Challenge
A coastal city in California, home to nearly 30,000 residents, relied on an ERP system purchased in 1991 to manage financials, human resources, payroll, and timekeeping. Serving 450 users, the legacy system was entering its sunset phase, creating operational risks and limiting functionality.
The city needed a modern ERP solution to support critical business functions, including general ledger, fixed assets, purchasing, budget management, accounts payable and receivable, billing, cash reporting, human resources, payroll, time and attendance, business licenses, project and grant accounting, and reporting. The goal was to replace the aging system while also addressing integration challenges with other standalone systems.
Solution
A phased approach was employed to guide the city through procurement and implementation of a new ERP solution.
Phase I – Needs Assessment / Gap Analysis: Comprehensive discovery identified the city’s functional, technical, and user requirements, while project management established a strong foundation for communication and success.
Phase II – RFP Development: The findings informed the creation of a detailed Request for Proposal, along with an implementation action plan that evaluated staffing, readiness, and potential barriers.
Phase III – ERP Selection: Vendors were evaluated through a structured selection process, followed by contract negotiations to formalize the agreement with the chosen ERP provider.
Phase IV – Implementation Planning: A long-term implementation strategy was developed to guide adoption, ensure integration with other systems, and optimize operational workflows.
Services Delivered
- Needs assessment and gap analysis for financial, HR, payroll, and timekeeping functions
- Project management for ERP procurement and implementation
- RFP development and supporting documentation
- Implementation readiness assessment and action planning
- Vendor evaluation, shortlisting, and selection
- Contract negotiation support
- Development of ERP implementation strategy and long-term adoption plan
Benefit
The city successfully selected a modern ERP system that streamlined operations across multiple departments. Process improvements included enhanced cashiering, accounts receivable, licensing, and timekeeping workflows. Integration requirements addressed previously siloed systems, reducing manual processes and improving data consistency. The new ERP foundation provided a scalable, efficient platform for ongoing operational and technical improvements, ensuring the city can meet current and future organizational needs.
