SAP Finance and Procurement Implementation March 12, 2013 1 What - PDF document

3/5/13 SAP Finance and Procurement Implementation March 12, 2013 1 What is the Legacy Replacement Program? • Massive overhaul of outdated Financial and Procurement legacy system (IFS) – We are currently operating on 1990s technology. IFS (Legacy system) for finance and procurement was implemented in 1993 – We are using software and hardware infrastructure that are no longer supported – Compliance with audit recommendation from the Los Angeles County Civil Grand Jury (LACCGJ) • Implementation of SAP Finance and Procurement Software – Allows for the de-commissioning of IFS – Establishes one District financial system of record: SAP – Mitigates risk of catastrophic failure, and inefficiency related to the maintenance of two financial systems: SAP + IFS 2 Project Implementation Schedule 2012 2013 2014 2015 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J Project Preparation and Planning Business Blueprint (Design) Realization (Configuration, Development) System Testing Final Preparation Go‐Live Central Offices + EEC Training, Rollout, Support ESC East Training, Rollout, Support ESC North Training, Rollout, Support ESC West Training, Rollout, Support ESC South / Adult Ed Training, Rollout, Support IFS Decommission We are here (Decommission includes year‐end closing, historical data extraction, etc) • Testing the system includes three integrated test cycles and user acceptance test cycle. Successfully completed integration test cycle 1 3 with 2700 test cases 1

3/5/13 Budget • LRP Project budget is COPs – Funding previously approved by the Board in October 2011. – LRP Project started in January 2012 • Budget to complete RFP requirements – On schedule – Within allocated budget 4 Status of LRP Project • Mapped and designed approximately 1300 District requirements • Implemented standard SAP code for majority of LAUSD requirements • Examples of enhancements added to standard code – P-Card solution in SAP with real-time funds availability check – Real time interfaces to District ’ s budget program – Real-time budgeting – Electronic catalogs – Online certifications – Automating process with MCMS, CMS, Maximo, and LACOE – Improved reporting 5 Organizational Change Management (OCM) What is OCM? • Systematic approach to change • Addresses the people risks in technology implementations • Provides an understanding of, readiness for, and sustainability of changes • Needed to achieve adoption of new practices, behaviors, systems, and tools What are the benefits of having OCM? • Engagement with stakeholders will lead to greater acceptance of new system and processes • Reduce both the depth and duration of business disruption caused by the change • Reduces misunderstandings and mystery of impact to employees ’ daily work OCM Activities • Change Impact Analysis • Readiness Assessments • Communication • Stakeholder Group Meetings • Training • Shopping Cart Support for Schools 6 2

3/5/13 Questions ? 7 3