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DeKalb County Information Systems
Oracle E-Business Suite Implementation
Felecia Alston/Nancy Peterman
January 19, 2007
About DeKalb County
• Employs 8,200 employees.
• Annual budget of 1.7 billion
• Population over 700,000
• Holds AAA bond credit rating
• 50+ Departments
• 5,400 Acres of Parkland & Greenspace
INFORMATION SYSTEMS
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Oracle Implementation
In 2003, DeKalb County began migrating its Financial Systems and Procurement
Systems to Oracle. Financials resided on DeKalb County Mainframe. The
majority of the Procurement functions were decentralized and handled manually.
- Oracle Corporation was engaged as primary vendor.
- Benefits of Oracle
ERP application
Eliminate mainframe processes
Centralized applications/functions
Reduce the cost of maintenance and development
Minimal Customizations
- Production Go-Live May 2004 with release 11.5.9.0
INFORMATION SYSTEMS
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Solution Footprint 2004
Oracle Applications
Purchasing
Accounts Payable
General Ledger
Inventory
iProcurement
iExpense
Public Sector
Budgeting
Enterprise Asset
Management
Fixed Assets
Projects & Grants
Accounts
Receivable
Cash
Management
INFORMATION SYSTEMS
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Solution Footprint 2004 - Interfaces
PEOPLESOFT
Payroll
C-PAK
INFOSPAN
Water Billing
P-Card
SYNERGEN
Water & Sewer
Plants
BAI –
FASTER
ORACLE
Fleet
UTI
PEOPLESOFT
Utility Billing
Employees
STARS
Worker’s Comp
INFORMATION SYSTEMS
Bank Account
Interface
(Check In)
POSITIVE
PAY
(Check Out)
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Solution Footprint 2004 - Reports
REPORT TITLE
REPORT TITLE
AR Fund Balancing Report
Maintenance Cost Summary Report
AR Invoice Balancing Report
Monthly Revenue Summary By Category
AS7066 (Void Handrawn Register) Report
Monthly Revenue Summary By Category
Asset Additions Report
Monthly Revenue Summary By Department Report
Asset List
P&C Executive Summary
Bid / Solicitations Listing
Payables Account Analysis Report
Bidder's Responder's Mailing List
POETA Detailed Payment Register
Budget Stage Detailed Report
Positive Pay Transmission File Report
Budget Stage Summary Report
Quarterly (19B) Report
Capital Asset Operating Equipment Summary Report
Reuseable Mailing Labels
CIP Expenditure Report
Revenue Summary By Category
Comparison of Revenue and Expenditures by Fund Report
Revenue Summary By Department Report
Consolidated Employee Travel Expenditures Report
RFQ/RFP Receiving Report
Construction Project Status Report
Supplier Data Report
Expenditure Report
Travel Advance Budget Comparison Report
Governmental Funds General Fixed Assets Deletions Report
Vendors Suppliers List
Grant Proposal Details Report
Work Request Report
Indirect Cost Overhead Charges Report
Workload Report by Buyers/Contract Administrator Report (Buyer
Productivity)
INFORMATION SYSTEMS
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Upgrades
2005
Upgraded to 11.5.9.CU2 – June 2005
Upgraded Database to 9.2.0.5.0 – July 2005
Upgraded to 11.5.10 CU2 – Dec 2005
Implemented Project Contracts - Sept 2005
2006
Implemented EAM for Roads and Drainage –
Sept 2006
Upgraded AIX to 5.3 - Nov 2006
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Upgrades
2006
 Implemented Oracle CRM Applications for DeKalb 311 Citizen Help
Center – May 2006.
 DeKalb County will be first Metropolitan county to implement 311 to
handle citizens non-emergency calls.
 DeKalb County opened 311 Call Center in May 2006. Currently
Employs 21 Customer Service Representatives.
 Eight Departments currently using Oracle CRM to track and respond
to calls from citizens.
 Developed an additional 20+ Custom Reports.
 Implemented GL / Purchasing Encumbrance Tool.
 Implemented Invoice Import process that allow automatic 3-way
matching
2007
 Daily Business Intelligence March 2007.
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Customizations
Purchasing - Developed Custom Item Search
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Customizations
Purchasing - Developed Custom Purchasing Blanket Loading Process
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Customizations
Finance - Encumbrance Tool – Allows for easy reconciliation
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Customizations
Finance - Tax Commissioner – Custom Application for Homestead
Exceptions and Billing (May 2007)
INFORMATION SYSTEMS
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Key Success Factors/Lessons Learned
Executive Sponsorship
• Meet Bi-Weekly with County
Executive Assistant to CEO
• Maintain Relationships with
Department Heads
• Information Director is very
knowledgeable and supportive
of Oracle Team
Upgrade to new releases
• Only 4 outstanding TARs with
Oracle in 2006
Documentation
• Document and test all
processes and procedures
(Month End/Year End Closures)
• Document application changes
(Oracle AIM Methodology)
Testing
• Testing all critical
functionality during
upgrades (Accept fact that
things will be broken)
INFORMATION SYSTEMS
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Key Success Factors/Lessons Learned
Planning
• Plan the number of
instances needed for
production support /
development in advance
Ask the Experts
• Engage Consultants if needed
• Use Metalink / Oracle Support
Networking
• Get involved in Special Interest
Groups
• Attend OAUG and Oracle
events
• Join All Associated SIGS User
Groups
INFORMATION SYSTEMS
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Challenges/TARS
 Encumbrance Accounting
•
Oracle has acknowledged issues with Encumbrance Accounting
 Paper Invoices
• Accounting Services is overwhelmed with number of paper invoices
received. Our current initiative is to receive electronic invoices
instead of paper invoices.
•
Office Depot - December 2006
•
Grainger – First Quarter 2007
 End-User Training
•
No trainer on staff to train new county employees
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Questions
Q&A
INFORMATION SYSTEMS
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