HomeMy WebLinkAboutResolutions - 2003.12.11 - 27075REPORT (MISC. #03326) December 11, 2003
BY: General Government Committee, William R. Patterson, Chairperson
IN RE: MR #03326— DEPARTMENT OF MANAGEMENT AND BUDGET —
INTEGRATED E-FINANCIAL SYSTEM PROJECT — APPROPRIATION FOR
IMPLEMENTATION PHASE I
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The General Government Committee, having reviewed Miscellaneous Resolution
#03326 on December 1, 2003, reports with a recommendation that the resolution be
amended, as follows:
1. The last Whereas be moved down as an additional BE IT FURTHER RESOLVED
paragraph, and amended, as follows:
1.011.1E-RE-AS--it-is-riasomg*Aded BE IT FURTHER RESOLVED that a Major
Departmental Support Projects Fund be established to account for the
expenditures related to this and other departmental support projects with
estimated aggregate expenditures over $5,000,000. Upon closeout of a
particular major project, unspent project monies will be re-designated by the
Board of Commissioners.
2. The NOW THEREFORE BE IT RESOLVED paragraph be amended, as follows:
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners authorizes an appropriation of $2,895,812 from the Designated
Fund Balance for the E-Financial System implementation (general ledger account
#9407-092000); and $1,500,000 from the Designated Fund Balance for Data Privacy
and Security (general ledger account #9407-107000) to fund Phase I of the E-
Financial System implementation. The attached Schedule 1 represents a
summary of projected Phase 1 costs and required appropriations.
Chairperson, on behalf of the General Government Committee, I move
acceptance of the foregoing report.
GENERAL GOVERNMENT COMMITTEE
General Government Committee Vote:
Motion carried unanimously on a roll call vote.
December 11, 2003
REPORT (MISC. 103326)
BY: PERSONNEL COMMITTEE, THOMAS F. MIDDLETON, CHAIRPERSON
RE: DEPARTMENT OF MANAGEMENT AND BUDGET - INTEGRATED E-FINANCIAL
SYSTEM PROJECT - APPROPRIATION FOR IMPLEMENTATION PHASE I
TO: The Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Personnel Committee, having reviewed MR #03326 on December 3,
2003,reports with the recommendation that the resolution be adopted as
amended by the General Government Committee on December 1, 2003.
Chairperson, on behalf of the Personnel Committee, I move the
acceptance of the foregoing report.
PERSONNEL COMMITTEE
Personnel Committee Vote:
Motion carried on unanimous roll call vote
MISCELLANEOUS RESOLUTION 103326 November 20, 2003
BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON
IN RE: DEPARTMENT OF MANAGEMENT AND BUDGET - INTEGRATED E-FINANCIAL
SYSTEM PROJECT - APPROPRIATION FOR IMPLEMENTATION PHASE I
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS on March 14, 2002, the Board of Commissioners adopted
M.R. #02043 authorizing acquisition of PeopleSoft licenses thereby
enabling commencement of the Integrated E-Financial System Project,
components of which are to include e-procurement, enhanced time and
labor reporting, project costing, an Internet portal for on-line
payment, and activity based management, budgeting and financial
reporting; and
WHEREAS M.R. #02043 appropriated $2.9 million in support of the
analysis, acquisition and selection component of the Integrated E-
Financial System Project; and
WHEREAS a rigorous competitive bidding process was utilized to
execute the directives of M.R. #02043 and resulted in the selection of
the eVerge Group and Accenture to assist in the implementation phases
of the Integrated E-Financial System Project; and
WHEREAS at the County's direction, the eVerge Group has performed
a gap analysis and conducted extensive implementation and resource
planning to identify and refine the tasks necessary to implement the
County's required software functionality, key business processes,
reporting, and software configurations; and
WHEREAS Phase I of the Integrated E-Financial System
Implementation Project has four (4) components that are more cost-
effectively implemented together rather than separately. These four
Phase I implementation components include the Data Privacy/Security
Technologies Implementation, the Time & Labor System Implementation,
the Human Resources Self-service Implementation, and the Human
Resources System Enhancements Implementation; and
WHEREAS data privacy, security, and centralized administration
are of critical importance to the integrity and reliability of the
County's computer infrastructure and electronic information and must be
given the highest priority; and
WHEREAS the eVerge Group proposes to execute the Time & Labor
System Implementation, the Human Resources Self-service Implementation,
and the Human Resources System Enhancements Implementation components
of Phase I of the Integrated E-Financial System Implementation Project
at a cost of $1,519,417; and
WHEREAS Accenture proposes to implement the Data Privacy/Security
Technologies Implementation component of Phase I of the Integrated E-
Financial System Implementation Project at a cost of $751,000; and
WHEREAS Phase I Implementation hardware, software, IT and Fiscal
Services resources, contingency, and project management costs are
estimated to total $2,679,617 (detail provided in attached Schedule 1);
and
WHEREAS estimated total Implementation Phase I costs equal
$4,950,034; and
WHEREAS funds in the amount of $554,222 remain from the
appropriation authorized in M.R. #02043 and are available for transfer
to cover a portion of Phase I of the Integrated E-Financial System
Implementation Project cost, leaving a need for $4,395,812; and,
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Crawford absent.
WHEREAS in the Fiscal Year 2002 Year End Report and Budget
Amendments, M.R. #02319, adopted December 12, 2002, the Board of
Commissioners approved a designation of $5,000,000 for Financial/HR
Upgrades, a portion of which is now known as the Integrated E-Financial
System Project. These funds are recommended to be re-designated in the
FY 2003 Year End Report and are available for appropriation to cover a
portion of the estimated Phase I implementation costs; and
WHEREAS the FY 2003 Year End Report will recommend a $3,000,000
designation to support Data Privacy and Security and these funds are
also available for appropriation to cover a portion of the Phase I
implementation cost; and
WHEREAS the Integrated E-Financial System Project optimally
requires implementation of two additional Phases, currently planned for
execution over the next two or three fiscal years. Phases II and III
carry estimated costs of $6,089,386 and $3,946,623 respectively; and
WHEREAS a detailed Return on Investment (ROI) analysis for the
entire Integrated E-Financial System Project indicates that timely
completion of all three phases of project implementation should result
in a 6 year payback on the County's total investment; and
WHEREAS in recognition of the State of Michigan's budgetary
challenges and their unknown effect on future Oakland County budgets,
execution of the Integrated E-Financial System Project has been split
into three Phases, each of which, standing alone, provides critical
functionality to governmental operations and value to County taxpayers;
and
WHEREAS this resolution is designed to support Phase I of the
Integrated E-Financial System Implementation Project. It neither
commits the County to the funding or execution of Phases II or III of
the Project nor requires the execution of Phases II or III to be a
successful, value-added endeavor; and
WHEREAS it is recommended that a Major Departmental Support
Projects Fund be established to account for the expenditures related to
this and other departmental support projects with estimated aggregate
expenditures over $5,000,000. Upon closeout of a particular major
project unspent project monies will be re-designated by the Board of
Commissioners.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners authorizes an appropriation of $2,895,812 from the
Designated Fund Balance for the E-Financial System implementation
(general ledger account #9407-092000); and $1,500,000 from the
Designated Fund Balance for Data Privacy and Security (general ledger
account #9407-107000) to fund Phase I of the E-Financial System
implementation.
BE IT FURTHER RESOLVED that the appropriation be transferred to a
new capital projects fund titled "Major Departmental Support Projects
Fund."
BE IT FURTHER RESOLVED that the FY 2004 Budget be amended, as
specified below:
GENERAL FUND
Revenue
90-190000-14000-1582 Planned Use of Fund Balance $4,395,812
Expenditures
90-xxxxxx-98436-8001 Transfer to Maj. Dept. Supt. $4,395,812
0
BE IT FURTHER RESOLVED that the remaining $554,222 appropriated
pursuant to M.R. #02043 in support of the Integrated E-Financial System
Project be transferred from the Information Technology Fund to the
Major Departmental Support Projects Fund to help fund Phase I of the E-
Financial System implementation.
Chairperson, on behalf of the Finance Committee, I move adoption
of the foregoing resolution.
FINANCE COMMITTEE
Phase I
$93,500
$626,451
$40,000
Schedule 1:
Training of Staff on PeopleSoft
System
PeopleSoft and Data
Security/Single Sign-on
Software and Hardware
Additional PeopleSoft Module
Licenses
Project Manager
IT, Fiscal Services, and HR Staff
Resources
Contingency
Sub-Total:
PeopleSoft Annual Support
eVerge Professional Services
Accenture Professional Services
Phase II
$330,000
$1,217,272
$195,412
$50,000 $51,500
$1,155,284 $1,203,660
$714,382 $674,066
$2,679,617 $3,671,911
$1,519,417 $2,417,476
$751,000 $0
Phase III
$123,750
$1,194,943
$593,946
$53,045
$458,548
$186,128
$2,610,361
$336,262
$1,000,000
$0
Total: $4,950,034 $6,089,386 $3,946,623
$2,417,476
$1,217,272
$330,000
$195,412
$674,066
0
PeopleSoff ROI three phase scenerio.xls
Explanation of E-Financial System
Implementation Resolution Costs and
Funding
Original Funding and Expenditures to
Date:
Phase I Phase II Phase III
MR#02043 Appropriation I $2,900,000
PeopleSoft Licenses I ($1,731,324) II r
Data Security/Single Sign-on Software and
Hardware ($412,764)
System Selection and Due Diligence ($201,690)
Total Remaining Appropriation: $554,222 • - Data Security and Single Sign-on
Implementation:
Accenture Professional Services $751,000
Hardware $70,875
IT, Fiscal Services, and HR Staff
Resources $718,173
Contingency $437,730
Data Security Sub-Total of Hardware,
Software, Staffing, and Contingency, $1,977,779
PeopleSoft Implementation: ,41tsir:
$1,000,000
$1,194,944
$123,750
$593,946
$458,548
$53,045
$186,128
$336.263
3.94
eVerge Professional Services
PeopleSoft Software and Hardware
Training of Staff on PeopleSoft System
Additional PeopleSoft Module Licenses
IT, Fiscal Services, and HR Staff
Resources
Project Manager
Contingency
PeopleSoft Annual Support
PeopleSoft Sub-Total of Hardware,
Software, Staffing, and Contingenc
Total Projected Cost by Implementation
Phase:
$1,519,417
$555,576
$93,500
$40,000
$437,110
$50,000
$276,651
0
72.255
$4,950,034
6.089.386
Less Total Remaining Appropriation
From MR#02043: ,
Total Projected Cost Less Total
Remaining_Appropriation: $4,395,812 ,
Recommended Appropriations:
Designated Fund Balance for the E-
Financial System implementation $2,895,812
Designated Fund Balance for Data Privacy
and Security $1.500,000
Total Recommended Appropriation: $4,395,812
Plus Total Remaining Appropriation
From MR#02043: $554,222
Total Projected Cost for Implementation
of Phase I: $4,950,034
PeopleSoft ROI three phase scenario with new schedule 1.xls/Cost Detail
Date Printed: 11/20/03
Page 4 REV: April 7,2003
Resolution #03326 November 20, 2003
The Chairperson referred the resolution to the General Government Committee and Personnel
Committee. There were no objections.
G. William Caddell, County Clerk
#1••n••
12-//c1A3
Resolution #03326 December 11, 2003
Moved by Moss supported by Gregory the resolution be adopted.
Moved by Moss supported by Coulter the General Government Committee Report be accepted.
A sufficient majority having voted therefore, the report was accepted.
Moved by Moss supported by Hatchett the Personnel Committee Report be accepted.
A sufficient majority having voted therefore, the report was accepted.
Moved by Moss supported by Zack the resolution be amended to coincide with the recommendation in
the General Government Committee Report
Vote on resolution, as amended:
AYES: Crawford, Douglas, Gregory, Hatchett, Jamian, Knollenberg, KowaII, Law, Long, McMillin,
Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster, Wilson, Zack, Bullard,
Coulter. (23)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolution, as amended, was adopted.
I HEREBY APPROVE THE FOREGOING REFAUTION
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on
December 11, 2003 with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 11th day of December, 2003.