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2 <br /> • Personnel Budgeting Module — Allows the budget office to project personnel and benefit <br /> costs, as well as manage new personnel requests. Personnel impacts are currrently <br /> calculated through cumbersome Excel databases. <br /> • Capital Budgeting Module — Allows departments to submit all materials for capital budget <br /> requests directly into a secure data system. The departments currently submit materials to <br /> the budget office through Excel tables, which are manually entered into an Excel database, <br /> creating double or triple entry for budget staff. <br /> • ClearPlans Strategic Planning Module — Creates a database where departments can enter <br /> performance data directly, and then those performance updates can be hosted digitally on <br /> a routine basis. The County currently does not have a software for the new strategic plan, <br /> but has used Excel charts for prior performance management efforts like SMART Goals. <br /> • Digital Budget Book — Creates an online budget book that is hosted directly on the web for <br /> the Operating and Capital budgets. This book will be fed information directly from financial <br /> software, automating significant portions of the process. The current budget document is <br /> created page by page by the budget office through combining dozens of Microsoft Word <br /> and Excel documents. The new software will also improve the Americans with Disabilities <br /> Act (ADA) accessibility of the online document, and will allow for automatic Google <br /> translation of text into other languages. The budget book would still be available in print or <br /> via portable document format (PDF). <br /> FINANCIAL IMPACT: The County would enter into a four-year contract with ClearGov for the <br /> budgeting and strategic planning solutions, from November 1, 2024, through June 30, 2028. The <br /> four-year total cost is $276,562.40. The FY 2024-2025 cost would be $60,616.67 based on a <br /> prorated annual cost, along with some implementation startup costs. The annual cost of the <br /> software would be $69,865, with a 3% inflationary adjustment each year. Budget Amendment#2- <br /> C appropriates $60,617 from the County Capital Reserve Fund and transfers to the General Fund. <br /> This will increase the appropriation in both funds by $60,617. <br /> ALIGNMENT WITH STRATEGIC PLAN: This item supports the management and <br /> implementation of the Strategic Plan as a whole. <br /> RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the <br /> Chair to sign the contract for the purchase of the ClearGov Budget Software, authorize the County <br /> Manager to execute any renewals, amendments, extensions and other associated legal <br /> documents related to the agreement as necessary, and approve Budget Amendment #2-C. <br />