Consent-General Government # 30.
Board of Supervisors
Innovation and Technology Services
- Meeting Date:
- 12/06/2022
- Brief Title
- Receive update on the status of the Infor CloudSuite Implementation
From:
Lee Gerney, Chief Technology Officer, Innovation and Technology Services Department
Staff Contact:
Duazong Her, ERP Manager, Innovation and Technology Services Department
Supervisorial District Impact:
Countywide
Subject
Receive and file report on the upgrade status of the Infor System to the Software-as-a-Service (“SaaS”) Infor CloudSuite Management (ICM) System. (No general fund impact) (Gerney)
Recommended Action
Receive and file report on the upgrade status of the current Infor System to the Software-as-a-Service (“SaaS”) Infor CloudSuite Management (ICM) System.
Strategic Plan Goal(s)
 |
In Support of All Goals (Internal Departments Only) |
Reason for Recommended Action/Background
The staff report will provide a brief background on the project, an overall status update, and a breakdown of milestones and status.
Background
The Board of Supervisors considered the Infor CloudSuite Migration project over the course of 2021 and provided the final approval to move forward on August 31, 2021. The project initiated in October 2021. On September 13, 2022, Staff presented a status report and recommended extending system go live date from January 1, 2023 to July 1, 2023, because the overall project was behind schedule due to resource constraints and the technical complexity of the new system. The Board of Supervisors approved the project extension on September 27, 2022.
Overall Status Update
The overall project status as of November 18, 2022, is green (healthy). System Integration Testing Phase 1 concluded at the end of October at which time the system was handed over to Infor in preparation for data migration from the current system to the new system. The Project Team completed the 3rd data migration pass on November 7, 2022, to stage the system for the next round of System Integrated Testing Phase 2. Between now through end of December 2022, the Project Team will be working to finalize their business requirements and processes to finish build and development and complete testing. The project team is also preparing end user training plan and documentation in preparation for end user acceptance testing.
Technical development is trending yellow to bring it into focus and push it along to be completed by years end. Technical items still in progress include custom reports, security, interfaces, and approval workflows. While some of these items are technically challenging and the RPI consultants are working to find a solution to address County business needs, other items are pending final decisions from the Yolo functional teams (Finance, Human Resources, and Supply Chain) before build can be completed, tested, and approved. The team is also working with 3rd party vendors who have existing interfaces to the current Infor System to identify what changes are necessary to interface with the new CloudSuite system.
A copy of the project schedule is shown in Attachment A.
Completed Milestones by Phase
Phase 1: Initiate & Planning Phase Accomplishments
The PMO team completed the planning for the project and produced the following deliverables to ensure alignment with RPI and the Yolo County Leadership and Project Team on project structure, governance, and execution:
Background
The Board of Supervisors considered the Infor CloudSuite Migration project over the course of 2021 and provided the final approval to move forward on August 31, 2021. The project initiated in October 2021. On September 13, 2022, Staff presented a status report and recommended extending system go live date from January 1, 2023 to July 1, 2023, because the overall project was behind schedule due to resource constraints and the technical complexity of the new system. The Board of Supervisors approved the project extension on September 27, 2022.
Overall Status Update
The overall project status as of November 18, 2022, is green (healthy). System Integration Testing Phase 1 concluded at the end of October at which time the system was handed over to Infor in preparation for data migration from the current system to the new system. The Project Team completed the 3rd data migration pass on November 7, 2022, to stage the system for the next round of System Integrated Testing Phase 2. Between now through end of December 2022, the Project Team will be working to finalize their business requirements and processes to finish build and development and complete testing. The project team is also preparing end user training plan and documentation in preparation for end user acceptance testing.
Technical development is trending yellow to bring it into focus and push it along to be completed by years end. Technical items still in progress include custom reports, security, interfaces, and approval workflows. While some of these items are technically challenging and the RPI consultants are working to find a solution to address County business needs, other items are pending final decisions from the Yolo functional teams (Finance, Human Resources, and Supply Chain) before build can be completed, tested, and approved. The team is also working with 3rd party vendors who have existing interfaces to the current Infor System to identify what changes are necessary to interface with the new CloudSuite system.
A copy of the project schedule is shown in Attachment A.
Completed Milestones by Phase
Phase 1: Initiate & Planning Phase Accomplishments
The PMO team completed the planning for the project and produced the following deliverables to ensure alignment with RPI and the Yolo County Leadership and Project Team on project structure, governance, and execution:
- Project Initiation
- Project Management Plan
- Stakeholder Analysis
- Project
- Issues Management Plan
- Risk Management Plan
- Staffing Plan
- Communication Strategy
- Testing Strategy
- Training Strategy
- Organizational Change Management Plan
- Knowledge Transfer Assessment Plan
- Project Work Plan
- Project Kickoff
- Provisioning of the Multi-Tenant environments:
- Tenant/Product Line Strategy
- Technical Development Strategy
- RICE Strategy/Plan
Phase 2 - Analyze & Design Phase Accomplishments
The Functional and Technical Project Teams conducted a series of meeting and workshops to gain an understanding of Yolo County’s current business processes and identify/document the requirements for the future state business processes as well as the requirements technical development for integration, reporting, automation, security, and data conversions:
The Functional and Technical Project Teams conducted a series of meeting and workshops to gain an understanding of Yolo County’s current business processes and identify/document the requirements for the future state business processes as well as the requirements technical development for integration, reporting, automation, security, and data conversions:
- Current State Assessment and Requirements Review
- Super User Training/Enablement and Design Review
- Future State Design
- Technical Design Discussions/Workshops:
- Configuration Console Design
- Workflow/Process Automation Design
- Interface/Integration Design
- Conversion Design
- Security Roles Review
- Report Review/Design
- Testing Plan
- Data Validation Strategy
- Initial Design Complete
Phase 3: Build & Develop Phase Accomplishments
- Technical Development (includes initial unit testing by developer):
- Configuration Console Development
- Workflow/Process Automation Development
- Interface/Integration Development
- Conversion Development
- Security Roles Development
- Report Development
- Application Configuration
- Unit Test/Conference Room Pilot Test Plan & Scripts Preparation
- Unit Testing/CRP
- System Integrated Test Scripts
In-Process or Not Started Milestones by Phase
Phase 4: Verify & Empower Phase (In-Process)
- System Integrated Test Execution and Issue Resolution
- Second round of System Integrated Test (SIT#2)
- Payroll Parallel Prep/Execute
- End User (User Acceptance) Test Scripts
- End User Training Documentation
- Cutover Strategy
- Technical Development (includes initial unit testing by developer):
- Workflow/Process Automation Development
- Interface/Integration Development
- Conversion Development
- Security Roles Development
- Report Development
Phase 5: Verify & Empower Phase (Not Started)
- User Acceptance Test Execution and Issue Resolution
- End User Training
- Cutover & Contingency Planning
- Readiness Assessment (Go-Live Preparedness)
- Go/No Go Sign Off
Phase 6: Go-Live and Post Go-live Support Phase (Not Started)
- Go-Live DMF#5/Cutover to Production
- Post Go-Live Support and Project Closure
- Project Closure
Collaborations (including Board advisory groups and external partner agencies)
Innovation & Technology Services, Department of Financial Services, Health & Human Resources, Human Resources, County Administrator's Office.
Fiscal Impact
No Fiscal Impact
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $
- Amount budgeted for expenditure:
- $
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $
Source of Funds for this Expenditure
- General Fund
- $0
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Lee Gerney | Julie Dachtler | 11/14/2022 04:26 PM |
| Lee Gerney | Lee Gerney | 11/21/2022 04:01 PM |
- Form Started By:
- jrowe
- Started On:
- 10/13/2022 04:50 PM
- Final Approval Date:
- 11/21/2022