HomeMy WebLinkAboutAgenda - 12-10-2002-8fORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 10, 2002
Action Agen,~da,~
Item No. _ '~_-
SUBJECT• Business System Software Award of Proposal/Contract Approval
DEPARTMENT: Purchasing and Central Services
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Contract (Under Separate Cover)
INFORMATION CONTACT:
Pam Jones (919) 245-2652
Ken Chavious (919) 245-2453
Donna Dean (919) 245-2151
Elaine Holmes (919) 245-2552
Dick Taylor (919) 245-2276
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding a proposal and approving a contract for business system software to
MUNIS; and authorizing the Finance Director to finance the purchase through an outstanding private
placement proposal from CCB, previously approved by the Board for purchase of Landfill equipment.
BACKGROUND: In the mid-1970's the Orange County Data Processing Department staff purchased
and significantly modified a then state of the art legacy system software program to carry out the
business functions for the County. The software recorded data for all financial information for such
major areas as the General Ledger, payroll, fixed assets, revenue collections and purchase orders. A
system was also developed in-house for Personnel Department data management. These systems
were considered effective and efficient and were used by other counties and municipalities in the state.
While the systems have been enhanced in some areas, the function remains substantially as written
almost three decades ago. Information and functionality needs of the organization and the public have
long since outstripped the capabilities of the system.
Recognizing the need for updating these legacy systems currently used in managing the County's
business information, a process for assessing the need and formulating a plan to address the need was
begun by the department heads in Finance, Budget, Personnel, Purchasing and Information Systems in
1998. With the guidance of the BOCC-appointed Information Technology Committee, the needs
assessment was finalized in 2001 and an IT Consultant hired by the County developed a Request for
Proposal. The County received eight responses to the Request for Proposal in February 2002.
This significant project continues the IT Plan strategic initiative to replace legacy systems. Other legacy
systems replacement projects that the Board of Commissioners has approved and are either recently
completed or currently underway include the Register of Deeds Office, Sheriff's Office, Planning and
Inspections Department, Board of Elections and Animal Control.
2
Selection Process
A selection team comprised of the aforementioned department heads and Assistant County Manager
Rod Visser, in tandem with the County's consultants from Summit Business Solutions, analyzed the
proposals from their specific business interest and recommended interviews with three firms. The
interviews were held in March 2002 wit selected stoftwarrerrto carry outs theie daily tasks and Jane Sparks,
staff members that would be using the
a member and representative of the IT Committee.
Based on the Needs Assessment, two firms emerged as clear contenders to best meet the County's
needs. The selection team conducted a second round of demonstrations as well as visited sites where
each of the firms were either fully implHowevetl, the sele cionrteam ~s ecompmendingtthe fi maof MUN S
top two firms has excellent products
to supply the business system package based on the following factors:
The knowledge gained from the site visits regarding the implementation process and general
software capabilities;
In-depth comparison of each system's capabilities specifically in relation to Orange County's
operation;
Number of successful installations for local governments in North Carolina;
Ease of implementation and resources needed to complete; and
Cost.
Advantages of New System
The MUNIS package will support General Ledger applications, fixed assets, the purchasing process,
expanded human resources capabilities and will allow the County's budget to be prepared through the
mainframe system rather than through a series of Excel spreadsheets as has previously been the case.
The system will provide further efficiencies by allowing:
Purchasing functions to be carried out in an almost paperless environment;
• The complete procurement process to be documented, providing helpful information in areas
including, but not limited to the following:
o Historical information regarding vendor performance;
o Accumulated data regarding specific purchases or groups of purchases for all
departments forming a basis for trend analysis, volume purchasing opportunities, etc.
County departments to better manage their financial data through user-friendly access of day-to-
day analysis. In addition, the MUNIS system will provide interaction between the system and
desktop computers for generation of departmental revenue and expenditure reports that cannot
be generated with the current system.
Web-based accessibility of functions such as employee self-service benefits management
• Flexibility and ease of use in creating ad hoc reports and analyses
• Dynamic accessibility of budget and expenditure information for quick-response use in Board
meetings and work sessions
• Ease of data integration with other applications such as revenue operations
Implementation Process
The implementation time for the software package is estimated to be approximately six months.
Although this is an aggressive timeline, with the help of the internal project manager assigned to the
project, the timetable appears realistic. The financial applications, including General Ledger,
Purchasing, and Budget will be implemented first and are estimated to be completed within 90-120 days.
Assuming a notice to proceed on the project is issued no later than December 13, 2002, the
implementation can be completed while permitting the 2003-04 Budget/CIP preparation process to
remain on schedule. This is critically important since the department heads responsible for leading that
process will also be required to dedicate significant time to the implementation of the new software
narkaae.
Internal Proiect Management
For this critically important undertaking, staff proposes to use a project management approach modeled
after the highly successful Y2K preparation process in 1999. In view of the constrained staff resources
of each of the small departments that will be responsible for implementing the new software package,
additional coordinating support from someone whose work effort is dedicated only to this project will be
necessary for its timely and successful implementation. Since all department heads and key
departmental staff involved with business system replacement will also have to carry out their day-to-day
operational responsibilities, provisions for an internal project manager (IPM) was included in the MUNIS
contract. The IPM will be responsible for coordinating all steps in the implementation process between
the County and MUNIS and ensuring that the work is completed on time and accurately. The contract
presented for Board consideration includes the equivalent of two full on-site days per week of a six-
month contract period at a total cost of $57,200. The IPM will also be available to the County for
telephone consultations at no additional costa With the limited County-staff resources, this individual is
key to the successful implementation of the MUNIS system.
FINANCIAL IMPACT: The total cost of the MUNIS system has been negotiated at a not to exceed cost
of $480,000, including the cost of the Internal Project Manager. Staff proposes to add the cost of this
package to the CCB,private placement proposal obtained for Landfill equipment and previously
approved by the Board. The interest rate for the funds is 3.75 percent for afive-year term, yielding an
annual debt service payment of approximately $107,000. Funds to support the 2002-03 debt service
payment are currently available through the IT Plan Capital project Ordinance in the County's Capital
Investment Plan. Funding for future payments can be addressed through annual appropriations the
Board makes under the CIP for the IT Plan.
Annual maintenance agreements for financial software typically range from approximately 15 percent to
25 percent of the total package cost. The MUNIS annual maintenance cost will be $72,419, which is
approximately 17 percent of the purchase cost. The maintenance contract includes support needed to
diagnose any problem related to the software, but perhaps more importantly since MUNIS issues three
annual updates the system will continue to be brand new, regardless of when the system was
purchased.
The annual maintenance contract cost of $72,419 will be budgeted in the IT operating budget. The
maintenance costs will begin one year after full implementation, which places the first annual
maintenance contract in FY 2003-04.
RECOMMENDATION(S): The Manager recommends that the Board: 1) award the proposal and
approve a contract, contingent upon attorney and staff review, for a business system software package
to MUNIS in an amount not to exceed $480,000; 2) authorize the Chair to sign the contract on behalf of
the Board; and 3) authorize the Finance Director and County Attorney to execute the documents
necessary to complete the funding through CCB.
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17
Exhibit 2
"Internal Proiect Management"
As a part of the "System Agreement", MUMS agrees to provide a dedicated Internal
Project Manager 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 _XX_.
Cancellation: Should Orange County decide to terminate this Internal Project
Management arrangement, two (2) week advance notification should be sent to:
MUMS -Chief Financial Officer
370 US Route 1
Falmouth, ME 04105