Memo - Finance Software Upgrade
CITY OF HOPKINS
I FINANCE DEPARTMENT
MEMORANDUM
To:
November 2, 2005
Mayor & City Council
Christine Harkess, Finance Director
Date:
From:
Subject: Finance Software Upgrade
Included in the 2006 ERP is a plan to upgrade the finance and utility billing software. The
current software has been used for the past 10 years and has become outdated as a new
generation of software has been developed with more capabilities, options and increased ease of
use. The software currently in use is not windows based which offers its own set of challenges
when issues arise as information and data is processed. Using windows based software allows
several data bases to be open at the same time as you research issues that arise when processing
data. Our current system does not allow that flexibility.
Due to the reputation of the company, pricing quoted, and excellent customer support we plan to
stay with our current software vendor, INCODE. INCODE is offering us a 42% discount on the
upgrade of any application we currently own and a 12% discount on any new applications added.
In addition, all historical data in our current system will be converted to the new software
thereby preserving access to historical data.
Attached is a summary of the applications we propose to purchase, along with implementation
and training costs. The proposal totals $124,952. We have budgeted $135,000 in the ERP to be
funded from the ERP, water, sewer, storm sewer and refuse funds.
New applications with the InVision software by INCODE include utility billing, business
licenses, and building permits. Some of the advantages of including these applications with our
upgrade are: integration of all software applications with the finance software, e-commerce
capabilities with the utility billing software, a common support system and no-cost upgrades for
all applications with the payment of annual maintenance and support fees.
Upgrading to the InVison software will provide an exciting opportunity for Hopkins by offering
e-commerce capabilities with the utility billing software. This allows customers through the use
of a secure site hosted by INCODE to access their account through the use of a password.
Customers would have access to their account information including usage, billing and other
statistical information; they would have the ability to pay their account online and to provide
comments regarding their service to city staff. A MN metro city that installed the utility billing
module with these capabilities reported a 50% decrease in counter traffic and phone inquiries
regarding their utility accounts.
The upgrade will be phased in during 2006 beginning with the financial applications. Once that
has been implemented and staff trained we will add the utility billing, business licenses and
building pennits software modules. The goal would be to have all applications installed by late
spring or early summer.
CITY OF HOPKINS
.OFTWARE UPGRADE PROPOSAL
Vendor: INCODE
Software: InVision
Applications to be purchased
Core Financials
General Ledger
Budget Preparation
Check Reconciliation
Journal Entry Import
Office Exporter
Accounts Payable
GASB Module
Fixed Assets
Project Accounting
Payroll/Personnel
Utility Billing
Central Cash Collections
Accounts Receivable
Building Permits/Projects
Business Licenses
Report Writer
.ota) License Fees
Less Software Discount
Estimated Onsite Services (Training)
Project Management
Data Conversion
Existing Application Discount
Cash Collection Hardware
ITotal Purchase Price
BUDGET in ERP
FUNDING SOURCES
ERP Fund
Water Fund
Sewer Fund
Storm Sewer Fund
Refuse Fund
74,975
(16,478)
37,560
2.500
43,490
(19,000)
1,905
124,952 I
135,000
83,000
17,000
17,000
9.000
9,000
135,000
Discount of 42% on existing and 12% on new applications
Estimate based on average training costs - actual may be less
Discount on conversion of existing applications