09-701Amended 7/Ol/09
Refemed
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Committee: Date
WHEREAS, the Cit}fs existing procwement, finance, budget, payroll and human resources software
systems are obsolete and require replacement; and
WHEREAS, our current systems have created silos of informarion that are not interoperable; and
WHEREAS, our cuirent systems do not provide real rime information to managers�eF-elected officials, and the public ,
limiting their ability to make fully-informed decisions; and `,/
le`
WHEREAS, our current systems requue significant city resources to complete manual, tnne-mtensrve processes
that could be streamlined or automated; and
WHEREAS, the age of our legacy systems limit our abihty to follow best pracrices, and to comply with new
Governmental Accounring Standards Board (GASB) standards for accounring and fmancial reporting; and
WHEREAS, the City t�as invested tune and resources into researching, planning, evaluating and contracting for
an Enterpiise Resource Plannuig (ERP) solution; and
WHEREAS, the City Operations Modernizarion and Enterpiise Txansformahon (COMET) pio�ect will
overhaul and improve the way the City conducts its business by providing real-tune uifomiation,
streamlining core business processes, and improving accountability and hanspazency in City purchasing and
budgeting; and
WHEREAS, upon full implementarion of the COMET pxoject, the City will achieve both operarional
and budgetary savings and efficiencies; and
WHEREAS, the pxocess to complete the COMET project will take up to 3 yeais; and
WHEREAS, once fully unplemented, the new systems will generate sufficient process improvements that
it will, m effect, pay for itself over time; and
WHEREAS, a preliminary long-term budget and financing plan for the COMET project is attached
(see E�ubit A); and
RESOLUT[ON
�i T PAUL, ��J
Council File # ( / - I (Q � � �
GreenSheet# 3071901
�-�?.� �� l�
WHEREAS, the Mayor, m accordance with Section 10.07.1 of the Ciry Charter, certifies that there are
available for appropriation $14,400,000 m capital project momes in excess of those estunated in the
2009 budget, and in accordance with Sections 10.07.1 and 10.07.4 of the City Charter recommends
the following changes to the 2009 budget:
** WHEREAS, t
Practices Act
e
�i pro�ect snalt oe aesignea so
easilv accessible for convenient
that all public data in the system shall
use by the public; and
t
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FNANCING PLAN
2009 CapStal Improvement Bud�et
C09-1R050-
Proceed from A�ote Issuance (6208)
The above change recoe izes the receipt of �514.4 million in capual note proceeds into a new(y created 2009
capit¢l project budget for [he COMET project.
2009 Informahon Services Fund Budget
164-1ll ]0
Pro7ect Management (4305)
0 328,776 328,776
0 328,776 328,776
Once established the COMET capital pro�ect budget wrll pay for ihe servicu of an interna[ core team of pro�ect
m¢nagers, and associated overhead costs The budget for the core team rvill be housed withm a spectal fund
of the Office ofTechnology and Commurucanon (OTC). The above change recagntzes the revenue that OTC's
speci¢d fund will receive for the project management senrzces provided to the project by the rore team.
SPENDING PLAN
2009 Capital Improveme�t Budget
C09-IRO50-
System Software (0856)
Computer Hazdwaze (0857)
Fees - Other Prof Svcs (0219) - Extemal Implementation
Fees - Engmeers/Planners (0217) - Intemal Implementation
x
Cost of Bond Issuance (0601)
77ae above changes reflut thefu113 year budget plan for purchase and implement¢hon of the ennre COMET project
The budget is established as a capnol project fund, so this es a mudti year budget
2009 Information Services Fund Budget
164-11110
Full Time Cemfied (Ol 11)
Overtime(0141)
Fnnge BeneSts (0439)
Other Comm�nicat�ons (0229)
CompuYer Equipment & Suppl�es (0370)
Buildmg Improvemeuts (0898)
Lines 75 - 83 establfsh the spending budget for the core team ofproject managers for the last quarter of 2009.
Expenses for this team are covered by the overall projeci budget through p¢yments addressed in Lines 5l-54 above.
The 2070 proposed operating budget wiZl include ihe core team's 2010 costs.
Current
Bud2et
0 14,400,000 14,400,000
0 14,40Q000 14,400,000
0 2,69Q2ll 2,69Q211
0 443,665 443,665
0 7,799,862 7,799,862
0 3,366,262 3,366,262
0 l OQ000 100,000
0 14,400,000 14,400,000
64,234
0
21,444
0
0
0
85,678
123,987
I 1,] 56
39,134
2,500
27,000
t 25,000
328,776
188,221
11,156
6Q578
2,500
27,000
125,000
414,454
Amended
Chanee Bud¢et
2
a�-�b)
91
92 THEREFORE BE IT RESOLVED, that the City Council approves the amended budgets as indicated above, and
93 adopts the revisions to the 2009 bud�et.
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Approval Recommended by OFS - Dvec[or:
Adoption Cemfied by Council
By: �
Approved by M r' yte
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g Y �
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Form Approved by City Attorney'
By /c�C�
Approved by May f Subn ission to Council.
By: �
Adopted by Council: Date �j/�(��
09.7�1
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� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
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DepartmentlOfFce/COUncil: Date Initiated:
FS -FtnancialServices 2¢�UN-09 Green Sheet NO: 3071901
Contact Person 8 Phone: � Department Sent To Person InitiallDate
JOh� McCarthy i y 0 inaucial Services j �
266-8554 1 ivaucial Servicec Deuartment Director I
Assign 2 inaucial Services ffice FSnan�3ern A
Must Be on Council Agenda by (Date): Num6er 3 �.� A � rQ � �� i
01JUL-09 ,.,P � For
Routing 4 or's OtLce Mavor/Assistant I (
Doa Type: �SOLUTION W/$ Order 5,Coancil CiN CouncH
TR,4NSACTION � 6 i Cluk Ciri Clerk
E-Document Required: N J ���
DocumentContact: a� ��\��
ConWCt Phone:
Total # of Signature Pages _(Clip All Locations for Signature)
Action Requestetl:
Approve creation of spending and financing plan for the COMET project budget to purchase and implement an integrated Enterprise
Resource Planning (ERP) system for the City's wre financial softwaze.
Recommendations: Approve (A) or Reject (R): Personai Service Contrects Must Answer the Following QuesSions:
Planning Commission 1. Has this person/firm ever worked under a contract for this department�
CIB Committee Yes No
Civil Service Commission 2 Has this person/firm ever been a city employee?
- Yes No
3. Does this person/firm possess a skill noi nortnally possessed by any
current city employee?
Yes No
Explain all yes answers on separate sheet and attach to green sheet.
Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why):
The existing procurement, finance, budget, payroll and human resources softwaze systems aze obsolete and require replacement.
AdvanWges If Approvetl:
The COMET project will have the necessary budget [o purchase and implenent an ERP system in order to help manage the City's
finances efficiently.
Disadvanqges If Approvetl:
None.
Disadvantages If Not Approved:
The COMET project will not be able to go fowazd and the City will have to continue using increasingly unreliable softwaze for its core
operarions.
Total Amount of
Transaction: $14,400,000.00 CosURevenue Budgeted: Y
Funding Source: Capital NOte Activiry Number: � RO50
Financiai lnformation:
(Explain)
June 24, 2009 9:14 AM Page 1