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KITTITAS COUNTY <br />BOARD OF COUNTY COMMISSIONERS <br />STAFF REPORT FOR <br />STUDY SESSION <br />Information Technology <br />STUDY SESSION DATE: 1/22/2024 <br />TOPIC: Request Board Approval of Datacenter Hardware Purchase <br />ACTION REQUESTED: Approval <br />LEAD STAFF: Zane Kinney <br />RECOMMENDATION: IT staff recommends the purchase of datacenter hardware one <br />year in advance of its scheduled replacement. <br />BRIEFING SUMMARY: <br />• Major hardware components of the datacenter are scheduled for replacement in <br />2025. <br />• The hardware specifications required for the planned 2024 Cayenta upgrade <br />exceed our current datacenter equipment. <br />• This expenditure was anticipated, and an estimated cost was budgeted for this <br />year. <br />BACKGROUND: In 2023 the Auditor's office spearheaded a project to select an ERP for <br />the County, the result of which was the decision to upgrade Cayenta and expand the <br />scope of its functions. IT was consulted and made an early estimate of the cost of the <br />hardware requirements to run the new software. <br />DISCUSSION: After deliberation, the IT department determined the wisest use of <br />County funds would be to replace our current datacenter hardware with the equipment <br />required to host the new Cayenta software. This decision will also benefit the County's <br />entire technology environment. This equipment was already scheduled for replacement in <br />2025. <br />The installation and configuration of, and cutover to this equipment is a complex and <br />serious procedure. A timely purchase will help avoid delays in the Cayenta upgrade <br />project, as well as necessary sever operation system upgrades. <br />FISCAL IMPACTS: This purchase was anticipated and was included in the new ET Fund <br />budget for 2024, however the actual quote came in above what was oirginally estimated. <br />The ET Fund was designed to absorb these types of variances between anticipated and <br />actual costs. <br />ATTACHMENTS: None <br />Page 1 of 2 <br />Information Technology "Study Session Staff Report", 1/22/2024 <br />