Back on Top in the Technology Game

Imagine falling farther and farther behind in the race to keep up with technology. Well now, we’re back in front of the pack thanks to the Oracle Upgrade Program.     

It took two years, $34 million and the help of everyone from clerks to the top brass in the CAO’s Office to make it happen. So what, you say? If you work with Oracle EBS Financials as part of your job, you know it is the financial tool for the County. If you don’t, Oracle EBS Financials allows the County to keep track of what it buys, how much money comes in, how much money goes out, what we own, how much it’s worth, well, you get the picture.

 In 2010, our Oracle system was so antiquated that it was no longer supported. In other words, if you had a problem with it, Oracle couldn’t help you. Schools weren’t even teaching the version we were using.

How did we fall behind? Several reasons: The current business system was phased in little by little and after that Kronos and PeopleSoft were upgraded. It took three tries to get a contract to update the business system. 

Eric Shiotsugu, Chief ERP Manager from the Auditor and Controller’s Office, put it this way. “We were on Oracle e-business 11.5.7. They (Oracle) went from 11.5.7 to 12.1.3. So we were so far behind, they stopped providing us updates.”

 The County decided to take a huge leap by upgrading to version 12.1.3 and on top of that, add two completely new applications, Oracle Fusion Middleware and Oracle Business Intelligence also known as the ERP Data Warehouse.    

Fusion Middleware allows the County to buy applications off the shelf and then add our own customizations and also talk between other applications.  Eric and the rest of our technology staff are excited about that: It’s the wave of the future.  Oracle is taking all its applications to Fusion applications and this will give the County the foundation to allow the transition.  

Oracle Business Intelligence or the Data Warehouse is just that, a warehouse of information. It compiles information from different sources like Kronos, BRASS, Oracle EBS and PeopleSoft. Before the upgrade, reports had to be cobbled from each financial program and then cut and pasted together. The Warehouse tool will change all that with the ultimate goal of allowing users to do statistical and analytical reporting, which they couldn’t do before. 

“Right now, if you’re a finance person, you have to know Oracle Financials, Discover, Web Focus, Brass, and PeopleSoft,” said Shiotsugu. He wants to boil it all down so you only have to learn one system. The Data Warehouse provides the first step toward reaching that goal.

 Eric and his staff knew that getting all three programs up and running was going to take a huge commitment in resources and time, plus a great amount of luck. After months of detailed preparations, County staff members, the County’s IT provider Hewlett Packard and Oracle were ready to go, but the County Oracle system would have to shut down and not just for a few hours, or even a few days, but for a total of ten days.

For comparison, PeopleSoft took two days, Kronos needed four days. This time, the County was doing everything in one shot.  “We were the first County to do it all at one time,” said Shiotsugu. “If I’m not mistaken, we were Oracle’s largest local government contract for upgrade in the country.”

The 10-day cutover plan was mapped out to the nth degree. It would take about 100 people to carry it out. Preparation was key. The target dates to go live? The end of November.

Preparing for this big project took a personal toll too. As the man in charge of the cutover, Shiotsugu ignored what he thought was a minor cold. That is, until he blacked out during a meeting. At the hospital, he discovered he was actually suffering from pneumonia. Doctors fixed him up and he returned to work.

The cutover began and everyone gave their all to make it a success. The stress level was high but Shiotsugu said no one complained. People worked until ten at night, two in the morning, even four in the morning. But Shiotsugu said everyone wanted to do it. The result? They pulled it off.

Were there bumps in the road? Absolutely. But that was expected. Most issues have been fixed and as a precaution, the Oracle Project team will remain onsite through mid-February. 

You may not see much of a difference yet and the public might not either, but Shiotsugu says we now have the foundation for a system that can be upgraded without starting from scratch, which will save money in the future.

“To have a five billion dollar organization on an antiquated financial system was scary. You do not want to be at risk like that,” said Shiotsugu. “Compared to other public entities I think we’re on the leading edge now as far as the newest technology.”  

The County is back on top when it comes to technology and the best part? The Oracle Upgrade Program came in on time and on budget. You can’t beat that! 

On Our Way to San Francisco

Members of the Communications Office return to the CAC after adding more steps to their totals..

by Sarah Gordon

In 2011, the County Communications Office was busy promoting health and fitness to the public as part of Live Well, San Diego!.

Then about a month ago, we learned an employee wellness program here was about to launch. We’d be helping promote that too.

It was finally time to ask ourselves: Are we walking the talk? Or are we sitting in front of our computers during work, eating at our desks, commuting, then flopping on the couch most of the evening?

We decided if we were going to encourage everyone to get healthier, we’d better do it too.

That’s why the County Communications Office is on its way to San Francisco! We’re walking and running there from the County Administration Center.

Who knows how long it will take each of us go the 500 or so miles, but three weeks into the trip on January 9, we’ve collectively travelled 414 miles.

Since I’m already past San Clemente and leading the pack, my colleagues generously volunteered me to write this.

Of course, what we’re really doing is keeping track of the miles we walk or run each week and charting our progress with pins on a big map. We haven’t decided if the first one to reach San Francisco gets a prize or bragging rights.

We’re counting miles travelled during lunch, breaks or on our own time. We’re using smartphone aps, conventional pedometers and online mapping programs to find our distances.

So far, the game seems to be motivating some of us. One communications specialist who was always at his desk and suspected of living in the office now announces at the end of the day he’s walking to Horton Plaza. And he really gets up and goes! A couple of us who usually walk at lunch have resisted the temptation to skip days and go out to eat, because we want to have lots of miles to report for the week.

You overhear people talking about walking.

“I walked two miles before work; I walked once around the building,” Communications Manager Linda Miller told some of her employees the other day. “And, get this, if you walk to Filippi’s and back, it’s a mile.”

The San Francisco challenge is lighthearted and just a little competitive. We have no idea whether it will keep us moving.  

But just three weeks into this quest, more than two-thirds of us had joined the game, and almost everyone in the office is talking or thinking about personal fitness levels. That’s something new for us.

We’ll keep you posted on how it goes here. Please tell us about fitness initiatives in your departments so we can cover them on InSite. Maybe we can all inspire each other to get moving!

Which District is It?

You don’t need to use a directory or stare at a map to figure out which supervisor’s district an address is in anymore.   

Staff in LUEG who develop GIS applications have produced an interactive website that lets you type in any address and find out whether it’s in District 1, 2, 3, 4, or 5.

It’s very easy to use. Just type in an address in the upper right hand corner and the map will zoom to the location and the district will be labeled. Use the city name in your address search.

Give it a try here.

District 1: Supervisor Greg Cox
District 2: Supervisor Dianne Jacob
District 3: Supervisor Pam Slater-Price
District 4: Supervisor Ron Roberts
District 5: Supervisor Bill Horn

If you need to find it in the future, we've added a link on the County home page in the Board of Supervisors' section.

Your Resolutions

Getting more organized?  Learning a language?  Stressing less?

If you have a New Year's Resolution you'd like to share with your co-workers, you can post one below. Comments will be reviewed before appearing.

Drive Delivers for the Food Bank

Representatives from the County’s Land Use and Environment Group, Health and Human Service Agency’s Knowledge Center and Public Administrator/Public Guardian office and the Registrar of Voters gathered with the donations they collected for The Knowledge Center’s food drive for the San Diego Food Bank. Donations were collected in six barrels located at various locations in the County Annex throughout November and early December. Front row, from left: Eden Quijano, Diane Sitz, Doreen Telles, Linda Italiano, Sherri Luke and Adriana Ramirez. Back row, from left: Angie Riley, Alexandra Navarro, Zia Nawabi, Pamela Jordan, Deanna Helenihi.

A Generous Holiday Dish Served to Others

The Health and Human Services Agency's North Central Family Resource Center clerical staff decided this year that instead of going out for a holiday luncheon to do something to help their community. They had an in-office potluck and each person contributed what the luncheon might have cost to instead make a donation to charity. The result was a $150 donated to Children In Need and $150 to the resource center's Food Pantry. The Pantry is entirely supported by staff on a voluntary basis, and is used to provide food for families who may not be eligible yet for benefits.

Latino Association Announces 2012 Board Election Officers

Congratulations to the newly elected Board of Directors for the San Diego County Latino Association (SDCLA). The new board was sworn into office at the Association’s holiday event December 10.

The new officers are Amber Tarrac, president; Juan Pérez, vice president; Laura Flores, treasurer; Steve Lujan, secretary; Oscar Talaro, District 1 representative; Laura Diaz, District 2 representative; Luis Mallet, District 3 representative; Guadalupe Rabago, District 4 representative; Nicole Temple, District 5 representative; Claudia Sandoval, director at large; and Helmer Rodriguez, director at large.

“I am honored to be elected president of SDCLA for 2012 and to have the support of Supervisor Dianne Jacob,” said Amber Tarrac, a policy advisor for Jacob. “The Association is developing exciting plans for next year and will continue to be a dynamic resource and strategic partner that contributes to the County’s success, as well as the career growth of our members. Together with the incredible, spirited energy of our entire workforce, we are ready to take this organization to new heights.”

Formed in 1983, the County Latino Association is one of the oldest employee resource groups in the country. SDCLA's mission is to support County initiatives, assist with the recruitment and retention of employees, raise cultural awareness, give back to the community and help its members develop leadership skills and prepare for career advancement.

The Latino association, in collaboration with the County of San Diego Filipino Employee Association, supported the Live Well, San Diego!  initiative by helping to promote it not just to employees, but also to the community.  SDCLA has also partnered with the County Library and the County Health and Human Services Agency in disseminating health screening information to underserved communities.

The Latino Association also mentors its members, providing educational scholarships, and conducting workshops and seminars on educational opportunities and career advancement.

For additional information about the San Diego County Latino Association, please visit sdcla.net and the Association’s Facebook page SDCLA for up to the minute information.

Santa Arrives Early for Public Guardian Clients

PA/PG Assistant Director Terrance Corrigan manages the gift project.

County Public Administrator/Public Guardian (PA/PG) staff members will become Santa’s elves for the holidays, delivering presents to their clients

For the past month, PA/PG has been collecting blankets, sweaters, slippers, pajamas, toiletries, gift cards and other presents to give to clients, generally older, frail, and vulnerable adults who are at risk or have been a victim of abuse or neglect.

This week, about 20 PA/PG employees began delivering the donated presents to about 150 clients in nursing homes who would otherwise not receive any gifts this holiday. The employees will make the daily visits through December 23.

“We bring the presents and spend time with them during the holidays because they have no relatives visit them,” said Terrance Corrigan, Assistant Public Administrator/Public Guardian, who manages the project. “It makes us feel good to be able to do this.”

The Public Guardian’s Office serves as the legally appointed guardian or conservator for people the Court finds unable to take care of themselves or their assets.

Three years ago, PA/PG began collecting gifts for clients, and the department always ends up with excess items thanks to the generosity of people like Eunice Horn and her husband, who buy the presents themselves or collect them throughout the year from church members at the Tierrasanta Seventh-Day Adventist Church.  

This year, Mrs. Horn prepared 58 bags with toiletries and snacks for men and women.

“It really makes her happy,” said Corrigan, who visits two to three clients each day. “We try to give a gift to everybody. It’s a good project. We all feel good about it.”

Tree Lights up the CAC

The 12 1/2- foot tree will deck the hall of the County Administration Center until the new year. Those "presents" underneath are just for show, but a stable County government with sound financial direction and great management are this year's real gifts, says CAC Property Manager Leonard Pinson.  

County Executives Organize Health Fair for Monarch Students

See photo gallery of more images

They kicked soccer balls, threw footballs, hoola hoopped, and balanced themselves on indo boards. They learned how to plant vegetables and tried to name common and unusual vegetables.

Most importantly, the students from Monarch, a school for homeless children, learned about the importance of healthy eating and exercising during a health fair organized specifically for them outside the County Administration Center.

“These are kids who really need to eat properly,” said Helen Robbins-Meyer, Assistant Chief Administrative Officer, who was joined by Chief Administrative Officer, Walt Ekard, other County executives. “Any information you provide on how to live well and eat nutritiously will help end the cycle of homelessness.”

During the two-hour health fair, about 140 students in grades K-12 arrived in groups, collected a bag, and visited the many tables where they learned about staying active and how important it is to eat fruits and vegetables.

According to recent studies about one third of 5^th, 7^th, and 9^th graders in the region are overweight or obese. Children who are overweight are more likely to be obese and unhealthy when they grow up. 

Furthermore, poor diet, lack of physical activity, and smoking are three behaviors that contribute to the four chronic diseases—heart disease, type 2 diabetes, lung disease and cancer— that are responsible for more than 50 percent of deaths in San Diego County.

The County Health and Human Services Agency (HHSA) has been working with community partners to prevent chronic disease and childhood obesity. The Live Well, San Diego! initiative is a 10-year plan to improve the health and wellbeing of residents in the region.

At the health fair, while some students collected healthy snacks or played with County executives in the many recreation areas. If they stopped by each table and recreation area, they collected stickers and treats.

“These are kids who live in cars or shelters and oftentimes don’t have access to healthy foods,” said Richard Haas, Operations Team Leader at Monarch School, adding that school staff have been instructed to provide healthy snacks to students. “This is an opportunity to make sure they make healthy choices.”