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Southwest User Group Fall Meeting October 19-20, 2006 San Antonio, TX

Southwest User Group Fall Meeting October 19-20, 2006 San Antonio, TX. “Everything You Always Wanted to Know About Time Management 5.2,* But Were Afraid to Ask”. Presented by: Marcy Graham, ERCOT Sr. System Analyst Deanna Rodriguez, ERCOT System Analyst Carol McDonald, ERCOT IT Manager

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Southwest User Group Fall Meeting October 19-20, 2006 San Antonio, TX

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  1. Southwest User GroupFall MeetingOctober 19-20, 2006San Antonio, TX

  2. “Everything You Always Wanted to Know About Time Management 5.2,* But Were Afraid to Ask” Presented by: Marcy Graham, ERCOT Sr. System Analyst Deanna Rodriguez, ERCOT System Analyst Carol McDonald, ERCOT IT Manager Bob Symington, ERCOT Accounting Manager *Lawson Service Automation/Time Management SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  3. Today’s “Talk Time” Topic: “Everything You Always Wanted to Know About Time Management 5.2, But Were Afraid to Ask” • ERCOT’s Decisionto Install LawsonSA/Time Mgmt 5.2 • Pre-Implementation • Implementation • Post-Implementation SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  4. ERCOT Timecard History 100 B.C. < 2005 1/2005 1/2006 Jan 2005:Excel spreadsheets Jan 2006:Lawson SA / Time Mgmt 5.2 The early days:“Sticky note” time keeping The very early days: The Abacus SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  5. Payroll ERCOT Project Objectives Initial Objectives: • Replace Excel spreadsheet timecard • Facilitate accurate employee time keepingand recording in order to measure labor costsagainst corporate goals and objectives. • Create automatic email reminders. • Integrate with existing Lawson system. • Option to NOT integratewith the payroll system. SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  6. ERCOT Project Objectives Future Objectives: • Reduce number of timesheets • Integrate with MS Project Server • Integrate with Lawson’s Exception time tracking(Time Accrual 8.03 or Absence Mgmt 8.1) SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  7. Pre-Implementation Timeline 6/05 9/05 10/05 8/05 Purchase Software Environment Readiness(server config, upgrade software versions) Decision made to purchase Lawson Time Management Software evaluations (Functionality, Cost/Benefit Analysis, Objectives, Integration) SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  8. Pre-Implementation Software Needed: Service Automation 5.2 & MSP Smart Notification 3.2 Report Services 1.3 Time Management Project Kit   Time Required: 3 to 6 months Hardware Needed: Back-Office Application Server (HP Unix Server) Front-Office Application Server(Windows Web Server) Portal Web Server(Sun Solaris Web Server) Back & Front Office Database Server (HP Unix Server)  Resources Needed: Lawson Installer Lawson Business Consultant Lawson Project Manager ERCOT Project Manager ERCOT Lawson Sys. Admin ERCOT Oracle DBA ERCOT Business SME            SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  9. Pre-Implementation • Install Another Windows Web Server • Upgrade Lawson “Back Office”Software Before Installing SA 5.2 • Upgrade Environment/IOS to ESP4 or Higher • Upgrade Applications to MSP9 or Higher • NOTE: You must install the back-office application using a license key code that includes additional Time Mgmt system codes: • - PW (Project & Activity interface) • - ET (HR suite interface) • - SB (Budget interface) SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  10. Install in Test System Install in Production Conference Room Pilots (CRP) Refine Configuration based on CRP feedback Implementation Timeline 11/05 1/06 1/16/06 12/05 Classroom Training Go-Live SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  11. Implementation • Project Plan • Upgrade Existing Applications & Env • Install New Windows Server • Install SA 5.2 Software • Configure & Set Up SA • Implementation Issues • Training • Go-Live SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  12. Implementation-Project Plan 1. Project Plan SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  13. Implementation - Hardware Server Configuration “Remote” IOS Front Office Application Server Back & Front Office Database Server Back Office Application Server SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  14. Implementation - Software • Prerequisites – Install Java • Java 1.3Install on Windows SA Appl Server for Smart Notification • Java 1.4Install on Windows SA Appl Svr for Java Integration Script SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  15. Install SA / Time Mgmt Programs SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  16. Front Office Application Server Back & Front Office Database Server Back Office Application Server Implementation - Software • 1. Service Automation (SA) 5.2: • SA 5.2 Integration Special Pack(Back Office Application Server) • SA 5.2 • Database install • (Back Office Database Server) • Application install • (Front Office Application Server) • MSP3 Cumulative Patch (Front Office Application Server) • MSP3 Integration Special Pack (Back Office ApplicationServer) SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  17. Front Office Application Server Back & Front Office Database Server Back Office Application Server Implementation - Software • 2. Smart Notification 3.2(Front Office Application Server) • 3. Report Services (RS) 1.3 • RS Install • RS Implementation Utility • (Front Office Application Server) SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  18. Implementation - Configure Lawson Portal Bookmarks for SA SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  19. Implementation - Configure System Settings SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  20. Implementation - Configure Timecard fields SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  21. Implementation - Configure Pay Periods SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  22. Implementation - Integration Back-Office to Front-OfficeIntegration SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  23. Implementation - Integration ET700 Initial Time and Expense Load SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  24. *.ercot.com Implementation-Trusted Sites Required IE Browser settings for “Trusted Sites” SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  25. Implementation-Bookmarks Add “Time” Portal Bookmark for Employees SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  26. Training Plan • Classroom Training • Training Video • Custom User Guide • Quick Reference Guide • Posters • Email Announcement SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  27. Timecard Quick Reference Guide SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  28. Smart Notification-Email SmartNotificationEmail to Employee SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  29. Smart Notification-Email SmartNotificationEmail to Manager SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  30. Post-Implementation Timecard Reporting Compliance SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  31. User Comments End User Comments & Reviews SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  32. User Comments End User Comments & Reviews SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  33. Post-Implementation Lawson Time Mgmt Improvements over the spreadsheet: SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  34. Post-Implementation Time Savings SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  35. Post-Implementation Cost Savings * $65/hour average cost SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  36. Questions? Q & A SWUG Mega Meeting 10/19-10/20 San Antonio, TX

  37. Thank you Please complete the session survey. SWUG Mega Meeting 10/19-10/20 San Antonio, TX

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