HomeMy WebLinkAboutFIN 2018-10-16 Item 2A - Purchase - New Cashiering System and Related SoftwareCity f Tukwila
Allan Ekberg, Mayor
UNFOR ATUONAU -E ORANDU
TO: Finance Committee
FROM: Peggy McCarthy, Finance Director
CC: Mayor Ekberg
DATE: October 10, 2018
SUBJECT: Purchase New Cashiering System for Finance Department and City Clerk
ISSUE
Authorize the purchase of e new cashiering system for the Finance Department and the [>dy
Clerk's office.
BACKGROUND
The point ofsale cashiering system used bvthe Finance Department and the City Clerk's office,
Care Cashiering, was purchased and implemented in January 2009. almost ten years ago. In
recent years, consideration has been given fUpurchasing a new cashiering system because the
existing system functions slowly and system support and upgrades have been discontinued by
the vendor. |nJune 2O18.the need for enew system beoanlennoneurg8nt' The Payment Card
Industry 'PC|)standaPds became more stringent requiring a more secure encryption protocol —
Transport Layer Security (TLG) 1.2 - effective June 30. 2018. Because the Core Cashiering
system did not comply with this protocol, a work around was developed by the Qty'e T|S
Department to achieve compliance. Under the T|S-dava|oped eo|UUoO` credit card transactions
are processed using a two-step method. First, the credit card payment is processed using on
online terminal. Next, the transaction is recorded into the 'Core Cashiering system by entering
the last four digits of the credit cand, the credit card expiration date, and the transaction
authorization number from the online credit card terminal. This solution solved the immediate
problem but proved tobeavery time-consuming process.
DISCUSSION
The Tyler Technologies cashiering system has been identified as a more octinno| point of sale
cashiering solution, one that will save time and create efficiencies in the Finance Department and
the City Clerk's office. The system has been vetted bythe T|S department and the online
demonstration was viewed by and received favorable responses from several Finance staff. The
advantages ofthe new system include:
1. Credit card processing compliesvvith new PC|etandmrds TLS1.2
2. Integrated credit card processing which eliminates the two-step process currently being
used
3. Quicker processing and better functionality in general resulting in more responsive
customer service
4. Ongoing vendor support and upgrades
5. More direct/easier integration with the EDEN financial system
O. Real time reoeipUng is retained for up-to-date customer account information
7. Site license supports unlimited cashiering stations within the City; currently contemplated
for two cashiering stations in Finance and one cashiering station for the City Clerk's office
0. Integrates with K8uDis, the Tyler Technologies next generation financial software. (E[)EN,
the Ciha'S'current financial softVxane., is a Tyler Technologies product)
INFORMATIONAL MEMO
Page 2
9. Maintenance fee savings of $4,775 annually; current fee is $10,535 and proposed fee is
$5,760 annually.
FINANCIAL IMPACT
ITEM
DESCRIPTION
AMOUNT*
Software site license
$32,000 less $8,000 discount
$24,000
Implementation cost
48 hrs @ $160/hr
7,680
Total software and implementation
$31,680
Hardware — printer and hand-held
scanner
3 printers @ $1,600 each = $4,800
3 scanners @ $385 each = $1,155
$5,955
Total Software, hardware and implementation
$37,635
One-year maintenance
$5,760
TOTAL COST
$43,395
With the annual $4,775 savings in maintenance fees, the $37,635 system cost will be recovered
in less than eight years. Should this purchase be authorized, staff will pursue a 2018
implementation date with Tyler Technologies. If Tyler Technologies cannot accommodate this
timeframe and the system is implemented in 2019, a 2019 carryover budget amendment may be
necessary.
*exclusive of applicable sales or use tax.
RECOMMENDATION
The Council Committee is being asked to approve the purchase and consider this item at the
October 22, 2018 Committee of the Whole meeting and subsequent November 5, 2018 Regular
meeting.
ATTACHMENTS
"How to Prepare for the TLS1.2 Compliance Deadline in 2018"
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https://www.centurybizsolutions.net/how-to-prepare-for-thertls-1-2-compliance-deadline-in-2018-11/
Is your business prepared for the TLS 1.2 compliance deadline in 2018?
The PCI Security Standards Council is changing its security standards —businesses will no
longer be able to use TLS 1.0 to secure credit card information.
Merchants must upgrade to TLS 1.2 by June 30, 2018, or they won't be able to process
credit card payments.
TLS, also known as Transport Layer Security, is an encryption protocol that's part of the
next wave of PCI compliance. The TLS changeover is replacing the TLS 1.0 security
protocol that's out of date for today's payment security needs.
TLS is used to establish a secure payment channel between two systems, which
authenticates purchases and fully protects the credentials of all parties involved in the
payment process. The current encryption standard, TLS 1.0, no longer meets minimum
security requirements due to vulnerabilities in the protocol that cannot be fixed. TLS 1.0 and
1.1 have known security vulnerabilities that carry a significant risk of data breaches.
TLS 1.2 provides extra layers of security to protect sensitive credit card information and
keep business details safe from hackers.
Merchants who upgrade will ensure that their payment systems are fully protected, but
those who fail to follow through will risk exposing their systems to hackers and jeopardizing
relationships with their customers. Merchants who upgrade to TLS 1.2 will have peace of
mind in knowing that their sensitive data is safe and their profits are protected.
If merchants neglect to make the switch to TLS 1.2, they won't be able to process payments
and their business will be extremely vulnerable to data breaches, cyberattacks, and security
3
vulnerabilities. The updated TLG 1,2pn}t0CV| provides higher security standards to protect
merchants from third -party hackers.
Merchants are encouraged to migrate aSsoon as possible. Those who fail to upgrade to
TLS1.2won't be able tVprocess credit card transactions starting July 1^2O1O.Toget LIP to
date with the most current security protocol, merchants should consult a payment provider
that ensures TLS 1.2 compatibility.
8incoTLS1,2onrnp|ianceiSr8qUiFedtOprncessp8ynnentsoftmrJUne3O.nnerChant5need
to vvDrh with a certified p@VDleOt provider to verify that their software and hanjvVmna are up to
date with the latest security requirements.
Any type of security -related switch can come with some obstacles, so it's important to
migrate as soon as possible to avoid missing the deadline. Merchants who don't upgrade to
TiS 1-2 by Juno 30 ooUld See a serious decline in their revenue.
Businesses that accept payments online are most susceptible to TLG vulnerabilities, In
order to achieve TLS 1.2 cnnnpatibi|itv, merchants nh0U|d find a PC|-compliantpayn1ent
gateway that provides TLS 12 compliance.
A TLS 1.2-compatible payment gateway will provide optimal payment security and protect
users from Vulnerabilities. Plus, PC| compliance lessens the liability for Your business in the
event of a data breach.
Using 8 payment gateway that COrObhles TLG 1.2SeCuhh/ with PC| compliance will provide
the highest pDSsib|e|8ve|ofpaymeOtSecUhtvfn[bothbUsin8ssenandthei[CUStonl8[S.