Crook County staff propose ERP modernization with $350,000 first-year cost estimate

County staff presented a proposal to modernize the county’s enterprise resource planning system, moving from the legacy Naviline platform to the vendor’s contemporary finance ERP to add integrated grant management, contract modules, mobile access and NEOGOV integration.

Presenters said the upgrade would improve real-time reporting, reduce manual work (for receivables, leave accruals and payroll-related audits) and enable department-level dashboards and workflows for accounts payable. From a technology perspective, IT staff said vendor-hosted production sites run in geographically separated data centers with replicated backups and that authentication would use Okta single sign-on and modern multi-factor options.

The finance presenter outlined costs: a $100,000 annual subscription and roughly $250,000 for implementation and conversion, producing a first-year outlay of about $350,000; subscription costs are expected to increase about 5% annually and the county would have a five-year commitment. Staff said some LATCF funds earmarked for local assistance could offset the purchase so the general fund impact could be reduced.

The presenters described a phased implementation over 12–18 months and said the vendor will credit any payments made toward the existing Naviline subscription when the new system is implemented. Commissioners asked about security, backup retention, the phased payment schedule and whether the county can afford the subscription; presenters said vendor redundancy and Okta authentication mitigate risk and that funding is available if commissioners wish to proceed.

Next steps: staff said they would place the proposal on the consent agenda for the next meeting and return with contract details for formal consideration.