T own 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 Cons • • Different Software “ M AY” Vetting new software takes have features that our time. current software does not. • Purchasing new software is more expensive than upgrading. • Installation, data conversion and staff training on new software is extremely time intensive.
• T ook 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 Cons • Upgrade is significantly cheaper • T own may not be using the than new software, $ 55,425 over “ Best Software” available. three fiscal years. • T own 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 own to wait 5 – 10 years before looking for new software.
• • All enhancements will improve Human Resource module integrates customer service with Payroll • • Enhanced Security – help with Solves Collection problems with separation of duties issues delinquent accounts, loans, and liens. • • Software tracks history of changes Can now track one customer over all by user modules, Business License, Utility • Checklists - help with training for Billing, Accounts Receivable, etc. • new employees Expanded Reports • • Auto fill features will save time Excel Add In Features • • Dynamic Grids will speed access to Display multiple tabs on one screen • data for users An undo button • • Alerts – will notify uses of specific All programs can have attachments. (i.e. customer issues Business Licenses can have a picture of • Transaction Tab – will drill down in the business • detail on how bills were calculated Town could eliminate several “ Patch • Equal Pay will be available for utility Programs” they currently use like bills Budget and Sewer Amortizaion
Caselle Software Upgrade Proposal Summary Training/ Setup/ Application Software License Fees 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
Payment by Fiscal Year Fiscal Year Ending June 30, 2013 $ 17,925 50% Deposit on existing modules Use General Fund Contingenies 01-95- 5600 or spread throughout the departments Fiscal Year Ending June 30, 2014 $ 22,800 Final 50% upon installation plus Human Budget in FY 2014 Resourses Module Fiscal Year Ending June 30, 2015 $ 14,700 Purchase Utility Backflow M anagement Budget in FY 2015 and eFileCabinet $ 55,425
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