This document summarizes the city's plans to conduct an assessment of its existing enterprise resource planning (ERP) system. It has hired the consulting firm BerryDunn to perform the assessment. BerryDunn will analyze the city's business needs and how well the current ERP system meets those needs. Based on the results, BerryDunn will recommend whether to continue with the existing system, modify it, or select a new system. The goal is to identify the best path forward to support the city's evolving operations.

1. Ben Roper
IT Director
December 13, 2012

2. Enterprise resource
planning (ERP) is business
management software
that allows an
organization to use a
system of integrated
applications to manage
the business.
ERP is about the business requirements and needs, not the technology

3.  City business needs have evolved and changed as
the city has grown
 Departments have identified possible shortcomings
in the existing applications, and in some cases have
had to develop workarounds to complete work.
 Technology has changed and evolved. Is there a
better solution?
 Reporting and data analysis difficult.

4.  Basic internal process review conducted during FY
12
 Identified need to bring in system experts to
conduct formal needs analysis and assessment.
 RFP 12-092 issued late FY 12 for ERP Consultant
 15 Proposals received
 Top 5 selected for phone interviews
 Top 2 invited on-site
 BerryDunn recommended vendor

5.  Berry, Dunn, McNeil & Parker, LLC (dba BerryDunn)
 Headquartered in Maine
 Formed in 1974, 38 year history
 Vendor neutral
 Dedicated Government Consulting Group
 Clients:
 City of Mesquite, Texas
 City of Sioux Falls, South Dakota
 City of Richmond, Virginia
 Sussex County, Delaware
 Familiar with Sungard Public Sector software

6.  Task #1: Needs Assessment and Gap Analysis
 Task #1 Deliverable: Consultant will provide a Needs
Assessment and Gap Analysis detailing the City’s current
ERP System’s ability to meet current and anticipated
business requirements.
 Task #2: Develop a Plan of Action for Addressing the
Needs Assessment and Present Recommendations to City
Leadership
 Task #2 Deliverable: Submit a detailed analysis of the
remediation plan to address any issues identified in the
Gap Analysis delivered in Task #1 and to present their
findings and recommendation to City leaders.

7. Remain with existing  Move to a different ERP
ERP solution solution
 Examine process and  Contract to accomplish
procedures to ensure additional tasks
aligned  Develop RFP
 Staff training to take full  Evaluate Proposals and
select vendor
advantage of system  Contract negotiations
capabilities  3-5 Year Commitment
 Best of Breed for certain
requirements  Significant Fiscal
Investment totaling
several $Million
Note: Each alternative will have budget impacts starting in FY 14.
Timing supports the FY 14 budget process.

8.  According to Gartner, nearly 50 percent
of all ERP implementations fail to deliver
even one third of their expected business
benefits
 Lack of software fit.
 Unrealistic implementation expectations.
 Lack of executive buy-in and support.
 Propensity to customize software rather than
leverage standard functionality.
 Lack of ERP implementation expertise.

9.  Approve Consultant Contract with BerryDunn
to conduct an analysis of the city’s ERP system
to determine if it can meet current and future
business needs, or should be replaced.

10. Questions?