HomeMy WebLinkAboutIR 9821 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 9821
To the Mayor and Members of the City Council November 17, 2015
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*a SUBJECT: ERP FINANCIALS UPDATE AND FUTURE PHASES
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The purpose of this Informal Report is to provide the City Council an update on the status of the
Enterprise Resource Planning (ERP) Financials initiative and anticipated future phases.
ERP Phase II went live starting with Asset Management in August 2014. On October 1, 2015
new modules went live to include: Accounts Payable, Accounts Receivable (Deposit), Cash
Management, Commitment Control, General Ledger, and integration with the City's HR/Payroll
and Purchasing Systems.
On February 13, 2015, staff provided an implementation schedule for future modules including
Accounts Receivable & Billing, Project Costing & Grants, Budget Preparation, and Purchasing
and Inventory to occur through FY2017. The project from this point forward is expected to occur
in multiple phases. Staff has further refined the needs and organized the remaining financial
modules that have been purchased or are recommended for purchase to be implemented into
three tracks:
Track 1 Track 2 Track 3
Accounts Receivable Budget Purchasing & Projects
Receivables Hyperion Workforce Planning Purchasing
Billing Hyperion Planning Plus eProcurement
Point of Sale System * Hyperion Public Sector Supplier Contract
Planning Budgeting ** Management
eSupplier Connection
eSettlements
* System to be selected and purchased as part of Track 1 Strategic Sourcing
** Module to be purchased as part of Track 2 Inventory Management
Contracts
Grants
Project Costing
The staff report on February 13, 2015, identified a project budget of$48.7M plus additional
capacity of$4.7M. You may recall that due to the successful contract negotiation, $4.1 M in
resources were transferred back to the originating operating fund and future contributions from
enterprise funds became unnecessary. The table on the next page summarizes the current
funding status.
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 9821
To the Mayor and Members of the City Council November 17, 2015
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*a SUBJECT: ERP FINANCIALS UPDATE AND FUTURE PHASES
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ERP Financials Funding and Expense Overview
Revenues $ 57,617,659
Transfers Out to Operating Funds in 2014 $ (4,152,908)
Additional Capacity $ (4,728,752)
Project Budget S 48,735,999
Project Budget $ 48,735,999
Estimated Expenditures of Phase IIA $ (33,870,316)
Remaining Project Budget for Future Phases $ 14,865,683
Additional Capacity in Reserve $ 4,728,752
Total Available Resources $ 19.594.435
It is anticipated that on December 1, 2015, that an M&C will be presented to the City Council to
increase contract authority $1 .6M with eVerge, the existing ERP vendor, to continue with Phase
IIA. Separately, in order to have additional choices, competitive pricing and capacity for vendor
support for the future effort, staff released a Request for Proposals on September 30, 2015 for
Indefinite Delivery Indefinite Quantity (IDIQ) Professional Services contracts that will be used to
select the vendors for implementation of these future tracks in addition to other PeopleSoft
upgrades, support, etc. Contracts are expected to be in place in January 2016.
Staff have identified Track 1: Accounts Receivable and Track 2: Budget as the next priorities.
The plan is to leverage the IDIQ contracts in 2016 for these projects. The goal is to roll out Track
1 on a department-by-department basis, while Track 2 is being targeted for the FY2018 Budget
cycle for capital projects. Over the next three months staff will begin the planning and scheduling
of these two tracks. The resulting pricing and schedule will be evaluated by the City Manager's
Office in conjunction with other competing technology needs and a final recommendation
provided to the City Council early next year.
For questions or further information, please contact Aaron Bovos (x8517) or Kevin Gunn (x2015).
David Cooke
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS