TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Terry Hackelman, Information Technology Director
Tatyana Roujenova-Peltekova, Senior Management Analyst
SUBJECT:Title
Munis Enterprise Resource Planning (ERP) System Implementation Update (Information Technology Director Hackelman).
RECEIVE REPORT
Line
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council receive the biannual status report regarding the implementation of the remaining components of the Enterprise Resource Planning (ERP) system.
FISCAL IMPLICATIONS:
There are no fiscal implications associated with the recommended action. However, this report discusses a project with fiscal implications previously approved by the City Council.
BACKGROUND:
On July 17, 2018, the City Council approved the purchase of two major software enterprise solutions: 1) Tyler Munis Enterprise Resource Planning system including financial, human resources, payroll, utility billing, asset management, and business licensing modules; and 2) Tyler EnerGov Land Management System (LMS) supporting planning, permitting, inspection, and code enforcement activities. During that meeting, the City Council requested quarterly updates on the implementation of both projects. Due to the completion of the LMS implementation project and the majority of the ERP modules, the status reporting transitioned to semiannual frequency starting with April 19, 2022, Council meeting. This is the ERP progress snapshot for the period April - October 2022.
The City has achieved significant implementation milestones in support of permitting, planning, finance, payroll, and human resources activities. Some benefits of the deployed components include electronic (paperless) workflows, streamlined data access, improved reporting and analytics, eliminated redundant processes, and increased security. Additional highlights are the newly implemented mobility/field access and online portals for customer self-service and employee self-service.
DISCUSSION:
The Munis ERP project continues to be on schedule per re-calibrated planning activities due to the impact of the COVID pandemic. The project is within budget as well. The current focus is on continuing to implement modules available on the Munis platform to obtain the maximum value of the City’s purchase.
The Utility Billing (UB) module implementation is in process and scheduled to go live in early 2023. The new Munis module replaces the existing Eden Utility Billing platform. The UB implementation activities include data migration, system configuration, multiple parallel testing runs, and other system integrations (Cashiering, Tyler content management, 3rd party vendor for printing/mailing services and online bill presentment and payments, etc.).
In August 2022, the Inventory Management module implementation started and is scheduled to be completed by the end of the year. The Inventory module automates supplies catalog management and departmental internal orders/pick tickets processing and tracking.
The implementation of the UB and Inventory modules provides opportunities for revamping current business practices and implementing more streamlined and efficient processes for the organization.
The remaining ERP modules to be implemented are as follows:
• Business Licensing
• Citizen Transparency Portal
• Enterprise Asset Management
CONCLUSION:
Staff continues to build system knowledge and improve system performance, reliability, and security for all Tyler solutions. The ERP also leverages integrations with other Tyler systems and products such as the Enterprise Permitting and Licensing (EPL) solution (formerly Land Management System), Tyler content management, Cashiering, hub (shared user launchpad), reporting, forms, etc. Staff carefully plans and analyzes each system upgrade to minimize risks and avoid adverse impacts, particularly considering the complex ecosystem interconnecting this multitude of systems.
In conclusion, the Staff recommends that the City Council receive this biannual status report regarding the implementation of the ERP enterprise solution.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The semi-annual status report to the City Council regarding the Munis Enterprise Resource Planning (ERP) System Implementation is not a “project” as defined under Section 15378 of the State California Environmental Quality Act (CEQA) Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.