City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a professional services agreement with
Tyler Technologies, Inc. for the purchase, implementation and software
maintenance/support of the City’s new finance system (Munis Finance System).
BACKGROUND:
On November 9, 1998, the City Council (1) awarded a contract to JD Edwards (JDE)
to purchase theirenterprise financial systemand (2) authorized contracts with various
third-party vendors to implement it. At that time, JDE was able to deal with all the
potentially significant issues that were expected to occur when system dates moved
to the year 2000. Due to the urgency and hard deadline, JDE was implemented
quickly so that it was up and running by January 1, 2000. After implementation,
many JDE clients began to indicate that upgrades to the system were not very stable
and resulted in problems with the system. To address these issues, JDE was forced
to release additional system upgrades to correct the initial upgrades. A few
mandatory upgrades to the system were installed between 2000 and 2004. From a
technical standpoint, these system upgrades were extremely complicated and
consumed a significant amount of staff hours and consultant time to complete. From
an end-user standpoint, the upgrades did not provide any new functionality, they just
fixed some operational bugs in the system. Since system upgrades require many
hours of staff time to compile, install, test and retest, the City made a decision to
remain on the base system unless forced to upgrade by JDE.Therefore, the City is
using a finance system that is basically 10 years old.
Meeting Date: 08/22/2011 Item Number: C-9
CITY COUNCIL AGENDA ITEM: Approval of a Professional Services Agreement
with Tyler Technologies for the Purchase, Implementation and Software
Maintenance/Support of a New Financial System
Contact Person/Dept.:
Jeff Muir/Finance
Phone Number:
(310) 253-6016
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification:(E-Mail) Meetings and Agendas – City Council (08/17/2011); (E-
Mail) Tyler Technologies – Jennifer Wahlbrink(08/17/2011)
Department Approval:
Jeff Muir (08/09/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/15/11)
Chief Financial Officer Approval:
Jeff Muir (08/09/11)
City Manager Approval:
John M. Nachbar (08/17/11) City of Culver City, California
Agenda Item Report
Since the original implementation of JDE, technology has improved dramatically and
the software industry has gone through a major consolidation. In 2003, JDEwas
acquired by Peoplesoft, which was subsequently acquired by Oracle in 2005. Oracle
had originally intended to force JDE customers to move onto an Oracle product, but
decided to continue support of JDE when over 50% of JDE customers indicated they
would look for other systems if the JDE product was discontinued. Oracle has
decided that instead of discontinuing the entire JDE product, they are discontinuing
support of older versions of JDE software. Recently, it was announced that the
City’s version of JDE will no longer be supported after 2012.
Currently, the JDE software is running on two (2) central servers whose performance
drives the entire financial system. The servers have been very reliable, with no
downtime whatsoever. Both servers were last upgraded in 2003 and have outlived
their useful lives and warranties. In addition, the Microsoft Windows 2000 operating
system and database that runs on the servers is no longer supported by either
Microsoft or Oracle. As the servers continue to age, the probability of a server
failure increases. If they do fail, the financial system would not run and would most
likely be unavailable for several days while replacement parts were found (assuming
they are available) and the servers were rebuilt. When the servers are replaced, it is
mandatory that it be done in conjunction with an upgrade or replacement of the
financial system because the City’s current version of JDE will not run on new server
technology and new software will not run on old server technology.
DISCUSSION:
With the 2012 deadline for the discontinuation of support for the City’s version of
JDE software quickly approaching, staff was tasked with researching the possibility
of upgrading the finance system with a newer version of the JDE software versus
replacing it with a completely new system. Before beginning this process, several
major issues with the current JDE system and all ancillary finance systems were
identified as follows:
JDE Finance System
• Look and feel is old and ‘clunky’
• Not intuitive to use
• Easy, user-friendly ad-hoc reporting is not available
• A significant amount of work requires manual processes and
workarounds because it is not tailored for the public sector City of Culver City, California
Agenda Item Report
• Upgrades take a significant amount of staff time and require
specialized technical expertise
• Remote access is limited
• Comprehensive self service functionality does not exist
• Comprehensive, user-definable workflow does not exist
• A user-definable dashboard with such items as key performance
indicators, daily tasks, workflow approvals, etc. does not exist
• Online payment functionality does not exist
Ancillary Finance Systems
• Information is difficult to access and consolidate because the City
currently uses several disparate systems
• Employee time is tracked with a system that was developed in-
house and only one staff member has intimate knowledge of the
system to maintain it
• The third-party cash receipting system is updated and supported
by a single-person vendor
Oracle
• Customer service is substandard
• Focus is on large, multi-national corporations
• Client contacts change frequently and the City is not notified of
the change
Upgrading the System
To determine if the current JDE system should be upgraded rather than replaced,
staff requested pricing information and a software demonstration from Oracle.
Oracle responded that staff would have to go through an authorized Oracle
business partner for this request.
Staff arranged a demo with a business partner who showed the main features of
the latest version of JDE. The system still looks clunky, seems to rely on a high
level of technical expertise, and generally does not appear to be too different from
the 10-year old version the City is currently using.
The business partner was required to obtain the cost for upgraded software from
Oracle. It took Oracle a month and a half to give the price to the business partner
because Oracle’s pricing division in South America was “very busy”. After several
iterations, the business partner quoted the City approximately $80,500. City of Culver City, California
Agenda Item Report
The City issued an RFP to three (3) Oracle business partners to provide
professional services for the upgrade. The scope of work that each vendor
provided was exactly what would be required for a new system implementation.
The proposal of the vendor with the qualifications that best met the City’s
requirements was priced at $399,000. Therefore, the total cost to upgrade JDE to
the current version of the software would be close to $500,000 ($80,500 +
$399,000).
Taking into consideration the cost to upgrade the system, lack of Oracle’s attention
to the City, lack of major improvements to the system, and the scope of work being
similar to a new system implementation, staff believed it would not be in the best
interest of the City to upgrade the JDE finance system. With this determination,
staff changed focus to begin looking at replacing the finance system.
Replacing the System
Staff identified five software vendors who were either currently being awarded
contracts with municipalities across the country or were already being used by
municipalities across the country. The five firms are, in alphabetical order: Lawson,
New World Systems, SunGard, Tyler Technologies, and Unit 4. To prequalify for
participation in an RFP process, each of these vendors provided a two hour
preliminary demonstration of their software capability and discussed why they would
be the best solution for Culver City. Each of the five firms successfully prequalified
to proceed.
An RFP was prepared and issued to all five vendors. After a thorough review of the
RFP responses, industry/customer opinion, and pricing, Lawson and Unit 4 were
eliminated from continuing forward. As the City was reviewing Lawson’s proposal,
Lawson was acquired by Infor and Golden Gate Capital. Considering the unknown
direction of new ownership and the internal cultural issues that arise as a result of an
acquisition, the risk in selecting Lawson increased tremendously. Unit 4 is a
subsidiary of a company based in the Netherlands which is just now trying to grow
their business in the US. In addition, they submitted the proposal with the second
highest price (Lawson was the highest). The evaluation team believed that Unit 4
was too new to the US and California public sector markets to justify the quoted
price. In both cases (i.e. Lawson and Unit 4), the evaluation team did not feel that
the quality of the software was sufficient to outweigh the risks and cost associated
with each company.
New World Systems, SunGard, and Tyler Technologies were given a detailed script
(Attachment A) and were asked to address each item of the script in a one-day, on-
site demonstration. An evaluation team comprised of staff from General Accounting, City of Culver City, California
Agenda Item Report
Budget, Payroll, Accounts Payable, Finance Administration, Purchasing, Human
Resources, and Information Technology attended the demonstrations.
Once the three demonstrations had been completed, the evaluation team met to
discuss the vendors and their software capabilities. After some discussion, the team
decided that Tyler Technologies’ Munis software was the best overall choice for the
City’s current and future needs.
Some of the differentiating factors that set Tyler Technologies apart from the other
vendors are:
• Tyler Technologies’ Munis software was the most user friendly and
intuitive to use
• Tyler has leveraged leading edge technology to have more robust
features than the other vendors
• As Tyler updates their software with new technology and additional
features, they provide a written guarantee, called the “Evergreen
Philosophy”, which states that the City will not be charged extra
license fees for any future enhancement, feature or upgrade
To further validate the decision to select Tyler Technology and their Munis software
as a replacement for our JDE software, conference calls were held with the City of
Lakewood, the City of Chino, and a consultant who did the majority of work on the
City of Redondo Beach’s implementation of Munis. Responses to questions ranging
from company culture to support services to system usability were overwhelmingly
positive. They all identified issues encountered during implementation, but
acknowledged that the issues are fairly common in large system implementation
projects and are easily avoided with detailed planning and extensive testing prior to
“going live” with the system. They all provided “lessons learned” from their
implementations and on-going use of the system. Finally, they all offered to assist
City staff should anything arise as we move forward in the process.
A client list for Tyler Technology’s California customers and Tyler awards outside of
California can be found in Attachment B.
FISCAL ANALYSIS:
Tyler Technologies’ proposal includes costs for Tyler software, business partner
software and equipment, Tyler consulting services, and maintenance/support for a
total of $912,476.00. The proposal also includes the first year maintenance and
support cost for $72,138.00 which has been discounted by $91,182.Staff estimates City of Culver City, California
Agenda Item Report
the cost for new servers, associated hardware and software to be approximately
$50,000.Staff recommends an additional $100,000 be approved to cover costs
related to backfilling critical positions in Accounting and Payroll so that current
service levels can be maintained concurrently while the project is ongoing.
Staff also recommends a contingency of $100,000, or approximately 10% of the first
year cost.
Sufficient funds exist to cover the total cost of the purchase of software and
hardware, as well as cover the cost of professional services for the implementation:
Funding Source
Source Available Amount
Financial System Replacement, P-636 (42000636) $2,179,165
TOTAL AVAILABLE FUNDING $2,179,165
Estimated Finance System Cost For Two Years
Component Estimated Cost
Tyler Technologies – Project Cost
Software (includes discount of $148,680) $375,240
Professional Services for Implementation $396,525
Tyler Travel $95,341
Tyler-Provided Hardware $45,370
Tyler Project Cost Subtotal $912,476
Tyler Technologies – Annual Maintenance and
Support
Annual Maintenance, FY 2011-12
(includes discount of $92,550)
$72,138
Annual Maintenance, FY 2012-13 $164,094
Tyler Maintenance Cost Subtotal $236,232
Additional Project Costs
Culver City-Provided Hardware $50,000
Additional Project Labor $100,000
Contingency, if necessary $100,000
Additional Project Costs Subtotal $250,000
TOTAL TWO YEAR COST ESTIMATE $1,398,708 City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. Attachment A: Detailed Demonstration Script
2. Attachment B: Tyler Technologies Client Listing
MOTION:
That the City Council:
1) Approve a professional services agreement in an amount not-to-exceed
$912,476.00withTyler Technologies to provide software, business partner
software and equipment, and professional services to replace the JDEdwards
Finance System; and,
2) Authorize the Chief Financial Officer to approve change orders to the contract in
the aggregate amount not-to-exceed $100,000.00, if necessary; and,
3) Authorize the Chief Financial Officer to approve additional labor charges for
project labor in an amount not-to-exceed $100,000.00; and,
4) Authorize payment of $72,138.00 to Tyler Technologies for one year of financial
software maintenance/support to be effective upon installation of the software;
and,
5) Authorize payment of $164,094.00 for the annual maintenance/support renewal
with Tyler Technologies for the second year and each successive year until the
maintenance agreement is terminated or substantially changed by either party;
and,
6) Authorize the City Attorney to review/prepare the necessary documents; and
7) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 08/22/2011
AGENDA ITEM: Authorization to Award an Agreement to Tyler
Technologies for the Purchase and Implementation of a
New Financial System and Authorization for Associated
Project Costs
ATTACHMENTS
A. Demo Script 1 - 15
B. Tyler Technologies Client Listing 16 - 16
City of Culver City
RFP #1471 - ERP Replacement
Vendor One Day Demonstration Schedule
Topic Page Time
A. Introductions and Overview 2 8:00 1:15 hr
B. General Ledger 4 9:15 0:45 min
BREAK 10:00 0:15 min
C. Budget 6 10:15 0:45 min
D. Purchasing 7 11:00 1:15 hr
LUNCH PROVIDED 12:15 0:30 min
E. Accounts Payable 9 12:45 0:45 min
F. Accounts Rec and Cash Receipting 10 1:30 0:45 min
BREAK 2:15 0:15 min
G. Human Resources 112:301:15hr
H. Time Entry 133:450:30min
BREAK 4:15 0:15 min
I.Payroll 144:301:00hr
WRAP UP 5:30
Duration
____________________________________________________________________________________________
Vendor One Day Demonstration Page 1
Topic Page Time
A. Introductions and Overview 2 8:00 1:15 hr
B. General Ledger 4 9:15 0:45 min
BREAK 10:00 0:15 min
C. Budget 6 10:15 0:45 min
D. Purchasing 7 11:00 1:15 hr
LUNCH PROVIDED 12:15 0:30 min
E. Accounts Payable 9 12:45 0:45 min
F. Accounts Rec and Cash Receipting 10 1:30 0:45 min
BREAK 2:15 0:15 min
G. Human Resources 112:301:15hr
H. Time Entry 133:450:30min
BREAK 4:15 0:15 min
I.Payroll 144:301:00hr
WRAP UP 5:30
Duration
____________________________________________________________________________________________
Vendor One Day Demonstration Page 1A. Introductions and Overview - 1 hour 15 minutes
Notes
Introduce yourselves and talk about your backgrounds
Discuss your technology platform and requirements
Assuming Culver City hosting, discuss hardware
configuration
Identify the software versions you are currently
supporting
Describe your strategy for software upgrades/releases
Explain how you ensure your software remains in
compliance with federal and state regulations
Describe your upgrade process, i.e.: do we need to go
through a compile process?
Identify older programming languages, such as COBOL,
that are used by your solution. Discuss the risk factors
and any future plans for rewrites related to these
programs
Explain all third-party software you are proposing
Demonstrate the standard user security roles that are
available "out of the box"
A5: User Security Setup
A4: Software Overview
Task Topic
A1: Introductions
A3: Hardware Overview
A2: Technology Overview
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Vendor One Day Demonstration Page 2
Demonstrate setting up a new user security
role
Demonstrate setting up a new user id and assigning it to a
user role
Demonstrate setting up a new user id and assigning it to
multiple user roles
Demonstrate navigating through the system
Discuss and demonstrate the different report writing
capabilities of the system
Discuss how processing queues are prioritized (i.e.: give
payroll the highest priority)
Demonstrate "out of the box" workflows
Demonstrate the process for creating custom
workflows
Demonstrate the process for creating and using electronic
signatures
(continued on next page)
A6: System Navigation
A8: Workflow
A7: Report Generation
____________________________________________________________________________________________
Vendor One Day Demonstration Page 2A. Introductions and Overview - 1 hour 15 minutes (continued)
Notes
Demonstrate "out of the box" dashboards
Demonstrate the process for creating
custom dashboards
Demonstrate the process for assigning different
dashboards to different user roles
Topic Task
A9: Dashboard
____________________________________________________________________________________________
Vendor One Day Demonstration Page 3
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Vendor One Day Demonstration Page 3B. General Ledger - 45 minutes
Notes
Demonstrate setting up new funds. The current JDE
naming convention is:
101 = General Fund
203 = Municipal Bus Fund
414 = Grants Operating Fund
423 = Grants Capital Fund
Demonstrate setting up new business units. The current
JDE naming convention is:
10114100 = Finance Admin
10114200 = General Accounting
10114500 = Purchasing
10115100 = General Revenue
20368100 = Municipal Bus Admin
20368300 = Municipal Bus Operations
20368800 = AQMD Grant
41461200 = Bikeways Grant
Demonstrate assigning departments to business units.
Some current JDE departments are:
Bus
Finance
IT
Police
Fire
Demonstrate assigning new divisions to business units.
Th JDE i i i
B2: Business Unit Setup
B4: Division Setup
Task Topic
B1: Fund Setup
B3: Department Setup
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Vendor One Day Demonstration Page 4
The current JDE naming convention is:
14100 = Finance Admin
14200 = General Accounting
14500 = Purchasing
15100 = General Revenue
61200 = Bikeways Grant
68100 = Municipal Bus Admin
68300 = Municipal Bus Operations
68800 = AQMD Grant
Demonstrate setting up new balance sheet accounts at
the fund level. The current JDE account structure is:
101000 = Current Assets
160000 = Non Current Assets
200000 = Liab, Equity & Fund Balance
201000 = Liabilities
250000 = Equity & Other Credits
(continued on next page)
B5: Balance Sheet Account
Setup
____________________________________________________________________________________________
Vendor One Day Demonstration Page 4B. General Ledger - 45 minutes (continued)
Notes
Demonstrate setting up new income statement accounts
at the business unit level. The current JDE account
structure is:
300000 = Revenue
305000 = Operating Revenue
380000 = Non-Operating Revenue
390000 = Other Financing Sources
400000 = Expenditures
410000 = Personnel Services
510000 = Operating Expenses
680000 = Non-Operating Expenses
700000 = Capital Outlay
800000 = Debt Service
900000 = Other
950000 = Operating Transfers
953000 = Other Fin Use - LT Debt
Demonstrate how accounting periods are defined and
how data entry is restricted to appropriate periods
Demonstrate the process for inputting a standard journal
entry
Demonstrate the process for inputting a reversing journal
entry that automatically reverses the entry on the first
day of the next month
D h fii ll i
B7: Accounting Periods
B6: Income Statement
Account Setup
B8: Journal Entry
Topic Task
____________________________________________________________________________________________
Vendor One Day Demonstration Page 5
Demonstrate the process for inputting an allocation
journal entry that allocates a charge on a percentage basis
across many business units
Demonstrate setting up a workflow process that will
automatically route a journal entry to management for
approval and then to a document library if approved or
back to the accountant if rejected
Enter a journal entry and demonstrate the workflow
process that was just setup
Demonstrate the process for running a trial balance and
drilling down to the associated detail transactions
Demonstrate the process for creating and running an ad
hoc report to identify year-to-date revenues by business
unit and account
Demonstrate the process for creating and running an ad
hoc report to identify year-to-date revenues by account
and business unit
Demonstrate the process for creating the CAFR
B9: Inquiry/Reporting
____________________________________________________________________________________________
Vendor One Day Demonstration Page 5C. Budget - 45 minutes
Notes
Discuss the budget application and how it interfaces with
the general ledger, human resources, purchasing and
accounts payable applications
Demonstrate the process(es) for creating proposed
budgets
Demonstrate the process(es) for departmental review and
update to the proposed budget
Demonstrate the process(es) for version control of
different versions of the budget
Demonstrate the process(es) for creating the adopted
budget and presentation package for Council
Discuss the system process for controlling changes to the
budgets after the budget has been finalized. Also talk
about how workflow can be used to automate the
amendment process
Demonstrate the process(es) for creating position
budgets. Discuss how salary and benefits are
incorporated into calculating the budget
Demonstrate the process for rolling position budgets to
the next fiscal year
D h f fi "h if"
C2: Budget Creation
Task
C3: Budget Amendments
Topic
C4: Position Budgets
C1: Budget Overview
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Vendor One Day Demonstration Page 6
Demonstrate the process for performing "what if"
analysis with position budgets, based upon scheduled
step increases, estimated PERS contribution change, etc.
____________________________________________________________________________________________
Vendor One Day Demonstration Page 6D. Purchasing - 1 hour 15 minutes
Notes
Provide an overview of the vendor master
Demonstrate how a vendor can be related to a customer
Demonstrate how a vendor can be inactivated from
future entry
Demonstrate how a vendor can be linked to a parent
Demonstrate how a vendor can have multiple contact
addresses, such as for mailing, remittance and physical
locations
Demonstrate where a vendor email address is entered
Demonstrate how a vendor is flagged for 1099's
Demonstrate where a vendor's tax id is entered
Discuss what tools are in place to prevent entering
duplicate vendors
Run a vendor master listing for all vendors added within
the last 5 days and export to Excel. Include the following:
Vendor Name
Vendor Remittance Address
1099 eligible
Task
D1: Vendor Setup
Topic
____________________________________________________________________________________________
Vendor One Day Demonstration Page 7
Entered By User ID
Entered Date
Discuss and demonstrate how the encumbrance process
works in conjunction with the budget, purchasing, general
ledger and accounts payable applications
Discuss and demonstrate how sales tax is handled in the
encumbrance process
Discuss and demonstrate how budget checking works in
conjunction with the budget application, purchasing
application, and general ledger application
Demonstrate how to look up the available budget prior to
submitting a new requisition
(continued on next page)
D2: Encumbrances
D3: Budget Checking
____________________________________________________________________________________________
Vendor One Day Demonstration Page 7D. Purchasing - 1 hour 15 minutes (continued)
Notes
D4: Requisition Workflow Demonstrate setting up a workflow for supplies purchases
that are less than $10,000 and require a departmental
manager approval and a purchasing agent approval
Demonstrate setting up a workflow for major contracts
greater than $30,000 which require departmental
manager approval, legal department approval, and
purchasing agent approval
Demonstrate setting up temporary delegation for an
approver who is going on vacation for a week
D5: Requisitions Discuss how the system differentiates between different
types of requisitions
Demonstrate entering a requisition
Demonstrate adding standard text to requisitions
Discuss and demonstrate the system tools that are
available to assist a purchasing agent with managing bids
and quotes. Include items such as vendor qualification
database, product database cross referenced to vendors,
vendor notification, bid and quote tracking, etc.
D7: Purchase Orders Demonstrate turning a requisition into a purchase order
Demonstrate electronically sending the purchase order to
D6: Bid and Quote
Management
Topic Task
____________________________________________________________________________________________
Vendor One Day Demonstration Page 8
Demonstrate electronically sending the purchase order to
the vendor
Demonstrate adding a new line to the purchase order
Demonstrate closing a line of a purchase order
Discuss and demonstrate the year end process for
encumbrances and purchase orders (auto-closing
purchase orders, roll-forward purchase orders, etc.)
____________________________________________________________________________________________
Vendor One Day Demonstration Page 8E. Accounts Payable - 45 minutes
Notes
Demonstrate the process for entering a warrant with
sales tax directly into accounts payable. Include a
discussion on how budget checking works for warrants
entered directly through accounts payable
Demonstrate the process for matching a partial invoice to
a purchase order
Demonstrate the process for the accounts payable user to
manually add charges, such as freight, when matching
invoices to purchase orders
Demonstrate the process for the accounts payable user to
close a remaining balance on a purchase order during
accounts payable entry
Demonstrate the process for importing electronic invoices
Discuss and demonstrate how multiple bank accounts can
be used during payment processing
Discuss and demonstrate how signatures are incorporated
into the checks. Culver City requires two signatures on all
checks
Demonstrate the process for a weekly check run
Demonstrate the process for ACH payments, from setup
f h d bk if i i h
Task
E2: Payment Processing
E1: Invoice Processing
Topic
____________________________________________________________________________________________
Vendor One Day Demonstration Page 9
of the vendor bank account information, to creating the
ACH payment file, to notifying the vendor that a payment
has been made, to voiding an ACH payment due to an
invalid account number
Demonstrate the process for transmitting positive pay to
the bank
Demonstrate the process for creating, validating and
transmitting 1099 information
Demonstrate setting up and using vendor self service to
update company information, including W-9 tax
information
Demonstrate using vendor self service to e-register to
receive bids based upon commodity codes
Demonstrate using vendor self service to check upon the
status of submitted bids
Demonstrate using vendor self service to check upon the
status of submitted invoices
E3: 1099 Processing
E4: Vendor Self Service
____________________________________________________________________________________________
Vendor One Day Demonstration Page 9F. Accounts Receivable/Cash Receipting - 45 minutes
Notes
Provide an overview of the customer master
Demonstrate how a customer can be related to a vendor
Demonstrate how a customer can be inactivated for
future entry
Demonstrate how a customer can be linked to a parent
Demonstrate how a customer can have multiple contact
addresses, such as for mailing and physical location
Demonstrate how a customer can be associated with a
parcel number
Discuss what tools are in place to prevent entering
duplicate customers
F2: Billing Demonstrate the process for creating a customer invoice,
posting the invoice, and emailing the invoice to the
customer
Demonstrate the process for assessing late fees,
penalties, and interest
Demonstrate the process for writing off invoices
Dtt th f ti i ii
Task Topic
F1: Customer Setup
____________________________________________________________________________________________
Vendor One Day Demonstration Page 10
Demonstrate the process for creating recurring invoice
templates
Run a detailed aging report and discuss how it can be run
as of a specific date and can be reconciled to the general
ledger
F3: Receipting Demonstrate the process for applying a cash payment to
an invoice
Demonstrate the process for lockbox processing
Demonstrate the process for voiding a payment
Demonstrate the process for accepting a payment with
multiple payment types, such as cash and credit
Discuss customer self service and on-line payment
capabilities
Demonstrate the process for closing out a register and
posting receipts
____________________________________________________________________________________________
Vendor One Day Demonstration Page 10G. Human Resources - 1 hour 15 minutes
Notes
Demonstrate setting up a salary table with 5 pay steps for
each pay grade
Demonstrate the process for setting up positions
Run a report that identifies full time equivalents by
department
Demonstrate setting up medical plans for:
Kaiser - Emp Premium = $ 434
Kaiser - Emp + 1 Premium = $ 868
Kaiser - Emp + Family Premium = $ 1,128
PERS Choice - Emp Premium = $ 496
PERS Choice - Emp + 1 Premium = $ 992
PERS Choice - Emp + Fam Prem = $ 1,290
PORAC - Emp Premium = $ 527
PORAC - Emp + 1 Premium = $ 987
PORAC - Emp + Fam Premium = $ 1,254
Demonstrate setting up dental plans for:
Delta Dental PPO Premium = $ 30
Delta Dental HMO Premium = $ 75
Delta Dental PPO w/ Ortho Prem = $ 95
Demonstrate setting up flexible spending accounts for:
Police
Hired Pre-1/1/10
Task Topic
G3: Medical Plan Setup
G4: Dental Plan Setup
G5: Flex Spending Account
Setup
G2: Position Setup
G1: Salary Table Setup
____________________________________________________________________________________________
Vendor One Day Demonstration Page 11
//
Employee = $ 610
Emp + 1 = $ 1,045
Emp + Fam = $ 1,300
Hired Post-1/1/10
Employee = $ 470
Emp + 1 = $ 875
Emp + Fam = $ 1,120
Other Bargaining Groups
Hired Pre-1/1/11
Employee = $ 475
Emp + 1 = $ 890
Emp + Fam = $ 1,135
Hired Post-1/1/11
Employee = $ 450
Emp + 1 = $ 845
Emp + Fam = $ 1,080
Demonstrate the process for requesting leave and
ensuring that an employee has enough leave time in the
bank
Demonstrate how a manager can monitor their
employee's leave time
Demonstrate the process for applicant tracking
(continued on next page)
G7: Applicant Tracking
G6: Leave Requests
____________________________________________________________________________________________
Vendor One Day Demonstration Page 11G. Human Resources - 1 hour 15 minutes (continued)
Notes
Discuss the personnel action process flow
Demonstrate creating a personnel action to hire a new
employee, showing how it interfaces with applicant
tracking and the employee master record
Demonstrate creating a personnel action for an employee
who will begin acting pay on the beginning day of a pay
period and end acting pay on the last day of the next pay
period
Demonstrate saving the personnel action in the document
management system
Demonstrate the process for performance evaluations
Demonstrate the process for tracking required training
classes, such as sexual harassment and ethics.
Run a report that shows active employees who have
completed drug testing, when they completed it, and
when it needs to be taken again
G10: Training/Testing/Etc.
G8: Personnel Action
Topic
G9: Performance Evaluations
Task
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Vendor One Day Demonstration Page 12
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Vendor One Day Demonstration Page 12H. Time Entry - 30 minutes
Notes
Discuss how the system handles multiple work schedules
for 9 days/80 hours, 5 days/40 hours, 4 days /10 hours, 56
hour week, 3 days/12.5 hours, 3 days/12.5 hours + 8
hours every other week
Discuss how FLSA rules apply to the multiple work
schedules
Demonstrate how default schedules can be used during
time entry
Demonstrate how drop down lists, such as business units,
departments, and allocation codes, are customized and
used during time entry
Assuming a biweekly pay cycle, demonstrate time entry
for a 9/80 scheduled employee who worked eight 9-hour
days, one 4-hour 15-minute day, and had 3 hours and 45
minutes of sick time
Assuming a biweekly pay cycle, demonstrate how OT is
calculated for a 9/80 scheduled hourly, non-exempt
employee who worked seven 9-hour days, one 14-hour
day and had one 8-hour vacation day
Demonstrate how to enter a uniform allowance of $20
that was mistakenly omitted from a prior pay period
Topic
H1: Timecard Entry
Task
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Vendor One Day Demonstration Page 13
Demonstrate time entry using employee self service to
enter time
Discuss the system capability for interfacing to time
clocks. Talk about business partner relationships already
in place and different types of time clocks that can be
used
Discuss your experience with hooking up a Telestaff
interface to the timekeeping system. Include in the
discussion how many clients are already using a Telestaff
interface.
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Vendor One Day Demonstration Page 13I. Payroll - 1 hour
Notes
Discuss how the system is maintained to stay current with
federal, state, and local tax requirements
Demonstrate how the system handles quarterly and
annual tax returns
Provide an overview of how the system supports payroll
deductions at the employee level, job type level,
bargaining group level, etc
Demonstrate how pay periods are defined and how a pay
period can be set as deduction-free.
Demonstrate the steps involved in processing a biweekly
payroll
Demonstrate how payroll interfaces with accounts
payable to create vouchers for payroll liabilities, such as
medical and garnishments
Demonstrate the process for printing payroll checks
Discuss the process for creating and transmitting the auto-
deposit file
Demonstrate the process for assigning new signatures to
payroll checks
I4: Payment Processing
Task
I3: Payroll Processing
I1: Payroll Taxes
Topic
IJ2: Payroll Deductions
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Vendor One Day Demonstration Page 14
Demonstrate the process for creating custom check stubs
and direct deposit statements
Demonstrate the process for running a payroll register for
the current payroll and for year-to-date
Discuss your experience with CalPERS
Discuss how the CalPERS rules are setup in the system
Demonstrate how the electronic file is currently created
by the system
Discuss how the electronic file will be created for the new
CalPERS system
Demonstrate how the system creates W2's and the
associated text file
Demonstrate how the system prints and sorts W2's
(continued on next page)
I5: CalPERS Processing
I6: W2 Processing
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Vendor One Day Demonstration Page 14I. Payroll - 1 hour (continued)
Notes
Demonstrate setting up and using employee self service
to view pay stubs
Demonstrate using employee self service to change
personal information, such as mailing address
Demonstrate using employee self service to enroll in
cafeteria benefit plans
Demonstrate using employee self service to change
deferred comp contributions
Demonstrate using employee self service to view W2's for
current employees and ex-employees
Demonstrate using employee self service to see leave
bank hours
Demonstrate using employee self service to submit a time
off leave request
I7 Employee Self Service
Topic Task
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Vendor One Day Demonstration Page 15
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Vendor One Day Demonstration Page 15
Page 16
Attachment B – Partial Tyler Technology Client List
California Clients
Selections Outside of California Since
May 2010
City of Citrus Heights
City of Alpharetta, GA
City of Chino
City of Annapolis, MD
City of Covina
City of Bloomington, IL
City of El Centro
City of Evansville, IN
City of Encinitas
City of Huntsville, TX
City of Farmersville
City of Madison, WI
City of La Mirada
City of Mequon, WI
City of Lakewood
City of Miramar, FL
City of Martinez
City of Roswell, GA
City of Monrovia
City of Sandy Springs, GA
City of Palmdale
City of Sanibel, FL
City of Redondo Beach
City of Smyrna, GA
City of Richmond
City of Texas City, TX
City of Rocklin
City of Waukesha, WI
City of San Carlos
Columbia County, NY
City of San Marcos
County of Fluvanna, VA
City of San Mateo
County of Prince George, VA
City of Taft
County of Putnam, NY
City of Ukiah
Eddy County, NM
City of Victorville
Florence, SC
City of Vista
Greenwood County, SC
City of Wasco
Grove City, OH
Clovis Unified School District
Mason County, WA
Contra Costa County Office of Education
Missouri City, TX
Delta Diablo Sanitation District
McLennan County, TX
El Monte School District
Palm Beach Gardens, FL
Encina Wastewater Authority
Plant City, FL
Mendocino County
Putnam County, NY
Panama – Buena Vista Union School District
South Whitehall Township, PA
Petaluma City School District
St. Louis County, MO
Saddleback Valley Unified School District
State College Borough, PA
San Joaquin Delta Comm. College District
Sussex County, DE
San Jose Unified School District
Vanderburgh County, IN
Town of Danville
Winnebago County, WI
Victorville Water District