Business processes that are provided by an ERP include but are not limited to, making purchase requests for items, paying for services, tracking budgets or running reports. Many of us use these systems every day. Examples include, Smartstream and the Web Based Management reports. These and many other systems constitute our current ERP environment.

We are currently undertaking a project to improve FNLCR business processes by replacing many of the current systems in use with a new set of systems that are more tightly integrated. The goal of this project is to streamline business processes and allow more efficient access to the information contained in the systems at FNLCR.

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If you have questions about the ERP Project, please send an email to: fnlerp@mail.nih.gov.

 


Background

From 2009-2010, Leidos conducted both needs and cost benefits analyses on behalf of NCI at Frederick and the Frederick National Laboratory for Cancer Research to determine the benefit of replacing its current set of business systems with a new or upgraded system.

It was determined that the best course of action would be system replacement for the following reasons:

  1. The current system is a collection of a large number of disparate systems that do not scale nor integrate effectively.
  2. Significant cost reduction for software maintenance costs over a 5-10 year period.
  3. The current system lacks features such as budgeting and forecasting, project tracking and travel and expense.
  4. Some of the current systems are over 15 years old and are not meeting current business needs.

Scope

The purpose of this initiative is to execute the replacement of our current disparate business systems with a core financial system and modularized add on components that will add needed functionality, and allow for future expansion.

The objectives of the ERP Project are as follows:

  • Replacement of current core financial system, SmartStream, to include:
    • Accounts Payable
    • General Ledger
    • Procurement
    • Reporting
    • Project Tracking
  • Consolidation of several outside systems
  • The addition of the following modules to provide added business functionality:
    • Travel and Expense
    • Budgeting and Forecasting

Benefits

  • Efficient access to more information
  • Centralized reporting for budgeting, forecasting, and performance metrics
  • Reduction of paperwork associated with tasks
  • Reduction of time required to complete tasks
  • Easier to ensure security, compliance, and conduct audits

Status

Work Completed

  • Requirements gathering, including a refresh of requirements defined in 2009-2010
  • Vendor selection
  • Validation of technical and functional requirements
  • Analyzed business rules
  • Reviewed and analyzed process flows and current business practices
  • Reviewed interfaces with other systems

Milestones

  • Development of "as is" picture of current processes — 9/19/2012
  • Development of "to be" picture of future system — 2/8/2013
  • Prototype development and testing of new system completed — 3/21/2014
  • System Rollout — 7/24/2014
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