TO: Board of Supervisors
FROM: Jon Gjestvang - Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán - Staff Services Analyst I
SUBJECT: Status Report of Enterprise Resource Planning System - Tyler Munis
RECOMMENDATION
title
Chief Information Officer, Auditor Controller and Director of Human Resources shall provide a status report regarding the implementation of Financial and Human Capital Management (HCM) Enterprise Resource Planning (ERP) system Tyler Munis.
body
EXECUTIVE SUMMARY
The County began implementation of Tyler Munis ERP System in 2020 and most financial and human capital management functions are fully operational. The team will provide a status report of the project to date and what is yet to be completed.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
No |
|
County Strategic Plan pillar addressed: |
Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
On March 10, 2020, the Board of Supervisors approved Agreement No.200281B with Tyler Technologies for implementation and hosted software services of a new Countywide Financial and Human Resource ERP system in the amount of $4,103,352.
On September 1, 2020, the agreement was amended to remove the change management services and the "Evolution Plan" that Tyler Technologies would have prepared. Removing these services reduced the contract by $15,900.
On September 15, 2021, the agreement was amended to reclassify unused data conversion hours, from Phase I - Financials, to implementation hours in the amount of $29,400. There was no change in the contract terms or amounts.
On June 21, 2022, the agreement was amended to allow for a 6 month go-live extension of the HCM system implementation at an additional cost of $295,200, offset by unused data conversion hours From Phase II - HR/Payroll in the amount of $32,900. In addition, the amendment provided for the purchase of the Tyler Technologies’ eProcurement software and related professional services in the amount of $48,992. The new maximum contract was increased to $4,398,744 for these two actions.
On October 12, 2022, the agreement was amended to include the purchase of two new modules: Open Finance and Data Insights for a total cost of $222,500, bringing the new contract maximum to $4,621,244.
There are still a few items that we are working on including additional functionality in HCM with evaluations, benefit open-enrollment and case management, and Finance in the areas of grants, e-procurement, capital assets, accounts receivable billing, and the data portal with Open Finance.
The overall project budget remains at $6,315,000, but with savings from travel costs due to the restrictions during COVID-19, as well as realizing costs using our current staffing more than anticipated, the Team anticipates the project will come approximately $1 million under budget.