City finance staff seek Encode upgrade and cloud migration to speed billing and records
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Summary
Finance staff requested moving the ENCODE financial/payroll system to a cloud (SaaS) platform, upgrading to version 10, and adding modules for purchasing, contract management and accounts receivable to reduce manual processes and improve remote access.
Finance staff told council that the city’s ENCODE enterprise resource planning system has been in its current version for about a decade and recommended a package of upgrades and modules to modernize financial, HR and procurement functions.
The staff presentation said a cloud‑based (SaaS) deployment would eliminate the need for staff to VPN into the building to use ENCODE and would allow vendor maintenance to occur remotely. Staff said Version 10 of ENCODE adds features the city lacks now — including online document storage, receipt and bill emailing, and improved security — and listed that upgrade at a presented cost. Additional optional modules presented included electronic purchasing (requisition‑to‑purchase‑order‑to‑pay), contract management, applicant tracking and accounts‑receivable automation.
Finance staff described productivity gains from reducing manual work, attaching supporting documentation electronically rather than keeping paper files, and automating collections and AP processes. Staff also proposed contracting for Debtbook software to track bond issuances and capital leases under new GASB accounting standards. Staff said laptops and other hardware needs could be pursued within current budgets if necessary.
Council did not take a formal vote; staff requested direction about funding priorities for technology upgrades when the proposed balanced budget is presented.