective today. Program Based accounting requires a large amount of overhead to process indirect costs and allocate the across each direct program. Changing the accounting method to Fund Based accounting will reduce the amount of time it takes to allocate costs, develop budgets, and report financial data each month. 2. There is a high need to increase online services to the community. a. Building Permits Online b. Business Licenses Online c. Misc. Receivables d. Account Payment Inquiry e. Credit Card at the Counter f. Work Order Planning and Engineering 3. The City Council and the Finance and Budget Committee require budget and finance information in various forms to clearly identify where City Costs are allocated, provide financial transparency to the community, and to look for areas of cost reduction/improvement. 3 Project Definition 3.1 Scope Investigate, select, and implement the best ERP solution to meet current and future business needs. 3.2 Goals and Objectives Goal: Objectives: Select and Implement an ERP System for the City of Davis: 1. Conduct a business analysis of each department to determine the ERP needs for the department. 2. Determine the Finance and Budget reporting needs of the City Council and Finance: 3. Conduct a requirements analysis and determine if the City: Page 4 of 5

5 Should the City continue to use Naviline, implement enhancements and change the method of accounting used from Program Based Accounting to Fund Based Accounting. Should the City purchase ONE Solution Should the City peruse a new ERP vendor 3.3 Critical Success Factors Critical success factors will be documented in the project plan as business needs are identified during the development of the Business Requirements Document and through interviews with City Council/Finance and Budget Committee and COD Departments. 3.4 Major Deliverables 1. Cross Functional Process Maps of business processes for each department; Current Business Process, Disconnects, and Areas for improvement. 2. Requirements Document 3. Request for Quote 4. Project Plan and Schedule Attached is a list of deliverables and high level project activities that will be completed during the Initiation and Planning phases of the project. A full project plan and schedule will be developed as part of the planning phase. The Plan and Schedule will be presented to the Finance and Budget committee, before implementation begins. 3.5 Assumptions and Constraints Assumptions and constraints to be considered: It is assumed that the City will remain with Sungard. If the requirements analysis show that another vendor should be considered, it may add considerable cost and time to the project. Known issues o The Information Technology and Finance Departments have limited staff to manage this project. Additional resources; consultants or additional staff are required to ensure project success. 3.6 Oversight and Reporting Requirements The oversight and reporting requirements will be documented in the project plan during the planning phase of the project identifying the methodology for project reporting, risk management, issue management and change management. Page 5 of 5