2017-29884 Reso RESOLUTION NO. 2017-29884
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATIONS
OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AT ITS MAY
19, 2017 MEETING AND DIRECTING THE CITY ADMINISTRATION TO
CONDUCT FURTHER RESEARCH REGARDING PUBLISHING
SOFTWARE OPTIONS FOR CONSIDERATION BY THE CITY
COMMISSION DURING THE FY 2017/18 BUDGET PROCESS, AND
AUTHORIZING THE ADDITION OF TWO NEW POSITIONS IN THE
FINANCE DEPARTMENT, SUBJECT TO BUDGET APPROVAL.
WHEREAS, based on a full gap analysis of functional deficiencies across the City's
Eden Enterprise Resource Planning system by EMA, the City transitioned to the Tyler Munis
Enterprise Resource Planning system in May, 2016; and
WHEREAS, as part of the initial implementation package purchased by the City,
PatternStream publishing software was not included; and
WHEREAS, the PatternStream software will provide flexibility in generating financial
and policy documents from multiple data sources without the need for manual consolidation
of information; and
WHEREAS, at the April 26, 2017 Commission Meeting, the City Commission
authorized a referral to the Finance and Citywide Projects Committee (Committee) for
discussion regarding the City's request to purchase the PatternStream publishing software,
as well as to add two new positions in the Finance Department based on preliminary staffing
recommendations from the review by BDO; and
WHEREAS, at its May 19, 2017 meeting, the Finance and Citywide Projects
Committee considered the City Administration's recommendations to add two new positions
to the Finance Department and to purchase the PatternStream publishing software to be
utilized for preparation of the City's financial and policy documents; and
WHEREAS, following its consideration, the Committee recommended in favor of the
addition of two new Finance Department positions, subject to budget approval, and that the
Administration conduct additional research regarding the PatternStream publishing software
to be considered by the City Commission during the FY 2017/18 City Budget process.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendations of the Finance and Citywide Projects
Committee and direct the City Administration to conduct further research regarding
publishing software options for consideration by the City Commission during the FY 2017/18
Budget process, and authorizing the addition of two new positions in the Finance
Department, subject to Budget approval.
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City Attorney Diet
Resolutions - C7 L
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: June 7, 2017
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA ACCEPTING THE RECOMMENDATIONS OF
THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AT ITS MAY 19,
2017 MEETING TO DIRECT THE ADMINISTRATION TO CONDUCT
FURTHER RESEARCH REGARDING PUBLISHING SOFTWARE OPTIONS
AND TO BRING THE ITEM BACK TO THE COMMISSION DURING THE
2017/18 BUDGET PROCESS, AND TO ADD TWO NEW POSITIONS IN THE
FINANCE DEPARTMENT SUBJECT TO BUDGET APPROVAL.
RECOMMENDATION
See memorandum attached.
CONCLUSION
Legislative Tracking
Budget and Performance Improvement
ATTACHMENTS:
Description
D Memo
Page 716 of 1414
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: June 7, 2017
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA ACCEPTING THE RECOMMENDATIONS OF THE
FINANCE AND CITYWIDE PROJECTS COMMITTEE AT ITS MAY 19, 2017
MEETING TO DIRECT THE ADMINISTRATION TO CONDUCT FURTHER
RESEARCH REGARDING PUBLISHING SOFTWARE OPTIONS AND TO
BRING THE ITEM BACK TO THE COMMISSION DURING THE 2017/18
BUDGET PROCESS, AND TO ADD TWO NEW POSITIONS IN THE FINANCE
DEPARTMENT SUBJECT TO BUDGET APPROVAL.
KEY INTENDED OUTCOMES SUPPORTED
Ensure expenditure trends are sustainable over the long term.
BACKGROUND
At the April 26th, 2017 Commission Meeting, the City Commission authorized a referral to
the Finance and Citywide Projects Committee (FCWPC) for discussion regarding requests
for the Finance Department to add two new positions and Office of Budget and Performance
Improvement (OBPI)to purchase PatternStream publishing software.
At its May 19th, 2017 meeting, the Finance and Citywide Projects Committee (FCWPC)
considered Staff's request to add two new positions to the Finance Department and to
purchase PatternStream publishing software to be utilized for preparation of financial and
policy documents in OBPI. The Committee endorsed and recommended that the request for
two new Finance Department positions be considered by the City Commission and directed
the Staff to conduct additional research regarding the PatternStream publishing software to
be presented at the June 7th, 2017 Commission meeting.
Two Additional Positions in the Finance Department
Based on preliminary staffing recommendations from the BDO review of the Finance
Department, two new positions have been created and filled in the Finance Department. A
Financial Analyst II position was created to provide more timely reconciliation of daily
disbursements and more proactive oversight of treasury transactions. A Financial Analyst I
Page 717 of 1414
Resolution To Accept Finance and Citywide Projects Committee's May 19, 2017 Recommendation
June 7, 2017
Page 2 of 3
position was also added to facilitate the timely completion of bank reconciliations. There is
no fiscal impact to the department's FY2016/17 budget due to offsetting salary savings
resulting from vacancies. These two positions will also be included in the FY2017/18
Current Service Level (CSL) budget.
PatternStream Software for the Office of Budget and Performance Improvement
As part of the Munis transition, PatternStream software by Finite Matters, LTD was identified
as publishing software for the City's financial and policy documents such as the
Comprehensive Annual Financial Report and both the annual Operating and Capital budget
books. This software was not purchased as part of the initial implementation.
The impact of this has resulted in a series of difficulties in putting together the budget
documents for FY2016/17, which most significantly impacted development of the
Capital budget book since it was primarily based on a report from Eden that no longer
exists in Munis. Looking forward, the OBPI has researched options in which both
budget books can be generated directly from the systems currently in place. Our
research has indicated that most cities utilize publishing software to generate their
budget books as this offers flexibility in creating the documents from multiple sources
such as their financial systems, MS Excel, Word, and other miscellaneous sources
while providing a more professional finish.
This request is coming at this time because OBPI now has a clearer understanding of
the capacity of the new Munis ERP system and how it provides information through
various reports. The set-up process for the budget documents will soon begin in order
to meet the printing deadlines of mid-August for the FY 2017/18 Operating and Capital
budgets. This process typically requires manual consolidation of MS Word and MS
Excel documents, as well as financial/performance data from various sources.
Through implementation of this software, OBPI would create templates that feed data
from these multiple sources into the publishing software thereby helping eliminate the
need for manual consolidation of both budget books. Implementation of
PatternStream is projected to cost $100,000, of which $84,000 is for one-time set up
and training costs. This software could also help publish books such as the
Environmental Scan and Performance Management reports and could potentially be
used by other departments in the future.
Following the recommendation of the FCWPC, OBPI has contacted a group of current
PatternStream users who also use the Munis ERP system in order to get detailed
feedback on the functionality of this product from the user's perspective. OBPI will
explore this and other software options before bringing this item back to the
Commission during the FY 2017/18 budget development process.
CONCLUSION
As endorsed and recommended by the Finance and Citywide Projects Committee, the City
recommends that two additional positions be created in the Finance Department based on
preliminary staffing recommendations from the BDO review, as well as additional research
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Resolution To Accept Finance and Citywide Projects Committee's May 19, 2017 Recommendation
June 7, 2017
Page 3 of 3
be conducted regarding PatternStream software for the Office of Budget and Performance
Improvement to be presented to the City Commission for consideration during the FY
2017/18 budget development process.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
JLM/TOS
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