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District Total Pop Devation Total VAP White Minority
1 43542 -0.16% 32482 56.47% 43.53%
2 43671 0.13% 30113 31.99% 68.01%
3 43763 0.34% 29468 39.86% 60.14%
4 43477 -0.31% 29856 38.02% 61.98%
Hispanic Black Asian Native Pacific
30.26% 4.71% 7.17% 1.11% 0.04%
44.49% 14.95% 6.91% 1.34% 0.52%
32.83% 12.90% 12.48% 0.72% 0.77%
34.94% 10.66% 15.32% 0.19% 0.05%
DATE:January 19, 2022
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Noah Daniels, Finance Director
SUBJECT: Consideration of an Agreement with SDI Presence LLC for Enterprise Resource Planning Software Consulting Services and Authorizing an Appropriation in the Amount of $270,000. (CITY)
RECOMMENDATION:
Staff recommends that the City Council approve an agreement with SDI Presence LLC (SDI) for enterprise resource planning (ERP) software consulting services and authorize an appropriation of $270,000 to account 1714001-5300.
BACKGROUND:
In the City’s fledgling years, the City developed an in-house financial system to process the accounting transactions and provide financial information for reporting. Then in the early 2000s, as a result of natural growth, a more sophisticated financial system was necessary to handle the financial transactions and business processes. The City procured a financial system that met the developing needs at that time. Since then, iterations and versions of that same software, ONESolution, have provided various degrees of marginal improvement.
More than twenty years after implementing that system, the City’s size and complexity are again outgrowing the financial system’s abilities; the City is now a nearly $300 million public corporation compared to $140 million in the Fiscal Year 2000/01. ONESolution lacks features found in other financial systems on the market that can handle the increasingly complex financial transactions in today’s business operations. Processes central for daily accounting and financial recordkeeping, like accounts payable, procurement, and financial planning, are underperforming compared with those modern business systems.
Numerous issues have been experienced while attempting to improve the existing financial system due to the developer’s various technical and resource-related problems. The cause of these issues stems from multiple changes in ownership during a short timeframe and a change in headquarters location from California to Florida, which resulted in a significant loss of legacy talent that served the City over the last two decades. In addition, the current developer has demonstrated fewer resources and an apparent lack of investment in their financial and administrative products, shifting more development and investment to the public safety sector products. These issues have also contributed towards diminishing support and technical services with the current version.
There are also significant concerns that ONESolution could eventually become unsupported and future development would not be possible. Among those concerns is that ONESolution’s core
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platform is built on the COBOL programming language platform. Resources to support this legacy platform are limited, leaving the developer potentially unable to staff talent to manage ONESolution in the long term.
In Fall 2021, City staff began to evaluate ONESolution and formulate a comprehensive recommendation to City Council to ensure the City has a modern financial system, and initially planned to recommend the City make improvements to ONESolution and determine if it could facilitate the City’s long-term needs. However, despite the developer’s attempts to identify resources and a timeline to improve the existing financial system, no resources have been secured up to this point. There are also concerns about the cost and time investment from implementing a new version of ONESolution based on the lack of features and the diminishing technical and customer support experienced.
ANALYSIS:
At this time, it is recommended that the City begin the procurement process to identify a new ERP system to replace the existing financial system. A new financial system will improve business processes and operational effectiveness by implementing industry best practices and automation of manual processes. In addition, more modern financial systems have increased financial and resource management functions, which improve the ability to analyze data and generate reports, improving decision-making overall. Lastly, access to technology supports the City’s evolving needs and enables the City to meet future business functions, regulatory, or industry changes, all of which become more sophisticated over time.
A consultant to provide project management services is essential for the ERP system procurement and implementation success. A consultant assisting with the selection, procurement, and implementation of a new ERP system will provide valuable layers of experience and enhance approaches during a costly and time extensive process undertaken once every few decades.
In Fall 2021, SDI, a firm that helps public sector clients plan, procure, implement, and manage ERP system procurement and project management, provided an overview of their services. SDI has assisted neighboring agencies, including Ontario, Cucamonga Valley Water District, Chino Hills, Glendale, Redlands, and Manhattan Beach. Additionally, SDI has an outstanding team of seasoned professionals with extensive experience supporting public agency financial system projects secured for the City, including the former CIO from the City of Ontario as the senior project manager.
Due to these factors and positive feedback from SDI customers, City staff requested a service proposal to assess the City’s ERP system needs, recommend vendors that meet those needs, and assist with implementation project management.
A general description of the tasks performed by SDI and timeline for the ERP system procurement schedules are as follows:
Phase 1 – January to February
SDI will begin the process by conducting planning and kickoff meetings to clearly understand the City’s goals and objectives, roles and responsibilities, approach, tasks, and timeline. The outcome for these meetings is developing a well-defined work plan and process for accomplishing the City’s overall objectives for a new financial system.
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Phase 2 – February to April
During this phase, SDI will begin evaluating the City’s existing financial system and conduct workshops to identify needs for a new financial system. Using the existing financial system as a baseline for alternative financial systems and a comprehensive understanding and prioritization of new financial system features and functionality, SDI will analyze ERP system options and facilitate a workshop to results before developing a plan for the final phase.
Phase 3 – April to May
In the final phase, SDI will prepare a Request for Information (RFI) outlining the City’s needs, objectives, and processes for potential vendors. SDI will manage any vendor inquiries and assist with the reivew of the RFI responses to determine which short-listed vendors will be invited to Proof-of-Capabilities (POC) participation. The POC is a critical component of the selection process, as it ensures that vendors can demonstrate the capabilities of their products.
The final deliverable from SDI is a recommendation for an ERP system to the City Council. SDI will then provide project management services during implementation to ensure the achievement of the goals and objectives developed during the needs assessment.
FISCAL IMPACT:
The estimated project costs for SDI are $270,000. This estimated cost includes assistance with ERP system procurement, which is anticipated to be completed in May 2022; project management services for implementation for Fiscal Year 2022/23; and contingencies for both projects.
However, these are estimated amounts, and the City Council will receive updates as the project moves forward.
An appropriation of $270,000 into account number 1714001-5300 (Contract Services) from the City’s Computer Equipment and Technology Replacement Fund is requested to perform these services.
The estimated cost of the ERP system is not included in this estimate and will be determined over the coming months and provided to the City Council as part of the Fiscal Year 2022/23 budget process.
COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:
The ERP software consulting supports the City Council’s vision to build on our success as a world- class community by intentionally embracing and anticipating the future and creating opportunities for all to thrive.
ATTACHMENTS:
None