SOCCCD Workday Project

SOCCCD Workday Project

Presentation to Board of Trustees Workday Update, Status of Implementation, GO-LIVE,

Communication and Training

June 27, 2016

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Why did we need a new ERP?

? District's current software systems for HR and Finance are old and out of date (CHRMS 27 years

old; ESCAPE 16 years old)

? No longer adequate for current and future needs

? Additional safe guards needed for compliance

? Systems not integrated or comprehensive, nor do they handle everything needed

? Tons of paper and manual processes

? Paper driven system does not work with the high volume complexity, and size of our district

? Lots of complaints across the district at all levels

length of time it takes to do things, processes hard to understand, lots of confusion

? Need to improve services to colleges and to faculty, staff, and students

What were the issues and challenges?

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Who was involved?

Two year BPA process

Embarked on a series of "BPA's"

? Embarked on an 18 month inclusive, transparent, and comprehensive Selection Process

? Process was extensive and rigorous

? Vendors were required to bring a full solution, which included partners for implementation and other software

Extensive College ? and district involvement

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Collaborative efforts

between college and district services

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Involved hundreds and hundreds college and district in the weeklong per vendor demonstrations and evaluations, both technical and functional evaluations

Review of the agreements was done by the steering committee, vice chancellors, and legal counsel

Final stages of selection with background reference checking, legal counsel, Gartner Group, and SIG

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What BPA's were conducted?

? Hiring process for faculty, classified, and administrators/managers ? Budget development ? Travel ? Payroll ? Accounts Receivable (included cash management, cash controls,

invoicing, foundations, etc.)

? Employee On-Boarding ? Purchasing, Warehouse, Receiving, Accounts Payable ? Curriculum Development ? Capital/Facilities Planning (part 1) ? Student Financial Aid (part 1) ? Board agenda preparation process ? Benefits ? Contracts

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"If we automate a mess, we have an

automated mess." anonymous

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