TREASURERS OFFICE ULTIS STATUS_ BUDGET REQUEST 2018 06 11.PPT.PDF

Board Of Supervisor
Project Status and Budget
Request
June 11, 2018

Agenda
• Treasurer’s Office ULTIS Project Status Update
• Phase I
• Phase II
• Grant Thornton Amendment # 6
• Grant Thornton Amendment # 7
• ULTIS Project Budget Increase Request
Maricopa County Treasurer’s Office 2

ULTIS High Level Project Status
• ULTIS Project Overview – Phase I Implemented • ULTIS Project Overview – Phase II In Progress
• Dynamics AX – Accounting • Aumentum Property Tax & Cashiering
• SymPro Investments / Debt Management • MCTO “Bridge Period” – 9/14/18
• Phase I release of MCTO DataMart • Complete preparations needed for commencement of
Aumentum Data migration activities beginning 9/17/18
• Associated Release of AgencyWeb
• Updating required current business and IT documentation
• End User Access
• SME knowledge sharing with project team members
• 1400+ AgencyWeb end users
• Assessing contractual requirements to resolve ambiguities
• 300+ Dynamics AX end users
and provide clarity
• System Interfaces
• Implementation of Lessons Learned from Phase I
• Finance / InfoAdvantage
• MCTO Websites
• MCESA
• Phase II release of MCTO DataMart / Data Warehouse
• JPMorgan Bank
• End User Access
• ADP
• 3rd Party Vendors – Tyler & Business Solutions • System Interfaces
• OET • Finance / InfoAdvantage
• MCTO Legacy Systems • Accessor
• Lessons Learned • Sheriff’s
• OET
• Dynamics AX
Maricopa County Treasurer’s Office 3

Project Budget, Forecast and Actuals
Data as of 05/08/2018
Management Reserve
Original Amount $ 3,590,915.86
Less
MCTO Resource Analysis $ (18,095.35)
GT Amendment #4 (Net) $ (941,089.42)
CR 2 MCESA $ (18,758.00)
CR 4 Requirements $ (484,900.00)
CR 7 Early Go Live $ (262,600.00)
CR 8 AP Refund Payment $ (74,100.00)
MCTO CR 11 Interfaces $ (297,779.00)
MCTO CR 12 Dynamics Reporting $ (250,000.00)
CR 13 Post Go-Live Support $ (279,000.00)
CR 15 5 Enhancements $ (14,300.00)
MCTO CR 16 CGI SOW ADRIP $ (117,660.00)
GT Amendment # 6 $ (107,011.00) *
GT Amendment # 7 $ (436,138.00) *
MR Balance . $ 289,485.09 **
Total budget includes pre-implementation appropriation and implementation appropriation giving us a budget amount of $35,587,599
* Grant Thornton Out of Scope for work already performed amendment: $107,011.08
* Grant Thornton Out of Scope for “Bridge Period” amendment: $436,137.75
** If approved by the Board on June 13, 2018, the ULTIS budget will be increased by $340k in FY18 and $290k each year for FY19, FY20 and FY21 to cover 2 Grant Thornton
amendments (replenishes the Management Reserve) plus 2 new MCTO IT positions
If approved, the total budget will be updated to include the above resulting in a "new" budget amount of $36,797,599
Maricopa County Treasurer’s Office 4

ULTIS Grant Thornton Addendum #6
SymPro Design, Set-Up and Testing
The County discovered a gap in the ability of its resources to provide adequate support for SymPro, its debt management tool. The
SymPro based out of scope tasks completed by the Grant Thornton team include:
• Defining the month-end allocation process and formulas
• Testing functionality and coordinating with vendor for configuration changes
• Validation of configuration and allocation calculations
• Testing of SymPro generated journal entries into Dynamics (and correcting master data entries in both SymPro and Dynamics)
Project Management & Support
In order to guarantee the highest quality outcome for the ULTIS project, Grant Thornton assumed responsibility for a variety of Out
Of Scope tasks as part of its project management functions.
• Dynamics AX vendor research and procurement options to assist MCTO with a technical reports creator
• Check images requirements and design
• Process documentation
• Leading requirements sessions for new functionality based on Thompson Reuter’s change orders (e.g., Excess proceeds)
• Post production support of Agency Web user access and file upload issues
Maricopa County Treasurer’s Office 5

ULTIS Grant Thornton Addendum #7
Bridge Activities (5/7/18 – 9/14/18) – Requires support from Grant Thornton Resources
• Defined as MCTO activities necessary to prepare for restart of Aumentum activities
– Planning and Knowledge Transfer
• MCTO - Resource and High-Level Timeline
• MCTO - IT Knowledge Transfer/Training
• Document current system, Data Model, Legacy Knowledge Transfer
– Other Related MCTO Activities
• OET Project impacts (IT changes)
• Assessor Project impacts (IT changes)
• MCTO Project Parcel Inquiry Requirements
• MCTO Project Corporate Service System Requirements
• MCTO Project Tax Lien Web System Requirements
• MCTO Project Name & Address Requirements & Scope
• MCTO AS-IS Process Flows, Input/Output Maps, Requirements Review (will extend past 9/14/18)
– MCTO Review of Aumentum Data Mapping
• MCTO - Phase 1A Mapping Internal knowledge transfer
• (Optional with CR) Data Migration Workshop Repeat
Maricopa County Treasurer’s Office 6

ULTIS Project Budget Resource Funding
ULTIS Budget Proposed
FY 18 FY 19 FY 20 FY 21 FY 22
Changes (Costs) / Savings
Mailing Budget Savings $340,000 $290,000 $290,000 $290,000 $290,000
GT Amendment # 6 & # 7 ($340,000) ($203,149) $0 $0 $0
ACRO Contractor Savings $0 $475,709 $475,709 $237,854 $0
Database Developer $0 ($123,842) ($123,842) ($123,842) ($123,842)
Application Specialist $0 ($123,842) ($123,842) ($123,842) ($123,842)
Training $0 ($50,000) ($50,000) ($50,000) ($42,000)
$0 $264,876 $468,025 $230,170 $316
NOTE: There is a planned MCTO IT resource increase submission scheduled for FY19 Q1
• MCTO IT Leadership review scheduled for late June 2018
• Board of Supervisor Agenda request to be submitted
• Anticipated funding covered by above savings
Maricopa County Treasurer’s Office 7

• Post Phase I Go Live Additional Costs
The following list of requested resources and training needs were carefully and thoroughly contemplated based on current needs. The
resource needs for Phase II delivery and post go live support will be requested in a subsequent submission.
Database Developer
The MCTO core business is dependent on high volumes of data being created and moved between internal systems, County systems and outside agencies on a
daily, hourly and on demand basis. These core data functions require resources with an advanced technical skill set in order to insure the integrity, continuity
and stability of our critical data operations. Currently, MCTO has no FTE dedicated to performing the role of database developer forcing us rely on costly
contract labor indefinitely. To mitigate this risk and long term cost, we are asking to add one full time Programmer Analyst position to permanently fill the critical
role of database developer.
Application Specialist
With the ongoing ULTIS/WARP project implementation that includes new enterprise level applications like Dynamics AX, Aumentum, and new integrated web
applications, it is necessary to maintain the proper level of staff to provide daily application administration and support. This is a new role being developed by
MCTO IT in response to the needs of the ULTIS and MCTO Websites (WARP) application suites. We are requesting the addition of one full time Programmer
Analyst position in order to provide adequate and timely support services for these applications.
IT Training Program
With the MCTO progressing towards the goal of migrating its technology program to current and sustainable technologies comes the need for a well-trained, highly
technical IT staff. As you know, technology moves forward at a rapid pace so in order to keep our technology solutions viable, our technology staff needs to
keep its skills up to date with current, new and emerging technologies. MCTO IT is requesting an annual training budget of $50k to purchase training “Packs”
that will allow us the flexibility to provide various types of training as needed. Purchasing these prepaid training Packs will also save MCTO between 20% -
25% off the standard per class rate.
Maricopa County Treasurer’s Office 8

• Post Phase I Go Live
Microsoft Premiere Support
This Microsoft Premier Support provides the necessary support resources to enable the Treasurer’s Office IT to support the Microsoft
Dynamics AX application and underlying SQL database environment. This support package consists of buckets of proactive and
reactive support hours (80 hours proactive, 80 hours reactive) with Microsoft that can be utilized for Dynamics AX and any other
Microsoft product, including the SQL Server database, throughout the year. In addition, the premier support covers 400 hours (1/4 time)
for a Designated Service Engineer (DSE) dedicated to Dynamics AX support.
Elimination of one ACRO project contractor positions
The database programming need described above as part of the Database Developer has been fulfilled through a contractor acquired from
ACRO. Having this critical need provided through a contractor leaves MCTO in a situation where the associated expertise is transient in
nature and susceptible to loss when the contractor leaves. Adding this role as a permanent FTE facilitates the retention of this expertise
within MCTO and results in significant savings as compared to the contractor cost of gaining the same resource.
CONCLUSION
The Treasurer’s Office is proud of the ability to maintain our conservative budget even as we have seen explosive growth in Maricopa
County. With our conservative budget and as we continue to do much with little, in spite of the huge workload increases we have
accomplished what most government organizations can only hope for; creating $340,000 operational savings through policy changes
and innovation within our Office, efficient utilization of Project Funding to support required additional IT headcount, technical training
needs and strengthened System Support.
Maricopa County Treasurer’s Office 9