05-22-2017 BPU RPT 15 - Laserfiche WebLink

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W A I R h N h B L Y I.WON l F F RIVERSIDE PUBLIC UTILITIES PUBLIC UTILITIES Board Memorandum BOARD OF PUBLIC UTILITIES DATE: MAY 22, 2017 ITEM NO: 15 SUBJECT: APPROVE EXPENDITURES FOR THE SUPERION, LLC. FINANCIAL AND HUMAN RESOURCES SOFTWARE UPGRADE PROJECT FOR ELECTRIC'S AND WATER'S SHARE ALLOCATION IN THE AMOUNT OF $103,017.08 AND $34,339.02, RESPECTIVELY, FOR A TOTAL COST OF $137,356.10 ISSUE: Approve expenditures for the Superion, LLC. financial and human resources software upgrade and consulting services of a to be awarded bidder for an enterprise resource planning project, of which Electric's and Water's share allocation is $103,017.08 and $34,339.02, respectively, for a total of $137,356.10. RECOMMENDATION: That the Board of Public Utilities approve expenditures for the financial and human resources software upgrade and consulting services for an enterprise resource planning project, of which Electric's and Water's share allocation is $103,017.08 and $34,339.02, respectively, for a total of $137,356.10. BACKGROUND: The City is currently using SunGard Public Sector, version 7.9, financial software for human resources, payroll, general ledger, accounts receivable, accounts payable, and fixed assets. This system integrates with other application systems including UWAM Work and Asset Management system, Enquesta Utilities Billing system, iNovah Cashiering system, STR Communications system, Laserfiche Document Management system, TeamBudget Budgeting software, Systema Workers Compensation system, Telestaff Timekeeping system, and custom web services. The City implemented the SunGard Public Sector Integrated Fund Accounting System (IFAS) in 1999 when SunGard was selected as its preferred vendor to replace its legacy systems. In 2010, the City completed a major upgrade to the IFAS system which introduced a web browser based version of the software and various other system improvements and enhancements. In 2012, SunGard released a new iteration of the software called OneSolution which incorporated IFAS Financial and Human Resource applications and additional Public Sector offerings, as well as IBM Cognos Business Intelligence for reporting. In 2015, the City performed the hardware and underlying software infrastructure upgrades required to support future IFAS upgrades. DISCUSSION: The current financial and human resources system needs to be upgraded to the OneSolution release to maintain an active support agreement for all technologies relating system support. The current 7.9 version has problematic dependencies that will impact the City within at least two to three years. Since 2012, several major releases of OneSolution have occurred and staff now believe the OneSolution version has matured, and will, at a minimum, facilitate the functionality used by the City today. There are several weaknesses of the current 7.9 system; the upgraded OneSolution system will address many of these weaknesses. Specifically, the OneSolution software will meet the City's fundamental needs and