Agenda 06/28/2011 Item #16J5
6/28/2011 Item 16.J.5,
EXECUTIVE SUMMARY
,commendation that the Board concur with the Clerk's intent to issue a request for proposal
lor the implementation of an accounts payable improvement solution for SAP and authorize
use of existing funds in FY2011 and tentatively budgeted FY 2012.
OBJECTIVE: To issue a request for proposal for services associated with the standardization and
streamlining of invoice processing.
CONSIDERATIONS: The Clerk's Office has been working with Board staff regarding optimization of
the accounts payable process. Currently, the Clerk's Finance Department receives invoices for
processing and then routes to Board departments as necessary for further information or approval.
Board departments do not have immediate access to the invoice and the information that it conveys.
As a result, both agencies are reliant on emaH and telephone for communication and there is not a
common system to access invoices in the payment process. This is time consuming and labor
intensive. In order to streamline this process and improve efficiencies the proposed system will
provide online access and an automated workflow process.
There are various software products available that work in conjunction with SAP to provide a solution
for both agencies. If this agenda item is approved, the Clerk's Office will issue a request for proposal
with the intent of awarding and entering into a contract prior to the end of the current fiscal year. With
the process starting so close to the end of the fiscal year and the anticipated implementation time line
of six months, the Clerk would like to request that any balance remaining on the purchase orders
~""c;sociated with this project be allowed to carry forward into the next fiscal year to ensure that funds
3 available to complete the project. In September 2011, the Clerk's Office will submit a request with
an exact accounting of the amount needed to carry forward into fiscal year 2012.
The SAP Roadmao Committee. made uo of members from the Board and Clerk aoencies. has
reviewed and aoorove of this recommendation.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
Executive Summary.
FISCAL IMPACT: The project will be funded by any cost savings and reprioritization of SAP projects
in the Clerk's existing appropriations and the FY 2012 tentatively approved budget. Project costs will
include software, professional services, related travel expenditures and all equipment necessary to
implement the proposed solution. We do not expect the total cost of the project to exceed $300,000
based upon preliminary research. A final amount will be determined based upon the responses to the
solicitation but will not exceed $300,000. Recurring annual expenses for maintenance are estimated
to be between $30,000 and $45,000 which would be part of the Clerk to the Board budget.
LEGAL CONSIDERATIONS: This item is legally sufficient and ready for Board action.
RECOMMENDATION: That the Board of County Commissioners concur with the Clerk's plan to
solicit for an accounts payable improvement solution, expenditure of Clerk's budgeted funds for this
purpose and allow the roll of any unspent balance on the related purchase orders to roll into the 2012
'-'cal year if required by project implementation.
PREPARED BY: Kelly Jones, Assistant Accounting Manager
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6/28/2011 Item 16.J.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.J.5.
Item Summary: Recommendation that the Board concur with the Clerk's intent to issue a
request for proposal for the implementation of an accounts payable improvement solution for
SAP and authorize use of existing funds in FY2011 and tentatively budgeted FY 2012.
Meeting Date: 6/28/2011
Prepared By
Name: JohnssenDerek
Title: VALUE MISSING
6/20/20]] 9:15:57 AM
Submitted by
Title: VALUE MISSING
Name: JohnssenDerek
6/20120119:15:59 AM
Approved By
Name: KinzelCrystal
Date: 6/21/201] 2:02:37 PM
Name: MuckelCynthia
Title: Applications Analyst,lnformation Technology
Date: 6/22/2011 9: 13:28 AM
Name: GreenwaldRandy
Title: ManagementlBudget Analyst,Office of Management & B
Date: 6122/2011 ]0:33:40 AM
Name: OchsLeo
Title: County Manager
Date: 612212011 11 :48:59 AM
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