Business Services Action Item

DATE:	Tuesday, December 10, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Additional Resources for the Upgrade to the Infor (US), Inc. Enterprise Resources Planning (ERP) Software and Addition of the Workforce Management (WFM) Suite (Business Services Division)
EXECUTIVE SUMMARY
On December 5, 2017, the Board approved to upgrade to the Infor (US), Inc. ERP Software and to add the WFM time-entry system. This agenda item will provide additional professional services to assist the district’s migration to Infor’s current CloudSuite Financials/Supply Management, Human Capital Management resources, and WFM Time and Attendance applications.  WFM Time and Attendance subscription cloud services is in production with a pilot group of workforce non-teacher employees. The steps remaining prior to final go-live include a system integration test, scheduled to begin in January 2020, which encompasses testing all business components of our new system, historical data migration, user acceptance testing and end user training.   The overall original go-live date for the project has been changed to June 28, 2020, and a revised project plan and post go-live support through August 28, 2020.  This request is being executed to provide the needed Infor resourcing to support the revised go-live date. No additional scope is being added against the original agreement. The need to keep the production system supported simultaneously with the same personnel required to assist with the upgrade process has had an impact on the originally estimated timeline.  Limited availability of key district employees, and the loss of some of the key project employees from the District increased the requirements for contracted services and extended the project time-line.
STRATEGIC OBJECTIVES
All Strategic Objectives
FINANCIAL IMPACT (Budgeted:  Yes)
The total cost for the additional hours including travel expenses is $999,866.38 and is detailed on the attached Change Order agreement.  The original Infor (US), Inc. costs of services and software over the five-year agreement was estimated at $13,668,274. For tracking purposes, the project number specific to this agenda item is 5002.
EVALUATION
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Rick Laneau, General Manager, Information Technology Corey A. Murphy, General Manager, Procurement Services

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.16
Hillsborough County Public Schools (Florida) * Mtg.#20191210_935 (Board Meeting) * Section C Item# 6.16