Enterprise Resource Planning
Montgomery County officially launched the Enterprise Resource Planning (ERP) system on July 6, 2010. The project was funded at $85 million and involved months of development prior to launch.
ERP is an internal system that has modernized the County’s Finance, Procurement and Human Resource Management functions. The ERP system uses best practice operational efficiency through information integration and process improvements, including centralization, information sharing, and elimination of data and process duplication.
Many lessons were learned from the initial ERP implementation.
- The transition to ERP was a major change from legacy systems. Additional investment in change management and knowledge transfer, more in-depth coordination with core business departments (Finance, Management & Budget, Human Resources, and Procurement), and inclusion of certain reporting functions in the initial system launch, would have made initial implementation smoother for County staff.
- Following implementation, the County rolled out additional business functions that enabled departments to leverage ERP business process improvements that would not have been possible using legacy systems.
- In addition, the County implemented the recommendation of the Government Finance Officers Association (GOFA) and Gartner (premier business consulting organization) to create an Enterprise Service Center after implementation to maintain and enhance business strategy, function and technical expertise, software integration, technology, projection and continuous process improvement.
- The ERP system was initially managed outside of the Department of Technology and Enterprise Business Solutions (TEBS), but post-implementation, it was determined that because of the complexity of integration with other County systems and processes, TEBS was best suited to maintain the Enterprise Service Center.
Enterprise Service Center
The Enterprise Service Center was launched in FY2014. When the $257 million Alochol Beverage Services (ABS) looked to replace its aging warehouse, inventory and distribution system, it was determined that rather than attempting to implement and integrate a “best in show” solution, the best solution was in fact to use the ERP system as the DLC’s new warehouse, inventory and distribution system. The Enterprise Service Center is working to complete this “once-in-a-generation” undertaking in 2014.
The Enterprise Service Center has now also moved into the next phase of ERP, developing business intelligence models which enable departments to leverage the data contained in the ERP for use in Big Data predictive analytics and business process improvement.
ERP Business Intelligence Reporting
ERP is an internal system that requires log-in credentials to use. In addition, access to specific modules is granted based on business need and completion of required training. The ERP business intelligence reporting system provides authorized users with the ability to view summarized information for user-selected categories in chart and graphic formats. Additional detailed information is available in chart formats.
Below are sample screen shots of the Financial and Human Resources & Payroll Overviews.
The ERP system provides more analytical capabilities – in modern, user-friendly formats – then was available using the County’s legacy financial systems. For example, within the Financial Overview, the user has the following Summary and Reporting modules available:
- General Ledger – The General Ledger dashboard provides Department users with a presentation of department fiscal year budgets, expenditures and revenues, encumbrances, budget-to-actual balances by account codes, and hierarchical roll-ups by program. Additional reports are available for the detailed transactions behind each budget, expenditure, and encumbrance figure. Also, reports are available displaying budgets that are over-budget, revenue tracking, and projected payroll expenditures.
- Purchasing – The Purchasing Detail dashboard provides Department users with information regarding requisitions (RQs), agreements, and purchase orders (POs), including document status, amounts, balances, agreement expiration dates and other important purchasing and General Ledger information.
- Accounts Payable – The Accounts Payable dashboard provides Department users with information regarding invoice payments, invoice distributions, receiving details and iExpense electronic employee reimbursements.
- Projects and Grants (PnG) – The PnG dashboard provides Department users with information regarding operating grants, capital projects, and emergency operating projects (such as hurricane response budget funding). This easy-to-use tool will assist department staff in accessing project information including budget, actuals, encumbrances, remaining balances and other important project information.
Internal Briefing Documents
These are the most recent internal briefing documents which provide a snap shot of the current status of the ERP system.
- ERP Executive Steering Committee Meeting Presentation (January 29, 2014)
- Business Intelligence Models in Production (January 29, 2014)
Publicly Available Documents
These documents are available on www.montgomerycountymd.gov by using the search function or by reviewing specific County Council meeting packets. Below, memos, presentations and reports contained within Montgomery County Council public packets are provided.
- Status of ERP – Briefing for County Council Audit Committee (November 21, 2013)
- ERP Internal Audit and Executive Steering Committee Response (June 20, 2013)
- Status Update on Financial Reporting Issues in the ERP Project (April 16, 2012)
- Status of ERP Project - Lessons Learned (November 16, 2011)
- Technology Modernization Project – Briefing for County Council Government Operations (GO) Committee (February 7, 2011)
- ERP Launch Report (July 8, 2010)