Agenda - 12-10-2002-8f - Laserfiche WebLink

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Internal Proiect 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 a 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 costa 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 cost of $480,000, including the cost of the Internal Project Manager. Staff proposes to add the cost of this package to the CCB,private placement proposal obtained for Landfill equipment and previously approved by the Board. The interest rate for the funds is 3.75 percent for afive-year term, yielding an annual debt service payment of approximately $107,000. Funds to support the 2002-03 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. Annual maintenance agreements for financial software typically range from approximately 15 percent to 25 percent of the total package cost. The MUNIS annual maintenance cost will be $72,419, which is approximately 17 percent of the purchase cost. The maintenance contract includes support needed to diagnose any problem related to the software, but perhaps more importantly since MUNIS issues three annual updates the system will continue to be brand new, regardless of when the system was purchased. The annual maintenance contract cost of $72,419 will be budgeted in the IT operating budget. The maintenance costs will begin one year after full implementation, which places the first annual maintenance contract in FY 2003-04. RECOMMENDATION(S): The Manager recommends that the Board: 1) award the proposal and approve a contract, contingent upon attorney and staff review, for a business system software package to MUNIS in an amount not to exceed $480,000; 2) authorize the Chair to sign the contract on behalf of the Board; and 3) authorize the Finance Director and County Attorney to execute the documents necessary to complete the funding through CCB.