Laserfiche WebLink
KITTITAS COUNTY <br />Board of County Commissioners <br /> <br />AGENDA STAFF REPORT <br /> <br />AGENDA DATE: March 5th, 2024 <br /> <br />ACTION REQUESTED: Authorize Auditor Signature on Cayenta Financial Software Contracts <br /> <br /> <br />BACKGROUND: The County uses financial software from Cayenta, a division of N. <br />Harris Computer Corporation, for a variety of critical enterprise-wide <br />finance functions including General Ledger Accounting, Accounts <br />Payable, Payroll, and Fixed Assets. The current version of Cayenta <br />(v7.9) is several versions behind their current product in functionality <br />and is prone to glitches which has on multiple occasions impeded <br />countywide financial operations. For several years, the Auditor’s <br />Office has been exploring an upgrade of existing software to the latest <br />version (v9.2.) <br /> <br />In 2023, the Auditor’s Office partnered with countywide stakeholders <br />to analyze the needs of our financial software and the desired <br />capabilities of a potential upgraded. The committee also explored <br />alternatives to Cayenta such as an RFP for a new financial software <br />and associated conversion project. Ultimately the workgroup decided <br />that the risk of a conversion outweighed the benefits and could not be <br />implemented quickly enough to meet the county’s timeline. <br />Additionally, the workgroup opted to expand the original scope of the <br />upgrade to include new features such as: a server conversion, web- <br />based employee/manager apps, grants management, human capital <br />management, and improved payroll processes. <br /> <br />Cumulatively, these upgrades represent $906k in implementation <br />costs plus an additional $178k in the first year’s licensing fees. <br />Finance expects to ultimately phase out several additional 3rd party <br />licenses including, but not limited to Novatime. Expected savings <br />from cancelling these licenses is around $100k/year. IT has also <br />purchased hardware required to support the upgrade. This project was <br />included in the 2024 budget primarily utilizing $600k of ARPA funds. <br />However, we expect there to be a need for a budget amendment to <br />fully fund the project through the end of the year. Based on the <br />payment schedule, this will likely not be needed until Q3 or Q4. The <br />expected implementation timeline is 9-12 months after contracts have <br />been signed. <br /> <br /> <br /> <br /> <br /> <br />