UPGRADE OF FINANCIAL MANAGEMENT SYSTEM

 

RECOMMENDATION

It is recommended that the City Council:

1. Appropriate an additional $10,500 from Prospective Expenditures for the Purchasing Module of the Eden Financial Management System.
2. Authorize the City Manager to execute the contract for upgrade of the Financial Management System.

 

BACKGROUND

The City Council appropriated funds for the upgrade of the Financial Management System as part of the 2000-01 Adopted Budget. As mentioned at that time, support for our existing system will end December 31, 2001.

 

ANALYSIS

Eden quoted the original prices based on the systems we have now, which does not include the Purchasing module. We did not need Purchasing with the existing system because the module is designed for centralized purchasing (which we do not use) and because encumbrances are done within the basic financial system. In the new Eden system, if we want to use encumbrances, we must add the Purchasing Module.

We have also learned that our existing purchase order software, which is a standalone product, is no longer supported. The Purchasing Module will replace that software and allow integrated, distributed purchase order issuance, which increases efficiency for all departments, including Finance.

Upon execution of the contract, staff hopes to get a conversion date of July or August, depending on how many cities have signed contracts.

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