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HomeMy WebLinkAboutFS 2009-04-07 Item 2B - Purchase - EDEN Project Accounting Module with Tyler TechnologiesTO: 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 Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Rhonda Berry Finance and Safety Committee 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:1BudgetllnfoMemoEDENPA. 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 shuns tock@ci.tukwila.wa.us Prepared By: Tyler Technologies EDEN Division Carrie Hughes Carrie.Hughes@tylertech.com Phone: 800 328 -0310 February 20, 2009 tyler ty er Summary investment License Fees 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 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 100 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. 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 tyer Product Description EDEN ;Financial Applications r, Project Accounting Sub Total Applicable Taxes Grand Total Eden Standard Support All Products Third Party Direct Support Crystal Software Assurance Disaster Recovery Services (DRS) Escrow Service for Source Code Support Plus OS /DBA fOps System and DataBase Suoport) E yler Product Description Eden Systems-. Financial AppJicatons Project Accounting Total Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 98057; (800) 328 0310; eden.saleslditylertech.com Customer Price Quotation Standard Implementation Customer Name: City of Tukwila Concurrent Users: Site License Date: February 20, 2009 License, Fee. Support 31,900.001 It $31,900.0011''' 40% h H II 6,380 00 II Service Charges (TrainIng,'Data Estimated,." Total Product Cony, S P Expenses Fees I Mgmt) Taxes Total 19,140.00 19,140.0011 1o:2o0.00I 10,200.00 it 11$ 1,722.6011 1,722.60 10,200.00 11$ 4,422.6011 5 33,762.60 2,700.00 I 32,040.00 2,700.00 II 32,040.00 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 On Site Trips Installation, Other Total Training, Off- Data Cony Consulting Services site prep days Days Days Days 2" .0 I I 8.0 I 0.5 2.0 II 11 8.011 0.5 I I 8.5 8.5 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 skill 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.