Agenda - 12-02-2002-6b - Laserfiche WebLink

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This significant project continues the IT Plan strategic initiative to replace legacy systems. Other legacy systems replacement projects that the Board of Commissioners have approved and are either recently completed or currently underway include the Register of Deeds Office, Sheriffs Office, Planning and Inspections Department, Board of Elections and Animal Control. 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 with participation from the selection team as well as the respective staff members that would be using the selected software to carry out their daily tasks and Jane Sparks, 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 second round of demonstrations as well as visited sites where each of the firms were either fully implemented or nearing completion of implementation. Each of the top two firms have excellent products. However, the selection team is recommending the firm of MUNIS 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; and • In-depth comparison of each system's capabilities specifically in relation to Orange County's operation; and • Number of successful installations for local governments in North Carolina; and • 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 allow further efficiencies by allowing: • Purchasing functions may be carried out in an almost paperless environment; • The complete procurement process can 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 can 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;