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Carmel council approves ERP implementation fund and introduces $2M appropriation for Workday implementation
Summary
Council set up a nonreverting ERP implementation fund and introduced an ordinance to appropriate $2,000,000 to implement Workday as a unified cloud ERP; staff described migration costs, a negotiated implementation price and impacts on public-safety payroll integration.
Councilors advanced the city’s multi‑year ERP modernization effort July 6 by creating a nonreverting ERP implementation fund and moving an appropriation ordinance to approve $2,000,000 for implementation. Councilor Taylor reported that the finance committee gave the measure a unanimous positive recommendation.
Finance lead Zac told the council the city’s current accounting system dates to 1994 and asked for $2,000,000 to implement Workday, a cloud ERP that will unify finance, HR and planning modules. Zac said the negotiated implementation price is approximately $1,879,000 and added a cushion to cover concurrent licensing and possible temporary staff to assist migration. He described a 10‑year contract with no price increases and noted public‑safety timekeeping (fire and police) will likely retain specialized systems that will feed payroll data into Workday rather than use Workday’s timekeeping directly.
Council moved and seconded the appropriations language and set up the implementation fund for transparency so council can track expenditures related to the ERP project. Zac said ongoing licensing costs are expected to be roughly $30,000 more per year than the city’s current combined costs, and that double‑licensing while migrating may add about $300,000 in the first year.
What’s next: The appropriation ordinance was introduced and returned from finance with a recommendation; staff will return with contract and migration details and potential requests to allocate fair shares to utilities.
