HomeMy WebLinkAboutIR 10449 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 20-10449
To the Mayor and Members of the City Council August 4, 2020
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SUBJECT: CONVERSION OF CODE FIELD OPERATIONS' ACCOUNTS
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1875 RECEIVABLE BALANCES FROM MICROFOCUS TO PEOPLESOFT
The purpose of this Informal Report is to provide the Mayor and City Council with a summary of the
proposed plan to clean up data as we transition the accounts receivable and billing functions from
Microfocus (previous mainframe system) to the PeopleSoft Accounts Receivable and Billing ("PeopleSoft
AR") system for the Code Compliance Field Operations Division ("Code Compliance").
Background
In the 1980's, a mainframe billing application was implemented to process Code Compliance billings for
Mowing, Demolition, Board-ups and Nuisance Abatements. The application was originally developed to
provide a computerized method for generating a bill and lacks the functionality to properly manage
receivable transactions (payments, adjustments, etc.).
While much of the data prior to 2002 has been reviewed, both Code Compliance and Financial
Management Services ("FMS") agree the data from January 1, 2002 forward should be converted since it
is the most accurate and defendable. Data prior to this date will be archived, but accessible to staff so that
the City can still attempt to collect on property liens. This will ensure data integrity in the new system and
save the City the expense of scrubbing old data that dates back as much as 30 years.
Conversion Process
The chart below summarizes the estimated balances that will be archived during the conversion process.
Estimated Principal Estimated Interest Total AR Adjustment Average Transaction
Adjustment Adjustment Date
Board-Up $33,500.00 $16,500.00 $50,000.00 7/30/1995
Demo $912,500.00 $337,500.00 $1,250,000.00 6/11/1995
Nuisance $85,500.00 $64,500.00 $150,000.00 12/9/1999
Mowing $2,080,000.00 $4,420,000.00 $6,500,000.00 12/8/1996
An allowance for doubtful accounts was already established for the amounts shown in the table above. As
a result, the write off and archival of these balances will result in no effect on the General Fund's fund
balance. Invoices will be sent to all accounts with a remaining balance once the conversion is complete.
While some citizens/customers will receive bills for perhaps the first time or for the first time in several
years, a conscious effort has been made to ensure we have the most accurate billing information possible.
Going Forward
Code Compliance will retain responsibility for the billing data and lien filings relating to the four areas listed
above. FMS will be responsible for mailing/e-mailing the bills and past due notices, processing payments,
and referring delinquent accounts to the City's third party collection firm (when necessary). If you have
any questions, please call Brandon Bennett, Code Compliance Director, at 817-392-6322.
David Cooke
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS