EASTERN MUNICIPAL WATER DISTRICT
Budget Software Selection
Charles Turner
Director of Finance
November 9, 2015
www.emwd.org 1
Budget Software Selection
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Budget funding
Requirements for new system
Vendor selection process
Budget software comparison matrix
Recommendation
Implementation
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Budget Funding
 Budget funding included in FY15-16 OFA
o Budget System for $300,000
o Oracle R12 upgrade budget of $200,000
• Funding was reserved for financial reporting development in OBI
• If financial reporting development is covered as part of the budget system
implementation, then funds can be freed up for other IT projects
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Requirements for New Budget System
 Direct connection to District’s financial system (Oracle Financials)
for real-time updates
 Use existing Oracle report structure (FSG)
 Drilldown reporting to transaction level by general ledger (GL)
account combo
 Designed for public sector
 Ability to budget labor at the employee level
 Easy to create budget templates
 Easy transition - familiar to users - looks like Excel
www.emwd.org 4
Vendor Selection Process
 How did we find the vendors?
o Research regarding budget systems began in 2013
o Literature review
• Accounting Technology , 2007
• GFOA Budget Technology Market Research Report 2006
• Bloor Comparison: Financial and Business Reporting for Oracle E-Business
R12 and 11i, 2015
o CSMFO member survey
• Matrix of responses - list of agencies and vendors used
o Independent internet research
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Vendor Selection Process (continued)
 Staff researched and evaluated vendor compatibility and narrowed
down selection to a limited group of qualified vendors:
o
o
o
o
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Insight Hubble Reporting, Analytics & Planning
Budget Maestro
Oracle Public Sector Planning & Budgeting
Questica
Workiva
 Staff performed the following assessments:
o
o
o
o
o
Reviewed materials on vendors’ websites
Requested vendor demonstrations in person and by webex
Conducted telephone interviews with references
Asked follow up questions with vendors
Prepared comparison matrix of pros and cons, cost, and
implementation timeframe
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Budget Software Comparison Matrix
Vendor
Pros
Cons
Estimated
Implementation Cost
2nd Year
Cost
Average Per
License Cost
Implementation
Time
Insight Connects to Oracle database, live real-time data
(Hubble) Uses Oracle FSGs
Strong Oracle Reporting product
Labor budgeting down to the employee level
Drilldown reporting to transaction level
Excellent Customer reviews (3) of Reporting product
Easy to use Excel based feel
First time Budget/Planning implementation on
Oracle ERP (however prior strong experience
has been on JD Edwards)
$195k for 50 licenses,
includes implementation
and training
$28k
$3,900
approx 6 weeks
Budget Low Cost
Maestro Labor budgeting down to the employee level
Comfortable Excel look and feel
Not readily configured for Oracle database
Our IT staff would have to configure Oracle
to the Product
$70k for 50 licenses,
includes implementation
cost
$14k
$1,402
approx 4 weeks
$260k for 50 licenses
PLUS $300k
implementation cost
$52k
$11,200
4-6 months
$263k for 50 licenses,
includes implementation
cost
$30k
$5,264
6-8 months based
on reference list
Oracle
Connects to Oracle database
Labor budgeting down to the employee level
High Cost
Long implementation time
Moving to the cloud?
Questica Connects to Oracle database
Labor budgeting down to the employee level
Cost drivers at activity level
Looks too different for EMWD users
Long implementation time
Not intuitively organized, fragmented look
More than we need, could be confusing
Workiva Collaborative Budget Book publishing tool
Manages and combines various document formats
Does not connect to Oracle database
Manually load actuals for budget comparisons
Very foreign look for EMWD users
Quote not provided
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Recommendation & Implementation
 Recommendation
o Select Insightsoftware.com Hubble Reporting, Analytics &
Planning
•
•
•
•
Meets key requirements
Designed for rapid deployment
Reasonable pricing, within budget
Good customer recommendations
o Appropriate $212,000 to fund project, including contingency and staff
costs
 Implementation
o Vendor Cost estimate - $195,000 for 50 licenses (3 power, 47
contributor)
• Includes Reporting, Planning (Budgeting), & Analytics
o Timeline – 5 to 6 week intensive implementation with Finance
o Ready for new budget cycle by late December
o Finance to conduct hands on training
www.emwd.org 8
EASTERN MUNICIPAL WATER DISTRICT
Contact Information
Charles Turner
Director of Finance
951-928-3777 ext 4363
[email protected]
www.emwd.org
www.emwd.org 9