Wha’sup with SAP?
Implementation is done, but tweaking still going on
Story by John Perry
Slightly more than two years after the HoustonOne project began, employees are now using a new software that intergrates the city’s key business transactions into one system.
“It’s not just software,” said John Silva, team leader for organizational change management. “It’s also a business process that fulfills department needs including inventory supplies and payroll.
“Systems Application and Products in Data Processing lets all departments share information,” he said.
According to information technology experts, that’s where things had to go.
“Being the fourth-largest U.S. city, we really had no choice,” said Earl Lambert, citywide chief technology officer. “We had to upgrade.”
The less-flexible American Management Systems payroll system, implemented in 1992, constrained city business. Lambert compared it to conducting business while wearing a straightjacket.
But implementing SAP presented a challenge.
An Aviation Department with three airports; a General Services Department responsible for maintaining and securing more than 350 facilities; a Convention & Entertainment Facilities Department; a Public Works & Engineering Department; and growing Police and Fire departments were integrated along with other departments.
Though there may have been a few bumps along the way, SAP brought the city’s business transactions into the 21st century.
“We still have a few business process and technical issues to iron out, but all in all, it’s been a tremendous success.” Silva said. “The next challenge was bringing the workforce up to speed through training sessions and department liaisons.”
Shoptalk
“I love SAP. I use it every single day,” said Lori Kluesner, an administrative coordinator in Parks & Recreation. “It allows me to reduce the number of screens I have to pull up on my monitor when verifying hire dates, comp dates and benefits information – especially when I’m looking up dependents.”
Kluesner had only been with the city for two months when SAP was implemented.
“Maybe that’s why I took to it so readily. I wasn’t working in the old system so the change didn’t present a problem for me,” she said.
Kluesner now teaches personnel administration and central benefits classes to employees training on SAP.
“If you really want to learn it, it’s easy. It’s all about how you embrace the training,” she said.
“It’s made my life easier,” said Margaret Baptiste, Human Resources benefits supervisor. “It enables me to provide better customer service. I can explain deductions and answer medical, dental and other benefits questions, responding to a customer’s needs quicker than ever before.”
Yet, some employees are reluctant to accept the new system.
“People are sometimes fearful of change,” Baptiste said. “But once the end-users know the mechanics and how to use the system the way it was meant to be used, employees will know what a useful tool SAP can be.”
“On the financial side, I find it hard to make a mistake in the system because SAP allows me to check my work before saving it,” said Janie Canino, administrative specialist in Finance & Administration. “And if I find I did make a mistake or need to change information, the system lets me right back in to make corrections. It’s a user-friendly system. No one should feel intimidated by it.”
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