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Yavapai County budgets for ERP, central procurement and IT updates; Cartograph, NEOgov and consolidation projects advance
Summary
County staff briefed the board on an IT and internal-services modernization push that includes a September ERP go-live target, continued consolidation of ITS and GIS, enterprise application cost increases and new procurement coordination.
County finance, information-technology and human-resources staff used the April 29 work session to summarize a package of modernization projects the manager says are intended to reduce duplication and centralize key administrative functions.
Key program elements and timing
- Enterprise Resource Planning (ERP): Budget staff said the ERP upgrade implementation is active and that a go-live date is currently scheduled for September 19. The project requires cross-departmental staff time for configuration and user training.
- Centralized procurement and thresholds: Finance staff (supported by the county manager) said centralizing procurement and raising low-dollar procurement thresholds would reduce duplicative paperwork and improve the county's ability to accept grants and run smaller procurements without repeated board-level agenda items. The recommended budget includes a procurement coordinator position and a commercial procurement software subscription.
- ITS consolidation and applications: Presenters described the formal consolidation of ITS with GIS, an ongoing firewall modernization effort, and higher application/hosting costs that drove a recommended increase in the ITS budget. The department has also moved end-user device refresh to a "device as a service" leasing model.
- Department systems: Human Resources noted ongoing implementation of NEOgov perform for performance management, continuing recruitment work and benefit administration; ITS said it has transitioned work‑order operations to Cartograph (an OpenGov product) and completed a cloud-phone rollout.
Why it matters: County leaders cited the potential to cut recurring administrative inefficiencies across departments, free staff time for higher-value tasks and ensure cybersecurity and business continuity with upgraded systems. Staff warned the transition will require sustained training, temporary allocation of department resources and attention to vendor lead times.
Quote and next steps
Budget analyst Zach (presenting technical timing) said, "go-live is now scheduled for September nineteenth of this year" for the ERP transition. Staff said they will return with a deployment timeline, training plan and estimates of long-term maintenance costs for the enterprise systems package.
Ending: The board and staff agreed to continue cross-department coordination and return in upcoming study sessions with more detailed cost and schedule information for ERP, procurement thresholds and ITS application increases.
