Sedalia staff recommend new enterprise software; one-time implementation cost estimated at $500,000+
Loading...
Summary
Finance Director Jessica Pyle presented a preferred enterprise resource planning (ERP) platform that staff say would replace the city's 2011 Springbrook system. Staff estimated a one-time implementation cost just over $500,000, recurring annual licensing near $225,000, and a multi-year conversion period.
Interim City Administrator Wirt and Finance Director Jessica Pyle presented a proposal to replace Sedalia's desktop financial and permitting software with a cloud-based enterprise resource planning (ERP) system.
Pyle said the current Springbrook desktop platform, implemented in 2011, is no longer being enhanced by its vendor and "remaining in the current system has extreme limitations for the future delivery of services." She told the council the preferred vendor's demo met nearly all of the hundreds of system requirements staff identified.
Why it matters: Staff said a modern ERP could unify permitting, finance, payroll, citizen engagement, work orders and records into a single platform, reduce manual handoffs and give residents online options to apply for permits, pay fees and see service requests.
Key details: Pyle estimated a one-time implementation fee "a little bit over $500,000" and recurring annual licensing around $225,000. She said data conversion and rollout could take "up to 2 years," with a more likely window spanning 12 to 24 months depending on scope. The estimate includes implementation support, content management, budgeting modules, citizen portals and optional mobile and work-order tools.
Staff cited city comparisons: Pyle said staff spoke with several cities that use the same vendor; most were positive but cautioned the implementation must be managed and not rushed. One city had discontinued the platform and told Sedalia it did not meet their needs.
Questions from council and staff focused on: public usability (Pyle said if a resident can use the internet they could use the portal), hardware needs (the product runs in a browser, minimal local hardware changes), payment terminals (under $10,000), and the timeline and cost of converting historic records.
Budget context and next steps: Wirt said the ERP request will appear in the coming budget discussions. Pyle recommended a phased implementation with strong project management to keep conversion on schedule and to limit disruption to payroll and permitting operations.
Ending: Council members asked staff for follow-up cost scenarios and a clearer schedule for phased conversion. The presentation will feed into the FY2026 budget work session and further vendor due diligence is planned.
