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Board pauses decision on Tyler software; technology committee urges CMMS first and Workday integration checks
Summary
After detailed staff presentations, the board asked staff to work further with the Technology Group Committee and Workday integration leads before approving a Tyler Technologies software purchase. The committee recommended prioritizing a standalone CMMS to meet state CMMS notice-of-violation requirements and to avoid redundant ERP purchases while Workday is implemented.
Lake County staff presented two Tyler Technologies procurement options July 7 for Special Districts: an "all-in" operational replacement (utility billing, CMMS and district workflows) and a narrower package limited to CMMS and utility billing. Staff said the county's existing operational system (WinCAMS) has deteriorated since being sold and can no longer reliably support billing, reporting and the state-required CMMS functions for sewer systems.
Special Districts said Option 1 would cost roughly $423,000 to implement with an annual licensing cost near $141,000; Option 2 (CMMS + billing only) was priced as a standalone implementation but would still leave county staff using CAMS for other operational work, increasing annual costs and staff double-entry. Staff and the Technology Group Committee (TGC) discussed whether Workday (the countywide ERP currently being implemented) will provide compatible utility-billing options and whether Tyler's CMMS could be purchased and implemented independently.
The Technology Group recommended moving forward with CMMS capability because the county faces a state notice requiring a CMMS for sewer operations, but urged further vetting of whether Workday can or will support utility billing before committing to Tyler for all functions. Several board members stressed lessons from the county's recent Workday rollout and asked for contractual guarantees on data migration and efficiency assumptions. Staff committed to further conversations with Workday representatives and to return with a narrowed proposal that isolates the CMMS (and potentially the billing module) and spells out migration and data-extraction terms.
The board did not approve a procurement at the meeting. Instead it directed staff to coordinate with the Technology Group Committee and Workday leads, explore a standalone CMMS purchase if feasible, and return with a recommended contract and clear implementation terms.
