T own of Chino Valley The Town has used Caselle Classic - - PowerPoint PPT Presentation

T

• wn of Chino Valley

• The Town has used Caselle “ Classic” Software for its Financial

Accounting and other needs since 1998.

• General Ledger/ Budgeting/ Bank Reconciliation
• Payroll/ Personnel/ Benefits
• Accounts Payable
• Accounts Receivable
• Utility M anagement with Electronic Reading
• Service Orders
• Cash Receipting
• Asset M anagement
• Business License

In 2006 Caselle released a M AJOR upgrade to their “ Classic Version” to their new version “ Clarity”. Caselle has been migrating its Classic Clients to Clarity At some point in the near future Caselle will stop supporting their Classic Version due to the fact M icrosoft will stop supporting the ACCESS Database Engine that Classic runs on. Clarity is built on the new SQL standard architecture

• 1. Continue with “ Caselle Classic” and shop for

new software – would need to get started A.S.A.P .

• 2. Upgrade to “ Caselle Clarity”

Pros

• Different Software “ M AY”

have features that our current software does not. Cons

• Vetting new software takes

time.

• Purchasing new software is

more expensive than upgrading.

• Installation, data conversion

and staff training on new software is extremely time intensive.

• T
• ok a couple years to select a new software

vendor.

• Selected Springbrook Software $ 279,950
• Second Choice was Tyler T

ech $ 288,047

• Will start the installation this year.

Pros

• Upgrade is significantly cheaper

than new software, $ 55,425 over three fiscal years.

• T
• wn will be able to take

advantage of all the Caselle Clarity software enhancements.

• Data conversion and training will

be streamlined.

• Caselle has new modules with

features that will help improve staff’s efficiency.

• Allow T
• wn to wait 5 – 10 years

before looking for new software.

Cons

• T
• wn may not be using the

“ Best Software” available.

• All enhancements will improve

customer service

• Enhanced Security – help with

separation of duties issues

• Software tracks history of changes

by user

• Checklists - help with training for

new employees

• Auto fill features will save time
• Dynamic Grids will speed access to

data for users

• Alerts – will notify uses of specific

customer issues

• Transaction Tab – will drill down in

detail on how bills were calculated

• Equal Pay will be available for utility

bills

• Human Resource module integrates

with Payroll

• Solves Collection problems with

delinquent accounts, loans, and liens.

• Can now track one customer over all

modules, Business License, Utility Billing, Accounts Receivable, etc.

• Expanded Reports
• Excel Add In Features
• Display multiple tabs on one screen
• An undo button
• All programs can have attachments. (i.e.

Business Licenses can have a picture of the business

• Town could eliminate several “ Patch

Programs” they currently use like Budget and Sewer Amortizaion

Application Software License Fees Training/ Setup/ Conversion Total Annual Support Existing M odules General Ledger/ Budgeting/ Bank Reconciliation 2,600 $ 1,200 $ 3,800 $ 9,000 $ Payroll/ Personnel/ Benefits 2,600 $ 1,500 $ 4,100 $ Accounts Payable 2,600 $ 750 $ 3,350 $ Accounts Receivable 2,600 $ 1,000 $ 3,600 $ Utiltity Management 2,600 $ 1,500 $ 4,100 $ Utility Electronic Reading Interface 1,625 $ 250 $ 1,875 $ Service Orders 1,625 $ 750 $ 2,375 $ Cash Receipting 2,600 $ 750 $ 3,350 $ Asset Management 1,950 $ 750 $ 2,700 $ Business License 1,950 $ 750 $ 2,700 $ User Licenses (6) 3,900 $ 3,900 $ 26,650 $ 9,200 $ 35,850 $ 9,000 $ New M odules Human Resourses 4,500 $ 375 $ 4,875 $ 1,740 $ Utility Backflow M anagement 4,500 $ 2,300 $ 6,800 $ eFileCabinet Document Management 7,900 $ 7,900 $ 16,900 $ 2,675 $ 19,575 $ 1,740 $ Total Investment 43,550 $ 11,875 $ 55,425 $ 10,740 $

Caselle Software Upgrade Proposal Summary

Fiscal Year Ending June 30, 2013 17,925 $ Use General Fund Contingenies 01-95- 5600 or spread throughout the departments Fiscal Year Ending June 30, 2014 22,800 $ Budget in FY 2014 Fiscal Year Ending June 30, 2015 14,700 $ Budget in FY 2015 55,425 $

Payment by Fiscal Year

50% Deposit on existing modules Final 50% upon installation plus Human Resourses Module Purchase Utility Backflow M anagement and eFileCabinet