Decision Maker: Executive

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: October 10, 2024

Purpose: To provide an update on the proposal to enter into a new contract with Unit 4 to move ERP Gold onto a Cloud Contract for a 2 year period, also to outline future strategic options for our financial system once this Cloud contract has ended.

Content: RESOLVED   KEY DECISION    That the Executive:   i)        Approved the recommended option to commence procurement of Enterprise Resource Planning System Cloud Hosting with the incumbent supplier, through the Lead Authority Shared Service arrangements   ii)      Delegated authority to the Executive Director of Finance & Performance in consultation with the Executive Member for Finance and Transformation in awarding and executing a contract for the provision of Enterprise Resource Planning starting April 2025 and extension periods.     Reasons for Recommendation: The recommendation is based on the alternative options not being viable, considering the risks associated with the time frame, as well as the impact on budgets and service operations. This enables the Council to secure a safe and legal Enterprise Resource Planning provision beyond December 2024.    Alternative Options Considered:   The alternate options considered and rejected are:   ·       Procure 3rd party payroll support and retain the Enterprise Resource Planning solution. ·       Outsource payroll to a payroll managed service provider, and retain an unsupported Enterprise Resource Planning solution for financials. ·       Procure and implement a separate payroll software solution, and retain an unsupported Enterprise Resource Planning solution for financials. ·       Procure an alternate integrated Enterprise Resource Planning solution.