08-0219_N. HARRIS COMPUTER CORPORATION_Agenda Report_D8 5/15/2012
AGENDA REPORT D8
TO: Karen P. Brust, City blain r, `
FROM: Cindy Russell, Chief Financial Officer/City Treasurer
SUBJECT: Consideration of Amendment to Agreement with N. Harris Computer
Corporation (MSGovern) to Include a Professional Evaluation of the
Government e-Management Solutions (GEMS) Financial System and
Amendment to Agreement with CRW Systems to Include a Business
Process Review for LicenseTrak.
RECOMMENDATION:
By motion, authorize the City Manager to:
1) Amend the City's agreement with N. Hams Computer Corporation for $6,860 to
include a professional application usage assessment of the City's financial
software; and
2) Amend the City's agreement with CRW Systems for $2,500 to perform a
business process review of LicenseTrak.
SITUATION:
N. Harris Computer Corporation
In February 2008, the City Council approved an agreement with N. Harris Computer
Corporation (MSGovem) for the purchase, implementation, support and maintenance of
GEMS, the City's financial management and human resources management system. To
better serve the organization and ultimately the residents of the City, the Finance
Department, with the support of the Information Technology Division, is requesting a
professional Application Usage Assessment (AUA) of the system by MSGovern
Business Analysts to review how the City is currently utilizing their software and make
recommendations on how to better utilize the software for the greatest return on the
investment. The assessment would cover the following modules of the software:
general ledger, accounts payable, accounts receivable, and cash receipting.
Objectives for the AUA would include, but are not limited to: 1) providing a formal review
of application usage and.performance by MSGovern Business Analysts; 2) assessing
and recommending application improvement areas, which may include specific training;
application design, process flow recommendations; and client speck application
Agenda Report
Page 2 May 15, 2012
enhancements; and 3) address specific user questions and issues and provide speck
recommendations for immediate improvement.
The assessment includes two days of MSGovern staff onsite at the City and one day for
their staff to prepare and follow-up. Upon completion of the assessment, MSGovern
would deliver the following: 1) a formal set of recommendations aimed at improving
overall client operations, 2) assessment of application usage and knowledge by specific
client user areas, 3) client speck training plan(s) for advancing knowledge and usage
of software, 4) process improvement and modification recommendations, 5)
recommendations of new or innovative ways to derive more benefit from the MSGovern
applications for current and future release levels of software, and 6) development of
"best practices"for the City.
The fee for this service is $6,860, which includes a maximum of$2,900 for the vendor's
travel costs (Attachment 1).
CRW S sty ems
In February 2009, the City entered into an agreement with CRW Systems for
maintenance service, technical support, and software updates for the TRAKIT software.
The City uses TRAKIT software to handle several cash receipting processes.
LicenseTrak, a module of the TRAKIT software, is used by the City's Financial Services
Department for processing business licenses.
The objective of the proposal submitted by CRW Systems is to have the vendor: 1)
review how City staff is currently utilizing the LicenseTrak module; 2) provide
recommendations, if applicable, on how the City can improve its use of the software;
and 3) develop a training program for the City's Customer Service Division staff so the
City can obtain the maximum benefit of staff efficiency in processing and tracking
business licenses. This module was originally customized for the City during the initial
implementation of the software by the City's former in-house Information Technology
staff and has been modified both with and without assistance from the vendor since
going live.
The fee for this service'is $2,500 (Attachment 2).
FINANCIAL CONSIDERATIONS:
The City has available funds in its current purchase order with N. Harris Computer
Corporation to fund the amendment for $6,860. In addition, the City has funding
available in its Information Technology training account (81-51900-65104-00000-000) to
fund the $2,500 amendment with CRW Systems.
NOTIFICATION:
None.
Agenda Report
Page 3 May 15, 2012
RECOMMENDATION:
By motion, authorize the City Manager to:
1) Amend the City's agreement with N. Hams Computer Corporation for $6,860 to
include a professional application usage assessment of the City's financial
software; and
2) Amend the City's agreement with CRW Systems for $2,500 to perform a
business process review of LicenseTrak.
Respectfully submitted, Prepared by,
Cindy Russell Michelle Bannigan
Chief Financial Officer/City Treasurer Accounting Manager
Attachments:
1. Quote from MS Govern
2. Quote from CRW Systems
Print Quote Page 1 of 1
1600 Rene-Levesque West 424 South Woods Mill Rd.
r � f Suite 620,Montreal,Q Chesterfield x-10 63017
C N3H 11'9 Suite 310, ,
M S G ove r n Phone: (800)561-8168 Phone: (800)383-602
Fax:(514)876-4569, Fax:(314)275-8776
Quote
Customer: San Juan Capistrano, City of Quote * MSGOV2038
Contact Name: David Ditsworth Suite: GEMS
Travel-This work order does not include travel expenses which are the customer's responsibility.Travel time will be billed at$751hour and
with related expenses billed at actual cost. Meals are billed at the GSA per diem rate."
SUBJECT: AUA
Description: Total Price: $3,960.00 (USD)
Perform Application Usage Assessment(AUA).This would include,yet is not limited to:
Objectives:
• Provide a formal review of application usage and performance by MSGovern Business Analysts.
-Assess and recommend application improvement areas,which may include specific training,application
design,process flow recommendations,client specific application enhancements and training.
•Address specific user questions issues,and provide specific recommendations for immediate
improvement.
Deliverables
• Deliver a format set of recommendations aimed at improving overall client operations.Such
recommendations may include an or all of the following:
•Assessment of application usage and competency by specific client user areas.
•Client specific training plan(s)for advancing competency and usage of software.
• Process improvement and modification recommendations.
• Recommendations of new or innovative ways to derive more benefit from the MSGovern applications for
current and future release levels of software.
• Development of"best practices"for client.
Closing meeting to discuss what was identified during visit as well as set expectations for deliverables.
GL;AP, CR,AR Suite:2 days on site, 1 day prep and follow up=$3,960(Fixed Price)
Travel Estimate:
Airfare-$450( requires 2 weeks advanced purchase Southwest=$600 American-$450)
Hotel$540(3 nights @$180/night plus tax),GSA PerDiem $284 ($71/day 2 travel
days 2 onsite days)
Rental Car&Gas-$300
Travel Time- 14 hours @$75/hr=$1,050
Travel Not to Exceed: $2,900
Items stipulated in this proposal may be subject to an increase of the Annual Maintenance and Support Agreement.Prices are valid for 180 days
from proposal date.All other terms and conditions stipulated in Customer and MS Govern's Agreements remain in force.
Prepared by: I Icarol Oberlohr Prepared on:May 9,2012
Accepted by: Approval Date:
Project#: Work Order*
Internal Approval: P.O. #:
ATTACHMENT 1
CRWYSTEM$
Business Process Review
City of San Juan Capistrano
Background
The City of San Juan Capistrano has been experiencing issues with the LicenseTRAK module of TRAKiT
and is requesting a Business Process Review be conducted with City staff.
Scope of Work
1. Business Process Review(BPR) LicenseTRAK One(1) Day $2,500.00
• Onsite
• All travel related costs have been included; however,the Client will be responsible for any
additional fees or charges due to cancellation or rescheduling by the client.
Authorization
Please confirm this request by signing and returning this letter back to CRW.Upon receipt,you will be
contacted for scheduling.
Offer Authorized by:
Scott Talbert
VP,Client Accounts
CRW Systems,Inc.
Accepted by:
Name: Title:
Signature: Date:
ion bclmlJ o/:hc Et,of Sun loon Capislronof
TR�Ki T s "�"°" March IG,2012
esri P <)1 ATTACHMENT 2
Print Quote Page 1 of 1
1600 Rene-Levesque West 424 South Woods Mill Rd.
fo* ����n Suite 620,Montreal,QC H3H Suite 310,Chesterfield,MO,
v ' [ 1P9 63017
400 Management ment Solutions for Phone:(800)561.8168 Phone:(800)383-6029V
Fax:(514)876-4569 Fax:(314)275-8776V
Quote
Customer: San Juan Capistrano,City of Quote #: MSGOV2069
Contact Name: David Ditsworth-Contract IT Manager Suite: GEMS
Travel—This work order does not include travel expenses which are the customer's responsibility.Travel time will be
billed at$75/hour and with related expenses billed at actual cost.Meals are billed at the GSA per diem rate."
SUBJECT: OCERS report
Description:
Total Price: $6,600.00 (USD)
This quote is strictly for MSGOVERN to research what will be needed to Scope this project and
prepare an estimate. .
We are estimating it will take 40 hours for us to do this,you will only be billed the hours being used.
When we have know how long the project will take to complete we will send you a final work order.
$165.00 X 40 hours=$6,600.00
Live date is July of 2013, but they need as soon as possible. The were suppose to be doing testing
now.
Please sign this quote and return.
Items stipulated in this proposal may be subject to an increase of the Annual Maintenance and Support Agreement.Prices
are valid for 180 days from proposal date.All other terns and conditions stipulated in Customer and MS Govern's
Agreements remain in force.
Prepared by: i a'a —Prepared on:May 18, 2012
Accepted by: Approval Date:
Project#: Work Order#:
Internal
Approval: P.O.#•
http://phantOm/logis_admin/Lists/Quotes%20%2OB illing/print_quote.aspx?AsPXPage=g%v... 5/25/2012
6/5/2012
AGENDA REPORT / D14
TO: Karen P. Brust, City Mafia °�
r
FROM: Cindy Russell, Chief Financia Officer/City Treasurer
SUBJECT: Consideration of Amendment to Agreement with N. Harris Computer
Corporation (MSGovern) to Provide Software Development Consulting
Services for the Government e-Management Solutions (GEMS) Financial
System.
RECOMMENDATION:
By motion, authorize the City Manager to amend the City's agreement with N. Harris
Computer Corporation for $6,600 to provide software development consulting services
for the City's financial software.
SITUATION:
Background
In February 2008, the City Council approved an agreement with N. Harris Computer
Corporation (MSGovern) for the purchase, implementation, support and maintenance of
GEMS, the City's financial management and human resources management system.
Currently, the City provides a payroll data file that is automatically generated from the
payroll module, to the Orange County Retirement System ("OCERS") for each pay date.
This data file reduces administrative overhead by automating a time consuming manual
process and, as a byproduct of this automation, reduces the City's risk of data entry
errors that could result from manual entry.
OCERS initiated a project in 2010 to replace their Pension Administration System
software. The software implementation project is currently underway. The new system,
named "V3", is currently scheduled to go live on September 2, 2013. The V3 system
captures and maintains much of the same payroll, service, and contribution related data
as the existing system. However, the V3 system is structured with a different design,
requiring data to be submitted in a speck format using speck validations and rules.
There are two methods to submit the required data to OCERS: 1) manually through
entering the data into a secure portal on the OCERS website or 2) electronically
sending a transmittal file that can be directly uploaded into the V3 system. The
preferred and most efficient method of submitting the payroll data to OCERS is by
electronically sending a transmittal file for each payroll period. Much of the data being
requested in the new transmittal file is essentially the same as what the City has been
reporting to OCERS in the current system, but there are differences in the order of fields
in each detail record as well as differences in some of the validation rules. The most
Agenda Report
Page 2 June 5, 2012
significant change in the transmittal file is for the file to include additional fields that
contain a more detailed breakdown of contribution amounts. In addition, the new
system will have additional and more stringent validation rules that prevent the
submission of invalid data.
Next Steps
The next step in this implementation process is for the City to develop a test transmittal
file that fits the new file specifications OCERS is requesting. The City's Information
Technology Department provided the specifications for the new transmittal file to
MSGovem staff last month. MSGovern staff estimates they will need approximately 40
hours of time to review OCERS' new payroll data file specifications and develop a
statement of work (which will include a quoted fee) to implement the new data file. The
fee for this service is $6,600 (Attachment 1). (No travel costs will be incurred in
conjunction with these services.)
FINANCIAL CONSIDERATIONS:
The City has available funds in its current purchase order with N. Harris Computer
Corporation to fund the amendment for$6,600.
NOTIFICATION:
None.
RECOMMENDATION:
By motion, authorize the City Manager to amend the City's agreement with N. Harris
Computer Corporation for $6,660 to provide software development consulting services
for the City's financial software.
Respectfully submitted, Prepared by,
cw,
Cind4Rusell Michelle Bannigan
Chief Financial Officer/City Treasurer Accounting Manager
Attachment:
1. Quote from MSGovem
Print Quote Page 1 of I
1600 Rene-Levesque West 424 South Woods Mill Rd.
1 Suite 620,Montreal,QC RM Suite 310,Chesterfield,MO,
`J MSGovern IP9 63017
Phone:(800)561-8168 Phone:(800)383.6029V
Fax:(514)876.456Fax:(314)275-8776V
Quote
Customer: San Juan Capistrano,City of Quote #:MSGOV2069
Contact Name: David Ditsworth-Contract IT Manager Suite: GEMS
Travel—This work order does not include travel expenses which are the customer's responsibility.Travel time will be
billed at$75/hour and with related expenses billed at actual cost Meals are billed at the GSA per diem rate."
SUBJECT: OCERS report
Description:
Total Price: $6,600.00 (USD)
This quote is strictly for MSGOVERN to research what will be needed to Scope this project and
prepare an estimate. .
We are estimating it will take 40 hours for us to do this,you will only be billed the hours being used.
When we have know how long the project will take to complete we will send you a final work order.
$165.00 X 40 hours=$6,600.00
Live date is July of 2013,but they need as soon as possible. The were suppose to be doing testing
now.
Please sign this quote and return.
Items stipulated in this proposal may be subject to an increase of the Annual Maintenance and Support Agreement.Prices
are valid for 180 days from proposal date.All other terms and conditions stipulated in Customer and MS Govem's
Agreements remain in force,
Prepared by: Irish Ra zt o al Prepared on:May 18,2012
Accepted by: Approval Date:
Project#: Work Order#:
Internal
Approval: P.O.#:
ATTACHMENT
http://phantomllogis_admi n/Lists/Quotes%20%2OBi Ili ng/prinL-quote.aspx?AspX Pagc=g%n... 5/25/2012
1600 Rene-Levesque W 424 South Woods Mill Rd.
r 1 Suite 620. Montreal,OC H3 1 P9 Suite 310,Chesterfield,MO,63017
M SG ove r n Phone: (800)581-8168? Phone: (800)383-6029
Fax: (514)876-4580 Fax:(314)Z75-8776
Quote
customer: San Juan Capistrano, City of Quote #: MSGOV2038
contact Name: David Ditsworth Suite: GEMS
Travel—This work order does not include travel expenses which are the customer's responsibility.Travel time will be billed at$75/hour and
vilh related expenses billed at actual cost. Meals are billed at the GSA per diem rate."
SUBJECT: AUA
Description: Total Price: $3,960.00 (USD)
Perform Application Usage Assessment(ALA).This would include, yetis not limited to:
objectives:
• Provide a formal review of application usage and performance by MSGovem Business Analysts.
•Assess and recommend application improvement areas,which may include specific training, application
design, process flow recommendations, client specific application enhancements and training.
•Address specific user questions issues, and provide specific recommendations for immediate
improvement
Deliverables
• Deliver a format set of recommendations aimed at improving overall client operations.Such
recommendations may include an or all of the following:
•Assessment of application usage and competency by specific client user areas.
•Client specific training plan(s)for advancing competency and usage of software.
• Process improvement and modification recommendations.
• Recommendations of new or innovative ways to derive more benefit from the MSGovem applications for
current and future release levels of software.
•Development of"best practices"for client.
;losing meeting to discuss what was identified during visit as well as set expectations for deliverables.
X,AP, CR,AR Suite:2 days on site, 1 day prep and follow up=$3,960(Fixed Price)
Travel Estimate:
Airfare -$450( requires 2 weeks advanced purchase Southwest=$600 American-$450)
Hotel$540(3 nights @$180/night plus tax),GSA PerDiem$284 ($71/day 2 travel
Jays 2 onsite days)
lental Car&Gas-$300
Travel Time-14 hours @$75/hr=$1,050
Travel Not to Exceed: $2,900
Items stipulated in this proposal may be subject to an Increase of the Annual Maintenance and Support Agreement. Prices are valid for 180 days
from proposal date.All other terms and conditions stipulated in Customer and MS Govern's Agreements remain in force.
Prepared by: Carol Oberlohr Prepared on:May 9,2012
cce ted by: Approval Date:
Project#: Work Order#:
Internal Approval: P.O. #:
CRSYSTEMS
Business Process Review
City of San Juan Capistrano
Background
The City of San Juan Capistrano has been experiencing issues with the LicenseTRAK module of TRAKiT
and is requesting a Business Process Review be conducted with City staff.
Scope of Work
1. Business Process Review(BPR( UcenseTRAK One (1)Day $2,500.00
• Onsite
• All travel related costs have been included;however,the Client will be responsible for any
additional fees or charges due to cancellation or rescheduling by the client.
Authorization
Please confirm this request by signing and returning this letter back to CRW. Upon receipt,you will be
contacted for scheduling.
Offer Authorized by:
Scott Talbert
VP, Client Accounts
CRW Systems,Inc.
Accepted by:
Name: Title:
Signature: Date:
(On behalf of the City of San Juan Capistrano)
00.1%TREK' Page 1 of I March 16,2012
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