Title
Consider a memorandum/resolution approving Software-as-a-Service (Saas) agreement with OpenGov and Ultimate Kronos Group (UKG) for the Financial and Human Capital Management (HCM) suite, in an amount not to exceed $5,380,829.09.
Body
DATE: February 6, 2024
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Agreement with OpenGov as an implementer of the Financials and Ultimate Kronos Group (UKG) for the Human Capital Management (HCM) suite
BACKGROUND AND FINDINGS:
The City's current Enterprise Resource Planning System (Central Square) has been in place since 1998. The financial, human resources, and payroll systems are antiquated, a bottleneck to process improvement, and expensive to maintain. Options for on-going support of the aging financial systems, of which there are several discrete systems, are limited and the flexibility needed for process improvements is lacking. The City's HRIS/Payroll system requires customization to meet minimum business requirements, making it difficult to support. These systems require widespread use of paper, manual data entry, and duplicate data entry or custom integrations to pass data between systems.
Staff determined that the best approach was to procure an Enterprise Resource Planning (ERP) Solution. City staff formed a joint Steering Committee consisting of representatives from Finance, Human Resources, and Information Technology Departments to begin the process to define the scope and procurement of the ERP. The Steering Committee is governed by an Executive Committee consisting of the Directors of Human Resources, Information Technology, and Finance, with the Assistant City Manager functioning as the Project Executive Sponsor.
The evaluation team reviewed several proposals and invited four proposers to conduct high level demonstrations of their solutions. The field was then narrowed to two proposers who were invited to proof of capabilities sessions wh...
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