Project ICE Council Update
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The document provides an update on Project ICE, which aims to integrate the City's various software systems. It discusses progress made with the MUNIS, TRAKiT, and CAYENTA systems. MUNIS financials are nearing completion and user acceptance testing will begin in March. TRAKiT configuration is complete and training is ongoing with the goal of an April go-live. CAYENTA discovery sessions are underway with the focus on facilities, fleet, and work order management with the goal of a November/December 2015 go-live. The project faces challenges with transition periods between systems, change management, and staffing resources. An extensive meeting and training schedule is outlined to guide implementation.
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Project ICE Council Update
- 1. Project “ICE” COUNCIL PROJECT UPDATE JANUARY 2015 1
- 2. Integrate City Efficiency Tyler MUNIS Finance Utility Billing HR/Payroll CRW TRAKiT Permit/ Inspect Business Licenses Code Enforcement Planning & Zoning Harris CAYENTA Facilities/ Fleet Work Orders Fixed Assets ICE Solution Framework 2
- 4. Finance Fixed Assets Public Works Fleet Management Facilities Management Work Orders Utilities Job Costing Work Orders Productivity Mobile WMS Remote Time Entry for Crews CAYENTA Functions 4
- 5. 5 CRW TrakiT Functions P&DS/ Community Services Permits & Inspections Business Licenses Code Enforcement Projects
- 6. Progress Since April 2014 MUNIS – Phase 1 Financials Software configuration is nearing completion MUNIS Financials’ Core Team training started in November Interfaces between the 3 applications continue being defined Continuing decisions on how the business processes will work TRAKiT Software is installed, configured and in test Core Team training complete Interfaces to MUNIS Financials have been designed, tweaks being made CAYENTA – Phase 1 Contract was signed August 25, 2014 Initial implementation approach revised Project Schedule reworked to support Nov/Dec 2015 go-live Discovery and configuration sessions underway 6
- 7. The Race is on… Q1 FY15 Q2 FY15 Q3 FY15 Q4 FY15 Q1 FY16 Oct Nov Dec Jan Q1 FY16 Oct Nov Dec JanFeb FebMar MarApr May Jun Jul Aug Sep MUNIS Utility Billing MUNIS HR & Payroll MUNIS Financials TRAKiT Planning Development Code Enforcement CAYENTA Work Management 7
- 8. Current Challenges 8 ►Gap Transition Periods between individual systems start up ►Each application has a different start up date – there are “gap periods” where departments will be working in both the old and the new systems ►Departments need to proactively estimate the impact on their staff and plan for the transition periods ►“Gap” processes and procedures need to be refined and tested ►Change Management ►Very few city staff will be untouched by this change ►Successful change requires a level of engagement for all staff ►Human Resources/Payroll ►Project Phase adjustment will require process adjustments by subject matter experts and core team leads.
- 9. Current Challenges 9 ►Utility Billing ►Phase start up will add additional integration and staff resource demands. ►Staff Resources ►ICE Project demands for data conversion, configuration, testing and training are taxing available staff resources. ►Daily operations requirements remain.
- 10. ICE Meeting and Training Schedule 10 Monday Tuesday Wednesday Thursday Friday Jan19-23 MLK Holiday CAYENTA Discovery WO, PM, & Asset Mgnt TRAKiT Testing CAYENTA Discovery WO, PM, & Asset Mgnt MUNIS Content Mgnt Training TRAKiT Testing CAYENTA Discovery WO, PM, & Asset Mgnt MUNIS Contract Mgnt Training TRAKiT Testing MUNIS Cash Mgnt Sungard Munis Transition Transitio n Planning CAYENTA Discovery WO, PM, & Asset Mgnt MUNIS Workflow and Security Training TRAKiT Testing CAYENTA Discovery WO, PM, & Asset Mgnt MUNIS Workflow and Security Training TRAKiT Testing CAYENTA Discovery WO, PM, & Asset Mgnt MUNIS Workflow and Security Training TRAKiT Testing Jan26-30 Change Mgnt Project Team Mtgs MUNIS AR Training TRAKiT Testing MUNIS General Billing Training TRAKiT Testing MUNIS Cashierin g Process Training TRAKiT Testing MUNIS EFT and Pos Pay Trng CAYENTA Interface Workshop Feb2-6 Change Mgnt Project Team Mtgs
- 11. ICE Meeting and Training Schedule 11 Monday Tuesday Wednesday Thursday Friday CAYENTA Overview and Discovery Financial Fixed Assets MUNIS System Training TRAKiT Testing CAYENTA Overview and Discovery Financial Fixed Assets MUNIS System Training TRAKiT Testing CAYENTA Overview and Discovery Inventory MUNIS Project & Grant Account Training TRAKiT Testing CAYENTA Interface Workshop Feb9-13 Change Mgnt Project Team Mtgs New Process TRAKiT 3rd Pass Review CAYENTA General Ledger and Payroll MUNIS Purchasin g Training TRAKiT 3rd Pass Review CAYENTA General Ledger and Payroll MUNIS Inventory Training TRAKiT 3rd Pass Review CAYENTA General Ledger and Payroll MUNIS AP Training TRAKiT 3rd Pass Review Feb16-20 CAYENTA Interface WorkshopChange Mgnt Project Team Mtgs CAYENTA System Configurat ion MUNIS AR General Billing Training CAYENTA System Configurat ion MUNIS Cashierin g Training CAYENTA System Configurat ion MUNIS Cash Mgnt and Contract Mgnt Training Feb23-27 Change Mgnt CAYENTA Interface Workshop Project Team Mtgs
- 12. ICE Meeting and Training Schedule 12 Monday Tuesday Wednesday Thursday Friday MUNIS Condition al User Accept Test// End User Training CAYENTA Function Testing MUNIS Condition al User Accept Test// End User Training //Phase III CAYENTA Function Testing MUNIS Condition al User Accept Test// End User Training //Phase III CAYENTA Function Testing MUNIS Condition al User Accept Test// End User Training //Phase III MUNIS Conditiona l User Accept Test// End User Training Mar2-6 Change Mgnt Project Team Mtgs Mar9-13 MUNIS Condition al User Accept Test// End User Training TRAKiT System Validation CAYENTA Function Testing MUNIS Condition al User Accept Test// End User Training //Phase III TRAKiT System Validatio n CAYENTA Function Testing MUNIS Condition al User Accept Test// End User Training //Phase III TRAKiT System Validatio n CAYENTA Function Testing MUNIS Condition al User Accept Test// End User Training //Phase III TRAKiT System Validatio n MUNIS Conditiona l User Accept Test// End User Training TRAKiT System Validatio n Change Mgnt Project Team Mtgs Mar16-20 MUNIS Condition al User Accept Test// End User Training CAYENTA Function Testing MUNIS Condition al UAT//Pre Live Support // End User Training CAYENTA Function Testing MUNIS Condition al UAT//Pre Live Support // End User Training CAYENTA Function Testing MUNIS Condition al UAT//Pre Live Support // End User Training MUNIS Conditiona l User Accept Test// End User Training Change Mgnt Project Team Mtgs
- 13. ICE Meeting and Training Schedule 13 Monday Tuesday Wednesday Thursday Friday Mar23-27 CAYENTA Function Testing MUNIS Final System Preps TRAKiT End User Training CAYENTA Function Testing MUNIS Final System Preps TRAKiT End User Training CAYENTA Function Testing MUNIS Final System Preps TRAKiT End User Training TRAKiT Admin Training Change Mgnt Project Team Mtgs Mar30-Apr3 MUNIS Final System Preps MUNIS Final System Preps TRAKiT End User Training MUNIS Go-Live TRAKiT End User Training MUNIS Post Go- Live TRAKiT End User Training TRAKiT End User Training Change Mgnt Project Team Mtgs Apr6-10 MUNIS Post Go- Live MUNIS Post Go- Live TRAKiT Final Go- Live Preps MUNIS Post Go- Live TRAKiT Final Go- Live Preps MUNIS Post Go- Live TRAKiT Final Go- Live Preps MUNIS Post Go- Live TRAKiT Final Go- Live Preps Change Mgnt Project Team Mtgs
- 14. ICE Meeting and Training Schedule 14 Monday Tuesday Wednesday Thursday Friday Apr13-17 TRAKiT Final Go- Live Preps TRAKiT Final Go- Live Preps TRAKiT Go-Live TrakiT Post Go- Live TrakiT Post Go- Live Change Mgnt Project Team Mtgs Conservative estimate is approximately 6150 man hours between now and TRAKiT go-live on April 15th.
- 15. The Next 90 Days… MUNIS Financials Phase I go-live on April 1st MUNIS Utility Billing Phase III Starts Up – March 2015 TRAKiT go-live – April 15th Cayenta Configuration and Functional Testing 15
- 16. Questions? 16