Department of Finance
Reference: Financial System (ERP) Replacement
To: Mayor Gregory Mills and Members of City Council
Through: Michael P. Martinez, City Manager
Prepared By: Catrina Asher, Director of Finance
Date Prepared: December 19, 2023
PURPOSE
To provide Council with an update on the selection of a new financial system and an overview of what can be expected in the coming 12-24 months for staff and residents.
BACKGROUND
The City’s current financial system, Harris Innoprise, was implemented around 2009. As the City has grown, this software has remained static and is no longer meeting the City’s needs. Additionally, the City’s current timekeeping and payroll system, Caselle, was implemented in 2020. This system is very basic in its functionality and does not meet the needs of a City with complex scheduling and timekeeping needs (e.g. police department shifts, etc.).
In 2023, City staff in the Finance Department, IT Department, and City Manager’s Office (Budget Team) drafted a Request for Information to explore new financial systems that could potentially replace the City’s financial and payroll systems. This process invited various software providers to submit information about their products and potentially be selected to demo their product. From this process, City staff identified finalists to provide us with a more in-depth product demonstration. All finalists in this process were providers under cooperative or state-award agreements, which means that competitive pricing is already ensured. Therefore, a full Request for Proposal process was determined to be unnecessary. The finalists were invited to an in-person, half-day demonstration of their product. City staff from various departments and at various levels within the organization were invited to participate in the demonstrations and provide feedback.
Based on these demonstrations, follow-up discussions, and reference calls, the City determined that Tyler Technologies best fit the City’s needs. Tyler Technologies is a well-established software firm specializing in financial software for state and local governments with more than 750 clients in Colorado.
The new software will replace both Harris Innoprise and Caselle, as well as Water Smart, and will provide an integrated solution that will better fit the needs of the City and our residents. This will also be a cloud-hosted software solution.
Implementation will take 12-24 months as various modules are implemented at different times. Implementation could start as early as April 2024 and would continue into late 2025.
CRITERIA BY WHICH COUNCIL MUST CONSIDER THE ITEM
The City’s current financial and payroll systems are not meeting the needs of the City. The financial system is nearing end of life and is in need of replacement.
FINANCIAL IMPACT
The cost of the software and implementation are outlined below:
STAFF RECOMMENDATION
Approve the contract resolution as presented.
Attachments:
Ø Resolution
Ø Tyler Colorado Fact Sheet
Ø Presentation