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FINANCE UTILITIES AND RULES COMMITTEE MEETING AGENDA FOR MONDAY, JULY 6TH, 2026. WE WILL CALL THE MEETING TO
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ORDER AT 4:32 P.M. WE HAVE THREE ITEMS ON THE AGENDA FOR THI MEETING. ORDINANCE D-2829-26.THE MEN'S ARTICLE 4 SECTION 2-IN THE CARAMEL CITY CODE TO ESTABLISH A NONREVERTING ERP IMPLEMENTATION FUND, FUND NUMBER 928. THESE ARE ALL RELATED.
RESOLUTION CC-06-15-26-03, IT TRANSFERS TRANSFERS $2 MILLION INTO THE ERP IMPLEMENTATION FUND, FUND NUMBER 929 AND THE FIRST READING ORDINANCE D-2831-26, AN ORDINANCE OF THE COMMON COUNCIL APPROPRIATES $2 MILLION TO SUPPORT THE ERP IMPLEMENTATION COST. WE WILL TURN IT OVER TO CFO ZACH
JACKSON. >> THANK YOU, MR. CHAIRMAN, AND MEMBERS OF THE FINANCE COMMITTEE.
AS YOU MENTIONED, I HAVE THREE ITEMS ON YOUR AGENDA THIS AFTERNOON. I'M JOINED TODAY BY TOM HELL.
TOM'S A VICE PRESIDENT FOR GOVERNMENT AT WORK DAY.
I'LL DO A BETTER INTRODUCTION FOR HIM IN JUST A MOMENT.
AS YOU KNOW, OUR EXISTING ACCOUNTING SYSTEM IS RATHER JUT DATED. IT WAS ORIGINALLY INSTALLED IN 1994, WHICH PREDATES DVDS, THE IPHONE, SOCIAL MEDIA, THE CREATION OF GOOGLE, THE OJ SIMPSON TRIAL AND MOST IMPORTANTLY THE DEBATE OF WHETHER OR NOT ROSS AND RACHEL WERE ON A BREAK. THANK YOU.
THANKS. I'M ASKING CITY COUNCIL TO APPROPRIATE $2 MILLION TO COVER THE COST FOR IMPLEMENTING WORK DAY, A CLOUD-BASED ERP SYSTEM THAT UNIFIES FINANCE, HR AND PLANNING ACROSS OUR ENTERPRISE. AS I PRESENTED AT THE LAST MEETING THE ANNUAL LICENSING COST WILL BE APPROXIMATELY 30,000 MORE THAN WHAT WE ANNUALLY PAY TODAY FOR OUR EXISTING LICENSES FOR CENTRAL SQUARE, ADP AND OTHER SMALL ACCOUNTING SYSTEMS USED BY PARKS DEPARTMENT, UTILITIES DEPARTMENT, BROOKSHIRE AND THE CARAMEL BOND BANK.
ALL OF THOSE CURRENTLY HAVE A DIFFERENT ACCOUNTING SYSTEM.
THIS TRANSITION WILL DRIVE EFFICIENCIES BY REPLACING MANUAL AND PAPER PROCESSES WITH SMOOTHER WORK FLOWS AND CONNECT CONNECT DATA ACROSS OUR FINANCE AND HR PLATFORMS. I'M JOINED BY TOM A CARAMEL RESIDENT, WHO'S VICE PRESIDENT FOR WORK DAY IN THE GOVERNMENT SPACE.
TOM, SINCE CARAMEL IS THE CITY OF CHAMPIONS, I ALSO WANT TO MENTION THAT TOM IS JACK HEALTH'S FATHER.
JACK WAS 2019 CARAMEL HIGH SCHOOL GRADUATE WHO WON AN NCAA WRESTLING CHAMPIONSHIP IN 2023. I WOULD LIKE TO TURN IT OVER TO TOM. WE'VE GOT A FEW SLIDES FOR YOU
ABOUT THE WORK DAY SYSTEM. >> THANK YOU, ZACH.
I APPRECIATE THE SHOUT-OUT ON BEHALF OF MY SON.
I'M A VERY PROUD FATHER. THANK YOU, MR. CHAIRMAN, COMMITTEE MEMBERS FOR HAVING ME HERE TODAY.
IF YOU'LL PERMIT ME A BRIEF PERSONAL ASIDE, THE LAST TIME I WAS FORMALLY IN THIS ROOM WAS PO WHEN MY WIFE AND I HAD ERECTED A BASKETBALL GOAL IN OUR CUL-DE-SAC, WHICH WAS SEEN AS A POSSIBLE EASEMENT PROBLEM TO WHICH MAYOR BRAYNARD ASSURED WE ARE A CITY THAT LOVES KIDS PLAYING IN THE CUL-DE-SAC AND WE'RE GOING TO LET THIS ONE GO. KIDS IN THE NEIGHBORHOOD STILL PLAY ON IT, EVEN THOUGH KIDS LIKE MY SON ARE NOW GROWN AND HAVING CHILDREN OF THEIR OWN. I APPRECIATE THE OPPORTUNITY TO BE BACK. I'VE SPENT MY CAREER IN THE ERP INDUSTRY. SO FOR THE LAST THIRTY YEARS, BOTH AS AN IMPLEMENTER AND A PROVIDER OF THE, WORD EVERYWHERE FROM HAWAII TO NEW HAMPSHIRE AND FLORIDA.
IT'S FUN FOR ME TO PROVIDE MY EXPERTISE TO MY HOMETOWN.
YOU HAVE IN FRONT OF YOU A PRESENTATION THAT I'M GOING TO GO THROUGH. SO THIS FIRST SLIDE, A LOT OF WORDS ON IT BUT IT REALLY DOES SUMMARIZE WHAT THIS INITIATIVE, THE PROJECT CORNERSTONE, IS ALL ABOUT FOR THE CITY.
ZACH AND HIS TEAM HAVE DONE AN EXCELLENT JOB DESCRIBING SOME OF THESE PRIORITIES THAT YOU'LL SEE WHICH HE ALSO JUST SUMMARIZED, YOU KNOW, MODERNIZING SOME OUTDATED SYSTEMS, REALLY HELPING INCREASE OPERATIONAL EFFICIENCIES HERE.
IT'S BEEN FUN FOR ME TO SEE ALL OF THE TALENT THAT CARAMEL HAS BROUGHT IN TO MANAGE THE OPERATIONS HERE OF ZACH AND HIS STAFF AND TO WATCH THEM OPERATE WITH MAYBE AN ARM TIED BEHIND THEIR BACK AND TO BE PART OF WHAT CAN UNLOCK SOME OF THOSE EFFICIENCIES IS EXCITING. WE HELP A LOT OF PUBLIC SECTOR ORGANIZATIONS AND COMMERCIAL ENTERPRISES, WHICH I'LL HIGHLIGHT AT THE END OF THIS PRESENTATION, REALLY DO EXACTLY
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WHAT YOU'RE TRYING TO DO IS DRIVE INFORMED DECISIONS.AS A CONSTITUENT, I'M EXCITED TO SEE THE RIGOR YOU PUT INTO THE WORK LAST YEAR AND WORKDAY IS THE KIND OF SYSTEM THAT WILL HELP BETTER FACILITATE THOSE PROCESSES.
IF YOU GO TO THE NEXT SLIDE, THIS REALLY JUST HIGHLIGHTS SOME OF THE CHALLENGES AND IF WE REALLY LOOK AT FROM RIGHT TO LEFT, THOSE THREE ITEMS HIGHLIGHT WHAT THIS IS ALL ABOUT. EFFICIENCY, IMPROVING TRANSPARENCY AND THEN REDUCING RISK.
SOME OF THE SYSTEMS YOU ALL ARE OPERATING ON ARE VERY OLD.
THEY COULD BE PRONE TO SECURITY RISKS AND THINGS OF THAT NATURE.
AND WORKDAY IS A HARDEND SOLUTION THAT'S BEEN AROUND FOR TWENTY YEARS. WORKDAY WAS BORN AS A CLOUD SOLUTION. ZACH MENTIONED THE DAWN OF THE IPHONE. WE WERE INVENTED THE SAME TIME AT THE IPHONE WHEN ALL THESE CLOUD APPLICATIONS REALLY STARTED POPPING UP. WORKDAY WAS A FORERUNNER TO THESE ERP SYSTEMS RUNNING IN THE CLOUD SO THEY COULD BE MORE SECURE, MORE USER FRIENDLY AND YOU COULD HAVE MOBILE ACCESSIBILITY TO THEM. SOME OF THE THINGS THAT ARE HIGHLIGHTED IS HOW WE HELP KIND OF SEE UP THERE AUTOMATION OF PROCESS. THERE'S A LOT OF MANUAL INTERVENTION THAT HAS TO HAPPEN WITH SOME LEGACY SYSTEMS. ONE SOURCE OF TRUTH. CONNECTING ALL OF YOUR APPLICATIONS UNDER ONE UMBRELLA. I THINK WILL BE VERY VALUABLE TO THE STAFF HERE. SO I THINK SOME OF THOSE THINGS ARE WHAT REALLY SETS US APART IS THE FACT THAT IF YOU LOOK AT WHAT WORKDAY'S FOCUS IS AS A SOFTWARE COMPANY, THIS IS WHAT WE DO. WE'RE AN ERP COMPANY.
WE DON'T SELL DATA CENTERS. WE DON'T SELL HARDWARE TO PEOPLE. ALL WE DO IS PRODUCE THE SOFTWARE THAT WE HOST FOR OUR CUSTOMERS AND HELP TO DELIVER OUTCOMES THAT ZACH AND HIS TEAM ARE SEEKING.
THE NEXT SLIDE GETS INTO A BIT OF SOME ANALYSIS THAT WE DID WITH ZACH AND HIS TEAM. KUDOS TO THEM.
THEY DID A TREMENDOUS AMOUNT OF DUE DILIGENCE.
WE SPENT HOURS AND HOURS DEMONSTRATING OUR SOFTWARE TO THEM. AND ONE OF THE FINAL EXERCISES WE WENT THROUGH IS SOMETHING THAT WE DO WITH ALL OF OUR CUSTOMERS AND THE SIMPLE WAY TO READ THIS SLIDE IS WHERE YOU SEE THOSE "W"S. THIS IS A SELF-RUN SURVEY THAT WE PROVIDE TO OUR CUSTOMERS AND WE ASK THEM BEFORE THEY IMPLEMENT OUR PRODUCT TO RATE THEIR CURRENT EXPERIENCE WITH ALL OF THESE DIFFERENT FINANCIAL PROCESSES.
AND THEN AFTER THEY GO LIVE WITH OUR SOFTWARE, WE ASK THEM TO DO IT AGAIN. WE DON'T HAVE ANY SAY INTO THE FEEDBACK. ALL THOSE "W"S REPRESENT WHERE OUR AVERAGE -- OUR CUSTOMERS AVERAGE OUT THE BENEFITS THEY'VE SEEN FROM THE SYSTEM AND HOW THEY FEEL LIKE THEY OPERATE AND AS YOU CAN SEE, MANY OF THEM FEEL LIKE WITH OUR SOLUTION, THEY OPERATED AT ADVANCED LEVEL. THE CARROTS ON THE LEFT ARE WHAT THE CITY CARMELLE DIAGNOSE DIAGNOSE CARMEL.
THIS REALLY JUST PUT A PICTURE TO THE GAP THAT THEY FEEL IS COMPARED TO OUR AVERAGE CUSTOMER.
YOU'LL SEE HR. YOU RUN A SOLUTION CALLED ADP.
IT'S BETTER. IT IS A PACKAGE SOFTWARE.
OTHER ORGANIZATIONS USE IT. IT'S JUST NOT CONNECTED TO YOUR FINANCE SYSTEM AND THERE'S STILL SOME THINGS THAT THEY'RE NOT ABLE TO UNLOCK FROM THAT SOLUTION.
SO ON THE WHOLE, BOTH THE FINANCE AND THE HR TEAM, I THINK, ARE SEEING A LOT OF VALUE IN COMBINING THESE SOLUTIONS TOGETHER TO DRIVE THE BENEFITS THAT ZACH AND TEAM ARE SEEKING FROM THIS PROJECT. JUST A COUPLE MORE SLIDES.
ONE THAT REALLY PAINTS A PICTURE.
I THINK THIS IS THE SIMPLEST PICTURE TO SAY WHAT WE'RE TRYING TO ACCOMPLISH WITH THIS PROJECT. THE TEAM TODAY IS SPENDING AN INORDINATE AMOUNT OF TIME DOING TRANSACTIONAL WORK.
I WOULD REALLY SAY NOT USING THE FULL CAPACITY OF THEIR BRAINS OR WHAT THEY'RE HIRED TO DO. THEY'RE BUSY DOING MANUAL WORK THAT TAKES A LOT OF TIME AWAY FROM THE MORE STRATEGIC THINGS.
YOU KNOW, IF THEY HAVE THEIR INFORMATION AT THEIR FINGERTIPS, JUST LIKE THE COUNCIL, YOU CAN MAKE BETTER DECISIONS.
SO WE'RE TRYING TO FLIP THE SCRIPT ON THE WAY THINGS OPERATE TODAY AND I THINK THIS PAINTS A GOOD PICTURE OF IT.
THEN MY LAST TWO SLIDES ARE SOME EVIDENCE.
WHAT MAKES WORKDAY SO SPECIAL FROM SOMEONE ELSE'S POINT OF VIEW? GARDINER IS A LEADING INDEPENDENT TECHNOLOGY RESEARCH FIRM.
THEY PUT OUT MAGIC QUADRANTS ON ANY NUMBER OF SERVICES THAT SOFTWARE AND TECHNOLOGY COMPANIES PROVIDE.
THIS ONE WAS PARTICULARLY FOCUSED ON CLOUD-BASED ERP SOLUTIONS FOR LOCAL GOVERNMENT. YOU CAN SEE WE'RE RATED IN THE
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TOP RIGHT QUADRANT THERE AS A SOLUTION OF CHOICE FOR GOVERNMENT ORGANIZATIONS. WE'RE REALLY PROUD OF THAT BECAUSE WE CAN BOAST ABOUT OURSELVES ALL WE WANT.I OBVIOUSLY HAVE A BIASED OPINION.
BUT WE'RE REALLY PROUD OF THE ACCOLADES THAT WE GET FROM
OUTSIDE OUR INDUSTRY. >> I'LL JUST ADD, OUR CURRENT -- WE REFER TO IT OFTEN AS PENT MATION BUT CENTRAL SQUARE IS ANOTHER NAME AND YOU CAN SEE WHERE THAT ONE FALLS IN THESE
QUADRANTS. >> WE'RE MOVING UP AND TO THE RIGHT. THEN THE FINAL SLIDE IS AGAIN JUST TO SHOW YOU THAT YOU'RE NOT ALONE.
YOU'RE NOT ALONE HERE IN INDIANA OR HERE IN YOUR INDUSTRY.
WE WORKED FOR SOME OF THE -- THE SAME SOLUTION THAT YOU ALL WILL USE WE ARE A MULTI-TENANT CLOUD SOLUTION.
WHEN YOU HIRE SOMEONE, YOU'RE GOING THROUGH THE SAME PROCESS THAT NETFLIX GOES THROUGH WHEN THEY HIRE SOMEONE, THAT VISA GOES THROUGH, THAT HAMILTON COUNTY GOES THROUGH, THAT DE PASS UNIVERSITY GOES THROUGH. WE'VE SEEN TREMENDOUS GROWTH IN GOVERNMENT IN THE LAST TEN YEARS.
AGAIN, WE'VE BEEN AROUND SINCE 2005 BUT REALLY AS GOVERNMENT STARTED TO ADOPT CLOUD AS IT CAN BE A LAGGARD AT TIMES IN TECH TECHNOLOGY.
WE'VE SEEN TREMENDOUS GROWTH. WE PROBABLY HAVE ONE PUBLIC SECTOR CUSTOMER GOING LIVE ON OUR SOFTWARE EVERY WEEK FOR THE LAST COUPLE OF YEARS, AND FOR THE FORESEEABLE FUTURE.
AGAIN SINCE THE CARMEL UTILITIES IS PART OF THIS AS WELL, WE DO TREMENDOUSLY WELL IN THE UTILITIES SPACE AND SPECIFICALLY WITH WATER DISTRICTS. JUST TO PROVIDE SOME VISIBILITY TO OTHERS OUT THERE. YOU'RE JOINING GOOD COMPANY.
WE HAVE TO KEEP THE SYSTEM NOT JUST UP AND RUNNING FOR YOU BUT FOR ORGANIZATIONS THROUGHOUT THE GLOBE.
ON A SELFISH NOTE, I'M EXCITED TO BE HERE.
I'M EXCITED TO SEE WHAT OUR CITY'S DOING TO MODERNIZE.
CERTAINLY HAVE A SELFISH AND VESTED INTEREST BUT JUST PROUD TO BE PART OF THE INNOVATION THAT'S HAPPENING.
THANK YOU. >> I KNOW WE ASKED A LOT OF QUESTIONS AT LAST FINANCE COMMITTEE MEETING AND THE COUNCIL CHOSE TO SEND IT BACK SPECIFICALLY RELATED TO THE ORDINANCE ESTABLISHING THE NONREVERTING ERP IMPLEMENTATION FUND AND A LOT OF THOSE COUNCIL MEMBERS WERE ABLE TO ASK THOSE QUESTIONS DURING THAT MEETING. I DIDN'T RECEIVE ANY QUESTIONS TO BE ASKED FROM FELLOW COUNCILOR NOT ON THE COMMITTEE AND SEEING NO OTHERS HERE TODAY, IS THERE ANY QUESTIONS FROM THE
COMMITTEE? >> THANK YOU FOR THAT PRESENTATION. IT WAS GREAT.
I THINK I ASKED ZACH THIS QUESTION AND IT WAS KIND OF A JOKE BUT NOT KIND OF A JOKE. BUT I'M WONDERING IF THE ANALYTICS WITHIN THIS WORKDAY PROGRAM COULD SHOW THE EFFICIENCIES -- DO YOU HAVE A MODULE THAT TRACKS EFFICIENCIES FROM WHEN YOU IMPLEMENT WHEN YOU START YOUR IMPLEMENTATION TO THE LAUNCH? DO YOU HAVE A MODULE THAT SHOWS THE EFFICIENCIES THAT WILL HAPPEN?
>> WE DO HAVE THE ABILITY TO FIND OPPORTUNITIES FOR IMPROVEMENT IN OUR BUSINESS PROCESSES THEMSELVES.
SO AS YOU USE OUR SOFTWARE, SOME OF OUR ARTIFICIAL INTELLIGENCE TECHNOLOGY WILL LOOK AT WHERE THERE ARE INEFFICIENCIES IN THE PROCESS AND HOW YOU ARE USING THE SOLUTION.
A LOT OF THE BEFORE AND AFTER HAS TO BE MEASURED BY THE CITY THEMSELVES OR WITH OUR HELP TO JUST KIND -- WE HAVE ESTABLISHED A LITTLE BIT OF A BASELINE OF THE EFFECTIVENESS TODAY.
THERE ARE SOME DIFFERENT TOOLS WE CAN USE TO HELP YOU CONSTANTLY IMPROVE TO -- ONCE YOU'VE ESTABLISHED A NEW BASELINE TO CONTINUE TO EVOLVE. I THINK THAT'S PART OF THE ISSUE WITH SOME LEGACY SOFTWARE SOMETIMES IS IT DOESN'T -- IT'S NOT ABLE TO EVOLVE WITH THE ORGANIZATION AS WE CONTINUE TO GROW AS A CITY AND CONTINUE TO EVOLVE AS A CITY.
THERE IS SOME OF THAT. THERE IS SOME OF THAT CAPABILITY
IN OUR SOLUTION. >> I THINK JUST FROM A TAXPAYER MYSELF, WHAT ARE WE GETTING FOR OUR DOLLARS? IS IT REALLY HELPING OUR BOTTOM LINE? THAT IS REALLY TRULY WHAT THE QUESTION IS.
I LIKE THE IDEA OF NOT USING ANIMATION.
WE WON'T BE ABLE TO USE IT THIS YEAR BUT NEXT YEAR WE'LL BE ABLE TO. I'M LOOKING FORWARD.
>> WE DID GO THROUGH AN EXERCISE WHERE WE CAPTURED HOW MUCH TIME THE TEAM IS SPENDING ON VARIOUS TASKS TO COME AT THAT RETURN ON INVESTMENT AND WE PROJECT SOMEWHERE IN THE THREE TO FOUR-YEAR TIMEFRAME. ZACH HAD ALREADY HIGHLIGHTED THAT NET DIFFERENCE YOU'RE GOING TO BE PAYING IN SOFTWARE IS
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SOMEWHAT MINIMAL. THERE'S THAT INVESTMENT.WHEN IS THAT GOING TO BE RECOVERED? WE PROJECT IN THE THREE TO FOUR-YEAR TIMEFRAME THE EFFICIENCIES THAT WILL BE GAINED.
NOW THAT WE'VE ESTABLISHED HOW MUCH TIME ACTIVITIES ARE TAKING THE TEAM TODAY WHEN WE GO THROUGH THAT NEXT EXERCISE, WE
CAN KIND OF MEASURE THAT. >> QUICK FOLLOW-UP TO THAT.
PEEB THE OTHER QUESTION I HAVE FOR YOU IS I'VE SEEN SOME ERP IMPLEMENTATIONS AND SOME ARE GREAT.
SOME ARE HORRIBLE. I'M WONDERING SPECIFICALLY ONCE THE IMPLEMENTATION HAS HAPPENED AND WE SEE THAT WE MAY POSSIBLY NEED MORE POD EWELS, MAYBE IN TWO OR THREE YEARS, ARE THOSE ADDITIONAL FEES THAT WE WOULD INCUR AS A CITY?
I' ASSUMING THEY ARE, CORRECT? >> THEY WOULD BE, YEAH.
>> IF YOU WANTED TO ADOPT IT, THAT WOULD BE ADDITIONAL.
>> IF WE'RE USING A MODULE THAT IS NOT WORKING AS PART OF THE TOTAL COST OF THE LICENSING FEES.
IS IT THAT MAKE SENSE? IS THAT SOMETHING WE CAN PULL OUT AND NOT PAY FOR OR JUST AS A WHOLE? WE WOULD FIND A WAY TO MAKE IT AS NET NEUTRAL AS POSSIBLE.
WE DON'T SEE A LOT OF SITUATIONS WHERE PEOPLE WANT TO STOP
WORKING WITH SOMETHING. >> THANK YOU SO MUCH.
>> WE'LL SEND IT OVER TO COUNCILOR WORRELL.
I DID WANT TO SAY PARTICULARLY INDUSTRIES WHERE YOU CAN CODE HOURS TO A JOB, WHICH WOULD INCLUDE THESE MODULES, THAT'S WHERE YOU CAN PROBABLY REALLY TRACK THE EFFICIENCIES.
I'M ASSUMING MANY OF OUR DEPARTMENTS DON'T CODE HOURLY OR TIME TO A JOB OR JOB COSTS NUMBER.
>> YEAH. STREETS, DEPARTMENT AND UTILITIES DEPARTMENT USE -- WHAT'S OUR ASSET? THEY USE CITY WORKS. AND I WOULD SAY I THINK THAT GIVES THEM PERHAPS MORE OF A PROXY THAN THE REAL NUMBER.
I THINK THEY'RE ABLE TO CODE THEIR HOURS BUT THEN WHAT -- IT'S TWO HOURS, BUT WHAT DO YOU MULTIPLY THAT BY? I DON'T THINK THEY'RE ABLE TO SAY, WELL, THIS PERSON MAKES EXACTLY THIS MUCH PLUS THIS SPECIALTY PAY PLUS THESE BENEFITS. SO IT WOULD MAKE THAT A MORE INFORMED CALCULATION. THAT'S ONLY TWO DEPARTMENTS
USING THAT TODAY. >> COUNCILOR WORRELL.
>> THANK YOU. THANK YOU FOR BEING HERE TODAY.
I REALLY APPRECIATE THAT. CONGRATULATIONS ON YOUR SON AND HIS SUCCESS. WHERE DID HE GO TO COLLEGE?
>> WABASH COLLEGE. IT BREAKS MY HEART BECAUSE I
WANT TO DE PAUW. >> IT'S EXCITING FOR OUR EMPLOYEES TO ENTER INTO NEW SOFTWARE, DIFFERENT VIEW ON YOUR JOB WHEN YOU COME TO WORK. I'M IT'S GOING TO BE STRESSFUL.
I'M CURIOUS, HAS THE TEAM MET THE PERSONAL FROM WORKDAY THAT WILL BE WORKING WITH THEM ON IMPLEMENTATION? I KNOW YOU'RE THE GOVERNMENT AFFAIRS.
SO YOU'RE OUR CONTACT. IS THERE GOING TO BE BOOTS ON ODD STREET, PERSONNEL HERE ON A DAILY BASIS? WHAT WILL THAT LOOK LIKE AND HOW DOES THAT WORK?
>> THERE WILL BE. THEY HAVE MET SOME OF THEM.
THEY'VE MET OUR SENIOR LEADERSHIP TEAM.
THEY'VE BEEN ON SOME CALLS. WE'VE BEEN REVIEWING OUR STATEMENT OF WORK THAT DESCRIBES THE ACTIVITIES WE'RE GOING TO PERFORM TOGETHER AND WITH THE CITY.
THEY'VE MET SEVERAL OF THE TEAM MEMBERS THAT ARE GOING TO BE
INVOLVED IN THE PROJECT. >> THERE WILL BE PEOPLE HERE?
>> THERE WILL BE. WE ALWAYS WANT TO BALANCE THOSE -- SOME OF THOSE TRAVEL COSTS CAN BE ADDITIVE AND WE WANT TO BALANCE OUT HOW MUCH WE DO REMOTE VERSUS ONSITE.
IT'S BETTER TO WORK IN PERSON TOGETHER.
THAT WILL DEFINITELY BE SOME PEOPLE THAT ARE BOOTS ON THE GROUND HERE AT CERTAIN PIVOTAL MOMENTS.
CERTAINLY WHEN WE BEGIN PLANNING AND WHEN WE'RE DESIGNING AND TESTING, WHEN WE'RE DEPLOYING. CERTAINLY WHEN WE'RE ROLLING IT OUT, WE'LL HAVE A TEAM OF PEOPLE HERE TO SUPPORT LIVE AND IN
THANK YOU. AND THEN I MEAN, I LOVE THIS CHART THAT YOU GAVE US. BUT I DID WANT TO ASK A COUPLE OF -- I'M LOOKING AT GANT. I'M LOOKING AT ITEMS WHERE WE'RE CURRENTLY NOT WHERE WE WANT TO BE AS FAR AS THE LEVEL OF SERVICE. WHAT -- I DIDN'T WANT TO MAKE ANY ASSUMPTIONS. I COULD MAKE AN ASSUMPTION THAT I THINK I KNOW WHAT THIS IS. BUT I'M NOT GOING TO DO THAT.
SELF-SERVICE. WHAT DOES THAT MEAN UNDER THEME?
>> SO FOR SOMEONE TO BE ABLE TO GET SOME INFORMATION KIND OF BY
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THEMSELVES, WITHOUT -- EMPLOYEE SELF-SERVICE WOULD BE INSTEAD OF CALLING HR AND SAYING, YOU KNOW, ASKING A QUESTION ABOUT CAN I GET A COPY -- I LOST THE COPY OF MY PAY CHECK OR WHATEVER.THEY CAN GO ON-LINE AND VIEW IT THEMSELVES.
WHAT ARE MY BENEFIT OPTIONS? AGAIN, YOU COULD USE SELF-SERVICE TO GO ON-LINE AND DO SOME OF THOSE ACTIVITY ITSELF. IT'S ENABLING CERTAIN EMPLOYEES TO BE SELF-ACCOUNTABLE IF THEY WOULD LIKE TO BE.
>> I DON'T WANT TO NITPICK. I LIKE THIS KIND OF STUFF.
I WAS THINKING THAT MIGHT BE THE CASE UNDER HR WHERE WE HAVE THAT ABILITY, ADP OR WHATEVER. THERE'S THIS THEME ON THE FIRST ONE THAT'S VERY LOW. WHAT'S THE DIFFERENCE BETWEEN
THOSE TWO SELF-SERVICES? >> IN CONJUNCTION WITH THE REPORTING OF ANALYTICS, THE ABILITY, FOR INSTANCE, FOR ZACH AND HIS TEAM TO GET REPORTING INFORMATION WITHOUT CALLING I.T.
AND CREATE A REPORT FOR THEM. TO BE ABLE TO FUNCTION INDEPENDENT OF ADDITIONAL ASSISTANCE.
WE'RE GOING TO BE A LITTLE BIT MORE SELF-SUFFICIENT IN EACH DEPARTMENT AS WELL AS OUR EMPLOYEES.
I WANT TO STHAFRNG ZACH AND HOPEFULLY WE'RE PICKING THE RIGHT VENDOR AND THE FACT THAT IT'S A CARMEL RESIDENT REPRESENTS THEM IS ICING ON THE CAKE.
SO THANK YOU. >> COUNCILOR GREEN.
>> WE SAW IT LAST TIME BREAKDOWN OF THE FEES AND HOW -- SO RIGHT
NOW, WE'RE NOT CLOUD BASED. >> ADP IS CLOUD BASED.
I DON'T BELIEVE OUR ACCOUNTING SYSTEM WOULD BE CONSIDERED CLOUD
BASED. >> INSTEAD OF HAVING HIKE WE SAW WHEN WE SAW THE BREAKDOWN OF THE FEES, WE'RE GOING TO BE TAKING THE MULTIPLE SOLUTIONS THAT WE USE TODAY.
SOME ARE MORE SECURE BECAUSE THEY'RE IN THE CLOUD.
SOME AREN'T. SOME ARE CONSOLIDATING EVERYTHING IN WORKDAY. THAT'S A SUMMARY OF THIS WHOLE PROJECT. HOW ARE WE GOING TO IMPLEMENT IT? I THINK YOU EXPLAINED IT BEFORE.
IS IT GOING TO BE KIND OF PIECE BY PIECE? WE'LL PHASE OFF ADP AND MOVE THAT TO THE CLOUD.
AND BOOM. I ASSUME IT'S IN THE STATEMENT.
>> ESSENTIALLY WE HAVE TWO TIMELINES.
BOTH OF THEM GOING THE APRIL TO MAY TIMEFRAME OF NEXT YEAR.
WE DID HAVE SOME CONCERNS. WE'VE BEEN GETTING SOME CONFUSING INDICATION FROM ADP ABOUT WHEN THEY'RE GOING TO FORCE SOME CHANGES ON THEIR CUSTOMERS AND JUST TRYING TO MAKE SURE WE DON'T WANT TO DO THIS TWICE CAN WE PUSH OFF MIGRATION TO AFTER WE GO LIVE WITH WORKDAY SO WE DON'T HAVE TO DO THAT OTHER TRANSITION? I THINK WE'RE AT A COMFORT LEVEL THAT WE DON'T HAVE TO MAKE CHANGES TO ADP PRIOR TO THE TRANSITION TO WORKDAY. WE'LL BE LOOKING GOING LIVE END OF SPRING/EARLY SUMMER NEXT YEAR.
WE'VE GOT SOME -- WE'VE GOT SOME CUSHION BUILT IN THERE FOR ARE THE STANDPOINT OF -- TO ME I'VE FAILED IF WE'RE NOT READY TO GO BY JANUARY 1ST BY THE FOLLOWING YEAR.
WE'VE GOT PLENTY OF TIME TO GET IT RIGHT.
>> IN THE PROCUREMENT PIECE, THAT'S CONTRACT MANAGEMENT.
IS THAT THE WHOLE THING? >> THE PROCUREMENT PIECE, NO, THIS IS -- DO YOU WANT TO DESCRIBE THE PURCHASING MODEL?
>> PROCUREMENT, PURCHASES, REQUISITIONS, PURCHASES.
I THINK RIGHT NOW, IT'S DONE TO SPIRIT.
I THINK IT STILL WILL BE TO A DEGREE.
YOU'RE NOT LES RANLING YOUR FULL BUYING POWER BECAUSE THERE'S NOT CENTRALIZING PURCHASE ORDER PROCESLEVERAGE HERE.
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YOU IMPLEMENTED A PRODUCT ORDERING TRAFFIC VESTS, PENCILS, ANYTHING YOU MAY BE PROCURING ON A REGULAR BASIS.>> OUR PROCUREMENT SYSTEM, IF YOU CAN EVEN CALL IT THAT TODAY, DOES NOT SPEAK TO OUR ACCOUNTIN. AND SO SOMEBODY AT A DEPARTMENT MANUALLY -- THEY ARE ENTERING IN THE INFORMATION INTO A FORM.
SOMEBODY IN MY OFFICE REKEYS THAT SAME INFORMATION INTO THE ACCOUNTING SYSTEM. THAT ALONE IS PROBABLY ONE OF THE BIGGEST EFFICIENCIES IS WE'RE GOING TO REALIZE IS NO MORE DUPLICATE ENTRY. YOU ENTER IT ONCE HERE.
IT AUTOMATICALLY FLOWS OVER TO THE NEXT STEP IN THE PROCESS.
IN TERMS OF SOURCING AS TOM WAS MENTION BEING, OPEN GOV IS WHO WE INTRODUCED A YEAR OR TWO AGO. IN TERMS OF CONTRACT MANAGEMENT, I WOULD SAY YOU ASKED ABOUT THINGS DOWN THE ROAD.
THAT'S PROBABLY ONE OF THE THINGS DOWN THE ROAD IS A CONTRACT LIFE CYCLE MANAGEMENT SYSTEM.
WE DID GET A DEMO FROM WOESHG. THEY DO HAVE A MODULE IN THIS SPACE. IT WAS THE FIRST ONE WE DEMOED.
AS MUCH AS MY DEPARTMENT IS INVOLVED IN CONTRACTS, IT'S REALLY MORE OF THE CORPORATION COUNSEL.
THEY WEREN'T THERE YET. MAYBE A YEAR FROM NOW WE COME BACK AND TALK ABOUT A SOLUTION THERE AS WELL.
>> THAT'S SOMETHING WE COULD POTENTIALLY DO.
>> COUNCILOR MINNAAR? >> THIS IS A VERY SELFISH QUESTION. IS THERE GOING TO BE TRAINING FOR THE COUNCILORS IN HOW TO USE SOME OF THESE TOOLS?
>> ABSOLUTELY. TRAINING IS ONE OF THE COMPONENTS HERE AND PERSONALLY CUBS KIRSTEN AND I WILL MAKE
SURE YOU KNOW HOW TO USE THIS. >> OCCASIONAL QUESTIONS? JUST TO CLARIFY, LARGE PROCUREMENT IS GOING THROUGH GOV. CENTRALIZING PURCHASING FOR SUPPLIES, SOME OF THOSE THINGS THAT DO NOT HAVE SOME OF THE INDIANA CODE REQUIREMENTS AND THE WAYS THAT YOU PROCURE AND
WILL ALL BE CENTRALIZED. >> CORRECT.
>> THAT WILL BE VERY HELPFUL. I WONDER HOW MANY DIFFERENT DEPARTMENTS ARE BUYING TIELT POPE FROM DIFFERENT VENDORS.
>> DO THEY HAVE DIFFERENT TOILET PAPER? THEY NEVER COLLABORATED WHEN THEY PUT IN THE DISPENSERS IN
THE FIRST PLACE. >> THAT'S THE OTHER THING IS WE GO THROUGH THE CAPITAL ASSET PLANNING IS FIXTURES, ALL THOSE DIFERENT THINGS, THAT COULD BE, YOU KNOW, STANDARDIZED.
THE COUNTY'S DONE A GREAT JOB. EVERYTHING FROM THE TYPE OF FAUCETS THEY USE, RIGHT, AND SO WHEN A PART GOES OUT OR WHATEVER, SOMETIMES THEY HAVE A CERTAIN AMOUNT OF PARTS OBJECT HAND. THEY DON'T HAVE TO HIRE A PLUMER TO FIX IT. NO FURTHER QUESTIONS.
WE HAVE THREE ITEMS ON OUR AGENDA TODAY.
IS THERE ANY MOTION FOR ORDINANCE D-28-29-26?
>> SURE. I MOVE TO SEND IT BACK WITH A POSITIVE RECOMMENDATION TO THE FULL COUNCIL.
>> SECOND. >> WE HAVE A MOTION BY COUNCILOR GREEN, A SECOND BY COUNCILOR MINNAAR.
SENT BACK WITH A POSITIVE RECOMMENDATION.
ITEM B, RESOLUTION CC-06-15-26-03.
IS THERE A MOTION? >> MOVE TO APPROVE.
SEND IT BACK TO CITY COUNCIL WITH A POSITIVE RECOMMENDATION.
>> SECOND. >> MOTION BY COUNCILOR MINNAAR, SECOND BY COUNCILOR WORRELL. PLEASE VOTE.
NOW LAST TIME AND FIRST READING -- MOTION CARRIES.
LAST ITEM, FIRST READING OF ORDINANCE D-2831-26.
>> I MOVE TO SEND BACK TO COUNCIL WITH PSITIVE RECOMMENDATION ORDINANCE D-2831-26.
>> WE HAVE A MOTION BY COUNCILOR WORRELL SECOND BY COUNCILOR GREEN. PLEASE VOTE.
MOTION CARRIES. ANY OTHER ITEMS TO COME BEFORE
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THE COMMITTEE? ANY OTHER QUESTIONS FOR ZACH? SEEING NONE, WE'LL ADJOURN* This transcript was compiled from uncorrected Closed Captioning.