Challenge
A mid-sized coastal city with nearly 30,000 residents relied on an aging ERP system for financial, human resources, payroll, and time and attendance functions. The system, purchased in 1991, was approaching end-of-life and entering its sunset phase by 2027, creating urgency to identify and implement a modern solution.
The city sought a replacement ERP that could support a broad set of modules—including general ledger, fixed assets, purchasing, budgeting, accounts payable and receivable, payroll, human resources, business licenses, project and grant accounting, and reporting—while integrating existing standalone systems. Ensuring the new system met both functional and technical needs was critical for operational continuity and process improvement.
Solution
SDI guided the city through a structured, phased approach to select and implement a new ERP system. Phase I involved a thorough needs assessment and gap analysis to document all functional, technical, and user requirements, laying the foundation for a successful procurement.
Phase II focused on developing the Request for Proposal (RFP) and an implementation action plan, including assessing readiness, staffing, and potential barriers. Phase III included vendor evaluation, selection, and contract negotiations. Finally, Phase IV established the long-term implementation strategy and adoption plan to ensure smooth deployment and sustainable use of the new ERP system.
Services Delivered
- Needs Assessment and Gap Analysis for ERP requirements
- Project management throughout all phases
- RFP development and supporting documentation
- Implementation readiness assessment and action planning
- Vendor evaluation, selection, and contract negotiation
- Development of ERP implementation strategy and adoption plan
- Integration planning for standalone and legacy systems
- Process improvement recommendations for key functional areas
Benefit
The city successfully selected and implemented a new ERP system that replaced the aging legacy platform while integrating previously standalone systems. The new solution streamlined financial processes such as cashiering, accounts receivable, and licensing, and automated manual timekeeping processes.
By addressing integration gaps and improving functional workflows, the city enhanced operational efficiency, reduced errors, and established a foundation for future growth. The structured approach also ensured stakeholder alignment, mitigated implementation risks, and positioned the city for long-term ERP success.
