Project Implementation Update
February 9, 2021
BOE Meeting
February 9, 2021
2
ATLAS is an integrated, enterprise-wide business solution that connects technology, processes, and people
to provide FCS the ability to effectively organize and conduct the day-to-day business transactions of the
district.
Business Technology (ERP) Software/Hardware
What is Atlas?
Payroll Time Management Benefits Administration Budget Administration Workers Compensation Other Claims Accounts Payable Procurement Contracting Pension Payroll &Benefits
Finance
Compensation Learning & Development Applicant Tracking Certification Leave Administration On/Off-Boarding Employee Selection Substitute Services Position ControlHR / Talent
Asset Management Inventory Management Print Services Transportation Services Facilities/Maintenance Outside Service Work Capital ProgrammingOperations
Network Infrastructure Security Disaster Recovery Data Warehousing Master Data Management Records Management Process AutomationIT
Dashboards Analytics Decision Support/Insight Perspectives Performance MetricsReporting
Our purpose is to…
ensure systemic
processes that are easy
to use, transparent, and
create awareness of
how we work across
departments.
We have achieved
our purpose when…
we have clearly articulated
processes and meaningful
data that continues to
evolve and meet future
business needs.
We deliver on our
purpose by ensuring
that our people…
are empowered to provide
support to our schools,
staff, and community while
effectively leveraging
integrated processes.
Ron Wade
Chief Talent Officer Chief Operations OfficerPatrick Burke Chief Finance OfficerMarvin Dereef Exec. Dir. II,Tim Dunn Program Management
Emily Bell
Chief Information Officer Dep. Chief Financial OfficerDavid Helton FCS Steering Committee
Project Contractors
FCS Implementation Team Members
Adrienne Parker Alexandra Bates Allen Bouknight Allysia Wright Amy Dyer Angela Young Anica Golding Belindra Jones Bernadette Vanterpool Billy Smith Brantly Saye Chanel Mason Chimere Bryant Crissi Calhoun Daria Freeman David Knotts Dawn Rose Derrick Johnson Djamal Balbed Doug Carey Eddie Breaux Farah Jetha Felecia Martin Freda McClain Gayle Fitzgerald Gina Rome Greta Tinaglia Heide Prouse Jarrod Jones Jennifer Banks Joseph Clements Juandalyn Richards Judy Claybrook Karen Ethridge Kayla Moss Kellie Owens Kenneth Kosslow Kenneth Melde Kenny Wilder Kirk Balcom Kuldeep Gollamudi Kurniawaty Auw Laquita Searcy LaRhonda Guy Lav Patel Leticia Jones Lisa Cannon Lisa Steele Liz Young Mark Atchison Matthew Brooks Melinda Edwards Mia Fuse Mia Thacker Michelle Easley Mohamed Atwa Pamela Gayles Ray White Raymond Lee Richard Gaddy Ricky K Wan Rierre Robinson Robert Clough Russell Holly Sarah Dix Satish Avuthu Sharyce Gundy Sherry Brewer Stephanie Boutte Suzanne Hatfield Tamara Bradley Teri Bowen Tonnyia Allen Tracy Watson Vickie Cross Vincent McCoy Wayne Hayne Xavier Bailey Yvette Marcus School-Based Advisory Board
Project is currently on time and on budget
The Design Phase kicked off in October and cross functional teams participated
in 131 Design Session Workshops accomplished virtually
through Microsoft
Teams.
Additional needs
were discovered during Design that are critical to
business success
Change requests and additional licenses
have been submitted
There is no net increase to
FY21
budget based upon current contingency, and
project travel savings
Finance Budget Procurement
Operations
HR/Payroll Core Hana Database
2020 2021 2022
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Jan 1, 2022
Go-Live
7
Atlas Project Timeline
Prep
Aug 3 – Aug 21, 2020 • Create documentation
• Project templates • Project Charter • Resource planning &
onboarding
Design
Aug 24 –Jan 29, 2021 • Create project plan
• Create Process Design Documents (PDD) and FCS business signs-off • Create Configuration workbooks • Create Functional Design Specs • Stakeholder Analysis
• Prepare Communication, Testing, Training, Data Conversion & Support Strategy plans
• Finalizing PDDs and Functional specs • Realization Planning
Validate
Aug 30 – Dec 31, 2021 • Execute test scenarios & make
corrections to configuration • Test integration & parallel scenarios • Create training material & conduct end
user training
• Conduct final solution review • Develop Cutover plan
• Conduct Administrator training • Cutover
• Go / No-Go Decisions
Launch & Hypercare
Jan 1 – Jun 30, 2022 • Go-Live • Go-Live Support • Hypercare Support • Issue Management Feb 1 – Aug 27, 2021
• Configuration & develop system • Unit Test
• Security / Role Permissions analysis & documentation • Extract, prepare & load data • Develop Integration, Parallel, and
UAT test plans and scripts • Iterations
• Identify Change Champions Realize
2020-2021
1 2 3 4 5
Aug Sep Oct Nov Dec
Design Phase
Design
1. Design Activity Prep
Aug 24 – Aug 28 • Process framework • Requirement identification • Traceability matrix • Define processes to be included in waves 2. Wave 1 Pre-Workshop Activities Aug 31 – Oct 2
• Project Team engages in… • Workshop agendas, schedules • Process reviews
• Prepare documentation • Review Technical requirements • Interface definition
3. Business Team Kickoff
Oct 1
• Meeting to introduce project • Define Design sessions • Define expectations
• Review Design agenda (generic)
4. Business Engaged
Oct 5
5. Wave 1 Internal Documentation Review
Sept 28 – Oct 16 • Team EPI-USE finalizes
documentation
6. Wave 1 Workshops & Finalize Documentation
Oct 5 – Oct 16
• Processes defined in Wave 1 Workshop sessions
• Business reviews and signs-off on Design documentation
7. Wave 1 Business Sign-off
Oct 19 – Oct 23
• FCS Business Signs-off on Wave 1 To-Be Business Processes 11. Wave 2 Business Sign-off Nov 30 – Jan 29 10. Team EPI-USE updates documentation Nov 23 – 27
9. Business Reviews Documentation & provides updates needed
Nov 16 – 20
• Processes defined in Wave 2 Workshop sessions
8. Wave 2 Workshops
Oct 19 – Nov 13 • Processes defined in
Wave 2 Workshop sessions
2021
Feb Mar Apr May Jun Jul Aug
Configuration / Build / Test – Some meetings and questions with FCS Complete Workbooks / Functional Specs –
FCS to review Functional Specs Prioritize
WRICEFFs Create Technical Specs
Fiori / Security / Roles – FCS Input Required
Data Migration – FCS Input and Data Cleansing Required Create Training Documentation – FCS Input & Review Required
Iterations – FCS Attendance and Hands-on Required
Epi-Use
With FCS Involvement Epi-UseTeam Identify Change
Champions Build Test Plan, Test Scenarios, Test Scripts
Realize
Realization Phase
Procurement
Time
Management
Management
Asset
High touch impact to every Employee at FCS
Impact to all Departments
High Impact Areas of Change
Articulate vision Align understanding Create the awareness
of the reason for change
Inform
Engage leaders Energize colleagues to
support and be part of change
Create opportunities for 2-way dialogue
Involve
Ensure team readiness Actively involve
stakeholders through various forums Build knowledge and
ability through training Board Policy changes
Prepare
Measure and sustain Emphasize expectations Celebrate wins and
share successes or lessons learned
Embed
OUR ENGAGEMENT APPROACH
“I have the knowledge & skills to participate in the change.” “I understand why the change is happening.”
FY 2021 ATLAS BUDGET
$12,989,466.03
Actuals Remaining$5,690,000.64
$7,299,465.39
* Figures as of 12/31/2020Year-to-Date Budget Expenditures
Spending Totals with Trends
Change Request Summary
Description EstimatedValue Approvedby ESC Change Request Submitted Notes
Microsoft Azure Architect $40,000 Y Y
This resource is to augment the experience of FCS staff in building the new hosting platform managed by Microsoft Azure. Additional support is desired to ensure SAP specific landscape requirements are met, and to stay on track to meet the system delivery timeline to avoid potential Atlas project delays.
Pension Payroll $315,000 Y Y
This process will enable the processing of Pension Payroll
(currently occurring in IPass) to occur on the same S/4 system as the rest of the FCS population. It will also allow financial postings currently done through manual Journal entries to occur directly in the new system. Approval has been given by the Pension Board.
S/4 Hybrid Migration for
Financial Services Functionality $340,000 Y Y
This hybrid process will allow for more in-depth changes to the General Ledger Account structure. The objective will be to reduce the GL account numbers closer to the GaDOE numbers. In the future design the “Program” will be removed from the “Fund” number and the “Cost Center” number to make accounting processes more efficient.
Overpayment Workbench $55,350 Y Y The implementation of the Overpayment Workbench will streamline the claims process and also help with the claims issue caused by concurrent employment.
Annual Salary Program $74,500 Y Y The annual salary program is a custom program, interfaces and fields will be designed to replace the custom program utilized today for yearly salary increases.
De-scope Compensation
Change Request Summary
Description EstimatedValue Approvedby ESC Change Request Submitted Notes
Managed Services – Transfer Roles
& Responsibilities $53,000 Y
This increases EPI-USE responsibility for Linux Operating System, the SAP Support Pack and an additional SAP router. District resources are growing their knowledge base in these technologies at this point. Transferring this responsibility to EPI-USE will allow FCS to take advantage of EPI-USE’s experience and reduce project risk to FCS.
EPI-Labs SuccessFactors Extension
for Query Manager $29,400 Y This extension will give enhanced reporting capability to FCS which will allow more flexibility in running queries and analyzing data.
eSignature - DocuSign $18,300 Y DocuSign will be integrated as an eSignature functionality, and it will serve as the standard tool for electronic signature requirements for FCS.
OpenText Implementation $341,200 Y
OpenText will provide a Document Management platform that has storage, workflow and records management capability. It will serve as a central repository for FCS documents. Also, it will have the ability to seamlessly link content files with data in Atlas. Initial configuration will be for employee contracts and scanned invoice images. Over time, additional documents connected will be certifications, employee supporting documents, construction drawings, etc.
New Budget Form $18,500 Y
A new interdependency form is required to capture internal service requests between departments with workflow approval process. The form currently exists in Appli-Track. Appli-Track will be decommissioned after Atlas go-live and this functionality is needed on the new platform.
Do Not Hire Program $39,100
This program will add functionality to flag candidates as 'do not hire' as part of the employee separation and recruiting process. It will systematically create a comprehensive 'do not hire' list that will automatically disposition candidates requiring limited manual intervention.
Additional License Summary - FY21
License Type
Contract
Current
Estimated
Revised
Counts
Current
Contract
Price
New
Price
BenefitFocus - Direct Bill Employees (Pension)
0
1,900
$0.00
$22,230.00
Concur Intelligence for Expense
0
3,000
$0.00
$22,500.00
OpenText (SPS-SF)
0
13,800
$0.00
$82,800.00
Total Licensing Costs
$0.00
$127,530.00
Additional License Summary - FY22
License Type
Contract
Current
Revised Estimated
Counts
Current Contract
Price
New Price
SuccessFactors – HR
$823,500.00
999,963.00
Active Employees
12,500
13,725
$823,500.00
$904,203.00
Pension Employees
0
3,300
$0.00
$56,232.00
Charter school employees
0
600
$0.00
$39,528.00
S/4 – Payroll & Pension
$81,339.90
$113,875.86
Active EE's S/4 Payroll
25
28
$23,882.25
$26,748.12
Active EE's BSI Payroll Tax
Processing
25
28
$42,247.75
$47,317.48
Active S/4 Payroll Maintenance
$15,209.90
$17,035.09
Pension S/4 Payroll
0
7
$0.00
$6,687.03
Pension BSI Payroll Tax Processing
0
7
$0.00
$11,829.37
Additional License Summary - FY22
License Type
Contract
Current
Revised Estimated
Counts
Current Contract
Price
New Price
UKG Dimensions
$405,768.00
$508,505.04
Hourly Employees
3,200
3,884
$175,872.00
$213,464.64
Salary Employees
9,300
8,129
$229,896.00
$200,948.88
Substitute Employees
0
1,712
$0.00
$94,091.52
Benefitfocus
$402,624.00
$564,939.00
Active Employees
14,400
13,725
$402,624.00
$383,751.00
Pension Employees
0
3,300
$0.00
$92,268.00
Direct Bill Employees
0
1,900
$0.00
$88,920.00
Concur Intelligence for Expense
0
3,000
$0.00
$90,000.00
OpenText (SPS-SF)
0
13,800
$0.00
$357,696.00
Total Licensing Costs
$1,713,231.90
$2,634,978.90
Five-Year Forecast
BOE Approved Contract FY21 FY22 FY23 FY24 FY25
$34,449,089.94 EU/Vendor Products $11,873,905.12 $10,437,313.00 $3,302,250.00 $3,302,250.00 $3,302,250.00 Contingency $1,115,560.91 $1,115,560.91 Budget Amount $12,989,466.03 $11,552,873.91 $3,302,250.00 $3,302,250.00 $3,302,250.00 Project Additions Additional License $127,530.00 $921,747.00 $895,295.00 $895,295.00 $895,295.00 Change Requests $1,241,100.00 Total Additions $1,368,630.00 $921,747.00 $895,295.00 $895,295.00 $895,295.00 Balance of Contingency Minus Additions ($253,069.09) $193,813.91 ($895,295.00) ($895,295.00) ($895,295.00) Project Savings Travel Cost $780,000.00 $0.00 $0.00 $0.00 $0.00
Pension Board Offset $315,000.00 $0.00 $0.00 $0.00 $0.00 Total Savings $1,095,000.00 $0.00 $0.00 $0.00 $0.00
Forecast Balance
(Net of Adds and Deducts)
Questions?
Questions?
Questions?
Questions?
Questions?
Questions?
Questions?
Addendums
Addendums
Addendums
Addendums
Addendums
Addendums
Addendums
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Process Area Workshop Name
Financial Accounting
General Ledger Accounting Accounts Payable
Accounts Receivable
Cash Management \ Banking Asset Accounting
Taxes
Accounting and Financial Close
Management Accounting Controlling
Funds Management Funds Management
Grants Management Grants Management
Budget Management
Grant Budget Capital Budget Budget Book
School and Department Budget
Project and Order Accounting Work Break Down Structures / Orders
Project Budget Execution and Controls
Enterprise Asset Management Facilities and Asset Management
Organization Management (Core HR)
Organizational Structure Job and Pay Structure Position Management
22
Process Area Workshop Name
Time/Leaves
Basic Timekeeping, Basic Scheduling, and Business Structure Setup Overtime, Premiums, and Pay Modifications
Absence Management Setup, including Accruals and Time Off Requests Cost Centers and Labor Categories
Leaves of Absence - Worker's Compensation, FMLA, LTD/STD
Compensation Compensation Templates
Performance and Goals
Introduction to SuccessFactors Performance and Goals, Goal Management Planning
Development Planning, Continuous Performance Management, Performance Improvement Plans Performance Management Templates and Processes
Payroll/PCC
Payment
Concurrent employment, Payroll Calendars, Processing and Models
Deductions, Arrears, Garnishment, Worker's Comp, Taxation, NRA, Tax Reporter, year End and Benefit plans
Recruiting
Recruiting Requisition Creation and Posting Candidate Management: Application & Selection
Candidate Management: Interview, Background & Offer
Onboarding Onboarding
Process Area Workshop Name
Operational Procurement
Manage Procurement Organizational & Master Data Procurement and Inbound Delivery
Invoice Management
Sourcing and Contract Management
Strategic Procurement
Supplier Management and Collaboration Catalogue Management
Procurement and Spend Analytics Sourcing and Contract Management
Program and Project Management Capital Projects
Travel Management Travel Request
Travel Expense Management
Employee Administration (Core HR)
Employee, Job Info and Portlets Hire/Rehire
Job Changes
Employee Terminations
Concurrent/Contingent Employment
24
Process Area Workshop Name
Time / Leaves
Substitute Services
Access Profiles and Data Visibility Integrations and Interfaces
Compensation Compensation Forms
Compensation Changes and Statements
Learning Management
Learning Needs
Managing Learning Content
Manage Scheduling, Registration, and Completing Learning
Performance and Goals Additional Items; Libraries, Rating scales, Notifications and Reporting
Payroll / PCC
Payment Methods, Off-cycle, Terminations, Quota payout, Reporting, Rem statement, Posting and 3rd Party Remittance
Integration/Replication Payroll Control Center
Recruiting Career Site and Applicant Engagement
Job Profile Builder Job Profile
Offboarding Offboarding Employees
Workshop Schedules and Statistics
Business engaged
Oct 5, 2020 Wave 1 Business Sign-off Oct 19 - 23, 2020
Wave 1 Workshops & finalize documentation
October 2020
Wave 2 Workshops
November 2020- January 2021
Wave 2 Business Sign-off
Nov 30, 2020 – Jan 29, 2021
Business Reviews Documentation & provides updates needed
Nov 16-20, 2020
Area Description # Hours
S/4 Wave 2 38 94.5
HR / Payroll Wave 2 32 70.5
Total 70 165
2020-2021
October Nov Dec/Jan
Design
Area Description # Hours
