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

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• Ease of data integration with other applications such as revenue operations. Implementation Process The implementation of the software package is estimated to be completed within six months. Although this is an aggressive timeline, with the help of the internal project manager assigned to the project, the timetable appears realistic. The financial applications, including General Ledger, Payroll, Purchasing, and Budget will be implemented first and are estimated to be completed within 90-120 days. Assuming a notice to proceed on the project is issued no later than December 13, 2002, the implementation can be completed while permitting the 2003-04 Budget/CIP preparation process to remain on schedule. This is critically important since the department heads responsible for leading that process will also be required to dedicate significant time to the implementation of the new software package. Internal Project Management For this critically important undertaking, staff proposes to use a project management approach modeled after the highly successful Y2K preparation process in 1999. In view of the constrained staff resources of each of the small departments that will be responsible for implementing the new software package, additional coordinating support from someone whose work effort is dedicated only to this project will be necessary for its timely and successful implementation. Since all department heads and key departmental staff involved with business system replacement will also have to carry out their day-to-day operational responsibilities, provisions for an internal project manager (IPM) was included in the MUNIS contract. The IPM will be responsible for coordinating all steps in the implementation process between the County and MUNIS and ensuring that the work is completed on time and accurately. The contract presented for Board consideration includes the equivalent of two full on-site days per week of the six-month contract period at a total cost of $57,200. The IPM will also be available to the County for telephone consultations at no additional cost. With the limited County-staff resources, this individual is key to the successful implementation of the MUNIS system. FINANCIAL IMPACT: The total cost of the MUNIS system has been negotiated at a not to exceed amount of $480,000, including the cost of the Internal Project Manager and data conversion. Staff proposes to add the cost of this package to the BB&T private placement proposal obtained for Landfill equipment and previously approved by the Board. The interest rate for the funds is 3.75% for afive-year term, yielding an annual debt service payment of approximately $107,000. Funds to support the 2002-2003 debt service payment are currently available through the IT Plan Capital Project Ordinance in the County's Capital Investment Plan. Funding for future payments can be addressed through annual appropriations the Board makes under the CIP for the IT Plan. RECOMMENDATION(S): The Manager recommends that the Board receive the information and provide any questions to staff in preparation for the proposed bid award on December 10, 2002.