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Monroeville faces rising IT and finance costs: Microsoft license pressure and $193,000 BS&A implementation proposed

Municipality of Monroeville Council · November 19, 2025

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Summary

IT director warned of an industry-guided 45% increase in Microsoft subscription costs and staff proposed buying a BS&A finance/HR system with a $193,000 one-time implementation fee and roughly $40,000 in recurring services, with a 9-12 month rollout timeframe.

Monroeville's IT and finance presentations at the budget hearing focused on two large cost items: anticipated increases in software subscription fees and a proposed replacement of the municipality's finance and HR systems.

Tina Mueller, IT director, told council that contract service fees have risen sharply and that industry guidance suggests budgeting as much as a 45% increase for Microsoft subscription costs in the coming cycle. She said Zoom will be retained (listed at $615 for the year) and noted potential alternatives such as Google Workspace but cautioned that migration would carry security, compatibility and significant training costs.

Finance director Josie presented the case for replacing AccuFund with BS&A, saying the new system would natively handle reporting and HR functions that currently require extensive Excel manipulation. Josie said the finance team expects a one-time implementation and consulting fee of about $193,000 and an increase of roughly $40,000 in annual contract services for a system that would take about 9 to 12 months to implement and go live.

Manager Alex and councilors asked about timeline, training and where recurring costs would be charged; Josie said some recurring fees would be visible in department budgets and that she expects many current manual processes would be automated once the system is implemented. Council did not vote; the software proposal remains part of the draft budget for additional review ahead of the second hearing.

The hearing record shows no procurement contract was approved at this session; staff indicated contracts would be brought forward for council approval if the budget is adopted.