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Speaker 1 Title, Organization Speaker 2 Title, Organization Speaker 3 Title, Organization

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

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Speaker 1 Title, Organization Speaker 2 Title, Organization Speaker 3 Title, Organization

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  1. 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 Title, Organization Speaker 3 Title, Organization Speaker 4 Title, Organization Session Name: Sub-name www.gfoa.org • #GFOA2018

  2. TITLE • Topic #1 • Sub-Topic #1 • Sub-Topic #2 • Topic #1 • Sub-Topic #1 • Sub-Topic #2 www.gfoa.org • #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 Journey

  6. 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. 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…

  9. What functionality was implemented? Logistics…

  10. Enhanced Functionality Added on SAP, 3rd party or custom integrations…

  11. ERP Evolution

  12. ERP Evolution

  13. ERP Evolution

  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

  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. ERP Evolves Again

  24. Business Improvement & Performance

  25. Transforming Performance Management • 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 • 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 • 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 • DASHBOARDS needed to be… • Easy to use • Graphical, interactive dashboards • Transparent To Be As Is

  29. Transforming Performance Management What we are doing now The way we used to do it

  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 • 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 • 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. Mid2016 Journey to Performance Analytics • 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. Late2016 OpenGov Implementation

  35. Late 2016-Early 2017 OpenGov – Phase I: Financials • OpenGov Intelligence • Load budget & actuals from SAP • Enhance transparency • Data more accessible, easy to use

  36. Late 2016-Early 2017 OpenGov – Phase I: Financials • Used OpenGov Intelligence to build transparent dashboards https://bernalillocountynm.opengov.com

  37. Early 2017 OpenGov – Phase IIA: Comparisons • OpenGov Network • Compare to other OpenGov customers based on population and revenues • 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)

  38. Early 2017 OpenGov Phase IIB: Performance • 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

  39. Early 2017 Bernco.gov Transparent Web Pages • 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. Early - Mid 2017 Performance Dashboards • 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. Go- Live May2017 Transparent Web Pages • BERNCO VIEW – County’s transparency site • Strategic Plan & Dept Performance web page http://www.bernco.gov/finance/strategic-plan-and-department-performance.aspx

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

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

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

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

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

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

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

  49. Data driven decision making 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. 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 Email: Phone: Speaker 2 Email: Phone: Speaker 3 Email: Phone: Speaker 4 Email: Phone: Provide Feedback: Please take a few minutes to provide your feedback at www.gfoa.org/conf-eval NOTE: PLEASE CHECK WITH SPEAKERS TO SEE IF THEY ARE OK POSTING CONTACT INFO. CONTACT INFOIF LISTED WILL BE ON GFOA WEBSITE. Discuss/Comment: Join the discussion at #GFOA2018 Contact GFOA: To contact GFOA about session topics please email research@gfoa.org www.gfoa.org • #GFOA2018

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