Item 4FNovember 21, 2006
Item 4F Authorize the City Manager to sign an agreement with Tyler Technologies (MUNIS) for the purchase of a license and maintenance agreement for the Finance, Human Resource
Information Management and Utility Billing software applications in the amount of $599,000 plus $136,636 in additional/optional services and equipment
Agenda
Background
IT Alignment Study
Software Selection
Functionality & Benefits
Software Implementation
Approach
Timeline
Costs
Question & Answer
Background - IT Alignment Study
Financials/HR/UB
Public Service Ops
Public Safety Ops
Assessment Findings
Missing system functionality results in manual or inefficient business processes
Technology infrastructure is complicated and lacks critical integration between applications
Current applications make reporting and analysis difficult or even impossible in some cases
Current foundational applications are based on out of date technology & are hard to use
Strategy Recommendations
Implement
Foundational
Software
Implement
New
Systems
Expand
Existing
Systems
Implement
Immediate
Improvements
Online PO
IT Governance
DRC IT Enablement
Improved Reporting
Online Self Service
Online Records
The IT Alignment Study, completed in April 2006, identified improvement opportunities in four significant areas
Strategy Recommendations and a supporting IT Alignment Roadmap were developed to address the opportunity areas
The first major project in the IT Alignment Strategy Roadmap is the implementation of new software to support the Financial, Human Resources and Utility Billing functions performed by
the City
Note: Projects/initiatives outlined in red are associated with the Financials, HR & Utility Billing software implementation
Background – Software Selection
A software selection project was initiated in June 2006 to identify the best software package to support the City’s Financial, HR and Utility Billing functions
The selection process is summarized below
Over 1500 business requirements were developed and validated by a cross section of City staff
An RFP covering the required business functionality was developed and distributed to 13 separate municipal software providers
Seven vendors responded
After detailed RFP analysis was completed, 2 of the 7 respondents were invited to demonstrate their software
Each vendor demonstration took 2 days to complete
1 vendor, Tyler Munis, was the clear overall best fit
City staff followed up with reference checks and a site visit
City worked with the vendor to draft a contract
Background – Software Selection
Each vendor RFP response was evaluated a balanced set of criteria that included cost, vendor viability, product functionality, implementation approach and other technology evaluation
criteria (see table below)
The two highest scoring vendors across all categories were invited to demonstrate their software
Background – Software Selection
Each vendor who was selected to participate in demonstrations was evaluated for software functionality, technical fit, vendor viability, maintenance/support, cost and implementation
approach
The Tyler MUNIS product scored highest in all functional areas as shown in the graph below
Background – Software Selection
The Tyler Technologies MUNIS product was the final selection based on their high marks across all areas
Tyler Technologies, with Headquarters in Dallas, focuses exclusively on solutions for the public sector
Largest company solely dedicated to providing software and IT Services to the public sector
Publicly traded on NYSE (TYL); in business for over 40 years
Annual revenues over $172 million and employs over 1,325 staff
Serves nearly 4,500 customers; MUNIS is used by over 1,200 customers
Local customers include City of Frisco, Mesquite ISD, Irving ISD and McKinney ISD
MUNIS installs between 60 and 70 new customers annually
Background – Functionality & Benefits
General
Ledger
Accounts
Payable
Accounts
Receivable
Project
Accounting
Budgeting
Billing
Service
Orders
Meter
Reads
Fixed
Assets
Time &
Attendance
Payroll
Applicant
Tracking
Procurement
Cash
Management
Financial
Human
Resources
Utility
Billing
Reporting
& BI
Workflow &
Imaging
GIS
Integration
Property &
Customer
Master
Self
Service
MUNIS Integrated Software
Base
Function
Shared
Services
Legend
The Tyler MUNIS product is an integrated solution and therefore significantly addresses a key finding from the IT Alignment Strategy that the City’s existing applications lack critical
integration points
Background – Functionality & Benefits
Implementation of Tyler MUNIS will significantly address three of the four recommendations from the IT Alignment Strategy project
Implementation - Timeline
Notes
The first phase of each project is the Project Planning Phase. During this phase, MUNIS will coordinate with the City and MAXIMUS detailed interviews to finalize the final project plan.
The Finance and Procurement implementation will begin in mid-December and will move into production in October 2007.
The Utility Billing implementation will begin shortly after the financial system and will also move into production in October 2007
The HR and Payroll systems implementation will begin in May and go live on January 1, 2008.
Implementation - Costs
One time implementation costs = $1,410K (see table below)
Ongoing yearly software maintenance = $67K
Ongoing yearly disaster recovery service = $14K
One Time Costs
Notes:
* This is a not to exceed amount and may not all be necessary
** Optional items include additional software modules and cash station hardware which may not be purchased, but whose price has been guaranteed for 18 months; Travel and Expenses are
an additional cost and may not reach the budgeted amount; City has agreed to pay the cost of a performance bond
IT Alignment Study Implementation Phase II - Strategic Initiative Fund Budget
Technology Infrastructure
$925,000 Purchase of the Finance, Utility Billing and Human Resource Management foundational software;
$90,000 Purchase of hardware for the above software applications;
$350,000 Implementation management for the above software applications;
$310,000 Data conversion associated with the above
software applications;
The total budget for the technology infrastructure proposal phase
II is $1,675,000.
IT Alignment Study Implementation
Cost v. Benefits
Summary
Annual savings in labor hours 17,657
Annual savings in fte 7
Labor re-allocation $ 215,643
Cost avoidance $ 82,000
Total expense savings $297,643
Total implementation costs $1,410,000
Implementation recovery 4.7 years
Item 4F
Questions
Contact Jim C. Blagg
817.748.8601