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HR, payroll, other software purchased for City of Apache Junction

Posted 7/9/20

Modules for human resources, payroll with employee self-service, vendor self-service and bids with contracts are being added to the City of Apache Junction’s financial software system for a …

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HR, payroll, other software purchased for City of Apache Junction

Posted

Modules for human resources, payroll with employee self-service, vendor self-service and bids with contracts are being added to the City of Apache Junction’s financial software system for a one-time cost of $82,740 and an annual maintenance cost of $20,680.

The City Council recently voted unanimously to approve the modules and annual fee with Tyler Technologies, which is a second amendment to a contract. The vote in a consent agenda with other items also approved $21,920 in travel costs if travel was to resume.

In August 2018, the city entered into a contract with Tyler Technologies Inc. for the Munis financial management software system.

“The Munis financial software has brought the city a modern, centralized financial management software that is improving efficiencies such as providing department access to real-time financial data, automating processes and eliminating paper and duplicative processes,” Assistant to the City Manager Anna McCray said in a memo to the council.

City staff members have trained for five or more weeks on the system. The city has been using the Munis financial software system since July 1, Ms. McCray said to the council at a recent work session.

“We did a first amendment of December 2019 to simply reallocate some unused dollars that were set aside in that original agreement for data conversion that we ended up not doing,” she said.

“We didn’t bring any history from the old system into the new and we converted that for some additional implementation consultant hours. That was done administratively, so we did not have to come back before you for permission to do that,” Ms. McCray said.

The second amendment to the contract allows for additional Munis modules to build an enterprise-resource-planning system, she said.

“The financials was the first phase and now we are looking on adding additional phases of human resources, payroll with employee self-service, employee expense reimbursement, vendor self-service, bids and contracts,” she said.

It is a one-time implementation fee of $82,740 and an annual maintenance and support fee of $20,680, she said.

The support fee is also known as “Software as a Service,” which is housed via a remote data center that offers the city a high level of redundancy and security, she said in a memo to the council.

“We have a lofty goal of getting HR and payroll up and running by Jan. 1 as that makes sense for the timing of all of the 1099s and W-2s and all that, based on a calendar year rather than a fiscal year,” Ms. McCray said at the work session.

Councilmember Robin Barker asked if there were phase-one fees.

The financials portion of the “Software as a Service” costs $44,000 annually and fees are also paid to store historical data, Ms. McCray said.

“(A)s we transition that historical data into a searchable database, we’ll start to pare that down as well as when we transition HR and payroll away from (the previous system) we’ll start to see those fees reduce as well,” she said.

Councilmember Jeff Struble asked if the old data was transferred to the new system.

“We did not convert any old data with the rebuild of the entire chart of accounts. It was difficult to cross-walk a lot of that and decided ‘Let’s leave the old data in the old system where it’s still searchable,’” Ms. McCray said. “But we didn’t want to bring any ... kind of data that could be skewed into the new system.”