Item A1 � A.1
� � �, BOARD OF COUNTY COMMISSIONERS
County of Monroe � ��r�i
�r � s�� Mayor Heather Carruthers,District 3
The Florida.Keys Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District 1
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
May 8, 2020
Agenda Item Number: A.1
Agenda Item Summary #6892
BULK ITEM: No DEPARTMENT: County Clerk of Court
TIME APPROXIMATE: STAFF CONTACT: Pamela Hancock (305) 292-3550
N/A
AGENDA ITEM WORDING: Presentation and update of the Clerk's and the County's Enterprise
Resources Planning (ERP) system. The Clerk's 2020 excess fees of $1,500,000.00 will be used for
the first phase of the ERP system implementation. This represents approximately 1/3 of total
implementation costs.
ITEM BACKGROUND: An ERP system is essential to the operations of the Clerk's comptroller
functions as well as the BOCC's OMB and HR functions. The current system, Finance Plus, is
scheduled by its developer to sunset on December 31, 2021. Migrating to a new system is typically a
12-18 months process.
In 2004, the BOCC financed the Clerk's implementation of Finance Plus as the financial/payroll
system for both the Board and the Clerk, as required by statute. After 16 years, this system has
become antiquated: it is heavily paper-based; lacks adequate management reporting abilities; and
requires repetitive data entry to maintain other disparate administrative systems used by the BOCC
and the Clerk. Finance Plus has reached its end of life. Central Square, the vendor supporting
Finance Plus, provided formal notification that support and maintenance will cease on December 31,
2021.
Given the shortcomings of Finance Plus, the Clerk's Office began a formal search beginning in mid-
2018 for a replacement system. Throughout the process, the Clerk's staff worked closely with Board
staff to seek a solution that would work best for both organizations.
Following is the timeline of system replacement:
• 2012: A former Clerk had decided to replace Finance Plus and had chosen a replacement
system. He retired and, as a courtesy, allowed the successor Clerk to confirm the choice
and proceed with implementation. The successor Clerk took no action and the initiative
died.
• July 2018: The Clerk issued a Request For Information to gather information on ERP
software, implementation, and integration services.
• December 2018: Central Square notified its customers that they would be sunsetting
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Finance Plus effective December 31, 2021.
• March 2019: The Clerk issued a Request for Proposals (RFP) to obtain a consultant to
assist in working with the Clerk and Board staff to identify both organization's business
needs and develop an RFP for implementing an ERP system. Both Clerk and Board staff
evaluated and scored the proposals and awarded the contract to BerryDunn (Consultant).
• May 2019: The Clerk and the Clerk's Finance Director attended the County
Administrator's Senior Management Meeting to provide an update on implementing an
ERP for the County.
• July-August 2019: Consultant facilitated and held numerous formal on-site discussion
groups with over 40 Clerk and Board staff to identify the Clerk's and County's business
requirements needed for implementing an ERP solution for the County's administration
operations (e.g., accounting, purchasing, budget, human resources, project/grants
management, fixed assets, financial management reporting, etc.).
• August 2019: At the Board's August 21, 2019 meeting, the Clerk provided the Board a
summary and status update on the joint effort by both Clerk and Board staff to move
forward with an ERP solution for the County (Item N6).
• October 2019: In consultation with Consultant and Board staff, the Clerk issued an RFP
for software and implementation services for ERP software systems.
• December 2019 through January 2020: Clerk and Board staff worked with Consultant
to perform a first round of scoring of the five vendor proposals that were submitted in
response to the RFP.
• January and February 2020: Clerk and Board staff attended the demonstrations of the
four top-scoring vendors. The Clerk's and Board's subject matter experts provided
critical feedback to assist the selection committee on their final scoring for an ERP that
would be a best fit for both the County's and the Clerk's administrative functions.
• March 2020: Collaborative Solutions (implementer) and Workday (ERP software) were
notified that they received the highest score for the RFP.
• April 2020: Clerk and Board staff began contract negotiations with Collaborative
Solutions and Workday by attending discovery sessions held by Consultant.
• May 2020: Collaborative Solutions and Workday are scheduled to kick off the ERP
implementation. The 55-week project is scheduled to go live July 1, 2021.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: For Information Only -no action required.
DOCUMENTATION:
Presentation Update of ERP System
FINANCIAL IMPACT:
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A.1
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
N/A
REVIEWED BY:
Kevin Madok Skipped 05/04/2020 10:16 AM
Cynthia Hall Completed 05/04/2020 3:58 PM
Kathy Peters Completed 05/04/2020 5:32 PM
Board of County Commissioners Pending 05/08/2020 11:00 AM
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