Search

THE CITY OF NASHUA “The Cate City

Administrative Services
Purchasing Department

October 28, 2020
Memo #21-044

TO: Mayor Donchess
Finance Committee

SUBJECT: Budgeting & Planning Software Funded From FY21 Escrows 71228 Computer Software
Please see attached communications from John Griffin, Chief Financial Officer/Comptroller, dated

October 21, 2020 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: Workday Adaptive Budgeting and Planning Software Subscription

Value: $62,000 in Software Subscription Costs & $92,923 in Implementation Costs
Totaling $154,923

Vendor: Workday

Department: 122 Information Technology & 191 School will be sharing the cost of this software
Source Fund: FY2021 Escrows, 71228 Computer Software

Ordinance(s): Pursuant to § 5-83. Professional services. In the purchase of accounting,
architectural, auditing, engineering, legal, medical and ambulance services and
purchases of independent professional consultant services for personnel, data
processing, actuarial, planning, management and other comparable purchases
competitive bidding shall not be required. Competitive bidding is required in the
procurement of insurance agents and consultants.

Pursuant to § 5-84 Special purchase procedures A/(3) Purchases which can be
procured through cooperative intergovernmental purchase agreements with
other governmental jurisdictions.

A competitive bid opportunity was not issued for this purchase as we are utilizing a cooperative contract
that has been negotiated by National Cooperative Purchasing Alliance .

The Financial Services Division, and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: J Griffin
J Graziano

229 Main Street * Nashua, New Hampshire 03061 ¢ Phone (603) 589-3330 « Fax (603) 589-3233

THE CITY OF NASHUA “The Gate City’

Financial Services Division
Office of the Chief Financial Officer

TO: Mayor Jim Donchess
Members of the Finance Committee
FROM: John L. Griffin, Chief Financial Officer/Comptroller
DATE: October 21, 2020
RE: Budgeting and Planning Software - Workday Adaptive Planning

During the past several months, a team comprised of members of the School District Finance
Department and the City’s Financial Services Division have been working together to explore a
software solution to assist with budgeting and planning initiatives.

For the past several years, the School District and the City Departments have utilized a
combination of downloaded information from the InFor/Lawson ERP system, Excel worksheets,
Word documents and PowerPoint slide decks to create and present their respective annual
budgets. The School District also utilizes an Access database for personnel information as an
integral part of their budgeting process. The Access database is no longer reliable and requires
extra work to ensure accuracy.

At this time, the team recommends that we enter into a one year software subscription with
Workday Adaptive Planning ($62,000). We also recommend that we enter into a Professional
Services Agreement to assist with the implementation ($92,923). The Workday Adaptive
Planning solution is a stable, Cloud Based software solution that will not require much, if any,
internal School and City IT involvement.

As we move forward, our approach will be to focus the initial implementation for the School
District for the upcoming FY2022 budget. The School District budget team will run their current
budget process parallel with the Workday Adaptive Planning solution to verify and test the new
system in a live environment. The members of the City’s finance team will be part of the initial
implementation to learn the solution and plan for the FY2023 budget.

The subscription will be purchased using the City of Nashua’s membership in the National
Cooperative Purchasing Alliance “NCPA” contract vehicle. This vehicle provides the City with
a 20% discount off of the subscription price. The $154,923 in required funding for the
subscription and professional services is available in the FY2021 Escrows.

229 Main Street * Nashua, New Hampshire 03060 « Phone (603) 589-3173 * Fax (603)
589-3168

>) Nashua

NEW HAMPSHIRE'S GATE CITY

Budgeting and Reporting for
The City of Nashua

Workday Adaptive Planning Investment for The City of Nashua

$62,000 for a 1 year agreement, net 30 on receipt of signed order form and initial anniversary date

$92,923 implementation with 3 installment payments over the length of the project

This Agreement Reflects NCPA Discounting

Proposed Subscription and Implementation Costs

Annual Software Subscription

Planning & Analytics, 4 Administrators, 10 View Only & Integration

Annual Subscription = $62,000

One-Time Implementation (See Statement of Work for detail)

Planning, Reporting & Integration to Lawson

Implementation = $92,923

Challenges Today

¢ Nashua school budget is a subset of the city’s budget

¢ Schools have a very manual budgeting process today—download
from Lawson, update in spreadsheets and then transfer into an
Access database

¢ Too much time is spent rolling up financial figures using Excel

¢ Too much time is spent doing state reporting—takes a lot of time to
download data, slice and dice data in another Excel spreadsheet

Workday Confidential

Goals for this Project

¢ Reduce amount of time spent on budgeting for the schools today

¢ Improve the accuracy of positions with 2,000 employees across the
schools—budgeting is allowed by person and position with Adaptive

¢ More data will be available to see by each individual school

¢ Smaller “Proof of Concept” in Adaptive will eventually offer additional
benefits for the City of Nashua with both budgeting and reporting

Workday Confidential

Why Workday Adaptive Planning & Why Now

¢ Business/Finance team “owns’ the solution limiting IT involvement

¢ Adaptive will offer a Cloud based better, faster and more accurate
alternative to budgeting, planning and presenting than with Excel,
PowerPoint and Access database

¢ This project will begin with the Nashua school department and
expand into usage and benefits for the City of Nashua

¢ Nashua is taking advantage of preferred pricing with NCPA contract
vehicle

¢ School department is about to begin the budget process and plans
to mirror this process in Adaptive beginning in November/December

Workday Confidential

NCPA Purchasing Option

¢ Agreement reflects National Cooperative Purchasing Alliance
(NCPA) discounting

¢ Nashua is is an existing member of NCPA and has purchased off of
this alliance before

¢ The NCPA offers an agreement for this software with a pre-
negotiated rate

¢ Other customers that have purchased Workday off of NCPA: County
of Sarasota & State of lowa

Workday Confidential

Examples of other Government Customers

G Lakewood

Nashville
International
Airport

— —
T == Port yl
TACOMA WATER of Seattle’

TACOMA FUBLIC UTILITIES

Workday Confidential

Platform for Public Sector Planning

Model f: - Monitor

Scenarios J Performance

Software as a Service, highly scalable

ee

aes

Modeling, Reporting, Analytics Engine
Powered by Elastic Hypercube Technology

a a a

ae

pNarel Weds x Data integration with any source

Current & Past 4 sy Management & External
ads] MeLUNAECT ACLs

Workday Confidential Built for departmental users