Enterprise Resource Planning
System Implementation
3-19-24
Enterprise
Resource
Planning
System
(ERP)
• Enterprise Resource Planning
System refers to a
comprehensive information
technology system that
integrates core day-to-day
business processes for the
organization. In local
government setting, this
primarily refers to core
internal administrative
processes such as accounting,
budgeting, procurement, and
human resources.
ERP Proposed Scope
• Core Financials for
Accounting & Finance
• Budget & Financial Planning
• Business Assets tracking
• Project and Grant
Management
• Utility Billing
• Cashiering
• Human Resources Capital
Management
• Compensation
• Benefits
• Talent & Performance
• Learning
• Payroll & Time tracking
Project Funding
History
• The City began the process of
planning the project in FY 2019-20
• Over the last two financial plans $4.9
million was appropriated specifically
for the project implementation
• $165k has been spent to date for
specifications development and
selection of the vendor
• $4.7 million remains available for the
project
Selection Process
RFP Issued • City issued Request for Proposal
in October of 2022
5 Proposals
Received
• 2 Proposals for
Workday
• Oracle
• SAP
• Tyler
Committee
Selection
• Workday
Solution by
Cognizant
Selected
Proposed ERP
Project
Components
• All systems are SAAS (software-as-
a-service) cloud platforms
• Workday will be the solution for all
finance operations and human
resources
• SpryPoint specialized system for
Utility Billing
• Teller specialized system for
cashiering
• The solutions will be seamlessly
integrated
Project Timeline
ERP Project
Business Case
• Currently used Financial
System, Eden, was
implemented in 1998
• The system is at the end
of its life and will no
longer be supported as of
May 2027 by the vendor
• Human Resources system
is limited in functionality
and cannot be integrated
with Eden
ERP
Project
Business
Case
• Current system lacks
modern capabilities for
automated business
processes
• This leads to the City still
utilizing paper - based
processes or side systems
such as Excel
spreadsheets, workflows
through email, or file
sharing.
ERP
Project
Business
Case
• This system lacks sufficient
controls forced by electronic
processing and single point of
information entry
• Core internal administrative
systems of Finance and
Human Resources are not
integrated
• Current systems lack modern
information technology
capabilities that would allow
the City to integrate the
systems with other workflows
in the City
Benefits of
ERP
• The expected life of the
system is estimated at a
minimum of 10 years
• Implement modern
technology leading to
more efficient business
processes, real-time
data, enhanced
transparency and
controls to safeguard
business assets
Benefits of
ERP
• The City is growing –
ERP will reduce the
need for additional
staff
• ERP will implement
modern efficient
business processes
and allow for
economies of scale
through automation
Project
Cost
Total Project Cost: $8.2 million
Proposed Budget Amendment
Account Number %
Allocation $ Amount
Transfers From:
002-011-080-66-03 Water 17.70% $580,751
004-011-060-66-03 Solid Waste 3.60% $118,119
003-011-053-66-03 Wastewater 6.60% $216,551
010-011-052-66-03 Solid Waste Disposal 5.10% $167,335
031-015-042-66-03 Northest Landscape District 0.20% $6,562 032-015-043-66-03 Northeast Landscape District 0.50% $16,405 033-015-044-66-03 Southweast Landscape District 1.10% $36,092 038-015-041-66-03 Southeast Landscape District 1.00% $32,811 Budget in 066-011-079-52-34 Santa Maria Public Transit 4.70% $154,211 Budget in 801-005-010-53-06 ERP General Fund 59.50% $1,952,244 Contingency N/A 200,000
Total Budget Amendment $3,481,081
Project Org. Chart
Project Staffing Request
Fixed-Term 2-Years Staffing for the ERP
implementation:
• Finance 6 FTE
• Human Resources 3 FTE
• Information Technology Project
Manager 1 FTE