Title
Adopt a Resolution to:
a. Amend the Auditor-Controller Budget 1110, AUD001-8372 to add one (1) Accounts Payable Supervisor and add two (2) Payroll Technician;
b. Amend the Auditor-Controller Budget 1110, AUD001-8373 to add two (2) Enterprise Resource Planning Business Analyst;
c. Amend the Auditor-Controller Budget 1110, AUD001-8374 to add two (2) Accountant Auditor III;
d. Direct the County Administrative Office to incorporate the approved changes in the FY 2014-15 Adopted Budget;
e. Increase Appropriations in AUD001, Auditor-Controller, by $564,000 offset by an Interfund Reimbursement of $564,000 from AUD006, Capital Project Automation. (4/5ths Vote Required)
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Adopt a Resolution to:
a. Amend the Auditor-Controller Budget 1110, AUD001-8372 to add one (1) Accounts Payable Supervisor and add two (2) Payroll Technician;
b. Amend the Auditor-Controller Budget 1110, AUD001-8373 to add two (2) Enterprise Resource Planning Business Analyst;
c. Amend the Auditor-Controller Budget 1110, AUD001-8374 to add two (2) Accountant Auditor III;
d. Direct the County Administrative Office to incorporate the approved changes in the FY 2014-15 Adopted Budget;
e. Increase Appropriations in AUD001, Auditor-Controller, by $564,000 offset by an Interfund Reimbursement of $564,000 from AUD006, Capital Project Automation. (4/5ths Vote Required)
SUMMARY/DISCUSSION:
In March 2015, the County will begin an upgrade of the current Enterprise Resource System (ERP System). The project will entail upgrading Advantage Performance Budget, Advantage Financial and Advantage HRM from version 3.7 to 3.10. Version 3.7 is has reached the end of useful life in terms of support from CGI Technologies, hardware produced by IBM to run version 3.7 and Microsoft windows server software.
Current staff of the Auditor-Controller's Office from General Accounting, Accounts Payable and Payroll will be assigned to this project as Subject Matter Experts and will be housed off site to focus solely on the upgrade. New positions are requested to provide coverage, maintain business operations, and meet operational project deadlines. This request is consistent with the method used to install version 3.7 in 2008 through 2010 and has proven to be the most efficient way to install an upgrade.
The addition of one ERP Business Analyst (BA) is to provide necessary staffing for the Upgrade Project in the Finance group and necessary redundancy for Performance Budget, Advantage Financial and SymPro Debt/Investment systems. The addition of the second BA is dedicated to efforts relating to Advantage HRM/Payroll. Referring to Attachment A, three BA Full Time Equivalents (FTE) are required for Annual Duties Jan - Dec, one BA FTE is required for Projects in Progress. The additional BA FTE is required for Projects in Progress, Projects in the Queue and the Research Required Prior to the Upgrade to version 3.10. The current reality is that the four currents BA FTE's are not able to address the Projects in Progress, Projects in Queue and the Research required for the Upgrade to version 3.10, let alone staffing the upgrade.
Attachment B lists the Advantage HRM/Payroll Table Entries Count that are required (note Currently Active) to meet the needs of the County's complicated pay needs for the 24 employee bargaining units. The Total All lists the entries developed/configured since Go-Live in September 2010.
OTHER AGENCY INVOLVEMENT:
The County Administrative Office and the Human Resources Department concurs with this recommendation in terms of Position Classification (Attachment C).
FINANCING:
The cost of the positions needed for the upgrade is $564,000 for fiscal year 2014-15 and will be offset from funds budgeted in Fund 403 - Capital Projects Automation. The funds in Fund 403 have been acquired by charges to Offices, Departments and Agencies participating in the ERP Systems and from funds in Fund 403, Capital Projects Automation. The two year costs for the positions included in this report are estimated at $1,695,000. Based on past experience, the positions will be absorbed into the Office of the Auditor-Controller due to attrition, increased charges and/or an increase in Net County Contribution.
Prepared by: Nairi Davis, Senior Personnel Analyst, 755-5092
Alfred R. Friedrich, CGFM, Assistant Auditor-Controller, 755-5343
Approved by: Michael J. Miller, CPA, CISA, Auditor-Controller, 755-5040
Attachments:
A - Business Analyst Duties and Tasks
B - HRM/Payroll Table Entries Count
C - ERP Upgrade Positions