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Oracle E-Business Suite Implementation Felecia Alston/Nancy Peterman January 19, 2007

Oracle E-Business Suite Implementation Felecia Alston/Nancy Peterman January 19, 2007. About DeKalb County. Employs 8,200 employees. . Annual budget of 1.7 billion. Population over 700,000 . Holds AAA bond credit rating. 50+ Departments 5,400 Acres of Parkland & Greenspace.

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Oracle E-Business Suite Implementation Felecia Alston/Nancy Peterman January 19, 2007

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  1. Oracle E-Business Suite Implementation Felecia Alston/Nancy Peterman January 19, 2007

  2. About DeKalb County • Employs 8,200 employees. • Annual budget of 1.7 billion • Population over 700,000 • Holds AAA bond credit rating • 50+ Departments • 5,400 Acres of Parkland & Greenspace

  3. Oracle Implementation In 2003, DeKalb County began migrating its Financial Systems and Procurement Systems to Oracle. Financials resided on DeKalb County Mainframe. The majority of the Procurement functions were decentralized and handled manually. - Oracle Corporation was engaged as primary vendor. - Benefits of Oracle ERP application Eliminate mainframe processes Centralized applications/functions Reduce the cost of maintenance and development Minimal Customizations - Production Go-Live May 2004 with release 11.5.9.0

  4. Solution Footprint 2004 Oracle Applications Accounts Payable General Ledger Purchasing Inventory iExpense iProcurement Public Sector Budgeting Enterprise Asset Management Fixed Assets Projects & Grants Accounts Receivable Cash Management

  5. Solution Footprint 2004 - Interfaces PEOPLESOFT Payroll C-PAK Water Billing INFOSPAN P-Card SYNERGEN Water & Sewer Plants ORACLE BAI – Bank Account Interface (Check In) FASTER Fleet UTI Utility Billing PEOPLESOFT Employees POSITIVE PAY (Check Out) STARS Worker’s Comp

  6. Solution Footprint 2004 - Reports

  7. Upgrades • 2005 • Upgraded to 11.5.9.CU2 – June 2005 • Upgraded Database to 9.2.0.5.0 – July 2005 • Upgraded to 11.5.10 CU2 – Dec 2005 • Implemented Project Contracts - Sept 2005 • 2006 • Implemented EAM for Roads and Drainage – • Sept 2006 • Upgraded AIX to 5.3 - Nov 2006

  8. Upgrades • 2006 • Implemented Oracle CRM Applications for DeKalb 311 Citizen Help Center – May 2006. • DeKalb County will be first Metropolitan county to implement 311 to handle citizens non-emergency calls. • DeKalb County opened 311 Call Center in May 2006. Currently Employs 21 Customer Service Representatives. • Eight Departments currently using Oracle CRM to track and respond to calls from citizens. • Developed an additional 20+ Custom Reports. • Implemented GL / Purchasing Encumbrance Tool. • Implemented Invoice Import process that allow automatic 3-way matching • 2007 • Daily Business Intelligence March 2007.

  9. Customizations Purchasing - Developed Custom Item Search

  10. Customizations Purchasing - Developed Custom Purchasing Blanket Loading Process

  11. Customizations Finance - Encumbrance Tool – Allows for easy reconciliation

  12. Customizations Finance - Tax Commissioner – Custom Application for HomesteadExceptions and Billing (May 2007)

  13. Key Success Factors/Lessons Learned Executive Sponsorship Documentation • Meet Bi-Weekly with County Executive Assistant to CEO • Document and test all processes and procedures (Month End/Year End Closures) • Maintain Relationships with Department Heads • Document application changes (Oracle AIM Methodology) • Information Director is very knowledgeable and supportive of Oracle Team Testing Upgrade to new releases • Testing all critical functionality during upgrades (Accept fact that things will be broken) • Only 4 outstanding TARs with Oracle in 2006

  14. Key Success Factors/Lessons Learned Planning Ask the Experts • Plan the number of instances needed for production support / development in advance • Engage Consultants if needed • Use Metalink / Oracle Support Networking • Get involved in Special Interest Groups • Attend OAUG and Oracle events • Join All Associated SIGS User Groups

  15. Challenges/TARS • Encumbrance Accounting • Oracle has acknowledged issues with Encumbrance Accounting • Paper Invoices • Accounting Services is overwhelmed with number of paper invoices received. Our current initiative is to receive electronic invoices instead of paper invoices. • Office Depot - December 2006 • Grainger – First Quarter 2007 • End-User Training • No trainer on staff to train new county employees

  16. Questions Q & A

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