Memorandum. Date: RE: Citizens Advisory Committee December 4, 2013

Transcription

1 Memorandum Date: RE: Citizens Advisory Committee December 4, 2013 To: From: Subject: Summary Citizens Advisory Committee Cynthia Fong Deputy Director for Finance and Administration ACTION Adopt a Motion of Support for the Award of an 18-Month Consultant Contract to Tyler Technologies, Inc., in an Amount Not to Exceed $415,000, for Implementation, Licensing, Support and Maintenance Services for Microsoft Dynamics AX 2012, and for Authorizing the Executive Director to Negotiate Non-Material Contract Terms and Conditions The Transportation Authority currently uses Blackbaud FundWare (FundWare) for financial and accounting software. The Transportation Authority has used FundWare for the past 10 years, but the software does not meet the Transportation Authority s current growing needs. To improve our systems, over the past six months, Transportation Authority staff met with various vendors who provide enterprise resource planning (ERP) systems, business management software that allows the use of a system of integrated applications to manage all facets of financial management and operational oversight. After examining four comparable ERP systems, we determined that Microsoft Dynamics AX 2012 best meets our primary objectives to: 1) replace the current FundWare financial and accounting system, timesheet system, check printing system and Excel-based shadow systems with a single system tailored for government agencies; 2) develop a configured platform that will meet Transportation Authority business requirements and automatically transfer and upload data in real-time to the payroll vendor and grants management portal; 3) migrate current business processes over to the new ERP system; and 4) integrate paperless document management into all business processes. On August 12, 2013, we issued a Request for Proposals (RFP) for a qualified consultant to implement, host, manage and provide maintenance services for Microsoft Dynamics AX We held interviews during the week of September 16, Based on the competitive selection process, we recommend the award of a consultant contract to Tyler Technologies, Inc. We anticipate fully transitioning to the new ERP system and completing the implementation of Microsoft Dynamics AX 2012 by September We are seeking a motion of support for the award of an 18-month consultant contract to Tyler Technologies, Inc., in an amount not to exceed $415,000, for implementation, licensing, support and maintenance services for Microsoft Dynamics AX 2012, and for authorizing the Executive Director to negotiate non-material contract terms and conditions. BACKGROUND Since 2003 the Transportation Authority has used Blackbaud FundWare (FundWare), a nonprofit fund accounting and financial management software application,to record and process accounting transactions such as accounts payable, accounts receivable and the trial balance. While not designed specifically for government agencies, for the past ten years FundWare met our needs and budget, though many manual systems became necessary to support our operations over time. Today, with the growing roles and operations of the agency, FundWare no longer meets our growing needs. In particular, we seek an off-the-shelf enterprise resource planning (ERP) system tailored to government agencies. An ERP system is business management software that integrates multiple applications and databases to enable better management all facets of the financial management and operational oversight functions of an agency like ours. For example, an ERP solution would allow us to more easily track multiple projects with multiple funding sources and provide real time data to project managers and management staff. M:\CAC\Meetings\Memo to CAC\2013\12 Dec 4\ERP CAC Memo.docx Page 1 of 4

2 We currently use a custom web-based timesheet system (internally hosted on web server) to enter timesheets. We contract with Automated Data Processing (ADP) to administer its payroll function. Employee timesheet data is imported in comma-separated files from the web-based timesheet system into ADP for review and processing by accounting staff. We also have a custom web-based grant management portal for grant recipients (the Portal), which includes projects funded by the Transportation Authority through several grant programs. The system allows grantees to submit progress reports and consolidate grant documents. It is a hub for communication between the Transportation Authority and project sponsors, including regarding deliverables, final reports, reminders for important deadlines, close-out requests, and grant amendment requests. Improving the efficiency of these systems provides significant benefits both to our operations and that of our sponsors: in a single fiscal year, the Transportation Authority has oversight or project management roles for over 200 projects and processes approximately 4,000 transactions. Over the past six months, the Transportation Authority staff met with various ERP system providers. After examining four comparable ERP systems through system demonstrations and hands-on discovery lab sessions, we determined that Microsoft Dynamics AX 2012 best meets our primary objectives to: 1) replace the current FundWare financial and accounting system, timesheet system, check printing system and Excel-based shadow systems with a single system tailored for government agencies; 2) develop a configured platform that will meet Transportation Authority business requirements and automatically transfer and upload data in real-time to ADP and the grants management portal; 3) migrate current Transportation Authority business processes to fit the functionality of the new ERP system; and 4) integrate paperless document management into all business processes. In addition, the functions available in Microsoft Dynamics AX 2012 offer organizations the capability to help address regulatory requirements of public sector organizations including adaptability to legislative mandates and support of open government and accountability. The 2012 system release took into consideration specific needs of the public sector including specific functions such as project management, grant management, tracking of multiple fund sources for projects, contract management, and public sector accounting reporting. The purpose of this memo is to summarize the procurement process and seek a motion of support for award of the consultant contract, in an amount not to exceed $415,000, for implementation, licensing, support and maintenance services for Microsoft Dynamics AX 2012 to Tyler Technologies, Inc. DISCUSSION We have undertaken a competitive procurement process to identify a qualified consultant to implement the system and provide license, support and maintenance services for Microsoft Dynamics AX The desired scope of services includes establishing a detailed implementation plan, designating responsibilities, developing a schedule, creating detailed design documents, providing weekly meeting agendas, attendance and status reports, authoring a quality assurance report of the entire system and its processes, and providing support to fix defects identified by Transportation Authority users. The scope of work is included as Attachment 1. We anticipate fully transitioning to the new ERP system and completing the implementation of Microsoft Dynamics AX 2012 by September The implementation schedule is assumed as follows: Phase 1 Plan and Design Services January 2014 February 2014 Phase 2 Build, Test and Deploy February 2014 September 2014 M:\CAC\Meetings\Memo to CAC\2013\12 Dec 4\ERP CAC Memo.docx Page 2 of 4

3 Phase 3 Support and Maintain September 2014 June 2014 Procurement Process: On August 12, 2013, we issued a Request for Proposals (RFP) for implementation, licensing, support and maintenance services for Microsoft Dynamics AX We took particular steps to encourage participation from small and disadvantaged business enterprises, including distributing the RFP and periodic updates on the RFP to certified small, disadvantaged and local businesses, the Bay Area and cultural Chambers of Commerce, and the Small Business Councils. We held interviews during the week of September 16, The review panel of Transportation Authority staff evaluated the proposals based on qualifications and other criteria identified in the RFP, with an emphasis on project team experience and qualifications, work plan and approach and cost. Based on this competitive selection process, the review panel recommends the award of a consultant contract to Tyler Technologies, Inc. (Tyler). The Tyler team co-developed Microsoft Dynamics AX 2012, and demonstrated strong relevant experience implementing Microsoft Dynamics ERP system on schedule and within budget for public transportation authorities and public agencies with a small accounting staff. We are seeking a motion of support for the award of an 18-month consultant contract to Tyler Technologies, Inc. for implementation, licensing, support and maintenance services for Microsoft Dynamics AX 2012, and for authorizing the Executive Director to negotiate nonmaterial contract terms and conditions. ALTERNATIVES 1. Adopt a motion of support for the award of an 18-month consultant contract to Tyler Technologies, Inc. for implementation, licensing, support and maintenance services for Microsoft Dynamics AX 2012, and for authorizing the Executive Director to negotiate non-material contract terms and conditions, as requested. 2. Adopt a motion of support for the award of an 18-month consultant contract to Tyler Technologies, Inc. for implementation, licensing, support and maintenance services for Microsoft Dynamics AX 2012, and for authorizing the Executive Director to negotiate non-material contract terms and conditions, with modifications. 3. Defer action, pending additional information or further staff analysis. FINANCIAL IMPACTS The contract will be funded by Prop K and Prop AA funds. Approximately $100,000 for phase 1 of the proposed contract was included in the Transportation Authority s adopted budget for Fiscal Year (FY) 2013/14. In order to align the new ERP system with the point in time the first invoices for FY 14/15 are processed, we ll begin the implementation earlier than planned and the remaining cost of the contract will be included in the Transportation Authority s budget amendment for FY 2013/14 and the budget for FY 2014/15. The project cost includes a one-time fee for Microsoft Dynamics AX 2012 licenses; thereafter, starting in FY15/16 software licensing and maintenance costs will be approximately $21,000 per year for 32 users, or $650/user. Currently we incur $2,000 on an annual basis for software licensing, support and maintenance for four users. RECOMMENDATION Adopt a motion of support for the award of an 18-month consultant contract to Tyler Technologies, M:\CAC\Meetings\Memo to CAC\2013\12 Dec 4\ERP CAC Memo.docx Page 3 of 4

4 Inc. in an amount not to exceed $415,000, for implementation, licensing, support and maintenance services for Microsoft Dynamics AX 2012, and for authorizing the Executive Director to negotiate non-material contract terms and conditions Attachment 1. ERP Project Scope of Services M:\CAC\Meetings\Memo to CAC\2013\12 Dec 4\ERP CAC Memo.docx Page 4 of 4

5 Attachment 1. Scope of Services The Transportation Authority seeks to select a qualified consultant to successfully implement Microsoft Dynamics AX The Transportation Authority s primary objectives are to: Replace the current Fundware financial and accounting system, timesheet system, check printing system and Excel-based shadow systems with Microsoft Dynamics AX 2012; Develop a configured AX 2012 platform that will meet the Transportation Authority business requirements; Migrate current Transportation Authority business processes to fit the functionality of AX 2012; and Integrate paperless document management into all business processes. The Transportation Authority will drive the modification of business processes, but will rely on the consultant to assist Transportation Authority staff with understanding AX functionality and how processes need to change to fit AX functionality. The consultant will be responsible for acquiring the AX 2012 software for the Transportation Authority. The Transportation Authority is seeking a qualified consultant to successfully implement, host, manage and provide maintenance services for Microsoft Dynamics AX Only RFP responses from proposers meeting all of the following required minimum qualifications will be considered: Proposer must be a Microsoft Certified Business Partner Proposer organization must have a minimum of five years of experience implementing Microsoft Dynamics Enterprise Resource Planning (ERP) solutions, including experience implementing AX Proposer must possess and attach a copy of the Microsoft Gold or Silver Certification in ERP competency Proposer must have experience implementing Microsoft Dynamics ERP solutions at a client with less than seven (7) accounting staff for a public agency The functions available in Microsoft Dynamics AX 2012 offer organizations the capability to help address regulatory requirements of public sector organizations including adaptability to legislative mandates, support of transparency and open government, and improvement of constituent services and accountability. The 2012 release took into consideration specific needs of the public sector including specific functions such as project management, grant management, tracking of multiple fund sources for projects, contract management, and public sector accounting reporting. It s anticipated the Transportation Authority will have four (4) super-users, some task-based users, and a large number of users with inquiry access for project management purposes. The specific work of the firm will include the tasks described below, each of which includes the firm s internal Quality Assurance/Quality Control (QA/QC) for all deliverables. M:\CAC\Meetings\Memo to CAC\2013\12 Dec 4\ERP ATT 1.docx Page 1 of 3

6 Phase 1 Plan & Design Services During Phase 1, the consultant will work with the Transportation Authority s Implementation Team (Team) and design the Transportation Authority s future business processes based on AX off-theshelf functionality. The consultant will work with the Team to understand existing business processes and shadow systems, design future business processes, and establish detailed design requirements for the AX implementation. The Team will consider changing business processes if needed to conform to out-of-the-box functionality. The Team s existing knowledge of AX functionality is limited to demonstrations and hands-on lab exercises during a two day discovery session. The consultant will document all design decisions in written form for Team review and approval, including the following: The consultant will describe at a high level how AX will be used at the Transportation Authority. The consultant will describe the implementation process and schedule of AX modules. The consultant will assist the Team in the design of future workflows which should align with AX functionality. The consultant will describe the data migration, business process adoption, and cut-over strategy. At this time, the Transportation Authority anticipates migrating data from the past five fiscal years. The consultant should identify any additional networking requirements, software or hardware that may be required to successfully implement AX. Phase 1 Deliverables: 1. Detailed Implementation Plan, Designation of Responsibilities, and Schedule 2. Detailed Design Documents 3. Weekly Meeting Agendas, Attendance and Status Reports (including, but not limited to timeline progress, budget progress, issues, risks, change orders, deliverable quality assurance and acceptance) Phase 2 Build, Test & Deploy Phase 2 will involve the Build, Test and Deploy activities of AX as planned and designed in Phase 1. The Transportation Authority expects the consultant to lead the following implementation activities: Implementation of networking, hardware, and software requirements and configuration of AX software Modify Transportation Authority business processes to fit AX functionality, based on Transportation Authority direction Migrate financial data from the past five years from Fundware to AX Software Testing and User Acceptance Testing Transportation Authority staff training M:\CAC\Meetings\Memo to CAC\2013\12 Dec 4\ERP ATT 1.docx Page 2 of 3

7 Quality assurance Transition and final cutover Phase 2 Deliverables: 1. Weekly Team Meeting Agendas, Attendance, and Status Reports (including, but not limited to timeline progress, budget progress, issues, risks, change orders, deliverable quality assurance and acceptance) 2. Quality Assurance Report of entire system and processes Phase 3 Support & Maintain In Phase 3, the consultant will provide Post Go-Live Support to fix defects identified by Transportation Authority users. Cost and Funding The contract will be funded by Prop K and Prop AA funds. Total Cost by Phase Phase 1 Plan and Design Services January 2014 February 2014 $170,684 Phase 2 Build, Test and Deploy February 2014 September 2014 $111,278 Phase 3 Support and Maintain September 2014 June 2015 $60,678 Licenses One-Time Cost $72,360 Total Cost January 2014 June 2015 $415,000 M:\CAC\Meetings\Memo to CAC\2013\12 Dec 4\ERP ATT 1.docx Page 3 of 3