City of Des Moines, Iowa

Prepared for:
CDM: City Council

ERP SYSTEM PROCUREMENT

PROGRESS REPORT
11 / 21 / 11

PREMIS Consulting Group

2843 N. Lincoln Avenue
Suite #102
Chicago, IL. 60657
T: 773.348.0173
F: 773.348.0174
E: info@premisconsulting.com
W: www.premisconsulting.com

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

PREMIS Scope in a Nut Shell

Retire/replace the Citys 13 year old aging legacy ERP system with a
modern, fully integrated, business friendly ERP system

Premis 5 Step Scope to avoid a 12 Step Program

1. A thorough ERP Business Case Assessment

2. Detailed Business and IT Requirements

3. A comprehensive RFP Document
4. A collaborative Evaluation and Selection process
5. A no stone unturned Contract Negotiations process

Resulting in a tailor fit ERP solution, implementation and contract that

protects the City throughout the lifespan of the software.
PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

Reminder of CDM ERP Functional Scope

Financial Management Services
General Ledger Accounting and Reporting
Cash Receipts and Accounts Receivable
Accounts Payable
Procurement
Grant Management and Reporting
Budget Prep and Administration
Project Cost Accounting
Banking and Investment Management
Special Assessments
Cost Recovery Accounting
Human Resources/Payroll Management
Personnel Administration and Work Flow
Benefits Administration
Recruitment/Applicant Tracking
Position Management
Time & Labor
Payroll
PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

Project objectives defined during Business Case

CDM ERP Objectives

1.

Integrate systems, processes, and information across City depts

2.

Automate and streamline business processes across City depts

(eliminate duplicate manual processes)

3.

Improve business efficiency with progressive ERP functions such as

budget forecasting, employee self-service, and dashboard reporting

4.

Provide quick, easy, and accurate access to information

5.

Support current and future City business needs

6.

Maintain a modern and updated system that does not become

obsolete

7.

Ability to readily access, modify, and request information and

services

8.

Leverage e-Gov applications to improve business with constituents

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

Milestone work completed to date

1. CURRENT STATE MAPPING

(148 maps/24 process categories) (Sept-Oct 2010)

2. BUSINESS CASE ASSESSMENT REPORT

(Nov-Dec 2010)

3. BUSINESS and IT REQUIREMENTS

(3,800+ requirements) (Jan-March 2010)

4. RFP

(MAY 4TH)

(and all associated files)

PUBLISHED

5. PRE-PROPOSAL CONFERENCE

(MAY 24TH)

6. QUESTION AND ANSWER PERIOD

7. PROPOSALS DUE

(JUNE)

(JULY 7TH)

8. 3 TIER EVALUATION PROCESS

(JULY 8TH OCT 28TH)

In Sept this project team celebrated its 1 year anniversary of Kick-off. Weve come a LONG way!

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

A Thorough

3 Tier Evaluation Process

CDM Evaluation team included 9 senior staff members and various functional SMEs from across core
ERP CDM depts (Finance, HR, IT, Police, Fire, Public Works, Engineering, Parks & Recreation and
Community Development)

1.

Technical & Pricing Proposals Due July 7th

2. TIER 1: Written Evaluation

3.

Reference Checks

(5 viable proposals submitted)

(4 weeks, top 4 vendors advanced)

(top 3 refs across top 4 vendors = 12 ref checks completed)

4. TIER 2: Vendor/Product Demo Evaluation

5. TIER 3: Best & Final Offer (BAFO)
6.

Site Visits

(6 weeks, top 2 vendors advanced)

(2 weeks, fine tuned price)

(2 weeks, 2 site visits completed)

7. Council Approval of Selection & Authorization to Negotiate Contract

8.

Conduct Formal Contract Negotiations

9.

Present Contract to Council for Approval

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

(3 weeks, with top vendor)

(tentatively Dec 19th)

CDM-IA: ERP Progress Report

Scoring Summary:

3 Tier Evaluation Process

By UNANIMOUS decision, the 9 member CDM evaluation team scored TYLER #1 in

all 4 non-price point categories during all 3 evaluation tiers! (A 1st for Premis)

Non-price point categories (800 pts)

1. Functional Requirements
2. Technical Design/Approach
3. Implementation Approach
4.Vendor Qualifications

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

So WHY Tyler? Best OVERALL FIT for the City

Vendor/Product Demo Evaluations: Vendors were required to demonstrate system functionality
using a 20 page DETAILED script encompassing ALL in-scope areas.
A few highlights of the Tyler system are

Consistent and User-friendly Chart of Accounts Structure: Resulting in reduced change mgmt, staff
training, rework of interfaces, reports and other city application systems (including Housing Services).

Largest software company solely dedicated to Public sector with more than 30 years of experience.
Role Tailored Dashboard More effective and efficient use of the system.
The Tyler-Pulse interactive analytical tool will result in more effective research and reporting.

Readily and easily import/export data to/from the system.

AP Invoice Bar coding will drastically reduce manual filing and facilitate the yearend audit process.
Federal Reporting for multiple entities can be accommodated with no customizations.
Project Cost Accounting: up to 10 levels of reporting.
Most efficient approach to creation of the Comprehensive Annual Financial Report (CAFR).
Seamless integration of industry & City tech standards (e.g. MS Office, SharePoint, SQL, etc)

Most in line with City IT technical standards (less hardware to buy)

Site license - not based upon the number of users. (allows for future growth without additional $s)
Proven track record of successful conversions and implementations
Robust Employee Self-Service functionality (creates more transparency to/for the City)
Fully Auditable System (everything is tracked and reportable)

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

Project Budget looks good as well Nice!

The Best and Final Offer (BAFO) Phase proved very useful with Tyler in fine
tuning and right sizing the project down by nearly $1.6m.

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

CDM-IA: ERP Progress Report

Discussion / Questions

PREMIS
goal for
you
ALWAYS!
What the customer
really needed

PREMIS PUBLISHING 2011 ALL RIGHTS RESERVED

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