What is ERP?
ERP is an acronym and the letters stand for Enterprise Resource Planning. ERP utilizes business-process management software, which allows an organization to use a system of integrated applications to manage the business and automate many back-office functions related to technology, services and human resources. (Source: Webopedia)
When will ERP Go Live?
There are multiple Go-Live dates. Core Financials and Tyler Content Management will Go-Live December 11, 2017. Human Resources and Payroll applications will Go-Live January 2, 2018.
Energov and Accounts Receivable are tentatively set to Go-Live April 1, 2018. Munis Utilities Billing is tentatively set to Go-Live July 2018.
What is the vision of ERP?
The City will implement and maintain an integrated and responsive financial and human resources management system that will improve business processes, enhance operational effectiveness, increase the flow of information between departments and improve service delivery to our citizens.
Why are we changing?
Our current antiquated financial system doesn’t fulfill our needs. We must stay current with technology to improve customer support for both our internal and external customers. A new system will help us save time by being more efficient, provide accurate integrated data and improve our business practices.
What are the benefits of the ERP project change?
New technology will allow us to – in an integrated manner – collect, store, manage and interpret data from various business activities to benefit customers and employees.
Software benefits can: decrease response times; offer more opportunities for online information and efficiency tools, and use data in a way that’s easier than now.
What are the risks of not changing?
Using obsolete tools no longer supported by the software companies.
Will ERP make my job easier or harder?
After you receive training on the new system, we anticipate you will have a more user-friendly system that provides greater functionality and real-time reports at your fingertips. For example, you will have the ability to see P-card transactions assigned to a vendor, make online changes to your payroll choices, and much more. In some instances, there will no longer be a need for cumbersome spreadsheets or paper forms.
What about training? How will that take place?
We offered several training modules in September 2017, and more training is scheduled through December 2017. Some of the training will only be available in video format but most of it will be in-person training. Only staff identified as end users will be notified of the training available. Check your email for messages from Anna Moore and look for more training opportunities in the near future. Continuous training opportunities will be available after Go Live.
Will there be a tutorial library in addition to the training?
Multiple training videos such as Munis 101 Introductory Class, Approvers Class, and Reporting Class are available in Geo Talent. Other online learning opportunities are available through Tyler University, an online application that allows the user to look at tutorials on how to use the different MUNIS applications: www.tylertech.com
Documents available at the training classes will be loaded into the Service Desk Plus Knowledge Base.
What if I forget how to use the new system? What if there are hurdles along the way after training?
Our Functional Area Leads (FALs) will provide support, as well as the Service Desk Plus Knowledge Base, Tyler’s Knowledge Base and Tyler University at: www.tylertech.com
I've been hearing a lot of different acronyms. What do they all mean?
ERP – Enterprise Resource Planning;
COA – Chart of Accounts
Req – Requisition;
AP – Accounts Payable
PO – Purchase Order
FAQs – Frequently Asked Questions
TCM – Tyler Content Management
FALS – Functional Area Leads: City of Tulsa Subject Matter Experts
SME – A Subject Matter Expert refers to Tyler’s highly trained staff assigned to provide guidance in their respective functional area;
Scrum – Daily briefings for the ERP team to discuss the project’s progress and address issues or potential risks.
MUNIS – Tyler Financial System to replace Munis Extra, GEAC, and Affinity.
Energov – Tyler Permitting and Business Licensing System that will replace Hansen
UB – Utilities Billing System
Why invest money in this project? There are lots of things the City needs.
Timely and well-founded decisions to manage the City’s assets, create initiatives to improve City’s revenues and plan for the future are activities highly dependent on the availability of data. Our current systems are obsolete and vendors can no longer support them. The data we currently obtain is very limited, thus restricting the City’s ability to produce significant data in a timely basis, if we can even provide it at all.
Who are the Functional Area Leads (FALs) for the ERP Project?
Ellen Ede, Accounting General Ledger; Chad Becker, Cash Management/Tyler Cashiering; Carol Jones, Project & Grant Accounting; Tammy Pitts, Budgeting; Ashleigh Woodall, Requisitions/Purchasing; Nancy Robbins, Contract Management; Jane Pimm, Accounts Payable/Employee Expense Reimbursement, P-Cards; Christy Basgall, Accounts Receivable, CAFR Statement Builder; Cheryl Black, Fixed Assets; Jake Brown, Role Tailored Dashboard; Wendy Martin, Tyler Content Manager; Valerie Gerhart, Payroll; Pam Marrs, HR Management; Breck Buchanan, Utility Billing, CIS; and Sevim Davis, Inventory.
What does this mean for those doing business with the City?
Vendors will be able to register and update their information online and look at their payment history through Vendor Self Service. Citizens and businesses will be able to apply for permits and business licenses through ENERGOV.
Are we going paperless?
We hope to use less paper, reduce redundancy of processes and be more efficient!
Streamlining and efficiency are recurrent themes and a major goal of the project. Some jobs will be eliminated, right?
A new system will create change for many employees. There will be new processes that will change your current job activities. The City has a multi-faceted approach to address the changes, including re-training employees and reorganizing work assignments to create new opportunities.
Do I have to use the new ERP system, or can I use the computer programs and procedures I use now?
Systems that are being replaced will no longer be available for most users after the Go Live dates.
What are the new ERP modules?
In addition to replacing the current modules, the City acquired these additional modules: Budget; Contract Management; Project Ledger; Capital Assets, Bid Management, Employee Expense Reimbursement, Role Tailored Dashboard and HR Management.
Is there an online or print manual I can reference?
Yes, the FALs developed reference documents for each Munis module. These documents will be available at the City’s Knowledge Base, which you can access through Service Desk Plus.
What is the difference between Munis and Energov?
Munis is the Financial, Human Resources and Utilities Billing system being implemented by the Finance and Human Resources Departments. Energov is the Licensing and Permits system being implemented by the Planning and Development Department.
Are any of the features customizable for my specific process needs?
The Dashboard is a customizable entrance screen to Munis that each employee can customize with their favorites web parts.
As a result of the new system, will we change current City policies and procedures?
Yes, we expect that some of the City policies and procedures may change. Once defined, each department will receive the information.
How can I contact technical support for Munis?
Please contact the Service Desk at (918) 596-7070 or: ServiceDesk@cityoftulsa.org
How can I access my documents from the Mayor’s agenda synopsis?
The I.T. Department will deploy a desktop icon for the TCM self-service system (online document search).
Who will make adjustments to roles after Go Live if we need access to a screen/module?
Please contact the Service Desk at (918) 596-7070 or: ServiceDesk@cityoftulsa.org
What happens to requisitions in INFOR that have not been converted into a purchase order?
These requisitions will no longer exist and will need to be re-entered in Munis.