City of Des Moines, Iowa Prepared for: CDM: City Council ERP SYSTEM PROCUREMENT PROGRESS REPORT 11 / 21 / 11 PREMIS Consulting Group 2843 N. Lincoln Avenue Suite #102 Chicago, IL. 60657 T: 773.348.0173 F: 773.348.0174 E: info@premisconsulting.com W: www.premisconsulting.com
PREMIS Scope in a Nut Shell Retire/replace the City s 13 year old aging legacy ERP system with a modern, fully integrated, business friendly ERP system Premis 5 Step Scope to avoid a 12 Step Program 1. A thorough ERP Business Case Assessment 2. Detailed Business and IT Requirements 3. A comprehensive RFP Document 4. A collaborative Evaluation and Selection process 5. A no stone unturned Contract Negotiations process Resulting in a tailor fit ERP solution, implementation and contract that protects the City throughout the lifespan of the software. 2
Reminder of CDM ERP Functional Scope Financial Management Services General Ledger Accounting and Reporting Cash Receipts and Accounts Receivable Accounts Payable Procurement Grant Management and Reporting Budget Prep and Administration Project Cost Accounting Banking and Investment Management Special Assessments Cost Recovery Accounting Human Resources/Payroll Management Personnel Administration and Work Flow Benefits Administration Recruitment/Applicant Tracking Position Management Time & Labor Payroll 3
Project objectives defined during Business Case CDM ERP Objectives 1. Integrate systems, processes, and information across City depts 2. Automate and streamline business processes across City depts (eliminate duplicate manual processes) 3. Improve business efficiency with progressive ERP functions such as budget forecasting, employee self-service, and dashboard reporting 4. Provide quick, easy, and accurate access to information 5. Support current and future City business needs 6. Maintain a modern and updated system that does not become obsolete 7. Ability to readily access, modify, and request information and services 8. Leverage e-gov applications to improve business with constituents 4
Milestone work completed to date 1. CURRENT STATE MAPPING (148 maps/24 process categories) (Sept-Oct 2010) 2. BUSINESS CASE ASSESSMENT REPORT (Nov-Dec 2010) 3. BUSINESS and IT REQUIREMENTS (3,800+ requirements) (Jan-March 2010) 4. RFP (and all associated files) PUBLISHED (MAY 4 TH ) 5. PRE-PROPOSAL CONFERENCE (MAY 24 TH ) 6. QUESTION AND ANSWER PERIOD (JUNE) 7. PROPOSALS DUE (JULY 7 TH ) 8. 3 TIER EVALUATION PROCESS (JULY 8 TH OCT 28 TH ) In Sept this project team celebrated its 1 year anniversary of Kick-off. We ve come a LONG way! 5
A Thorough 3 Tier Evaluation Process CDM Evaluation team included 9 senior staff members and various functional SME s from across core ERP CDM depts (Finance, HR, IT, Police, Fire, Public Works, Engineering, Parks & Recreation and Community Development) 1. Technical & Pricing Proposals Due July 7 th (5 viable proposals submitted) 2. TIER 1: Written Evaluation (4 weeks, top 4 vendors advanced) 3. Reference Checks (top 3 ref s across top 4 vendors = 12 ref checks completed) 4. TIER 2: Vendor/Product Demo Evaluation (6 weeks, top 2 vendors advanced) 5. TIER 3: Best & Final Offer (BAFO) (2 weeks, fine tuned price) 6. Site Visits (2 weeks, 2 site visits completed) 7. Council Approval of Selection & Authorization to Negotiate Contract 8. Conduct Formal Contract Negotiations (3 weeks, with top vendor) 9. Present Contract to Council for Approval (tentatively Dec 19 th ) 6
Scoring Summary: 3 Tier Evaluation Process By UNANIMOUS decision, the 9 member CDM evaluation team scored TYLER #1 in all 4 non-price point categories during all 3 evaluation tiers! (A 1 st for Premis) Non-price point categories (800 pts) 1. Functional Requirements 2. Technical Design/Approach 3. Implementation Approach 4.Vendor Qualifications 7
So WHY Tyler? Best OVERALL FIT for the City Vendor/Product Demo Evaluations: Vendors were required to demonstrate system functionality using a 20 page DETAILED script encompassing ALL in-scope areas. A few highlights of the Tyler system are Consistent and User-friendly Chart of Accounts Structure: Resulting in reduced change mgmt, staff training, rework of interfaces, reports and other city application systems (including Housing Services). Largest software company solely dedicated to Public sector with more than 30 years of experience. Role Tailored Dashboard More effective and efficient use of the system. The Tyler-Pulse interactive analytical tool will result in more effective research and reporting. Readily and easily import/export data to/from the system. AP Invoice Bar coding will drastically reduce manual filing and facilitate the yearend audit process. Federal Reporting for multiple entities can be accommodated with no customizations. Project Cost Accounting: up to 10 levels of reporting. Most efficient approach to creation of the Comprehensive Annual Financial Report (CAFR). Seamless integration of industry & City tech standards (e.g. MS Office, SharePoint, SQL, etc) Most in line with City IT technical standards (less hardware to buy) Site license - not based upon the number of users. (allows for future growth without additional $ s) Proven track record of successful conversions and implementations Robust Employee Self-Service functionality (creates more transparency to/for the City) Fully Auditable System (everything is tracked and reportable) 8
Project Budget looks good as well Nice! The Best and Final Offer (BAFO) Phase proved very useful with Tyler in fine tuning and right sizing the project down by nearly $1.6m. 9
Discussion / Questions PREMIS goal for you ALWAYS! What the customer really needed 10