HomeMy WebLinkAboutWork Session #3 Agenda Report ERP Software Selection Project
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL WORKSHOP REPORT
MEETING JUNE 24, 2013
DATE:
PREPARED JERILYN ERICKSON, FINANCE DIRECTOR
BY: JANE KANSIER, ASSISTANT CITY MANAGER
PRESENTED JERILYN ERICKSON & JANE KANSIER;
BY: CHAD SNOW & SETH HEDSTROM, BERRYDUNN
TOPICS: AGENDA ITEM 3 – ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE
SELECTION PROJECT UPDATE
DISCUSSION: Introduction
The purpose of this meeting is to provide the City Council an update on the ERP
Software Selection project.
History
On April 8, 2013, the City Council authorized the Mayor and City Manager to execute a
professional services agreement with Berry Dunn McNeil and Parker, LLC (BerryDunn) to
provide consulting services to assist the City in its review of existing financial software
and resources and current City processes, preparation of a Request for Proposal (RFP)
for the ERP and to guide the City through the selection process.
Updates regarding the status of the project have been provided to the City Council as
follows:
Date Forum Update
04/26/2013 Weekly Update Memo from Mayor and City Manager to City staff
about the ERP Project (kickoff meetings, web survey,
fact-finding meetings, etc.)
05/13/2013 Council Meeting Introduction of BerryDunn representatives; Schedule
of fact-finding sessions included with agenda report.
05/17/2013 Weekly Update Information shared about staff participation in fact-
finding sessions and preliminary findings.
BerryDunn completed their second site visit to the City on June 13, 2013. The purpose of
this 3-day visit was to review a preliminary list of functional requirements for a future ERP
system. This list will be used in the request for proposal for the ERP software.
Current Circumstances
Chad Snow (Engagement Manager) and Seth Hedstrom (Project Manager) from
BerryDunn will be here to update the City Council regarding the status of the ERP project
as well as three primary issues:
1) Project Scope
2) Project Phasing
3) Collaboration Opportunities
A DRAFT Assessment Report has been prepared by BerryDunn following the fact-finding
sessions and is included with this agenda report. This report is comprised of eight
sections:
Introduction
Business Processes
Current Application Environment
Current Technical Environment
User Web Survey
Primary Challenges and Areas for Improvement
Selection and Implementation Considerations
Next Steps
Depending on the feedback from the Council, changes may be needed in the
Assessment Report before it is finalized.
A copy of the Powerpoint presentation is also included with this agenda report.
Conclusion
Staff would like to have Council feedback and direction regarding the project scope,
phasing and collaboration opportunities as well as the findings and implementation
timeline.
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