Business Services Action Item

DATE:	Tuesday, December 5, 2017
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve Agreements Providing for the Upgrade to the Infor (US), Inc. Enterprise Resources Planning (ERP) Software and Adding the Workforce Management (WFM) Suite (Business Services Division)
EXECUTIVE SUMMARY
This agenda item provides: continuous support to the existing Infor ERP software versions currently being used in our production environments, including but not limited to:  Global Human Resources, Payroll, Lawson Talent Management, Employee Benefits, Project Accounting, Global Ledger, Procurement and Internal Accounts.  Without this agenda item the Lawson Talent Management and Global Human Resources versions will be out of support December 31, 2017, and the remaining Lawson S3 version in May 31, 2018. IT professional services to assist the district’s migration to Infor’s current CloudSuite Financials/Supply Management, and Human Capital Management. IT professional services to assist the district’s implementation of Infor’s Workforce Management Time and Attendance subscription cloud services. the subscription software license necessary for Infor’s CloudSuite Financials/Supply Management, Human Capital Management and WFM Time and Attendance subscription software services for a five-year commitment. the district the infrastructure, support, disaster recovery, and system management to increase the district’s efficiencies in payroll, finance, and human resource areas. Executive Summary Continued on Attachment.
STRATEGIC OBJECTIVES
All Strategic Objectives
FINANCIAL IMPACT (Budgeted:  Yes)
Negotiations resulted in both software and services at a zero cost increase to the district for the first two years of this agreement. Funds in the amount of $979,000 have been previously budgeted in the Information Technology Department for ERP maintenance.  For tracking purposes, the project number specific to this agenda item is 5002.  With knowledge of the district's financial situation, Infor has lowered the annual subscription fee and deferred implementation costs until year three.  The total costs over the five-year agreement is $13,668,274 and is detailed on the attached payment schedule. This agenda item is expected to produce an overall cost savings, risk reduction and better alignment with audit requirements.
EVALUATION
After research and vendor presentations, the recommendation is to move forward with Infor’s WFM subscription bundle as the most cost-effective solution. The addition and implementation of the WFM subscription bundle has a start date of January 7, 2018, with a pilot group of workforce non-teacher employees’ go-live date of July 1, 2018. The remaining workforce employees will follow on a rolling implementation schedule. In addition to increasing Hillsborough County Public Schools’ way-of-work efficiencies, WFM will address the district’s need for a time and attendance system as highlighted in the Phase II Operational Efficiency Audit – Comprehensive Report prepared by the Gibson Consulting Group (2016).
SUBMITTED BY:  Rick Laneau, General Manager, Information Technology Corey A. Murphy, General Manager, Procurement Services

Gretchen Saunders		Dr. Alberto Vázquez
Chief Business Officer 813-272-4270		Chief of Staff (813) 272-4986
		C 6.34
Hillsborough County Public Schools (Florida) * Mtg.#20171205_824 (Board Meeting) * Section C Item# 6.34