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Santa Fe County advances a $10M ERP procurement and a Microsoft 365 G5 upgrade to modernize finance and security
Summary
County leaders told commissioners they plan to implement a multi-year enterprise resource planning (ERP) system and move to Microsoft 365 G5 licenses to consolidate financial records, improve security and support enterprise document retention; staff said ERP will be tracked as a capital project and reported monthly.
Santa Fe County’s finance and information-technology officials used the May 14 study session to outline plans for a multi‑year enterprise resource planning (ERP) implementation and an upgrade of Microsoft 365 licensing to enhance security and operational efficiency.
Finance Director Ivonne described the ERP as a ‘‘transformative system’’ that will create a single book of record for budget and financial reporting, reduce manual spreadsheets and enable better performance metrics and internal controls. Finance staff said they expect to treat the ERP as a capital project (CIP) during implementation and provide monthly reporting of project milestones, encumbrances and expenditures.
IT Director Daniel described a county‑wide technology program budget of roughly $7.8 million for FY27 that includes end‑of‑life storage replacement, email archive upgrades, project-ticketing (ZenDesk) improvements, and migration support for the ERP. He said IT is requesting three term limited FTE to help with data migration and implementation support during the ERP rollout.
Daniel also recommended moving from Microsoft 365 G3 licenses to G5, noting the G5 package adds integrated endpoint protection, e‑discovery and governance (Microsoft Purview), soft‑phone capability, and the ability to decommission several third‑party tools. He said the county has been working with the Office of Cybersecurity to obtain state‑provided penetration testing and vulnerability scanning services.
County Attorney Walker and procurement staff said legal review and contract negotiation for the ERP and software licensing require outside counsel with IP and software licensing expertise; the county attorney’s office has already engaged outside counsel for certain licensing negotiations and will continue that work as contracts are finalized.
Staff committed to tracking the ERP as a project in the finance monthly report and providing a SharePoint dashboard with milestones for executive and countywide audiences. No final procurement decision or contract award was taken during the session; staff said they will return with the formal procurement package and recommended contract language when ready.
