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HomeMy WebLinkAboutDiscussion re Gravity JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR AGENDA REQUEST TO: Board of County Commissioners FROM: Mark McCauley,County Administrator Stacie Prada,County Treasurer Judy Shepherd,Finance Manager DATE: April 22,2024 SUBJECT: Request for approval: Delegation of Authority to the County Administrator To Sign a Letter of Intent to Procure a Number of GravityTM Budget Modules STATEMENT OF ISSUE: Jefferson County has traditionally shared its budget information with the public in an archaic fashion with hundreds of simple tables loaded with rows of BARS codes and columns of numbers.This presentation method doesn't help the public understand our budget.And given that the budget is one of the most important county policy documents,the County Treasurer,Finance Manager and County Manager(staff) believe the time has come to invest in a software product that will enable staff to produce a world class budget document that will increase transparency, improve the public's understanding of the county's budget and facilitate monthly budget reporting. ANALYSIS: Over the past few months staff have been evaluating a number of software products that will allow the county to produce an award-winning budget document by importing budget data from Munis that will achieve the objectives discussed above. Munis doesn't have the capability we are seeking. The two products are: Questica, recently acquired by Euna Solutions and GravityTM, from IGM Technology. Staff believes that GravityTM meets our needs best and at a lower cost. A product presentation is attached that reflects what the software will enable staff to create. Their cost proposal is also attached. One-time implementation cost is $22,000,provided we sign a letter of intent by April 30'. Annual cost thereafter is$25,000, subject to potential annual increase,as with most software products. Staff strongly recommends the Board approve moving forward with this software acquisition and authorize the County Administrator to sign a letter of intent to procure the software. We can procure this software using a cooperative purchasing agreement between the Washington State Department of Enterprise Services and the National Association of State Purchasing Officials. When procuring software using this process there will be a small premium charged above the costs quoted above. FISCAL IMPACT: Estimate one-time implementation cost is $22,000,provided we sign a letter of intent by April 301. Estimated annual cost thereafter is $25,000,subject to annual increases, as with most software products. Budget to support this acquisition will be requested during the 2°d Quarter Supplemental Budget Appropriation cycle. RECOMMENDATION: That the Board approve moving forward with this software acquisition and authorize the County Administrator to sign a letter of intent to procure the software. REVIEW BY: 60 I/o Mark McCaule , ounty Administrator Date GRAVITY BUDGET Gravity provides a superior approach for data collection essential to the budgeting process. It offers a blend of strong and adaptable budgeting templates. Budget data is gathered from various departments and seamlessly integrates into the Budget Book,Transparency Portal, and forecasting & analytics dashboards. Where Data Meets Design Budgeting &Analytics KPI analytics,forecasting with Power BI,and Al "—'- Advanced dashboards for analytics,forecasting,and budget • Professional Proposed,Adopted,and Capital Budget Books Capital Budget �— Templates with allocating funding sources to projects Collects updates&links to goals with intuitive ranking Efficient management of project metadata °k'"m""Dbw°" f ,eow� :osM Operational Budget —` Integrated platform for Operational&Revenue Planning Presents prior years'data and simplifies annual budget collection Configurable column structure for data entry and reporting • Manageable layouts,filter templates,and workflows Personnel Budget Integration with HR&salary data Automatic calculation base salary with various parameters Allocation of positions to relevant funds,programs,or projects Scenario management for future personnel expenses GRAVITY TM IGM Technology Corp. I From Budgeting to Budget Reporting Automatic PDF Generation Built-in Publishing Engine with sophisticated design capabailites for highly formatted outputs: • Budget Book•Budget in Brief•Capital Improvement Plan CAPITAL • Adopted Budget•Quarterly Reports IMPROVEMENT PLAN Transparency _ Showcase budget details through interactive dashboards • Combine descriptive text with the visualizations Incorporate informational pop-ups including charts&graphs Interactively drill down to budget details Digital Budget Book • Instant data flow from GL • Smooth flow of information into the Budget Book Interactive,user-friendly online book • Create a polished PDF instantly y1� Gravity Budget Ecosystem Where Data Meets Design Gravity provides a superior approach for data Budgeting collection essential to the budgeting process.It offers & Analytics a blend of strong and adaptable budgeting templates.Budget Data is gathered from various KPlanalywerBoandngwith P g g Power BI,and Al.A departments and seamlessly integrates into the Advanced dashboards for analytics, Budget Book,Transparency Portal,and forecasting& forecasting,and budget tracking. analytlCs dashboards. Produces professional Proposed, dopted,and Capital Budget Boo mar- aoM operational Budget Integrated platform for Operational& Revenue Planning. smplifies annual budget collection. Configurable column structure Personnel for data entry and reporting Manages layouts,filter Budget templates,and workflows for convenience Integrates HR and salary data. Automatically calculates base salary with various parameters. Allocates positions to relevant Capital funds,programs,or projects Projects future personnel Budget expenses with scenario management Tailored templates with allocating funding sources to projects. Collects updates,links to goals with Intuitive ranking for expense TM prioritization GRAVITY Efficient management of project metadata s - IGM Technology Corp. Automatic From Budgeting PDF Generation to Budget Reporting Built-in Publishing Engine with sophisticated design capabailites for highly formatted outputs: Budget Book Budget in Brief Capital lmprovementPlan Transparency Quarterly Reports Budget details through data visualizations&interactive dashboards. Incorporate informational pop-ups Including charts&graphs. Drill down capabilities into with government entities iion 6Pfi" ANNUAL - Digital BUDGET Budget Book I 11 r Instant data flow from GIL a Smooth Flow of information into the �- Budget Book. Interactive,user-friendly online book with access on smartphones&sablets. ADOPTED CAPITAL Create a polished IMPROVEMENT PLAN PDF instantly. www.igm.technology .Z -0 D C— M fD �. � 3 _ m �P Q N o t� • N °c 0 G m D W 3 ffff C '0( Orq Z CO 0 00 00 r+ W A N C vO " ca 0 r 0 0 -0 a �► �' O ffff , a ax Un 3 o r+ V1 Q o A o n ~ -0 m ei r+ cn . � Qo. r 3�o 0 3 c w of N Project Pricing Gravity Software Services - Annual Fee (access for 1 year) Product • Price ID 20: Gravity - Base Platform, includes 10 Named Users 1.0 $12,000 ID 220: Gravity - Budget Book Automation 1.0 $10,000 ID 239: Gravity Transparency & Digital Budget Book 1.0 $4,000 ID 240: Gravity - Gravity Power BI Dashboards 1.0 $3,000 Sub Total $29,000 Multi Module Discount ($4,000) Bundle Package $25,000 • All figures in USD. • Service & Implementation Fees for the first year are payable net 30 days after the agreement effective date. • Proposal valid until April 30, 2024. • www.igm.technology Project Pricing Gravity Implementation Services - One Time Fee Product Qty TotalPrice ID 221 : Standard Budget Book Implementation Services 1.0 $15,000 ID 232: Transparency & Digital Budget Book Implementation Services 1.0 $4,000 ID 241: Gravity BI Dashboard Implementation Services 1.0 $2,000 ID 85: Monthly Report Implementation Services 2.0 $10,000 Total $31,000 Multi Module Discount ($5,000) End of Month Discount (Valid Through April 30, 2024) ($4,000) Bundle Package $22,000 • All figures in USD. • Service & Implementation Fees for the first year are payable net 30 days after the agreement effective date. • Proposal valid until April 30, 2024. ... Gravity for Budget Book Overview 0 Gravity is a 100% cloud-based, enterprise-scalable reporting and process automation solution that enables users to collaboratively merge data with narrative text, charts, and graphs in a controlled, auditable environment while producing stunning reports with our built-in publishing engine. The core of Gravity Budgeting is a Multidimensional Financial Management Model (MDFM), that includes financial rules for linking. This means that any source data are automatically linked to the dimensional data points, eliminating the need for thousands of manual links. Gravity's allows teams to view budget data with different parameters (slice & dice) by combining multiple data sources to produce high-value reports, Forecasting Analysis, KPI tracking & Transparency portals. Feporta Punusnmy GL'a i ®PDF OMM _ ®Editor Pnasuiaoo n ®cnan. tee. Gmlly Vamimauon Integration ©Drawl Services(GIS) eg Include.ELT r Gravtty Slide - Muttldttnanabnal Roll Foneard J Data Model - Raporl TemplaN ' OP- Malyal V ilillii tech n ology Additional Modules to_ .,. Financial. ®- Statement C C Reporting ACFR PAFR XBRL Quarterly& Component Specialty Reports Units Lease / Debt & ♦ Asset Accounting --- Lease Management SBITA Management GASB 68& Debt Management GASB 84 GASB 87 GASB 96 GASB 75 GASB 88 Budgeting - o o o & ""''•. `iop li Reporting Budget Book �M4- Planningting Personnel Forecasting Transparency& &Monthly pital Management &Analysis Digital Budget Book Grants - _ Management C. # � are & Reporting Grants Single-Audit SEFA ARPA/SLFRF Asset Management Management Reconciliation iQ $ 1� M Q Management Bank AR AP Lease Grants DebttCIP ESG&Carbon $UStalnablll . Reconciliation Payments Reconciliation Reconciliation Accounting Management ,Reconciliation