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ERP RFI uncovers multiple departmental 'shadow' systems that complicate consolidation
Summary
Dr. Anne Kern told the committee the ERP RFI has revealed several departmental 'shadow' systems (separate social-services accounting system, QuickBooks in the treasurer’s office, and a recently changed payroll system), and the committee was warned that integrating or interfacing these systems will increase cost, complexity and timeline for a single ERP solution.
The county’s effort to modernize finance, human resources and permitting systems is complicated by the discovery of multiple departmental ‘shadow’ systems, officials told the Joint Finance Committee on May 23.
Dr. Anne Kern, speaking during an update on the ERP request for information, said the steering committee has identified independent systems in several departments that are not part of the county’s main ledger. "We have learned there's shadow systems all over the place," she said, describing a social-services accounting system that is separate from the state-required platform, QuickBooks used in the treasurer’s office, and a newly adopted payroll system the county switched to in January.
Committee members heard that standard ERP features the county is seeking include electronic signatures and a tighter interface with the treasurer’s office to reduce manual reentry into the general ledger. Officials said vendor demos are expected in the next two to three weeks and the RFP is targeted for a fall release, but the presence of departmental one-off systems means the chosen solution will either need to incorporate those needs or the county will have to build interfaces — actions that raise cost and risk.
Staff recommended a deeper dive on the social-services system and other 'shadow' systems to determine which functionality must be preserved. The committee asked staff to ensure that vendor selection and the RFP timeline account for these interfaces and associated maintenance costs. Several members warned that these hidden systems had not been fully inventoried and advised including the treasurer and department leads in vendor-demo planning.
The committee did not take formal action on the ERP during the meeting but set expectations for continued RFI refinement, vendor demos, and a planned RFP in the fall.
