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MIS: RUSKINIBUCHAN. TITLE READ. RESOLUTION NO. 13058 APPROVING CONTRACT DOCUMENTS FOR THE SANDPIPER PARK COMMUNITY CENTER; AND AUTHORIZING AND DIRECTING ADVERTISEMENT FOR BIDS THEREFOR; APPROVED BY UNANIMOUS ROLL CALL VOTE. -------------------------------------------------------------------------------------------------------------------------- D. Financial Software Evaluation Contract with KPMG (304) REPORT: Finance Director Ponty, April 7,1997 In response to Councilman Ruskin's questions regarding the level of frustration with the current financial software, Director Ponty said it varied within the organization depending on what people are attempting to accomplish. "There is some level of ITustration throughout the organization since a lot of our input functions are distributed, the accounts payable entries, the time card entry, budget entry, people are using character based systems to enter data and retrieve what data is available. Most people have been trained and are more comfortable within the graphical environment which is what you find in the Windows and Macintosh applications. There is also some ITustration in our ability to customize reports to fit specific management needs. Within my staff the biggest ITustration is in the problems we have with the data base, the multiple file structure and having to periodically trouble shoot, by the progranuning staff, problems that arise, such as why the W-2 file may not agree with the year to date earnings file." Director Ponty said it probably does not interfere with the effective running of the Finance Department, "the basic financials are getting dealt with. It is more a moderate annoyance to people... We are not coming to you with problems... It is not affecting our core businesses. But I think there is a fair amount of frustration in other departments, and within my department whenever we hit a snag, it certainly is ITustrating for my department." City Manager Everett said, "You would be angry and we would be remiss if we didn't come to you until we were at the state of great annoyance which would mean the system is breaking apart... You don't want to start working on a long term financial transition at a time when your system is beginning to creak and leak... that is part of why we want to do the study. Are we too far ahead of that time, a little bit behind, or at the right time? We honestly don't know, and that is what we are trying to find out." In response to Councilman Ruskin's questions regarding other proposed services to be provided by the consultant, KPMG, Director Ponty said the results ofthe basic study will determine what sorts of functionality gaps exist between the current system and what is out there in the market place. "If the gap is wide, it may not be important to spend additional money to pursue options. These are things we would look at if the gap was fairly narrow, REGULAR COUNCIL MEETING MINUTE BOOK NO. 55 APRIL 21, 1997 MINUTES Page No. 277 PAGE 20