2.D.viii. Issue Paper Total Tyler ask
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g d Total Tyler: The Who, What, and Whys
Total Tyler is a citywide `enterprise'software that will modernize most of our core business systems. It will
transform how we operate and function as a city.All city departments and staff will be affected by this project.
Why is the city going enterprise? Project Goal:
Departments currently use outdated, business systems that The goal is to implement an enterprise software solution to
are over a decade old.These`siloed'systems do not have manage all city resources that replace and modernize current
the ability to report and analyze data across platforms making core financial, purchasing,fixed asset, inventory, human
data informed decisions nearly impossible. In addition, resources and payroll systems.
many of these systems have either relied on software
customizations that restricted the ability to upgrade and Do- Increase community member and vendor online
create further enhancements to support city operations, capabilities to eliminate paper processes and reduces the
or require expensive vendor supported changes for need for in-person visits to conduct business
enhancements and modifications. ► Promote transparent business practices with publicly
available data and metrics
What are our current limitations? 0,. Enable cross departmental/platform workflow processes
Here are a few examples of our current limitations that you can ► Unify data platforms with metric and reporting capabilities
immediately relate to:
► Employees have virtually no access to a system that
displays vacation and sick leave accruals or allows Objectives of the project
for workflow approval for vacations,along with other By meeting the objectives of the project,the city will be able to:
employee info. Imagine a complete employee self-service
portal with these functions and more within a web-based ► Streamline/automate business processes and replace
solution.Tyler will deliver this. paper-oriented processes using e-forms,document
imaging and workflow
► Evaluating our success and benchmarks is difficult
because our business systems don't communicate well ► Provide employee self-service for human resources activities
with one another or store data differently. If the city is to
► Provide simple and intuitive graphical user interface
measure success of the strategic plan, a modernized set of
business systems will be needed to conduct such metrics. ► Incorporate fully integrated "best business practices"
Tyler will deliver this.
► Add and improve functionality in back-office functional areas
► Many of our workflows are antiquated and have their origins
in paper-based checklists creating inefficient and redundant ► Improve quality and accessibility of information for
work.Tyler's solutions will provide greatly improved industry decision support
standard templates for completing traditional workflows ► Eliminate paper-based workflow processes and forms
such as reviews, permits,routing,work orders,accounting,
budgeting,approvals,community member complaints and
much more.
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Total Tyler: The Who, What, and Whys CITY OF TIGARD
Which systems will be replaced?
The list below identifies the new module and what it's replacing.
New systems will be implemented that the city does not currently have,such as a streamlined process for receiving complaints from
the community.:
Function Tyler Module Current System
Financial System I Munis I Springbrook
Permit System I Energov Accela
Payroll, HR & Risk Munis- Human Capital Management Springbrook HR module, Risk System
Utility Billing Munis Springbrook
Asset Management/Work Orders Enterprise Asset Management(EAM) MaintStar
Public facing data &storytelling Socrata *NEW*
Municipal Court Incode Full Court
Public request for services
311 / My Civic App *NEW*
& mobile application
Timeline
The Total Tyler Project will take approximately five years to complete.The breadth of the systems being replaced creates a long
implementation period.
Specific business systems will take anywhere between 13-21 months to implement.With a such a protracted timeframe some
department business systems may not see activity until into the end of 2022 or beyond,with our final module starting in 2024.
Project Schedule os of 10/31/22-Subject to Change/Updates
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Staff training
Training is an important component of Total Tyler Project.Training will be provided by Tyler and city staff with dates to be
determined.Access to the new system will be granted after training is completed.A new technical training facility has been
implemented in the City Hall complex allowing for the nearly 600 training sessions to have a dedicated location.
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Total Tyler: The Who, What, and Whys CITY OF TIGARD
Leadership commitment Teammate Resources
The Leadership Team is fully committed to this project.To As of 10/31/2022 a total of 21,307 hours has been recorded
ensure priorities,decisions,and resources are available at on the Total Tyler project.While these efforts are remarkable,
the appropriate time during the project, a Steering Committee the capacity and amount of time key project personnel
composed of primarily department heads has been can dedicate to the Tyler project has been reduced to
established as the main oversight body. support continuing core operations and responses to COVID
operational adjustments. This combined with continual
vacancies across multiple departments in key critical positions
related to the Tyler project has caused multiple adjustments to
How can I stay informed? the project schedule extending the project timeline.
Communication is critical to the project's success.An internal
project communication plan has been developed to ensure
there is a strategic and comprehensive set of communication
tools to keep statt up to date on project matters.Also, each Dates of Council Action
module will have one of our project managers from the IT Strategic Plan —Tuesday February 18, 2020
Project Management Office in (Start Time=29:15)AIS Link
IT responsible for implementation and is a source for LCRB Contract Award —Tuesday September 22, 2020
questions about the project.As well,there will be updates via (Start Time=2:59:32)AIS Link
email,All Statt meetings,focused public announcements, and
an internal web page devoted specifically to the project. Total Tyler Project Update—3/16/2021
AIS Link
Total Tyler Project Update—4/5/2022
Reduced Services AIS Link
In September of 2022 the Total Tyler Steering Committee
approved a recommendation from the project implementation
team to reduce the scope of services within the Finance
and Human Capital Management phases.This allows the
teammates dedicated to the Tyler project to focus on the
core components required as the foundational components
of the Tyler ERP system.This was needed due to the lack of
departmental resources availability to the project.The system
components not currently scheduled for implementation due
to the scope reduction will be reevaluated and scheduled
later in the extended project timeline.