HomeMy WebLinkAboutFIN 2021-04-12 Item 1C - Update - ERP Implementation Project (Finance Enterprise)City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance and Governance Committee
FROM: Vicky Carlsen, Finance Director
CC: Mayor Ekberg
DATE: April 6, 2021
SUBJECT: Update on ERP Project
ISSUE
Provide an update on the status of the ERP implementation project.
BACKGROUND
At the December 14, 2020 special meeting, City Council authorized the Mayor to sign
contracts with CentralSquare Solutions and NeoGov to replace the City's existing
financial software system. CentralSquare Solutions is providing a full suite of financial
software modules including general ledger, accounts payable, accounts receivable,
payroll, bank reconciliation, fixed assets, grant and contract management, among others.
NeoGov will be providing a complete Human Resource Information System that
incorporates Recruiting, Onboarding, Core HR, Time and Attendance, Performance
Management, Learning Management System, and Offboarding. .
DISCUSSION
As soon as the contract were signed, staff began working with the vendors to begin the
implementation.
Finance Enterprise
Finance Enterprise is the software solution that is being provided by CentralSquare
Solutions. The software will be implemented in a total of five phases.
Phase 1: The first phase is a complete review of existing processes, identification of where
improvements can be made, and decisions for changes documented. This phase has
begun and is expected to be wrapped up in the next two months. Phase one also includes
revamping the chart of accounts (COA). The COA is a listing of all accounts used in the
general ledger to track accounting transactions (both revenue and expenditure) by fund,
department, and type. The new COA will allow for better reporting capabilities and greater
transparency.
Phase 11: The second phase includes implementing the general ledger, accounts payable,
accounts receivable, cashiering, and bank reconciliation modules. Along with these
modules will be reporting and dashboard capabilities for all departments. While this is a
very aggressive schedule, we are hoping to have these modules online by August 1 of
2021. Phase two will begin in April, once the new COA has been drafted.
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Phase III: Phase III will be the implementation of the remaining financial modules
including fixed assets, grant and contract management, purchasing, budgeting, and the
CAFR and budgeting reporting tool. Phase three will not begin until Phase two has been
completed. At this time, we are scheduled to complete Phase 3 by the end of 2021.
Phase IV: This phase will be the implementation of the utility billing module. Due to
limited staffing, it is not possible to begin this phase until the other financial modules are
completed. It is expected that the utility billing module implementation will begin late in
2021 and be completed in the early fall of 2022.
Payroll: Payroll implementation will be the most complex module to implement, and due
to the complexity, will take the most effort and time to fully implement. Payroll cannot
begin until Phase I is completed but we do expect to begin this process sometime this
fall. Estimated go -live for payroll will be summer or fall of 2022.
NeoGov
Note: All NeoGov phases are dependent on Finance's implementation and their timeline,
therefore implementation of each NeoGov phase is predicated on the larger ERP
implementation.
Phase I: Implementing the NeoGov Onboard module. Creating the payroll documents in
NeoGov, including all on -boarding documents, and ensuring plans are in place to
integrate with and route correctly to Finance Enterprise. This involves the development
of numerous forms and workflows in NeoGov along with working with finance to identify
employee codes, job classification codes, position numbers, and populating the NeoGov
HR core module with this information.
Phase II: Implement the NeoGov Perform module. Develop the employee evaluation
system in NeoGov. Develop forms, workflows and testing. Transfer former evaluations
from Lanteria.
Phase III: Fully integrating E -Forms module for use in recruitment process, such as offer
letters, interview questions, etc.
Phase IV: Implement NeoGov Learn module as the City's new Learning Management
System to offer and track training, learning and other employee development
opportunities.
Interfaces with Other Systems
As part of the implementation, there are a number of other applications utilized throughout
the City that will need to interface with our new systems. Some of the major systems that
will need interfaces built include:
- Telestaff, which is utilized by the Fire Department for timekeeping, must interface
with both NeoGov and Finance Enterprise (FE).
- Laserfiche will be utilized to store contracts, among other documents that will need
to be accessible by users of FE.
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- The Recreation Department utilizes two separate solutions for transactions for the
community center as well as the golf course. Financial transactions from both of
these systems will need to be imported to FE on a daily basis.
- TRAKiT is utilized by DCD to record permit activity. These transactions will need to
be imported daily to FE.
- NeoGov will need to be able to send data to FE and vice versa.
- Lucity, used to record asset information will need to sync with FE so that duplication
of data entry is eliminated.
Each system will require its own analysis and process for moving data between systems.
RECOMMENDATION
Information only at this time
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