Department: Universal Services
Department Head: Sindhu Menon, Executive Director & CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: ERP Enhancements and Reports
Project ID (if applicable): ERPENHANCEDRPT
Vendor Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Managing Entity: Universal Services
Incremental Authorization Requested: $2,581,557
Total Estimated Project Cost: $5,163,114 (FY24 & FY25 2-year total estimate)
Request Summary:
title
Request for approval of a Final Investment Memo for the ERP Enhancement and Reports project for an additional incremental authorization of $2,581,557 for FY2025 and request for commercial paper funding for an amount of $450,000.
end
Project Description:
This project is to enhance the usage of PeopleSoft across Harris County. There are two key focus areas for this project: 1) Automation and Efficiency; and 2) Enhanced Reporting and Analytics. Automation and Efficiency will focus on automating the manual interfaces for the business. Enhanced Reporting and Analytics will build out the reports and functionality in PeopleSoft to ensure departments have easy access to the data and functionality they need.
Project Scope:
To accommodate the volume of enhancement requests, additional functionality, and integrations to the PeopleSoft application to support ongoing business needs and regulatory requirements. Enhancements include PeopleSoft upgrades, interfaces/integrations, reports/queries, new functionality requiring configuration and customizations for business users from departments and agencies including Auditor’s Office, Purchasing, Office of Management and Budget, Office of the County Administrator, Engineering, Equal Employment Opportunity, Building Operations Services, Flood Control, Human Resources and Risk Management and Commissioner Precincts.
Future Projects (FY2025)
|
Project Name |
Primary Department |
|
Year End - FY24 |
Enterprise |
|
Year End - FY25 |
Enterprise |
|
New bank (Cadence contract is up) |
OMB |
|
Punch-Out |
Purchasing |
|
P2P-Auto Invoicing |
OCA |
|
Prompt Pay Act |
Auditors Office |
|
P2P-CLM - Contract Lifecycle Management |
CAO |
|
P2P-eSupplier/Vendor Portal/eSettlements |
OCA |
|
Ongoing Enhancement Requests and Production Support |
Enterprise |
|
PeopleSoft HCM Upgrade |
Enterprise |
|
HR Digital Transformation |
HRRM |
|
HCM Modules to Fluid - eBenefits and Open Enrollment Mandates for 2025 |
Enterprise |
|
HCSO Intellitme Integration to HCM Time & Labor |
HCSO |
|
LMS (Learning Management System) |
Enterprise |
|
HCM Open Enrollment Mandates for 2026 |
Enterprise |
There might be changes in the County’s needs that results in minor operational changes for the project throughout the Fiscal Year, but the overall scope will remain the same and any additional authorization would go through Commissioners Court approval.
Justification:
These projects would improve efficiency by reducing manual data entry for departments, freeing up resources to focus on more value-added work. The project would also improve efficiency by making it easier to access data and secure historical data, so it is available for future audits.
For example, the ability to address the P2P initiatives of Auto Invoicing, CLM and Auto Invoicing will allow for efficiencies in the vendor payment process by automating many of the manual processes utilized today. It will also allow for consolidation of the various contracts systems in use today to a single repository with integration to PeopleSoft to support the procurement process against a contract. PeopleSoft upgrades allow the County to remain compliant while providing opportunities for additional innovation.
Alternatives and Engagement:
|
Alternative |
Alternative Description |
Why Alternative Not Selected |
|
Delay |
Do the automation project at a later date. |
This option will delay the benefits being achieved for Harris County and cause the continuance of labor-intensive, manual workarounds. Production support will stay high and impact the US's ability to cross-train |
|
Do not pursue |
Do not implement automation and reporting functions |
Failure to enhance the automation and reporting capabilities of the ERP would reduce the effectiveness of the new system. |
|
Other |
Solve the problem through another means. |
No other feasible technology alternatives have been identified. |
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
10 Contractors (Currently filled) to address ongoing Enhancement & Automation implementations. |
$2,458,626 |
9/30/2025 |
|
Contingency (5%) |
122,931 |
- |
|
Total planned expenditures: |
2,581,557 |
- |
US is requesting authorization of $2,581,557 for FY25, CP allocation will be requested later when the PO is ready to be issued.
Note: The estimated cost is based on the number of resources, labor rate and contingency.
• For FY25 (October 2024 to Sept 2025), estimation of 10 resources at an average bill rate of $130/hour and 5% contingency
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
9/15/2020 |
6.a |
Request for approval of the capital improvement program for $6,419,035 |
|
10/27/2020 |
3.d.2 |
Request for approval of commercial paper funding for $6,420,000 |
|
3/22/2022 |
22-2024 |
Request for an additional incremental authorization of $2,475,000 and commercial paper funding of $770,000 for a total of $7,190,000 |
|
9/13/2022 |
22-5419 |
Request for an additional incremental authorization of $5,490,700, FY23 total authorization of $6,090,700 |
|
10/18/2022 |
22-6607 |
Request for approval of commercial paper funding for $2,745,000 |
|
7/18/2023 |
23-3946 |
Request for approval of commercial paper funding for $1,000,000 |
|
8/8/2023 |
23-4374 |
Request for an additional incremental authorization of $5,280,000 for FY24 |
|
10/31/2023 |
23-6367 |
Request for approval of commercial paper funding for $1,200,000 for a total of $13,840,000 |
Address: Multiple
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
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Service Name |
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|
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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|
Existing Budget |
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|
Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$450,000 |
$ |
$450,000 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$450,000 |
$ |
$450,000 |
$ |
|
Total Funding Request |
$450,000 |
$ |
$450,000 |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 10/8/2024
Anticipated Implementation Date (if different from Court date):
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 9/10/2024
Department Approval by: Sharon Blish, ERP Manager, 7/18/2024
OMB CIP Team Approval by: Amiel Chen, Manger - Capital Projects & Infrastructure, 9/24/24
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: ERPENHANCEDRPT
CP Series Description: Commercial Paper Series D can be used for (1) construction of public works, (2) the purchase of automobiles, equipment and machinery, including computers, materials and supplies for the operation of the County’s precincts and departments (3) Professional services, including services provided by engineers, architects, attorneys, auditors, financial advisors, and fiscal agents, in connection with the contractual obligations described in (1) and (2).
Commercial Paper is being requested for ERP Enhancement and Reports project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
OMB Financial Management contact: Amy Perez, Deputy Executive Director, Office of Management and Budget