The document summarizes BerryDunn's presentation to the City of College Station City Council regarding an ERP assessment and evaluation. BerryDunn recommends that the City proceed with Option 2, which is to issue a request for proposal for a new ERP system. This would involve collecting requirements, documenting current processes, developing an RFP, evaluating responses, and conducting a 12-36 month implementation. The presentation covered the project approach, challenges with the current system, options considered, cost estimates, and next recommended steps.

1. BerryDunn Presentation to the City of College Station
City Council
Consultation on ERP Assessment and
Evaluation
Thursday, March 28, 2013

2. AGENDA
1. Project Approach and Work Performed
2. Summary of Challenges and Needs
3. Options
4. Timelines and Cost Estimates
5. Recommendations
6. Questions and Discussion
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4. PROJECT APPROACH AND WORK
PERFORMED
• Task 1: Needs Assessment and GAP Analysis
 D1. Project Work Plan and Schedule
 D2. Project Kickoff and Fact-Finding Meetings
 D3. Needs Assessment and Gap Analysis Report
• Task 2: Remediation and Action Plan
 D4. Preliminary Action Plan
 D5. Finalized Action Plan
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6. SUMMARY CHALLENGES AND NEEDS
• Challenges
 Many City departments are using manual processes to track information
outside of SPS.
 The inability to drill down to source information including supporting
documentation creates numerous challenges.
 Budgets preparation typically involves the use of MS Excel spreadsheets.
 Disparate systems do not promote data sharing.
• Needs
 Automate/integrate existing processes.
 Dashboard capabilities.
 Contract, Project, and Grant Management functionality.
 System-wide attachment capabilities.
 Self-Service functionality.
 User friendly ad-hoc reporting/query capabilities.
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8. OPTIONS
• Option 1: Implement the newest version of SunGard’s ERP software (ONESolution).
 Essentially considered a new software implementation.
 Implementation costs incurred.
 Functional and technical requirements still needed.
 Not all equivalent modules are available for implementation.
 Needs are not met by the modules available/slated for availability.
 Existing challenges may still exist.
• Option 2: Issue a Request for Proposal (RFP) for a new ERP System.
 Require a competitive procurement process.
 Substantial commitment from City staff.
 Functional and technical requirements needed.
 Revise existing business processes.
 Determine functional and technical level of fit.
 Advanced technologies available in a modern ERP system.
 Ability to supplement certain functionality with a Point Solution.
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10. IMPLEMENTATION TIMELINES
• Option 1
– Option 1 is for the City to review and consider implementing SunGard’s new
ERP product, ONESolution.
– Between 15 and 21 Months.
• Option 2
– Option 2 is for the City to issue a request for proposal for a new ERP system.
– Between 12 and 36 months.
• Factors for Approach
– Available staffing levels
– Other city-wide projects underway
– Potential 3rd party applications
– “Big Bang” vs. Phased
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11. RFI COST ESTIMATES
Adjusted Average One-Time ERP Cost Estimates ($)
Vendor Average Est. 20% Increase 30% Increase 40% Increase 50% Increase
Velocity $2,860,000 $3,432,000 $3,718,000 $4,004,000 $4,290,000
Tyler $1,860,000 $2,232,000 $2,418,000 $2,604,000 $2,790,000
Microsoft $2,020,000 $2,424,000 $2,626,000 $2,828,000 $3,030,000
Oracle $945,000 $1,134,000 $1,229,000 $1,323,000 $1,418,000
SunGard $645,000 $774,000 $839,000 $903,000 $968,000
Adjusted Average One-Time Point Solution Cost Estimates ($)
Vendor Average Est. 20% Increase 30% Increase 40% Increase 50% Increase
Advanced
$1,309,000 $1,571,000 $1,702,000 $1,833,000 $1,964,000
Utilities
EnerGov $548,000 $658,000 $713,000 $767,000 $822,000
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12. RFI COST ESTIMATES
Recurring Cost Estimates for all Modules
Vendor Average Estimate
Velocity (Lawson ERP Software) $279,000
Tyler Technologies (MUNIS ERP Software) $287,000
Microsoft (Dynamics AX 2012 ERP Software) $99,000
Oracle (JD Edwards Enterprise One ERP Software) $178,000
SunGard (ONESolution ERP Software) -
Advanced Utilities (Utility Billing) $47,000
EnerGov (Permitting and Land Management Suite) $53,000
Average $157,000
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14. RECOMMENDATIONS AND NEXT STEPS
• Based on the business needs and the challenges documented
by both BerryDunn and City staff, BerryDunn recommends that
the City proceed with Option 2.
Steps Recommended Next Steps - Phase II Estimated Timeline From Today
Step 1 Collect Functional and Technical Requirements 2 months
Step 2 Document Existing Business Processes TBD
Step 3 Develop a Request for Proposal (RFP) 1 month (concurrent with Step 1)
Step 4 Evaluate RFP Responses 1 month
Step 5 Conduct Vendor Demonstrations 3 weeks
Decision Point
Identify Preferred Vendor and Conduct Contract 2 months
Step 6
Negotiations
Step 7 Implementation Project Management Planning 2 months
Step 8 ERP System Implementation 12 - 36 months
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16. QUESTIONS AND DISCUSSION
Thank you!

BerryDunn
100 Middle Street
Portland, Maine 04104
Tel: (207) 775-2387
Fax: (207) 774-2375
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