Transcription

How Fieldglass is helping the City of Houston save time and moneyLD Davis, SAP Team Lead, City of HoustonDavid Tanner, SAP Business Analyst, City of HoustonVijay Devireddy, SAP ConsultantSession ID # ASUG82667May 7 – 9, 2019

IntroductionsAbout City of HoustonDisaster Preparedness and ResponseOpportunities for ImprovementAgendaBusiness JustificationWhy FieldglassKey Objectives and Project ScopeThe Solution!Lessons LearnedQ&A

About the SpeakersLD DavisDavid Tanner IT Lead, City of Houston 16 years Public Sector SAP Analyst, City ofHouston 20 years implementation,integration, and deliveryVijay Devireddy Principal SAP Consultant – Phoenix Business Inc. 20 years implementation/development of SAPbusiness solutions

City of Houston City of Houston: 4th largest city in the USAPopulation: 6.6M in the metro areaImplemented SAP: 2006 FICO/PS/AM/MM/AP/AR/PY/HCM/GM Utilizing ESS/MSS Implemented Fieldglass:2016The City of Houston employs over23,000 citizensContingent workforce of over 1000within over 12 suppliers,operating from a 19.5 milliondollar annual budget

A Tale of Two Cities Houston ranked 5th for top riskiestmetropolitan areas to live in the U.S.A,when it comes to natural disasters Hurricane season is June throughNovember Hurricane Harvey estimated cost 125billion (ranking 2nd in highest cost)

Decommission standalone accessdatabase Integrate SAP Master Data and Financials Revamp vendor business processes Implement real-time analysis and metrics Onboarding/offboarding efficiencies Eliminate manual, paper-intensiveprocesses Empower business process ownersOpportunities

Justification Legacy system was outdated Spend and Resource Tracking Budget analytics and decision making Lead time for onboarding new workers Eliminate manual, paper-intensiveprocesses

Why Fieldglass? Vendor Management System (VMS)Functional processes to manage external contingent workforce andspecialized talent poolsConsumer-oriented User Interface (UI) and User Experience (UX)Scalable and easyEnterprise-wide visibility into what is being requested and fulfilled withinCOH– Workforce Headcount– Forecasting and FulfillmentMobile Device Access

EnhanceProject GuidingPrinciplesIdentify CostsPayments Streamlining Enhance Business Process Efficiencies - on/off boarding Identify Cost Saving Opportunities - Dashboard /Tracking Streamline Vendor Payment and ReconciliationStrengthen Relationships Strengthen Vendor Management and RelationshipsImprove User Experience Improve Resource Allocation (onboarding/offboarding)

Business Requirements Leverage existing SAP InterfaceArchitectureUtilize SSO/Single Sign-onEasy for Vendor and Temp WorkersUtilize Fieldglass for BOTH Time andExpense sheetsIntegrate SAP AP & FICO (Cost Centers)

Major Technical Design Considerations Deliver an seamless End to Endbusiness processUtilize FICO/AP Interface DesignsEnhance time codingEmpower BOTH Internal BusinessPartners and VendorsMitigate risks of Late paymentsImplement data analytics for betterdecision making

Design Solution – Fieldglass– SAP Integration 4 NEW Interfaces createdSAP FICO integrationSAP AP integrationTimesheet Data Reconciliation

Project Challenges Data not centralized Reconciliation Fieldglass Timesheet History and AccountsPayables in SAP Originals / Reversals / Revisions Vendor (Supplier) Disbursements Data Analytics Reporting

Delivered Solution Happy Days– Business Partners, Internal UsersCustom SAP ReportQueries FG # or SAP #Date Processed in SAPBusiness AreaBill Type / (original/reversal/revision)Query by Chargeback SAP#FG Orig Invoice #Worker Last Name / WE DateFilename Original/Reversal/RevisionsErrors w/DetailsNo Posted InvoicesDue in X DaysViews

WhobenefitsHROperationsVendor managementCity of HoustonHiring ManagerResource RequisitionsVendorON / OFF BoardingTimesheet Approval (workflow)Invoicing is tionThe CityAvailable ResourcesOperational / ForecastingTime of Disaster / Crisis

Benefits followingImplementation Reconciliation– 75% ReductionDashboard Reporting– Holistic view of the City’sworkforce– Clear Targets and Spend– Forecasting OpportunitiesAllocated budget--Spend Transparency-50% budget reduction from FY 16to present

Overall SavingsSummary (Pre-Harvey) Spendallocation – laborintensive, gaps in accuracy (Post Harvey) Spendallocation- real-time,closed audit findings

Lessons Learned Better Overall Project PlanningIncreased Stakeholder EngagementDetailed Understanding of BusinessRequirementsIntegration Issues between Fieldglassand SAPTest Planning Data Identification Test Preparation Verification and Sign-offs

FASTER CHEAPER BETTER Track of Actual Spend throughoutdisaster recovery process Grant Reporting Grant Sponsorship Compliance Earlier Audit findings werecorrected Data Accuracy Manual Reconciliation EliminatedFieldglass Hurricane Harvey

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Why Fieldglass? Vendor Management System (VMS) Functional processes to manage external contingent workforce and specialized talent pools Consumer-oriented User Interface (UI) and User Experience (UX) Scalable and easy Enterprise-wide visibility into what is being requested and fulfilled withi