Carlsbad's City Council approves $10M for technology modernization project

The City of Carlsbad City Council convened on April 22, 2025, to discuss significant updates regarding the modernization of the city’s information technology core systems. The meeting featured presentations from Information Technology Manager Doug Capel, Senior IT Project Manager Rachel Mueller, and Finance Director Zach Korech, who outlined the city’s strategic plan to upgrade its aging technology infrastructure.

The primary focus of the meeting was the Information Technology Core System Modernization (CSM) project, which aims to replace outdated software applications that have been in use since between 1997 and 2010. Currently, city staff rely on over seven different software applications to manage essential administrative operations, including finance, human resources, and utility billing. These legacy systems require substantial resources to maintain and often lead to inefficient manual processes.

Capel emphasized the necessity of modernizing the city’s technology, noting that many neighboring jurisdictions have already transitioned to modern enterprise resource planning (ERP) systems. The city has been preparing for this transition strategically and financially over the past five years, with the City Council approving various initiatives, including the Connected Carlsbad Roadmap and the Strategic Digital Transformation Investment Program (SDTIP).

The CSM project is projected to require a one-time investment of $10 million, which has been planned for and funded through the Technology Capital Investment Fund. Korech provided an overview of the fund's fiscal status, confirming that $5.4 million has already been appropriated for the project, with the remaining funds expected to be requested in the coming years. The fund is projected to maintain a balance of approximately $21.8 million by the end of the five-year period, allowing for continued investment in future IT projects.

Mueller detailed the components of the new system, which will include a citywide administrative operations platform, a budget management system with a public-facing portal, and an upgraded utility billing system. These enhancements are designed to improve efficiency, transparency, and cybersecurity for the city.

The implementation of the CSM project is planned over an 18-month period, with a focus on minimizing risks associated with project delays through the use of professional services and temporary support resources. The council's commitment to modernizing the city’s technology infrastructure reflects a broader goal of operational excellence and improved public service delivery.

In conclusion, the City Council's discussions highlighted a proactive approach to addressing the challenges posed by outdated technology, ensuring that Carlsbad remains equipped to meet the needs of its residents effectively. The next steps will involve finalizing the project details and moving forward with the implementation as outlined in the strategic plan.