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CHANGE ORDER IS ON FILE IN THE OFFICE OF THE CLERK TO THE BOARD 11.E.1. MUNIS SOFTWARE AGREEMENT The Board reviewed a Memorandum of May 15, 2002: DATE: MAY 15, 2002 TO: BOARD OF COUNTY COMMISSIONERS THROUGH: JOSEPH A. BAIRD, ASSISTANT CO 1 ADMINISTRATO FROM: ED FRY, FINANCE DIRECTOR JASON E. BROWN, BUDGET MANAGER SUBJECT: MUNIS SOFTWARE AGREEMENT0 BACKGROUND In December 2000, the Board authorized the Clerk of the Circuit Court to enter into a contract with the Government Finance Officers Association (GFOA) Research Center to assist in the development of a Request For Proposal for an Enterprise Financial System. The goal was to identify a software vendor that would be able to provide a financial system that would best meet the county's needs. The enterprise financial system would provide for the integration of the purchasing system, the budget system, the accounts payable system, the personnel system, -the. utilities system, and other core financial systems. Currently, each system is independent, which requires each department to manually input similar information. The accounts payable system is over twenty years old. The budget system is over ten years old The Utilities system is over ten years old The purchasing system runs on a PC based platform, which is incompatible with the platform used for budget and accounts payable None of the Board's departments have computer access to the budget, purchasing, and accounts payable systems, but must rely upon paper reports that are provided once a month. To guide the selection process, two committees were established, an Executive Steering Committee and an Advisory Committee. The Executive Steering Committee provided overall policy and direction to the Advisory Committee. The Advisory Committee prepared the Request For Proposal (RFP), evaluated the responses to the RFP, developed a shortlist of three software vendors to demonstrate their software, attended the software demonstrations, and made a recommendation to the Executive Steering Committee for a software vendor to provide an enterprise financial system to the county. The Executive Steering Committee consisted of the Assistant County Administrator, the Clerk of the Circuit Court, the General Services Director, the Human Resources Director, and the Utihties Director. In addition, the Budget Manager, the Computer Services Director, the Information Systems Director, the Finance Director and the Assistant Finance Director served as staff advisors. MAY 21, 2002 -60- Off ►LJ i