1. Software Modernization
Henry County, GA
Software Modernization
Our Current Enterprise Resource Planning (ERP) and Public Safety Software Considerations Based on Current and Future Business, Technological & Strategic Rationale

2. Current Systems in Use
ERP Financial System purchased in 1999 (18 years ago)
DOS Character based system, hard to train new employees
Limited reporting capabilities for management
No integration between Budgeting, Payroll, Purchasing, etc.
Staff does duplicate data entry all the time to complete their work
No ability for web self-service for citizens or transparency
Audit abilities and system security not up to current standards
Public Safety system purchased in 1997 (20 years ago)
911, Sheriff’s and Fire departments all on separate systems
No modern mapping / GPS capabilities for dispatchers & patrol
Officer’s don’t have real time access to critical information
No NextGen-911 (cell phone texting to 911)

3. Current Challenges & Deficits
Non-Integration
Poor Reporting
Lack of Automation
Outdated Technology
Poor End-user Experience
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Dependency on multiple, “silo” applications or decentralized shadow systems to perform day-to-day tasks
Inability to easily pull data from multiple sources into one view or report for informed decision making
Inconsistencies and poor data quality
Inflexibility in the extraction and reporting of data
Inability to access real-time, up-to-the-minute financial standing
Silos of information, preventing access to data and requiring redundant data entry into separate applications
Dependency on IT staff to transfer data between systems (where available)

4. Challenges & Deficits: Non-Integration
Silos of information
Redundant duplicate data entry
Duplication of effort
Lack of communication
Outdated processes
Poor data quality
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Non-integrated systems create silos of information, redundancy, duplication of effort, lack of communication, outdated processes, poor data quality. This creates:
Dependency on multiple, “silo” applications or decentralized shadow systems to perform day-to-day tasks
Inability to easily pull data from multiple sources into one view or report for informed decision making
Inconsistencies and poor data quality
Inflexibility in the extraction and reporting of data
Inability to access real-time, up-to-the-minute financial standing
Silos of information, preventing access to data and requiring redundant data entry into separate applications
Dependency on IT staff to transfer data between systems (where available)

5. Overall Goals & Objectives
State-of-the-Art Security & Audit Compliance for Finance
Modernized Technology to Enhance Public Safety
Increased Return on Investment (ROI) and Improved Total Cost of Ownership (TCO)
Provide Staff Tools to increase efficiency and better service to citizens
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6. Solution: Integration
Single version of the truth/entry of data
One central relational database
Permissions-driven (role-based) access/entry
Enhanced reporting capability
Seamless, real-time access
System-wide access
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Single version of the truth (no redundancy, duplication)
One central relational database
Permissions-driven (role-based) data access and entry
Single entry of data
System-wide access (role- and permissions-based)
Enhanced reporting capability
Real-time access to ERP data
Seamless access to previously disparate, disconnected data and systems

7. Benefits: Integration
Reduction of information silos, data re-entry, redundancy
Overall operational effectiveness
Accurate and timely information, improved access & flow
Seamless integration, data sharing
Self-sufficient employees
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Benefits: Improved Productivity & Data Integrity
Overall operational effectiveness (improved data control. consistency & quality; increased employee efficiency & productivity)
Accurate and timely information to formulate key policy decisions and provide meaningful forecasting so we can move our organization forward with a strategic vision and initiatives
Improved access and flow of information for more productive use of staff time
Seamless integration with additional third party systems, as well as easy data sharing with other departments & agencies, for enhanced productivity, reporting & data access
Reduction of information silos provides access to accurate, real-time data for informed and accurate strategic decision making
Reduction of data re-entry and redundancy
More self-sufficient employees, providing administrators time to focus on more strategic initiatives

8. Reporting & Regulatory Compliance
Analysis, forecasting, Key Performance Indicators
User-friendly, customizable dashboards & reports
Communication, compliance, transparency
Overhead cost savings
Provide managers information needed for decisions
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Benefits: Powerful Analysis, Forecasting and Compliance
Ability to analyze data, employ KPIs, forecast effectively for more accurate, informed and strategic decision making that keeps our organization moving forward
Reports and reporting methods that accommodate our needs, making it easier than ever to get information in and out of system
Easily-reproducible reports, templates and “wizards” that save staff time and increase staff efficiencies/overall ROI
Improved communication for staff, citizens and regulatory agencies, keeping us compliant and transparent
Reduction of paper and printing, saving us overhead soft and hard costs in materials and staff time
Microsoft Office Capabilities (Excel/Pivot Tables and Cubes, SSRS) for intuitive, easy-to-use options that give us powerful BI tools for key forecasting and decision making capabilities
Complete regulatory compliance (GAAP, GAAFR, GASB 34, M/W/DBE) derived inherently from within the system

9. Benefits: Updated Technology
Increased accessibility, functional potential, transparency, adaptation and productivity
Substantial increase in processing, data warehousing & communication
Scalable, flexible, easily-maintained system
Consistent end-user experience
Elimination of technology “Dips and Peaks”
State-of-the-art security, accessibility, processing, compliance, and decision-making capabilities
Significantly increased speed, accuracy, end-user satisfaction, compliance & ultimate BI capabilities
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Benefits: Improved Performance/Management
24/7 Web-based system for increased accessibility, functional potential, transparency, adaptation and productivity
Substantial increase in processing, data warehousing & communication, increasing efficiency and productivity
Scalable, flexible, easily-maintained system frees up IT staff to focus on more strategic initiatives
Consistent end-user experience for a maintainable level of productivity, eliminating need for retraining with each upgrade
Elimination of “Dips and Peaks” of changing technology, saving training and downtime and ensuring optimal use of system functionality
State-of-the-art security, accessibility, processing, compliance, and decision-making capabilities brings us to forefront of public sector accounting, reporting, compliance, security, productivity requirements and needs
Gives us significant advancement over previous system deficiencies in terms of speed, accuracy, end-user satisfaction, compliance & ultimate BI capabilities

10. Challenges & Deficits: Outdated Technology
Unwieldy
Lack of Business Intelligence
Lack of Automation
Ineffective Security, Tools, Software
Lack of Mobile, Efficiencies, Audit, Workflow, etc.
Labor Intensive
Ties Up IT Staff
Lack of Operational Standards
Poor Analysis
Poor Reporting
Poor Transparency
Paper Based, Time Consuming
Inability to be Responsive
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The impact on operations from a outdated, substandard or otherwise ineffective technology can cause: (some or all points may apply – incorporate as suitable)
Outdated technology and lack of modernization lead to significant IT efforts, lack of overall functionality
Labor intensive, forcing administrators to spend a significant amount of time pulling information from multiple screens and locations, inhibiting informed decision-making and the ability to work efficiently
Lack of standardization of operations
Lack of important analytical and reporting functions
Lack of automation
Extensive paper-based, time-consuming manual processes
Inability to be responsive to citizens, staff, stakeholders in a timely fashion

11. Solution: Updated Technology
Internet accessibility
State-of-the-art process and procedures
Adherence to governmental standards and requirements
User-centric system
Single point of entry
Enhanced security, auditing, tracking
Role-based functions
Dashboards, BI tools, consistent user interfaces
Microsoft platform/Office and integration
Systematic, controlled and planned upgrades
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Updated technology can gain our organization:
Internet accessibility, including self-service applications
State-of-the-art process and procedures
Adherence to governmental standards and requirements
User-centric system
Single point of entry into system
Enhanced security, auditing, tracking
Role-based functions
Dashboards, BI tools, consistent user interfaces, Microsoft platform/Office and integration
Systematic, controlled and planned upgrades

12. Overall Goals & Objectives
Operational Effectiveness and Efficiency
Maximum Productivity
Staff/Citizen/Vendor Access and Transparency
Adherence to Changing Regulatory Requirements
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13. Questions