The URL can be used to link to this page

Home My WebLink AboutCOW 2008-11-24 Item 5F - Purchase - EDEN Financial Systems Site License for $32,700CAS NUMBER 08-152 Fund Source: Continents MTG. DATE 1 11/24/08 1 MTG. DATE 11/24/08 12/01/08 1 0 S ttileeting Date 11/24/08 12/01/08 FINANCE DEPARTMENT BUDGET COUNCIL AGENDA SYNOPSIS Prepared by SH SH Marais ITEM NO. Mayor's review I Council review AAA ITEM INFORMATION I ORIGINAL AGENDA DATE. NOVEMBER 24, 2008 AGENDA ITEM TITLE Acquisition of site license for EDEN Financial Systems. C.\"1'1:G( )RY Discussion Motion n Resolution 1 Ordinance n Bic Award I I Public Hearing Other r1Its Date 11/24/08 rlltg Date 12/01/08 illtg Date dltg Date RECORD OF COUNCIL ACTION Mtg Date _lltg Date Mtg Date SPONSOR Council Mayor _Adm Svcs DCD Finance Fire Legal P &R Police PW SP ONSOR'S There is a need for a site license for EDEN Financial Systems. A site license will allow for SVMU.IRY unlimited users of EDEN. The benefits of a site license include the ability for each department to manage their budgets in a timely basis, electronic routing of purchase orders for approval, as well as the addition of other modules, such as the new HR system, with no need to pay for additional individual user licenses. RE\ 11 ;WI .D BY LI COW Mtg. CA &P Cmte F &S Cmte n Transportation Cmte Utilities Cmte Arts Comm. n Parks Comm. n Planning Comm. DA 1'E: 11/18/08 RECOMMENDATIONS: SPONSOR /ADMIN. Approve acquisition of the site license. COMMIT-ME Unanimous approval; forward to Committee of the Whole. COST IMPACT FUND SOURCE EXPINDITURE RJ.QUIRG.D AMOUNT BUDGETED $32,700 ATTACHMENTS Informational memorandum dated 11/19/08 Informational memorandum dated 11/12/08 Minutes from the Finance and Safety Committee meeting of 11/18/08 APPROPRIATION REQUIRED City of Tukwila Jim Haggerton, Mayor Finance Department Shawn Hunstock, Director To: Mayor Haggerton Committee of the Whole From: Shawn Hunstock, Finance Director Date: November 19, 2008 Subject: EDEN Site License ISSUE The EDEN Financial Systems application, used for purchasing, accounts payable, payroll, travel claim and petty cash reimbursements, and financial reporting, is currently limited to a small number of users throughout the city Some departments do not have a single user of EDEN, and a few departments have just one or two users. The purchase of a site license for EDEN will give us the ability to have an unlimited number of users. BACKGROUND EDEN is offering a discount of $7,300 on the cost of the site license if we purchase it before year -end. The discount is being offered in light of our previous commitment to EDEN products and our planned purchase of other modules, such as Cashiering and HR. Funding for the purchase will come from the Finance budget. The final budget amendment for 2008 includes moving resources into the Finance budget. This budget amendment will fund the site license as well as the previously approved cashiering module, also from EDEN. RECOMMENDATION Staff recommendation is to approve the purchase of the EDEN site license. The Finance and Safety Committee on November 18, 2008 approved forwarding this item to Committee of the Whole on November 24 with unanimous consensus for approval cc: Rhonda Berry, City Administrator Mary Miotke, Infonnation Technology Director Attachment: Memo to Finance and Safety Committee, dated 11/12/08 City of Tukwila Jim Haggerton, Mayor Finance Department Shawn Hunstock, Director To: Mayor Haggerton Finance Safety Committee From: Shawn Hunstock, Finance Director Date: November 12, 2008 Subject: EDEN Site License ISSUE The EDEN Financial Systems application, used for purchasing, accounts payable, payroll, travel claim and petty cash reimbursements, and financial reporting, is currently Limited to a small number of users throughout the city. Some departments do not have a single user of EDEN, and a few departments have just one or two users. The purchase of a site license for EDEN will give us the ability to have an unlimited number of users BACKGROUND Departments currently rely on the Finance department to distribute, or post on the intranet, infoilnation related to year -to -date expenditures. There can at times be delays in getting this information out to departments depending on the workload within the Finance department. This infoiniation is also at a very high level and is helpful for monitoring the overall status of a budget, but not for answering specific questions, such as determining what exactly was charged to a specific budget number. The purchase of a site license for EDEN will provide the city with the following benefits: Departments will be able to access financial information at any point in time and will be able to drill -down to specific documents, vendors and journal entries. This will improve the timeliness and relevance of information directors and managers' need to administer their budgets The Finance department will be able to implement a requisitioning process for city purchases. This will give departments the ability to enter Purchase Orders at- will, rather than waiting for Finance to enter them. The above requisitioning process will also give the city the ability to route Purchase Orders electronically rather than manually for approval. Currently, Requests for PO's are printed in hardcopy form and routed through managers and departments for approval. Electronic approval routing, utilizing existing purchasing authority limits, will allow for timely processing of PO's, will save the cost needed for staff time in routing hardcopy documents to different people, as well as save the cost needed for printing these documents. Finance Safern Committee EDEN Site License Page As other modules of EDEN are implemented, such as Cashiering and Human Resources having a site license will give us the ability to add additional users of the system with no incremental costs for individual user licenses. This will also save on licensing costs when online timesheets are eventually implemented. Finally, EDEN is offering a discount of $7,300 on the cost of the site license if we purchase it before year -end. EDEN is offering the discount in light of our previous commitment to EDEN products and our planned purchase of other modules, such as Cashiering and HR. RECOMMENDATION Staff recommendation is to approve reallocation of appropriations in the Finance and Department 20 budgets in the amount of $32,700 for the purchase of an EDEN site license. cc: Rhonda Berry, City Administrator Mary Miotke, Information Technology Director Attachment: Email and Quote from EDEN. Finance Safety Committee Minutes November 18, 2008 Page 2 C. A Resolution Regarding Non Reoresented Employee Wages and Benefits for 2009, Staff presented recommendations for non represented wages and benefits for 2009. In a departure from a wage increase based on a percentage of the CPI -W, the Mayor is recommending the following compensation package for the non represented employees for 2009: A flat rate 4.5% increase to the non represented wages, effective January 1, 2009 Updated benefits schedule Implementation of a longevity schedule, effective January 1, 2009 Committee members requested the total cost to the City for both the proposed 4.5% increase and the longevity proposal be provided to full Council. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 24 COW FOR DISCUSSION. D. Final 2008 Budget Amendment Each year the Finance Department assesses the actual financial performance of the City compared to the adopted budget. As part of this annual analysis, staff is proposing an amendment to the 2008 Budget. The amendment calls for the reallocation of unspent appropriations to budgets with potential deficits. Budgets increased are: finance, related to unbudgeted claims and judgments of $299,000; and legal, related to unexpected legal representation, prosecutorial and other expenses of $340,000. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 24 COW FOR DISCUSSION. E. An Ordinance Adopting the 2009 -2010 Budget and a Resolution Adopting the 2009 -2014 Capital Improvement Program Staff indicated the adjustments identified during the Proposed Budget review have been completed and the ordinance in draft form is attached to the Committee Agenda. After discussion, the Committee was in favor of forwarding to the COW for discussion. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 24 COW FOR DISCUSSION. F. Eden System License Proposal Shawn Hunstock indicated that the EDEN Financial Systems application is currently limited to a small number of users throughout the City. Some depai intents do not have a single user of EDEN, and a few depai intents have only one or two users. The purchase of a site license for EDEN will give departments the ability to have an unlimited number of users increasing the functionality and usefulness of the program. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 24 COW FOR DISCUSSION. G. Proposed Refunding of 1999 Bond Issue Staff has recently indentified an opportunity to possibly refund the 1999 bond issue and save an estimated $326,048, over the remaining ten years of the bond. The original bond issue was $10,000,000 and approximately $6,260,000 remains outstanding. The potential impact on the proposed 2009 -210 Budget is a savings of $60,557. This amount represents a decrease in sales taxes that would be needed to pay for debt service, and could be used in the General Fund or elsewhere. Committee members asked clarifying questions on bond status, and restrictions associated with the refunding. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 24 COW FOR DISCUSSION. FI. S.C.O.R.E. Interlocal Agreement Due to time constraints, this item was removed from the agenda and will return to Committee on December 2. III. MISCELLANEOUS Meeting adjourned at 7:10 p.m. Next meeting: Monday, December 2 5:00 p.m. Conference Room #3 Committee Chair Approval Minutes by MH