City says ERP implementation about 60–65% complete; outlines modules, pauses and next-year work
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Summary
City finance staff told the Finance & Administration Committee on March 24 that the city’s enterprise resource-planning implementation is roughly 60–65% complete and outlined remaining work across financials, HCM and utility billing.
City finance staff told the Finance & Administration Committee on March 24 that the city’s enterprise resource-planning (ERP) implementation is roughly 60–65% complete and outlined remaining work across financials, human capital management (HCM), utility billing and other modules.
A finance department presenter said the life-of-project budget for the ERP implementation is $3,370,000 and that the city has spent about $2.27 million so far. The presenter said the city’s Tyler Munis system is now the 2024 system of record and that staff are converting data from Springbrook into Munis so the 2024 financial statements and state-auditor submissions can be produced. “We are now converting data from Springbrook into Munis, to make that accessible for 2024 in total,” the presenter said.
Staff described a near-term “catch up” phase through May 2025 to finalize 2024 closeout and support audits for 2022–24. The finance team is prioritizing analytics and reporting (budgets-to-actuals), vendor access and improvements to daily bank reconciliation, which is currently a multi-hour manual process.
The presenter said staff plan to pause the capital-assets and certain purchasing modules so the city does not pay annual subscription fees for modules it will not implement in the next two years. “If there’s no value to us in terms of our need to financially report…then really it felt right to pause that,” the presenter said regarding the capital-assets module. Staff estimated the capital-assets module costs could be $10,000–$20,000 annually.
On HCM, staff said payroll and time-and-attendance are substantially complete and that HR modules will be a mini-project beginning in summer 2025. For utility billing, staff emphasized caution: utility billing is a high-touch public-facing system and requires careful data cleanup and testing before migration. The presenter said the Tyler project-manager estimate for the upcoming phase is about a year once the city begins that transition.
Budget and schedule: Staff said the life-of-project budget is $3,370,000; expenditures to date were listed at roughly $2.27 million. The presenter estimated overall completion at about 60–65% and said remaining professional-services hours with Tyler will be used through implementation. Staff requested continued focus on converting legacy utility and Springbrook data, on building analytics and vendor portals, and on preparing for the utility-rate and meter-service changes associated with upcoming rate study work.
Next steps: Staff will continue 2024 closeout tasks, produce more frequent quarterly financial reports for council, complete outstanding HCM and payroll closeout items through April, and plan the utility-billing migration and the broader ERP financial-module kickoff in summer 2025.
