City prepares for new Oracle-based computer system

Much to the delight of city employees, a new computer system is in the works for the city of Springfield, said Fred Fantauzzi, project manager.

The city's current Automated Resource Management System is 21 years old and outdated, Fantauzzi said. The system produces reports only once a month, whereas the new system is a fully automated, real-time system that can create reports, requisitions, purchase orders and other documents at a moment's notice. The new software includes financial management, human resource and payroll applications.

City employees are excited about the new system, Fantauzzi said. "Even though this is a large project and there will be a lot of change, we are very lucky because everybody is for it."

Fantauzzi said the new system is estimated to cost between $3 million and $4 million. He said the current system is on City Utilities' old mainframe computer, which will be removed within a few years, so this was the perfect time to implement the new system.

Software selection

The process to adopt the new system began last summer when the city hired an IBM consultant to help select a software package that would best meet the city's needs, Fantauzzi said. A city-wide needs analysis was completed, system requirements were defined and software applications were evaluated.

A 21-member solutions committee evaluated proposals from software companies, and the finalists were SAP and Oracle. During September 2001, each company spent a week demonstrating its software package to the committee. Committee members evaluated and scored each company, and Oracle was chosen because it received the higher evaluation, Fantauzzi said.

Implementation

The next step in the process was hiring an implementation firm to help properly install the software and configure it to match specific needs. In October, implementation proposals were evaluated and scored by the project's steering committee. The committee chose Strategic Information Solutions Inc., based in Chicago.

"We thought they had the best approach on how to install a very complicated software," Fantauzzi said. He added that one of the key aspects of the project is teaching employees how to use the new software, which is one of the reasons the committee chose Strategic Information Solutions.

"They have a great training plan," Fantauzzi said.

The process of implementing the software began May 1, and it will take place in two phases. First the financial system will be installed, followed by the human resources and payroll system.

Fantauzzi said meetings are held periodically to discuss the process of implementing the modules, and teams document the progress. Reports are generated and once everything is approved, the process of configuring the software begins.

"Every department of the city will participate at some point in helping set up these modules," Fantauzzi noted.

Pete Rourke, team manager for Strategic Information Solutions, said the process is going smoothly, aside from a few minor problems.

"Everybody is involved and working hard to make it work. Right now, we're spending many hours meeting with departmental personnel to see how they do things, so we can make the system work for them," he said.

System testing

After the system has been installed and configured, training begins. Old data will be placed in the system, so employees can practice using the new modules and fully understand how the system works, Fantauzzi said.

"Everybody that touches the system will be trained," he said.

During the training period, the system also will be fine-tuned, if needed.

Going Live

The financial system will go live July 1, 2003, Fantauzzi said. Consultants will begin training for the HR and payroll system in February, and it is scheduled to go live Jan. 1, 2004.

Fantauzzi and Rourke both emphasized the advantages of having an online system with integrated modules.

"What's unique about the city of Springfield is the decentralization of each department," Rourke said. A lot of work is duplicated, and many tasks are handled manually, he said. "With Oracle, it's all online. If someone does a requisition or purchase order, it automatically checks the budget."

Rourke also said that since the old system doesn't have the capacity to efficiently track data, the new system is a necessity for federal reporting.

"The folks here have done a very good job with what they had," Rourke said. However, he said he saw a glimmer in their eyes when they realized the capabilities of the new system.