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HomeMy WebLinkAboutReg 2009-04-20 Item 8B - Purchase - EDEN Project Accounting Module for $33,763CAS NUMBER 09-051 AGI {ND.\ I'rI :Nl DTI ,I Authorize purchase of EDEN Project Accounting module C.\ I I .G( )Rl Discussion ®Iylotion SI'( )NSOR SPONSOR'S SUMMARY RI: \'lI \C'I :D BY MTG. DATE 04/20/09 I MTG. DATE 04/20/09 1Itg Date 04/20/09 Altg Date 04/20/09 Altg Date Council 1 Mayor 1 Adrt Svcs DCD Finance Fire Legal 1 1 P &'R The Project Accounting module from EDEN will allow staff to maintain revenue and cost information within one system to help insure timely and accurate accounting, billing to outside agencies if applicable, and cash receipting. The Council is being asked to approve the purchase of EDEN's Project Accounting module.. I COW Mtg. Utilities Cmte COUNCIL AGENDA SYNOPSIS Initials ITEM No. Meeting Date Prepared by 1 Alayrr'.r review Counc review 04/20/09 SH 1 6 I/ ITEM INFORMATION 1 1 Resolution Ordinance CA &P Cmte Arts Comm. ORiciNAL AGENDA DATE: APRIL 20, 2009 illtg Date 1 1 Altg Date Altg Date F &S Cmte Parks Comm. $33,763 Fund Source: FINANCE DEPARTMENT Comments: Funding will be reviewed during mid- biennium adjustment period DATE: 04/07/09 RECOMMENDATIONS: SP()NS()R /ADMIN. Approval of purchase COM-Inn rrEIt Unanimous Approval; Forward to Regular Meeting on 4/20/09 COST IMPACT FUND SOURCE ESPI ?NDTTURI. RI QUIRI,D AMOUNT BUDGETED APPROPRIATION REQUIRED RECORD OF COUNCIL ACTION Bid Award Public Hearing 1 Other ATTACHMENTS Informational memorandum dated 3/27/09 Quote from EDEN /Tyler Technologies Minutes from the Finance and Safety Committee Meeting of 4/07/09 1 1 $33,763 illtg Date Police U PW/ Transportation Cmte n Planning Comm. TO: FROM: Shawn Hunstock, Finance Director DATE: March 27, 2009 SUBJECT: Authorization for purchase of EDEN Project Accounting module ISSUE The City is in need of an automated accounting system to track project expenses and revenues. City staff currently maintain records outside the City's accounting system to track project expenditures by project, phase and task. Also, with the current accounting system there is no way to integrate funding sources with project expenditures. BACKGROUND The City's accounting system as currently configured allows for some job costing information to be entered and reported upon. However, the system does not allow for integration of multiple projects, or implementation of a hierarchy of different projects, phases or tasks. We also do not have the ability to tie funding source with project expenditures at this time. Manual effort is being made at this time, outside the City's accounting system, to gather this type of information. DISCUSSION City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Rhonda Berry Finance and Safety Committee Jim Haggerton, Mayor The attached quotation is for the purchase and ongoing licensing costs for the Project Accounting module from EDEN Financial Systems. The Project Accounting module will give staff the ability to do the following: 1. Jobs can include multiple levels of expenditures and funding sources. Most projects would have a pyramid of two levels. Overall projects are at the highest level, then another level for expenditure tasks relating to that project, and another level that relates to the activities for each task. Another pyramid could consist of the major funding sources, broken down into allowed and disallowed costs, with the entities granting or loaning funds. 2. Accounts receivable can be integrated with the funding source for billing purposes to submit payment reimbursement requests in a timely basis, with the receipt already coded for later depositing. 3. Overhead distribution to active projects can be set up automatically to post overhead costs to projects. 4. Many reporting options exist for project information and costs over multiple budget years. INFORMATIONAL MEMO Page 2 5. Project status details can be obtained through drill -down using payroll, general ledger, accounts payable, etc. 6. Project adjustments can be made to reclassify project detail independently of G/L accounting. 7. Project budgeting can be integrated with the annual budgeting process to roll project budgets up to the G/L budget. The job costing functionality that exists now within EDEN is something we received some time ago and have used to accumulate some project expense information. However, the Job Costing module is one that EDEN no longer supports, so another solution needs to be put in place to replace this functionality. RECOMMENDATION The Council is being asked to approve the purchase of EDEN's Project Accounting module. For the reasons identified above, staff feels the addition of this functionality will provide department heads, administration and Council with more timely and accurate information related to status of different projects. Funding is not being requested for this item at this time. The Finance department budget will absorb the $33,763 initial cost, and funding may be requested during the mid biennium adjustment period near the end of 2009, if necessary. Council is asked to consider this item at the April 7, 2009 Finance and Safety Committee meeting, the April 13, 2009 Committee of the Whole meeting and subsequent April 20, 2009 Regular Meeting. ATTACHMENTS Quotation from EDEN U:\BudgetInfoMemoEDENPA.doc Financial and Administrative Information Systems Proposal Prepared for City of Tukwila Shawn Hunstock Finance Director 6200 Southcenter Boulevard Tukwila, WA 98188 Phone: 206 4331835 FAX: 206 4331833 shunstock@ci.tukwila.wa.us Prepared By: Tyler Technologies EDEN Division Carrie Hughes Carrie.Hughes@tylertech.com Phone: 800 -328 -0310 February 20, 2009 tyler ter Summary Investment License Fees Summary Investment 19,140 Training and Conversion 10,200 Premier Project Management 0 Estimated Travel Expenses 2,700 Estimated Tax 1,723 Total Purchase Price 33,763 Total Annual Fees 6,380 For existing EDEN Clients, the fees are billed as follows: 100% of Application Software License Fees upon delivery of the software products 1 00 of the Year 1 Application Software Maintenance Fees are billed upon Initiation (first day of training) 100% of the Third Party Product License Fees /Purchase Price upon delivery of the third party products 100% of the Year 1 Third Party Product Maintenance Fees upon delivery of the third party products Services and associated expenses as provided /incurred. Payment is due within 30 days of invoice receipt. Quote is subject to existing Contract. 1100 Oakesdale Avenue SW Customer Name: City of Tukwila Renton, WA 98057 Contact: Shawn Hunstock Carrie.Hughes @tylertech.com Date: February 20, 2009 800 -328 -0310 Salesperson: Carrie Hughes TAXES For Washington agencies, the fees set forth in the Investment Summary include estimates for sales taxes. Actual taxes vary by locale and may be more or less than the amount estimated. All applicable taxes (including, without limitation, sales, use, or excise tax) shall be paid by Tyler to the proper authorities and shall be reimbursed by Client to Tyler. In the event Client possesses a valid direct -pay permit, Client shall forward such permit to Tyler on the Effective Date of this Agreement. In such event, Client shall be responsible for remitting all applicable taxes to the proper authorities. If tax exempt, Client shall provide Tyler with Client's tax exempt certificate. My signature below authorizes Tyler Techonologies to provide products and services as described above. Signature Job Title Print Name Client PO Number Annual Maintenance Fees Software Maintenance 6,380 Y ler P_roductDescription t: EDEN ,Financial Applications Project Accounting. SubTotal Applicable Taxes Grand Total Eden Standard Support Alt Products Third Party Direct Support Crystal Software Assurance Disaster Recovery Services (DRS) Escrow Service for Source Code Support Plus OS /DBA (Ops System and DataBase Suoportl All prices except for those marked as 'Estimated' are good for 120 days from the above date. "Estimated' quotes are subject to immediate change without notice. Tyler offers software support on items under the 'Eden' categories. Software support begins upon onset of training of the software module. Support and maintenance on all other items is offered directly by the supplier or manufacturer. All client computers must meet the minimum client hardware and software requirements defined by Tyler. Sales taxes estimated above will be charged to Washington customers per the purchasing agreement Estimated costs of Travel and Expenses includes estimated charges for travel to and from the customer site. Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 98057; (800) 328 -0310; eden.sales@tylertech.com Estimated Training Install Conversion Days*** Customer Name: City of Tukwila Concurrent Users: Site License Date: February 20, 2009 ty er Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 98057; (800) 328 -0310; eden.sales@tytertech.com Customer Price Quotation Standard Implementation Customer Name: City of Tukwila Concurrent Users: Site License Date: February 20, 2009 Product Description Eden Systems, ,Financial Applications Project Accounting Total Co uu.a.ou Service Charges License Fee (Training,' Data. Estimated Support:, Discount 'Total Prod uct Conv, 8, Proj Expenses 8 Basis Percent Fees Mgmt) Taxes 31,900.00 I 40 19.140.00 I 10,200.00 I 2,700.00 I 32,040.00 11 $31,900.0011''` .':11$ 19,140.00 11$ 10,200.00 11$ 2,700.00 11$ 32,040.00 1,722.6011 1,722.60 1:S'.4: ;Nrr c'r=;: ='ti, II 19,140.0011 10,200.0011 4,422.60 33,762.60 1 1$ 6,380.00 T r i On Site Trips 2.0 1 I 2.0 11 11 Installation, Training, Off- Data Conv site prep days Days 8.0 0.5 I 8.0 11 0.5 1 Other Consulting Days Total Services Days 8.5 8.5 1 Although quotes for services are provided here as our best estimate of what it will take to properly train your personnel in a 'train the trainer setting, such quotations are not a guarantee that quoted services will match the skit and requirements of your staff and that additional services might not be needed. For all services quoted here Tyler will deliver the number of days for the dollars quoted. All additional services beyond those shown in this quotation must first be authorized by the customer and will be provided by Eden Systems at its then going hourly rate. FINANCE AND SAFETY COMMITTEE Meeting Minutes April 7, 2009, 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: Pam Linder, Chair; Joe Duffle and De' Sean Quinn Staff: Shawn Hunstock, Trish Kinlow, Mike Villa, Jim Morrow, Gail Labanara, Mary Miotke, Rhonda Berry and Kimberly Matej CALL TO ORDER: Chair Linder called the meeting to order at 5:04 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Tukwila Municipal Court Participation in the Statewide Amnesty Program* Staff is seeking Council support of the Court's participation in a statewide Amnesty Program which will give defendants the opportunity to pay off delinquent fines with interest and collection fees reduced or eliminated. The amnesty program, which will run May 1 through May 31, will benefit both citizens and government. The United States Supreme Court has expressed support for such amnesty programs throughout the country. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. City of Tukwila Finance and Safety Committee B. Eden Proiect Accounting Module* Staff is seeking full Council approval to purchase the Project Accounting Module for EDEN Financial Systems in the amount of $33,763. The Project Accounting Module will provide the EDEN system the ability to: Integrate multiple projects Implement an hierarchy of phases and tasks Link funding sources with project expenditures Automatically post overhead costs to projects Prepare reports for project information and cost over multiple budget years Reclassify project details independently of the general ledge accounting Although the items above are not an exhaustive list of the Module's capabilities, it does provide a solid example of functions that currently must be done manually by staff. The Module will offer an increased efficiency to deliver financial information in a timely and appropriate manner, and offers a single information source which is excellent for auditing purposes. Additionally, the Project Accounting Module will replace the Job Costing Module which EDEN no longer supports. The Finance Department will absorb the cost of the module at this time, and will seek a mid biennium budget adjustment, if necessary. After the initial purchase price of $33,763 the annual software maintenance will be $6,380. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. C. Howard Hansen Dam Budget Amendment* Staff is seeking full Council authorization to transfer $50,000 from the City's General Fund to budget line items created specifically for expenses related to public outreach involving the Howard Hanson Dam. The Emergency Management Division of the Public Works Department will continue to administer