Finance Committee Agenda and Packet 2016 09 19

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City Council Finance Committee Meeting Minutes 08/15/16 Page 5 of 8 ENTERPRISE RESOURCE PLANNING SYSTEM IMPLEMENTATION STATUS Kevin Watson, Finance Director, presented to the Finance Committee a summary of the conversions completed to date and outlined the data conversions still to be completed. Director Watson stated that the Employee Self -Service portal for timesheets would be rolled out in the next couple of weeks and that work on the Utility Billing conversion would also begin. Director Watson informed the Finance Committee Members that no transaction history was converted from the old ADG system into Munis, only 2016 balances at June 30, 2016. Director Watson explained that this means no historical trend data is available to generate comparative reports, and that only two budget years (2017 and 2018) will be presented. In addition, Mr. Watson stated that the Budget Scenarios and Wage and Benefit modules in the new software are not currently working. The Committee and staff shifted the discussion to the allocation tables set up by City departments and Directors. City Manager Fleming stated that the new allocations have created a decrease in the utility funds as budget and expense items are reallocated to align with the new Chart of Accounts. Director Watson stated there has been a shift in Wage and Benefit costs of approximately $300K to the General Fund. Finance Committee Members discussed the new expense and revenue allocations being developed. City Manager Fleming stated that creating the standard comparisons of previous data with the new data is challenging. Resident Leary stated that new initiatives need to be developed for the budget process so that departments begin budgeting according to the new Programs and Sub -Programs. Mr. Leary also asked if there will be a paper trail from the old system to the new assumption allocations. Finance Director Kevin Watson stated that only the established tables are reviewable, but not the methodology used by departments and Director's in creating the allocation tables. Finance Committee Chairperson, Ashley Stolzmann requested City Manager Fleming articulate these differences to City Council during the budget process. Member Stolzmann and Maloney also stated it would be helpful for departments to include footnotes in their worksheets describing the allocation changes. Member Stolzmann also asked if the Horticulture Sub -Program was going to be eliminated. City Manager Fleming stated that Parks & Recreation staff were still discussing. Finance Committee Member, Dennis Maloney asked if there will be audits of the revenue and expense allocations over time. City Manager Malcolm Fleming 6