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Home My WebLink About4D, Springbrook Software – Human Resources, Dashboard, and Busi� EN HII,LS Request for Council Ac��on Prepared By: Sue Iverson, Director of Finance Council Meeting Date: September 12, 2011 and Adrt�inis�rative Services Springbrook Software — Human Resourtes, Dashboard and business Analytics Modules Budgeted Amaunt: Actual Amount: Funding Sovrce: $21,638 $1$,860 (Est.} Equipment, B�ildings & Replacement �'u�d Recommendation: 1. A znotion to alIow the Director of Finance and Administrative Services to enter into a V7 Addenda and arder form with Springbrook in the estimated amount of $18,860 for the Human Resource, Dashboard, and Business Analytics Modules. Supnortin� Documents: 1. Merriorandum dated September 12, 2011 frat�a Sue I�erson. 2. Memorandum dated September 2, 2011 from Jim Nelsan, Springbrook. 3. Springbrook V7 Order Form, V7.14(.NET) Investment Pricing for Ard�n Hilis. � EN HILLS MEMORANDUM DATE: September 1.2, 2011 TO: Honorable Mayor and City Counci� Me�bers Patrick Klaers, C�ty Admi�nastrator FROM: Sue Iverson, Director of Finance and Administrative Services SUB.TECT: Springbxook Software Hu�nnan Resources, Dashboard and Business Analytics Modules Back�round The City of Arden Hills, Roseville, and Little Canada purchased Spri�zgbrook software in 2001 wi�h �mplementation af use in 2002. In 2010 we upgraded io version 7.08, which was the new .NET vers�on. The Human Resource module was not ready at that iime, but rt has been in the capital b�dget since 2008. Discussion Since we upgraded in 2010, there have been several enhancements and fixes to tihe software. Sia#'f is proposing �o upgrade to the most current version of the software which is V7.14. The Human Resource as well as the Etnployee Self-�ervic� and Open Er�roliment modules are included on this version. These modules wi�l fully integrate with our Payroll modules. Business An.alytics and Dashboards are also being developed and are in this proposal, hawever the exact price for the Dashboards is not yet know, but estimated to be about $3,000. These reporting tools will help provide more timely information ia bot1� mana�ement and the City Council onc� they are fully tested and up and running. They can be integrated with our Sharepoint site to gi�re real time financiai in�onm.ation without having to use staff t�me. We have received a$5,000 product discount from the last migration work and an additional $640 credit for serving as the previous User Group Cha.ir and providiz�zg references to potential Springbrook clients. �Ve expect the costs �ncuxz�ed with Roseville IT to be minimal if any. City Council Meeting P:1,A.dnninlCouncillAgendas & Packet Information120 1 119-1 2-1 1 RegularlPacket InformatianlSpringbrook Addenda Mezno.doc mm Page 1 of 2 $21.,638 has been budgeted for the upgrades in ihe current 2011-2015 CIP. Total costs for this p�oject axe estimated at: Arden Hills project and training costs Business Process st-�zdy Disco�nts Totai Cost (Excluding Bus. Analytics) $23,000 1,500 24,504 (5,69-Q) $18,86fl Council Actiom A�notion to allow the Director of Finance and Adr�inistrative Services to enter into a V7 Addenda and order form with Springbrook in the estimated amount af $18,$b0. City Council Meating P:lAdminlCouncillAgendas & Packet Information120 1 119-1 2-1 1 Regularll'acket TnfortnationlSpringbrook_Addenda Memo.doc Page 2 of 2 ��pr�n��br�ok September 2, 2011 Sue [verson Finance Director Czty of Arden Hilis I245 West Highway 96 Arden Hills, MN 55112 Dear Sue, T�ank you %r your interest in Springbrook Software's .NET Hurnan Resources ent�rprise Module which wiil reside on the sarne server as the City's other appiications and the optional HR sub- moduies that we provide throagh a hosted "Software-as-a-Service" which it�cZude HR Errtpiayee Self-Service {ESS) and HR Open Enroll�nent (OE). Each of these V7.14 modules are �fully integrated with the City's existing Payroil module. We have also included pr�cing for "Dashboard" which, as you've discussed with Steve Recnenteria, is in development. Ste�e will aiso be conducting s�parate discusszons with you about our Pilot progra�n and upgrading the City from V7.08 to V7_ 14 in ocdez- to implement the madules proposed. �c�r I.��al��i�Gn�i�ti��z l�1et[�c�cfa�o�;t- lhrough our �iYS {Business Process Study), together we are abie to determine the best way to utilize the new softwa:re to accomplish your exzsting and future goals. This process entails �nderstanding your current and future work-flow artd security, conversion rec�uirements {if appiicable), repor�ing reqairetx�ettts, forrt� requirements and calculations for this �ission-critical applicatian. Our goal is to provide you with an outcome that shows a true total for the project with no hidden costs, and to use the outcome of this study as t�te four�dation and raad map for a successful i�npler�entation. Clur �'ri�i�� P��l�sc��,�� The quoted doliar amounts are all inclusive with respect to all cosCs associated with irra�Iementing our so�utions with the exceptioz� of an estimated travei budget. Springbrook neither hides, nor do we "iow-ball" traitting and implemer�tation estirz�ates. O�r objective is ta provide our clients with teading-edge applications and exemplary services at competxtive pricing. On the attached order form, please note that we az� apglying the $5,OQQ V7 P�rorinotional Migration credit {see foliowing �age) toward the project. Addztzonaliy, since �he City has earn�d a tota� of 64 Clien[ Appreciation Points (CAP), we are applying an additional $640 credit toward the proposal a�d wish to convey our tk�anks to the City For helping Springbrook Softwa�re build our husiness within the State of Minnesota by providing references and serving as the User Gra�p Chair. 1 SI�P1010- Seiect 7 frcr,� ine I;st ba:vx "a� 6�,'2316 - S�ect i fram mc �st by'ow •.^wcy ose psr aegmuoiicn or esxh ��n,y¢}�vr - Added Bon�n If pgraemeri"t nnri dov+rt �ym�nls pre reCetved by !�na 30� 2CI6, raceke cam�iimcniury servlMeS and opplic¢fians from Spr�nS�bnx77�, as well as � pienl Appruciulion ,�ewola PoS:ifs. Fc+sncre infprrnalPon a� Spafr.��rook's C3ien! +„�ExeciqS;�n RerrardsPragrcm pie�b �5'rl �v y,.5o�r,aornok5aft�.rre cr�m. . �r�??,��.�.. --- ��J"1'.tAsY�/ ai,r�� ia, avio S�rin�brook Saftware's I'rici��g I'ropc�sa.l Expla�iation Our pricing for software and ser�ices is for tl�e .NET version a� o�r software and is based on a number of variables including the population af the commanity, number of employees and number of "heavy" versus "casual" users. W� have nat included pricing for any additzor�al (and optianai) Progress Applications Server database Iicenses since it is lik��y existing t�sers will be utiiizing tl�e HR modale. Our records show the City �as a quantity of five already so it is likely that additional Iicenses are not necessary. Ongoing rnazr�tenance and support foc the Springbrook Software HR ri:�odule is 22% of the list price of the software module. The E�nployee Self-Service and Ope�- Enro�lin�nt modules are provided as a Software as a Service (SaaS) Model and are hosted by a 3`� Party provider. Thcre is no up-front license �ee for these web-based moduies and ernployees access t�te rnodule through. a secure Internet cannection. The annual hosting and subscription fee also inclades maintenance. The price that we have included for iraining and project rnar�agerz�ent is a"not-to-exceed" amount for each modvle. While the �najarity of training is cozzducted onsite, we are aiso able to provide web-based training to either juFnp-start or a�tgrneni c�assraom training to keep travel expenses down. As nnentioned earlier, we at�e also including pricing for a pre-impletnentation "B�siness Process Study" that wiil Iay the foundation far a successful implementation_ Maintenance i�cludes uniiznited telephone and web support, and all Federal and State rnandated changes and all enhancements to the base software applications. Although we are not including pricing far servers, workstations, printers or �eripherals, a�r pricing does include consultative tirne with you/Rose�ille staff to d'zscuss requirements for each of these components. Finally, if required, we aze able to provide multi-year payment pians �or the software and services if requestecf. 2 m,a or�e• d_e, :,o+ [Rc�:�� 'ess �vndaeC .ran w1 Atcvch�ru• M�^emeat 'a nem7 ecra ar� aCn �e-.k� Conc��ion We Look forward to the apportunity to present our soiut�ons in furt�er detail and conti�ue dialogue with the ciiy. In the meantime, let me icnow if there's any additianal i�farmation vve can provide at tk�is stage of your evalua�oza process. i may be reached toll-free at {866-256-7561 ext. 6294) or at jim.nelson@sprbrk.corr�. if Che City would like to procure the modules, please forward t�e attached order form to Liz Burnell's attention as outlined on the last page of the fortn. Respectfully, n� .�im Nelson Terri�ory and Migration Manager Attachments — V7.1VET hardware requirements Cc Steve Rementeria - CE4 3 APplicatianlProducts L stari RBsouroes .`, .nrallinent - �velopmeRt} s , �roaess�ng Set up ` ut[�gr�[�u n��n.�;trcn�va� : ._._.,.,... ...... � Tata l 4dd i Pragress Licenses =- tion ' Training, Imp. ''FrojeCt:; .'' Fees & Consuitfng Managernent;:: �000 $1i,�1U0 $3�60Q Tota l Othe r �i, 500 117l��gration Pramoi�onal Discoe�nt -$S,OOQ: Cltent Apprecia#inn Pofnts�CAP} ...... ; A __." $&40 T'ota l Other -$5,64� Total Estimated Project Costs $i8,860 ��,�pring�ro�k Copy of Promotional Order Form far $5,00o Credit: 5/3p�30- Sc4ec� 2 frdn the Pai te7ow d1301�Ii0 - Selacl 3}rom tnc 7"s1 be+ow 'OnY a�e Parog�.4p9a+ aF aach utr.e �eh+v .. Added Bonsn: 3f a�7ra6nien�t and da��n Cavrrerils ore �eceivad 6y :une 3C^ ;cpip, reCe�^e earr{Ximenlary sEsvices artd app3rafi�ny fran Sorinqbrook os weA as � C[�enl :,ppreCaiix: 2gward Painty. FIX C�tOf9 Mffxln�tian � SqtngS�ook't C5etit AppreCiqityt Rar�tlsr'rogrom please vitif •e•.m��,r.ry, FScvr.uc�=, CGm_ C�-�.,��r�,�n �l,I�S � .l . .w`� iv,ri� se. znm ��'� �� :��r �� 1 � � � �. City of A�der� Hills, MN z of 4 'i'a dfm Goei ml ��ft�0 fON� P�Cq�Pd w3n WV MMClIC'(� AqR'��rrtt+�f f0� �T Cpd fOld /�CfS Con�ersian �stimate for: Ciiy of Arden Hi�ls, MN ��5pringbrook �� ° �� tt�� 1 � �.� � � Annual Maintenance Costs for: City of Arden H�IIs, MN The Qrder Form is a ci�etklist showing additiortallicenses (if applicabEe}, servites or subscriptions that the Licensee will purthase, the amounts charged for each, the cost tor implementatian services, and, if and where app��cab[e, any new or additional maintenance costs. By signing the Orde� Form, �icensee and Licensor are agreeing to add tf�ese additional professiona! services (andjar) applications under ti�e umbrelEa of the originaE Eicense, maintenance, andjor Master Agreements iR addition ta any terms described in this agreetnent to be executed between Licensor and Licensee, and to the prices contained herein. Springbrook So�tware — Licensor By Signature Titie Licensee Sy Ti Date City of Arden tiills, MN 3 of 4 ��pr�ngbrook ��1�` �� .�� °�� :�� r � L � � � � r � � �- � � � .-. w To: L+x �urne{� - Ce�ntra�t Adrninestratcss' Gompa�y: 5pringbroak Sctftware From: Sue lversan-Firtance pirector I�qency: ��ty of �lyden Hi{is, MN Ema[I �oz b�at't��1l�s�x�r3� �Qitro Em�il: s�ee.iverson�ci.arden-hills.mn.us Fax. 5€�3 820 4�3� Pages: PMone: 5i�3-82 [i-4520 Date: Re: ��ringkar€as�4c V7 Mi�ration }��re�rrren� � Process � Far your review ❑ Reply ASAP ❑ Please comment Sue, Wtien the V7 Addenda is approved, please sign, date and fax (or scan a�d e�nail} this V70rder Form to Liz's attention at eit[�er the fax number or email address Tiighlighted above. Upon signed receipt, Liz wiIl forward an executed eopy of the document back to you for your recards, she wiil notify our accounting de�ariment to ger�erate azz invoice for the deposiY and she will request from aur ixnp�ementations departme�t that a Springbrook Project Manager be assigned to begin vvorl�ing with yau to schedule al� aspects of the projec� Within fi�e to ten working days of a receiving the sigr�ec! agreement, a rnember of aur Implementation Depar�ment wili phone to schedule an intraduction cail. Thank you for your continued business! �� Springbrool� V7 Migration Manager J i_r_n. n__e(_s� a_�s p i•}�rl�.co a_��; 320.224.3R07 - Drrect Line City af Arden Hifls, MN 4 o f 4