Loading...
HomeMy WebLinkAboutAgenda - 08-19-2003-8jORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 19, 2003 Action Agenda . Item No. ~ SUBJECT: MUNIS Internal Project Management Contract Amendment DEPARTMENT: Finance, Personnel, PUBLIC HEARING: (Y/N) No Information Systems ATTACHMENT(S): Proposed Internal Project Management Amendment INFORMATION CONTACT: Ken Chavious, Finance Director, ext. 2453 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider amending the contract with MUNIS to provide project management services in the implementation of the Personnel and Payroll modules of the MUNIS Business System Software. BACKGROUND: At its December 10, 2002 meeting, the Board of County Commissioners approved a contract with MUNIS for the provision of a business system software package consisting of applications for General Ledger, Accounts Payable, Budget, Purchasing, Fixed Assets, Personnel and Payroll. The Board's action was in accordance with an initiative in the Strategic Automation Plan that called for the replacement of the County's over 20-year-old Legacy Business System software. In addition to approving the software, the Board approved a contract with MUNIS for the provision of internal Project Management Services to support implementation. Since December 2002, staff has been working with MUNIS and the internal project manager to implement the new software applications. At this point, staff is pleased to report that the initial phases of the project have been completed. / On May 1, 2003, business software applications for budget, the general ledger, accounts payable and purchasing were implemented and now are in active use by County staff. / On July 1, 2003, the fixed assets application went live. The staff involved in these implementations felt that the processes were smooth and are pleased with the overall performance of the software. Staff felt that the work performed by the internal project manager contributed heavily to the overall success of this initial phase. As planned, the MUNIS software implementation has been approached on a "phase in" basis. The Personnel and Payroll applications are the next and final phase of MUNIS implementation. Planning meetings have begun. Staff has established a payroll "go live" date of January 1, 2004 with the final employee services module and remaining personnel applications to be completed later in the spring. Staff has pursued a phase in approach because of the significant staff time required for personnel/payroll implementation, the need to complete classification and pay study implementation prior to software conversion, and to coordinate with payroll W-2 issuance for the 2003 calendar year. The implementation phases completed to date have required most of the project manager's time approved under the initial contract. An amendment to the project manager contract is needed to support the remaining phase of payroll and personnel implementation. The personnel and payroll implementation is a critically important undertaking involving complex data conversions and insuring that the payroll and personnel information on each individual employee as well as all payroll and associated processing are accurate. The implementation aspects of this application will be more time consuming and the need for coordination and support of internal resources will be crucial to success. The constrained staff resources in each of the departments responsible for implementing the personnel/payroll system and the need to continue to carry out day-to-day operational responsibilities while implementing the new system make the project manager necessary to implementation in this phase as it was key to the success experienced in the previous phases. Staff is pursuing an opportunity to provide a demonstration to the BOCC in the near future on the tools and benefits that MUNIS provides to finance, personnel, and other County operations. FINANCIAL IMPACT: It is estimated that the costs associated with the contract amendment will be up to $28,600. Sufficient funds to cover the contract amendment are included in the Information Technology funding in the CIP for legacy systems. RECOMMENDATION(S): The Manager recommends that the Board approve the contract amendment and authorize the Chair to sign. 3 Internal Project Management As an addendum to part of the "System Agreement", MUMS agrees to continue to provide an Internal Project Manager (Tim McEneny) to Orange County, NC. The Project Manager will act as a representative of Orange County and handle all facets of internal project management during the MUMS implementation. This includes: • Work with Department Heads, staff and all involved personnel to communicate and define the project and all of the detailed steps that are necessary for a successful outcome. • Maintain consistent communication with the MUMS Project Manager and implementers to promote timely and proper response to issues, questions and scheduling adjustments as well as track milestone completion and task accountability. • Hold regularly scheduled on-site progress meetings with Department Heads to inform them of project status, issues with homework completion and project plan schedule, recommendations for improvement, scheduling and evaluation of MUMS performance. • Schedule resources, including staff, equipment and training facilities. • Identify and schedule additional staff training as needed. • Monitor completion of staff assigned homework and tasks. • Review MUMS invoices with assigned, authorized County personnel and keep a detailed account of contract billings vs. budget. • Work with MUMS staff to develop conversion crosswalk tables and assist in proofing converted data with appropriate staff. • Co-ordinate with the IT Department for back-ups, copying live-to-train databases, dbimports and exports, loading of conversion data, loading of software releases and general system and security administration. Project Management functions will primarily occur on site but some functions may occur off site. All Project Management services will be recorded weekly on the standard MUMS Customer Service Report which must be signed by Orange County. Project Management fees and travel expenses will be billed as they are incurred as provided in the Agreement. The Internal Project Manager will report directly to: While this is not an exclusive arrangement, MUMS will work closely with Orange County to attempt to accommodate all schedule requests. Blocking schedule days as early as possible will significantly increase the availability of Tim McEneny's services. NUMBER OF DAYS: 26 TOTAL AMOUNT: $28,600.00 There is no expiration date for the use of these days. Additional days may be purchased as needed at $1,100 per day, plus expenses ACCEPTED BY: TITLE: DATE: Please attach a PO for the total services amount and submit it along with this signed document to indicate acceptance of this addendum.