Agenda - 06-14-2001-4d - Laserfiche WebLink

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Insufficient Reportin4 Capabilities The legacy system software reporting of revenues and expenditures is inflexible and inefficient. There are no opportunities to create specialized reports since the report formulation requires manual intervention from a programmer. The data presented is not user friendly (An example of the detailed expenditure screen on the current software is included as Attachment 2.) Further, the software is limited to regurgitation of data. Any analysis of data must be accomplished by another means. Capabilities in newer technology applications would allow departments to create their own reports based on their specific information need: This would significantly reduce the amount of time spent by some internal services departments (Budget, Finance, Personnel, Purchasing) who constantly provide information to departments on a variety of issues (E.G. payments made to vendors, status of purchase orders, status of budget amendments, status of personnel actions, etc.). Bafich_Processiin4 Work is pasted to the General Ledger at this time using a batch processing method. For, example, at the end of the day purchase order; that have been encumbered or bills that have been paid will be "posted". It is only after a batch has been posted that they are reflected in an account. As a result of batch processing, the balances reflecked on the General Ledger screen are likely to be inaccurate most, of the time. This becomes particularly problematic toward the end of a.fiscal year when funds may become limited. Proaosed Action The Needs Assessment is clear in its recommendation that the legacy software should be replaced. The IT Committee has also endorsed the replacement of the business system software. The course of action recommended by Summit Business Solutions (SBS) is as follows: • Solicit a Request for Proposal pursuant to the Needs Assessment; • Analyze the options, cost, benefits and risks for each of the systems proposed; • Utilize life-cycle costing methodology to_ determine the best long term option for the County; • Select a recommended vendor for County Commissioner consideration; • Negotiate a contract with the recommended vendor; • Develop an implementation plan. Because of the complexity of issues associated with acquisition of large package software, it is recommended that the County extend the existing contract with Summit Business Solutions to include the steps mentioned above. SBS has a demonstrated working knowledge of a number of governmental software packages being used by North Carolina counties. This is a critical component in determining a final package and implementation cost and in successful contract negotiation. SBS also has detailed knowledge of the County's software needs and requirements developed in the course of the needs assessment. Should the Board endorse the plan of action, Requests for Proposals would likely be solicited in fall 2001, with recommendation for acquisition presented for Board consideration in early 2002. Financial package components will be brought on line first within an anticipated 12-18 month time period after award of a contract. Other components such as Human Resources may extend full implementation by an additional six months, thereby making total system implementation complete within approximately 24 months.