Erp Requirement Template - PowerPoint

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					MAGIC ERP Workshop



        April 29, 2009

        Department of Finance and Administration
         Office of the Mississippi Management and Reporting System




                                                                     1
Agenda
   Welcome and Introductions
   Housekeeping
   American Recovery and Reinvestment Act
   MAGIC Status
   Breakout Sessions
   Lunch
   Breakout Sessions, cont.


2
                                             2
    American Recovery and Reinvestment Act
       General Overview
       GOALS Impact
       MAGIC Overall Impact




3
                                             3
MAGIC Status



    April 29, 2009

     Department of Finance and Administration
      Office of the Mississippi Management and Reporting System




                                                                  4
    Alternatives
       Alternative 1
           Continue the Current Model
       Alternative 2
           Enhance the Legacy Systems
       Alternative 3
           Implement an Enterprise Resource
           Planning (ERP) System


5
                                              5
        Recommendations
       Acquire a new Statewide ERP system using
        commercial off-the-shelf software
       Follow the five-phase approach to implement
        Finance and Procurement followed by
        HR/Payroll
       Finance the MAGIC initiative with a combination
        of bond funds and current appropriations



6
                                                          6
  Why not Alternatives 1 or 2?
        Postponing the inevitable
        Costs associated are lost
        Age of current technology
        Trained staff are retiring
        SAAS has no vendor support
        Every infrastructure software upgrade introduces
         additional risks of critical system malfunctions
        Economic climate places existing niche system
         components in jeopardy

 7
Additional risks are listed in the MAGIC Business Case
                                                            7
Current System Architecture
                                             Protégé Enterprise
                    E-Gov Portal
                                           Asset/Fleet Management
                                                   2007-2008



                                                                                  I2K
                  VitalChek                              MERLIN                   2001
                    2001                                       1996
                                                                                             ACE
                                                                                             2003


                               SAAS                                       SPAHRS
     PATS                           1989                                   1997             MELMS
    Early 1980s                                                                              2005




    BRICKS                 WebProcure®                                            Banking
                                                        PayMode®                  System
       2010                        2007                Payments – 2002
                                           Genie
                                                       Invoicing – 2007



8
                                                                                                    8
    Phase 3 – Finance & Procurement
                E-Gov Portal




                                                                   I2K
              VitalChek                   MERLIN                   2001
                2001                         1996
                                                                              ACE
                                                                              2003


                                MAGIC                      SPAHRS
                                                                             MELMS
                                                            1997
                                                                              2005
                          Finance & Procurement




     BRICKS                                                        Banking
                                         PayMode®                  System
      2010                              Payments – 2002
                                        Invoicing – 2007



9
                                                                                     9
     Phase 4 – HR / Payroll
                 E-Gov Portal




               VitalChek                       MERLIN
                 2001                           1996



                                 MAGIC
                           Finance & Procurement
                                HR / Payroll



      BRICKS                                                 Banking
                                           PayMode®          System
       2010                               Payments – 2002
                                          Invoicing – 2007



10
                                                                       10
     Phase 5 – On-going Support
                 E-Gov Portal




               VitalChek
                 2001




                                MAGIC



      BRICKS                                               Banking
                                        PayMode®           System
       2010                             Payments – 2002
                                        Invoicing – 2007



11
                                                                     11
    ERP Benefits
        Improved Security / Single Sign-On
        Fully Integrated Functions
        Workflow Capability
        Expanded Standard and Adhoc Reporting
        Up to Date Technical Architecture
        Document Repository




12
Additional benefits are listed in the MAGIC Business Case
                                                            12
         Risks of Implementing ERP
         Costs
         Scope of Change
         Insufficient Staffing
         Insufficient Funding
         Ongoing Statutory Mandates
         Ongoing Operational Needs




13
                                       13
     Accomplishments
        Functional Requirements
           60+ meetings held with subject matter experts
           1,000+ given on-line access to review and provide
           feedback
           7,000+ requirements identified
        Business Case Analysis (BCA) Adopted
           http://www.mmrs.state.ms.us/MAGIC/index.shtml
        Documented “As-Is” processes



14
                                                               14
     Next Steps
        Obtain control agency requirement approval
        Obtain ITS approval (4/30) to complete RFP
        Document “To-Be” processes
        Obtain Task Force approval of requirements
        Develop RFP Evaluation Team
        Complete, Release & Evaluate Software RFP
        Develop, Release, & Evaluate Implementation
         Services RFP



15
                                                       15
     Software RFP Timelines
      Task                                                Date
      First Advertisement Date for RFP                    08/04/2009
      Second Advertisement Date for RFP                   08/11/2009
      Mandatory Vendor Conference                         08/25/2009
      Deadline for Vendor’s Written Questions             09/08/2009
      Deadline for Questions Answered and Posted to ITS
      Web Site                                            09/29/2009
      Open Proposals                                      10/27/2009
      Evaluation of Proposals                             10/28/2009 – 01/08/2010
      Vendor Onsite Presentations (3 Days per vendor)     01/11/2010-02/12/2010
      Final Clarifications and QA of evaluations          02/15/2010-02/24/2010
      MAGIC Task Force Presentation                       03/02/2010
      MMRS Steering Committee Presentation                03/09/2010
      ITS Board Presentation                              03/25/2010
      Contract Negotiation Completed                      05/30/2010




16
                                                                                    16
     Why do we need
        MAGIC?


     MELMS                           WebProcure
              I2K




           MERLIN     SAAS SPAHRS



        There are no more outlets without …
17
                                                  17
     MELMS




18
             18
     Breakout Sessions
        Participating Vendors
           ADP
           Cogsdale
           Empower
           Kronos
           Lawson
           Oracle
           SAP




19
                                 19
     Questions?




20
                  20
MAGIC ERP Workshop

        DFA/MMRS
        501 North West Street, Jackson, MS 39201
        1201A Woolfolk Building
        P. O. Box 267, Jackson, MS 39205-0267
        Phone: (601) 359-6570 Fax: (601) 359-6551
        mash@dfa.state.ms.us




         Department of Finance and Administration
           Office of the Mississippi Management and Reporting System




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