Mariposa County tells supervisors Oracle rollout is on track, highlights payments and payroll progress

Mariposa County supervisors received a quarterly progress report on the county’s Oracle enterprise resource planning system during their Jan. 21 meeting at the Board Chambers.

Assistant County Administrative Officer Lee Westerlund told the board the county is “on track” with the multi-year implementation and listed recent accomplishments including accounts-payable invoice scanning, new Redwood timecard functionality, a live fixed-asset registry and an emerging accounts-receivable workflow.

Westerlund said the county has automated several time-consuming manual processes. “Now you can take those invoices and scan them into Oracle, and the invoice is automatically created,” she said, citing a public-works tester who helped pilot the feature. She also singled out staff who helped test and stabilize the system, including payroll and public-works employees who flagged issues that were fixed within 48 hours.

Why it matters: the county’s accounts payable team processed thousands of invoices in 2024 and used the new tools to accelerate validation and payments. Westerlund told supervisors that county AP reports show more than 27,000 invoices and 11,472 payments in 2024, and that enhanced automation should reduce manual rework and speed reimbursement to vendors and partner agencies.

Major accomplishments listed by staff included: - Invoice document recognition (AP scanning) that extracts vendor, date and totals to create an invoice record automatically (piloted by public-works personnel). - New Redwood timecards and mobile time entry fixes for sheriff’s, roads and custodial staff. - A centralized fixed-asset manager and improved fixed-asset reporting used to close fiscal-year audits. - Implementation of General Services Administration per-diem rates for travel and a plan to issue virtual government cards for travel and lodging.

Work in progress and next steps - Biweekly payroll transition: unions have agreed to move to biweekly payroll; county staff said the first payroll change will occur in January 2026 and the county is working with payroll and HR to communicate changes to employees. - Accounts receivable: staff are piloting invoicing inside Oracle with one department; the goal is to create a consistent AR workflow for county services and permits. - Grants management: teams are building a grants-reimbursement workflow so expenses tracked in Oracle can be consistently submitted and traced for state and federal reimbursements. - Point-of-sale / Tyler integration: staff said integration with the county’s permitting/land-management system (Tyler) will require careful mapping because some receipts split across multiple general-ledger accounts; the county will pilot integration after more testing and coordination with vendor partners.

Challenges still being addressed include a small Redwood user-interface glitch that Oracle is working to fix and the timing mismatch for credit-card deposits that affects reconciliation; county staff said they have a vendor-supported workaround and are discussing longer-term fixes.

Westerlund closed by emphasizing the intended payoff: “The reason we're doing this is because it helps us to streamline our processes, focusing ourselves on data analysis rather than data entry,” she said, adding that staff training and continued testing remain priorities.

The update drew questions from supervisors about implementation costs and integration timelines; staff agreed to provide a cost-to-date summary to board members and to keep the board updated as the next rollout tasks proceed.