CONTRACT 4256 CLOSEDPROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND POWERPLAN CORPORATION
This AGREEMENT is entered into this VA day of March , 2010_, by and
between the CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and
PowerPlan Corporation, a California Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the terms
and conditions contained in this Agreement;
C, As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Twenty Four Thousand dollars ($24,000) for CONSULTANNT's services.
CITY may modify this amount as set forth below. Unless otherwise specified by
written amendment to this Agreement, CITY will pay this sum as specified in the
attached Exhibit "A," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required of
CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will
use the appropriate generally accepted professional standards of practice existing at the time of
performance utilized by persons engaged in providing similar services. CITY will continuously
monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and
CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to
CITY's satisfaction., Costs associated with curing the deficiencies will be borne by
CONSULTANT.
4. PAYMENTS. The CITY will pay CONSULTANT as specified in the Summary of Payment
Milestone Section contained in the CityVision E -mail Proposal V2a dated March 15, 2010 as
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provided by CONSULTANT when agreed milestones are completed. Payment shall be made
through the CITY'S ordinary payment process and shall be considered timely if made within 15
days of receipt of a properly completed invoice.
5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the C17FY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will
cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ( "Manager ") may determine, at the Manager's sole discretion,
that CONSULTANT must perform additional work ( "Additional Work ") to
complete the Scope of Work. If Additional Work is needed, the Manager will give
written authorization to CONSULTANT to perform such Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over " ,,,�N /A:.: for Additional Work must be approved by CITY's
city council. All Additional Work will be subject to all other terms and provisions
of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will immediately
inform CITY of such fact and will not proceed except at CONSULTANT's own
risk until written instructions are received from CITY.
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8. TERM. The term of this Agreement will be for one (1) year. This Agreement will
automatically renew, on an annual basis, on its anniversary date unless otherwise terminated.
Unless otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Completion of the work specified in Exhibit "A ";
B. Termination as stated in Section 15.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i„ CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CI'T'Y gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. CONSISTENC'Y'. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: Scope of Work;
B. Exhibit B. Budget; and
C. Exhibit C: Proposal for Services.
11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the
services will be determined in accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain
during the term of this Agreement, all necessary permits, licenses, and certificates that may be
required in connection with the performance of services under this Agreement.
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14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION,
A. Except as otherwise provided, CITY may terminate this Agreement at any time with
or without cause.
B. CONSULTANT may terminate this Agreement at any time upon thirty (30 days
written notice.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional work
performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will receive
just and equitable compensation for any work satisfactorily completed up to the
effective date of notice of termination, not to exceed the total costs under Section
1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure on
its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's property.
CONSULTANT may retain copies of said documents and materials as desired, but will deliver all
original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under
this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared
pursuant to this Agreement, will be released by CONSULTANT to any other person or public
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CITY without CITY's prior written approval. All press releases, including graphic display
information to be published in newspapers or magazines, will be approved and distributed solely
by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense costs
for CITY and all its officers, volunteers, employees and representatives
from and against any and all suits, actions, or claims, of any character
whatever, brought for, or on account of, any injuries or damages
sustained by any person or property resulting or arising from any
negligent or wrongful act, error or omission by CONSULTANT or any
of CONSULTANT's officers, agents, employees, or representatives, in
the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance. Should
CITY be named in any suit, or should any claim be brought against it
by suit or otherwise, whether the same be groundless or not, arising out
of this Agreement, or its performance, CONSULTANT will defend
CITY (at CITY's request and with counsel satisfactory to CITY) and
will indemnify CITY for any judgment rendered against it or any sums
paid out in settlement or otherwise.
iii. Intellectual Property Infringement. Notwithstanding any provision to
the contrary, CONSULTANT will, at its own expense, indemnify and
defend CITY against any claim that CONSULTANT's services or work
product furnished under this Agreement infringes a patent or copyright
in the United States or Puerto Rico. In such event, CONSULTANT will
pay all costs damages and attorney's fees that a court finally awards as
a result of such claim. To qualify for such defense and payment, CITY
must (a) give CONSULTANT prompt written notice of any such claims;
and (b) allow CONSULTANT to control, and fully cooperate with
CONSULTANT in the defense and all related settlement negotiations.
CITY agrees that if the use of CONSULTANT's services or work
product becomes, or CONSULTANT believes is likely to become, the
subject of such an intellectual property claim, CITY will permit
CONSULTANT, at its option and expense, either to secure the right for
CITY to continue using CONSULTANT's services and work product or
to replace it with comparable services and work product.
B. For purposes of this section "CITY" includes CITY's elected and appointed
officials, officers, employees, and volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be maintained
by CONSULTANT as required by Section 22, and any approval of said insurance
by CITY, are not intended to and will not in any manner limit or qualify the
liabilities and obligations otherwise assumed by CONSULTANT pursuant to this
Agreement, including, without limitation, to the provisions concerning
indemnification.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT
will act as an independent contractor and will have control of all work and the manner in which is
it performed. CONSULTANT will be free to contract for similar service to be performed for other
employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY
and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY
provides for its employees. Any provision in this Agreement that may appear to give CITY the
right to direct CONSULTANT as to the details of doing the work or to exercise a measure of
control over the work means that CONSULTANT will follow the direction of the CITY as to end
results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect
to all services and matters covered under this Agreement. CITY will have free access at all
reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least one (1) year
after termination or final payment under this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 1195 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds" under
said insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by CITY will be excess thereto.
Such insurance will be on an "occurrence," not a "claims made," basis and will not
be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage is
available, or on a "claims made" basis if not available. When coverage is provided
on a "claims made basis," CONSULTANT will continue to renew the insurance for
a period of one (1) year after this Agreement expires or is terminated. Such
insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims
made by CITY arising out of any errors or omissions of CONSULTANT, or its
officers, employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00
0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required by
CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at CONSULTANT's
expense and deduct the cost of such insurance from payments due to
CONSULTANT under this Agreement or terminate pursuant to Section 15.
23, USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval
to use any consultants while performing any portion of this Agreement. Such approval must
approve of the proposed consultant and the terms of compensation. The consultants listed in
Exhibit `B" are hereby approved.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY according to the mutually
agreed upon implementation schedule that is in the Scope of work provided.
25. NOTICES. All communications to either party by the other party will be deemed made when
received by such party at its respective name and address as follows:
If to CONSULTANT:
PowerPlan Corporation
2130 main Street, Suite 245
Huntington Beach, CA 42648
714 -969 -5353 X -270
Attention: Don °R in
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: Deborah Cullen, Finance
Director
Any such written communications by snail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of actual
delivery. Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws
and regulations including, without limitation, CITY's conflict of interest regulations.
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to
pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally
for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party.
There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY'S
obligations under this Agreement.
29. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and
local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are _o4eL Attachments to this Agreement.
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This Agreement will bind and inure to the benefit of the parties to this Agreement and any
subsequent successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent
necessary in the opinion of the court to render such portion enforceable and, as so modified, such
portion and the balance of this Agreement will continue in full force and effect.
34. AUTHORITYIMOIIIFICATION. The Parties represent and warrant that all necessary action
has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage
in the actions described herein. This Agreement may be modified by written amendment. CITY's
executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement- will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the same
effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy
a public CITY.
[Signatures on next page]
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IN WrFNESS WHEREOF the pWies hereto have executed this contract the day and year
first hereinabove written.
"IT F EL SEGIJNDO
ayt,
City Manager
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EXHIBIT A,
CITYVISIBR
haadlig gar Gry Rapdgeling
City Wsion rm Budgeting Software
Proposal for the;
Submitted by:
PowerPlan Corporation
2130 Main Street, Suite 245
Huntington Beach, CA 92648
714 - 969 -5353
Contact: Don Reiner, VP Sales
(0) 714 - 969 - 5353 X -270
dreiner@powerplancorp.com
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Section1 - Executive Summary ..................................................................................... ......,„......................2
Section 2 - System Overview ....................... ......... ......... ......... ......... .......... ..... ............ »...... „........„„4
CityModel ...., „ ................. ......... ................... __ .... ,,,.,,,„ ..,,... „...,,. ,, ..... ___
OperatingBudget Preparation ............ - ......................... ..... _ .... ,.,,,,... ..,,,...........,.. ,.,,,..., - -..... I
PayrollBudgeting ............................ ................,,....,,,............... ...... ......... ...... „.,,.,.., ...... „,. .......... 10
DataViews and Reporting ................ .................... ......... ......... ......... ......... ..................... ,.,,,,._ Irk
CapitalImprovement Project Budgeting ........ ......... ... „,.,,. ......,,,,,,.,,... ,...... „, ......... ......... 16'
Toolsfor Building Budget Books ............. ................ , .........,...,.,.,. ......... ,.......„ ,,,. „.... ,,,,,,......... —... 24
Analysis.................................... ...... .............. ........... ,. ......... ................................. ............ „... 26
Dashboard............................ .................. .............. ....... ,........ ,,.. .,......, .,...,... „.. ....,,.... 27
Security......... ......... ... „... „. .......... ......... ......... .......... ,,,,,,<, ....,.,..,,..,,..... .............. 3
Hardware- Technical Specifications ..., ,.... » ... ............. .... ......... ......... ......... ......... ..................... 31
Section 3 - Cost Proposal ................. ..........» ...,..W....................... ...................... ... ............................. 36
CityVisionTM Pricing Methodology .. „. „ „. ....... ...............,,... ..,...,,. . ,....,.........., ..,,.,.... 36
CostSummary for the City of El Segundo .................. ......... ...... --- ... --- ,.., „.,,. .............,,,... ...,. „,,.. 36
Summaryof Payment Milestones..,..,,, ... - - .. ......... ............w......., - ............................... .......,,,.,,... -- 36
Post Implementation Services Description & Costs (Optional) .. ,,...... ................ 37
Annual Software Maintenance Description ............................. .... ........... -... -- 38
Section 4 - Implementation Planning .................., ... ....... .......... ........ ......... .. .............................35
Information for Downloading the CityVisionTM Software .......... ...... „,,,,,,., „.. ,...,. ...... ..,,,,... 3
Typical Implementation Schedule ......... ............................... „,,.. .,.. „.,..,,,......... ................ 3
Information required for a new CityVisionTM Implementation......,.--,,,,,,,,,,,,,„„,,,,,.„,„,., „,,, „.,,,,,....,. „.....,,,,.,., 39
CityVisionTM Initial Implementation &Training Program Agenda..,,,..,....„ ...................... .......... „,,-- ........, „ „ „,... 4
System Administrator Training ................................................... ....................... .......... 43
End User Training Outline - Basic Functions ...................................... - ........... ............. ,,...... --- ....... ,.. 46
TestScript Example., . ......... ......... ......... ......... . .....w., .......... ,........, , .....,. ...,,,,,.... 46
Section 5 - References ............. ............................... n.... ......................................... ................... ..........46
Section 6 - Sample User Manual .................. ......... .......... ......... ..........,„ ........ .......... ,........ .....,......48
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Section 1 - Executive Summary
PowerPlan Corporation was founded in 1998 and has been based in Huntington Beach,
California, since inception. The company was formed to address a complex problem in
business - rapid deployment of solutions to accommodate enterprise -wide financial
budgeting, analysis and reporting needs, while reducing the cost of developing and
managing the entire annual budget cycle. The PowerPlan software solution is now
successfully implemented both domestically and internationally, and is being utilized
worldwide by a multitude of satisfied budget managers, analysts and system users. While
the PowerPlan software is used across a diverse set of industries, CityVisionTM is an
integrated solution tailored specifically to the requirements of cities, municipalities and
public sector organizations.
PowerPlan Corporation has had numerous proven successes with public sector
implementations and through our first -hand experience, recognizes and understands the
many challenges faced in the annual budget preparation process. CityVisionTM is designed
to replace the patchwork of spreadsheets and ad -hoc tools that have become unwieldy and
error - prone. Equally as important, the solution reduces the cost, time and effort required to
manage the entire budgeting process and produce the annual budget books.
CityVisionTM is currently utilized at the City of Pasadena, CA; City of Sonoma, CA; the City of
Stanton, CA; the City of Gilroy, CA; the City of Desert Hot Springs, CA; the City of Chandler,
AZ; the City of Amarillo, TX; the City of Sequim, WA; Clark County, NV; the City of
Henderson, NV; the Las Vegas Metropolitan Police Department, NV and currently
CityVisionTM is being implemented at the City of Tacoma, WA. We are excited at the
opportunity to serve the City of El Segundo and are confident that CityVisionTM will meet
your current and future needs.
CityVisionTM is a dynamic and flexible solution that has always been and will continue to be
customer requirements driven. The solution includes functionality to support the Operating,
Payroll, Supplemental and Capital Improvement budget processes. CityVisionTm also
consists of sophisticated reporting and analysis functionality, including a fully- featured
dashboard.
A key strength of CityVisionTM lies in the simplicity of the configuration, maintenance and
system usage. The flexibility and simplicity of configuring the model results in a quick but
efficient implementation cycle, typically 2 - 4 weeks, with no customization necessary.
Standard data input functionality is utilized to prepare the operating budgets, while features
such as Budget Details and Notes are used to include justification. The decision package
functionality supports the supplemental budget process, whereby a supplemental request
may consist of new positions as well as one -time vs. ongoing operations & maintenance
expenses. Approved supplemental requests may be merged with the operating budget
while all other requests are maintained for future submission and consideration.
Payroll budgeting is the most vital aspect of an organization's budgeting process and
similarly is typically the most challenging element of any budgeting solution. CityVision TM
however, encompasses intuitive functionality to support this essential part of the budgeting
process. The functionality enables managing, planning, budgeting, tracking, forecasting and
analyzing payroll related expenses down to the individual employee and /or position level.
CityVisionTM supports detailed planning for existing positions, new positions, and vacant
positions. Employees /Positions are categorized by Class (e.g., bargaining units) to easily
facilitate COLA and other common benefits scheduled to take effect at designated time
intervals. Positions maybe allocated amongst multiple funds /departments /cost centers
whereby total budgeted compensation is distributed accordingly.
CityVisionT" Budgeting Software Overview & Proposal for the City of El Segundo, CA
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CityVisionTM includes Capital Improvement Project (CIP) budgeting functionality which fully
supports multi -year capital projects, including capital costs, personnel, funding sources,
one -time vs. ongoing operations & maintenance, project evaluation and justification criteria,
The CIP functionality is completely integrated with the operating budget.
While we believe that CityVisionTM is the right solution for the City of El Segundo, we
acknowledge that simply having the right software solution doesn't necessarily guarantee a
successful system implementation. The right vendor must utilize a proven implementation
methodology, effectively manage to an agreed upon project schedule, understand and
manage the critical success factors, and assign experienced and proven resources to the
project. PowerPlan Corporation will make this commitment to the City of El Segundo.
The typical CityVisionTM implementation and training plan consists of the following steps:
• Project Kickoff
• Process Analysis
• Preliminary Model
• Implementation Pre - Planning
• Administrator Training /Model Finalization
• Data Loads
• Acceptance Test
■ End -User Training
• Rollout /Go -Live
A significant element of our CityVisionTM implementation methodology is the process
analysis step which we schedule immediately after the project kickoff. This step facilitates
the understanding between the City of El Segundo and the CityVisionTM project team to
jointly evaluate, review, and discuss the current City business processes and map these
processes to the CityVisionTM functionality. This step also allows us to clarify and finalize
data related items such as the amount of historical data that the City of El Segundo wishes
to import from their GL /HR /PR Systems and any other systems; the required data layouts
for those files and the necessary budget extract files from CityVisionTM, etc.
Lastly, the process analysis step allows us to identify any potential gaps and to propose
solutions or workarounds where needed. A key deliverable following the process analysis
meeting is a comprehensive report that is jointly reviewed and approved. Included in the
Process Analysis Report is a detailed project plan outlining mutually agreed upon
implementation steps and timelines.
The success of any major project implementation hinges upon the joint commitment of both
organizations. PowerPlan Corporation will assign to the City of El Segundo a dedicated
implementation team with resources that utilize a proven implementation methodology, can
effectively manage to the agreed upon project schedule and understands and manages the
various critical success factors. The implementation team, which has been instrumental in
successful implementations at other cities and municipalities, will be conducting the
administrator and end -user training on all relevant aspects of the CityVisionTM
product /functionality, thus providing real world experience obtained from participating in
numerous comparable implementations.
PowerPlan Corporation encourages every customer to have an executive sponsor and an
internal champion for the CityVisionTM project. These roles are needed to ensure the
ultimate success of the project. Even when there is a close fit between product functionality
and business processes, inevitably there will always be a need for some flexibility and
possible adjustments to internal processes. The sponsor and champion can play a very
significant role in resolving any issues that may arise.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA
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ect111111ff'jfi 2, Systein Overview
CityVision TIM is a budgeting, forecasting, reporting and analysis application that has been
designed specifically with cities and municipalities in mind. The following modules are
included:
•
CityVision TIM (end -user module)*
■ PowerSet (configuration module)
■ Powerl-ink (data import/export module)
■ PowerMart (ad -hoc reporting module)
■ Dashboard (business indicator module)
*CityVisionTM supports the Operating, Supplemental, Payroll and CIP budgeting processes..
CityVision Po + rS t
For Executives, P & i. For System
Managersand Configuration
Analysts Cit Vision Database
Tools for Building
For Executives
Budget Books and Managers
CityVisionTM Budgeting Software Overview & Proposal for the City of El Segundo, CA 4
• Entities (Fund /Department)
• Accounts
> Chart of Account
DPlan Drivers
➢Ratios
• Planning Scenarios
• Fiscal Calendar
• Business Rules
• Current &Historical Data
PowerMart
PowerLink
• Plan & Forecast Data
For
ForData
• Payroll Budgeting
Additional
Imports &
• Capital Expenditure Project (CIP)
Reporting
Exports
• Reports
Tools for Building
For Executives
Budget Books and Managers
CityVisionTM Budgeting Software Overview & Proposal for the City of El Segundo, CA 4
C.ity Model
The Chart of Accounts is represented in CityVisionTm by Entities and Accounts. Based on
our understanding of the City of El Segundo's account structure, the funds, divisions,
departments and cost centers would be designated as Entities and the natural accounts
(object codes) would be designated as Accounts.
CityVisionTM supports creating multiple entity structures to accommodate varying
consolidation requirements. Below is a representative sample of a structure that supports
data aggregation by Fund and another by Department.
11 At Fund Structural
U ;J 0000OG- TheaQ1y.FU%0
El, . J
101 - Ger "OrM b=oard
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0 101 15100 - ;bc read r,r s ".rsSlwan
a.. r01 15204- Irovwak "C otrn, oa5 rvlcti
E-1 101.15300 - POK,'dd EWd 0 perat"co r
1111.'15300.14'1'1'1 -1111 1 sno -FiVd Afeal pal °,�g
101.15300 10113 - 101 N30,0-Traffic arsrt
sA 101,153001 10114. 101 15300- 0crrtfe -_1 S Spe.E °veld.
101,'15300 R0 "135 - 101 15300-youth crrnd 4n1ery
J 101. 15300. 10134 - 10115100 -A my,,al 0on,rnl
[j+ 101 15400 Fo+tda supaort suerraoe
Q
101 19000 - Puud'Jr Sdrx ce Dept
I pl, J
241 • Gas Tax Fund
H.
242 - Prop 172 — RATc. Safety Fund
b °
203.. M, Qua Uty Irr pro °aemenG Fund
�.l J
207.. 41 ao Fuid
I p1.,.
213 - S4pp, t..0vd Enft9t n'hurt COP, Fawned.
111 J
217- 146rnrot^ fo d,.wu'r Fund
lta ]
219 - Local Lwo Enlor rnent 0lock rr
�jI
401 - Capital krprovarrents Furnd
l4+:)
443 , -ii
Itl J
405 -" eNV Pda,;rn0 Dist. #1 Fund
p:lp -. yJ
410 - WA-h; Park,np Dist. #2 Fund
1 1 p �
472.0t04 0ow~Arnto rata Pram ec s Fund
11..
601 . Ealuptmenf Rep scsnqeM FUN
Fund Structure
1 rd1'u Depwtrrsent Structure
P I.. 'J 000001 -The Ci?y -DEPT
t x 1 15000 - Ponce Department
ent
1500011 - Police Employees
(� 15100 -Police Administration
Department Structure
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA
a u.. 6 m- �. d a s all i
The Account Tree is presented in a hierarchical manner starting first with a structure
description (e.g., Expense), followed by total accounts (e.g., Total Expenditures) then sub-
total accounts (e.g., Salaries & Benefits), etc. Account relationships are always created
through formulas; however, it is often helpful to organize accounts hierarchically (when
applicable) in order to make use of CityVision's QuickSum feature.
Below is an Expense structure sample along with the applicable account groupings.
Accounts
CityVisionTM Budgeting Software Overview & Proposal for the City of El Segundo, CA
0���wratfi��vg Budget
The System Administrator(s) may opt to create a baseline plan by copying data from
another year /scenario, or may decide that users should start planning with a clean slate.
In either case, standard data input functionality is utilized to prepare the operating budgets,
while features such as Budget Details and Dotes are used to include justification. Data is
entered into CityVisionrm using various input/spread options to facilitate the operating
budget preparation process.
The following screens represent various data spread options available to the user:
CityVision "m Budgeting Software Overview & Proposal for the City of El Segundo, CA
Notes Feature
Users may add Notes to accounts 7
during the planning process to Stationery ando Me 610100
fi-P i, Promos, Subscrpt 510200
document and justify requests. Mul
small Tpalsand Eoupraent 510300
Notes can be printed on reports. Uniforms and Cloffiing 5104010
As shown on the right, accounts jl* Al
that contain Notes will be
5, 03, 0, Sinall colsard Equipmn
displayed with a yellow triangle
next to the account description.
Notes are saved on the basis of slzarhw 9124/20060435:25API
entity, account, year scenario
userr date and timestamp. h,7eA%e mp '2006-1. -a
4d- :Strav'.'e offceT
81,13 k3 7 67
I'n7
—go 4,133 4 ES�.-�
Budget Details
Feature
Users may use
stationery and (Yffice 61010U 11R1S 67 67 to 67 bl
the Budget Multi-Media, Promos, Subscrpt. 5102DO 780 65 65 E5 as
Details to Small TDols and Equjpnent 610300 1-167 t,-,67 1,367 1,367 190:7
incorporate Uniforms and Cleffing 510400 55000 4,583 4,583 4"583 5555 4,583 4,5B -1
detailed line
s,nair rcobi
items that
�
�
support account
244
level budgets.
284
As shown on the
s,nair rcobi
I OW
3, 9 0 51
2 4
244
kl`Y9
284
2Z4
Z'84
264
2I84
284
;Z4
284
284
Budget Details
ra
I ano
1,00
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a25
32,
325
32s
22,
Vs
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525
�251
'12
325
can be printed
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k.1000
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250
250
2z9
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250
e.Cti
2mti
2:10
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250
250
on reports,
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244
)44
3144
144
144
"A4
As shown on the
right, accounts
that contain
Budget Details
will be displayed
with a red
triangle next to
the account description,
CityVision Tm Budgeting Software Overview & Proposal for the City of El Segundo, CA 8
A driver -based planning model may be the preferred approach for certain accounts. In this
case, relevant business parameters are set up as driver accounts and are utilized in
formulating budget calculations for G/L accounts. The driver accounts may be designated
as updateable fields for users or may be restricted to updates by only the budget office.
Once values exist for the driver accounts, corresponding budgets will dynamically calculate.
For example, while department managers are likely to budget overtime on a cost center
basis rather than at the individual position level, it is conceivable that they will inadvertently
fail to account for the necessary mark -up to allow for taxes associated with this additional
budgeted compensation. The budget office, however, can remedy this situation by creating
a Driver account (e.g., Overtime Mark -up) and pre - populating 3.5% to be calculated.
Lastly, upon approval of Supplemental and /or CIP requests, budgets are transferred to the
corresponding G/L accounts where they are integrated into the operating budgets.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA
f d E5 I
CityVisionTM includes an intuitive payroll budgeting module which satisfies the most essential
part of the budgeting process — projecting fully loaded labor costs. Functionality supports
budgeting, managing, tracking, forecasting, and analyzing payroll related expenses down to
the individual employee and /or position level as well as at the fund, department, division,
account, bargaining unit and position title level.
The payroll budgeting features include:
• Manage and maintain support data for payroll budget accounts
• Budget on a per pay period basis
• Maintain and validate pay rates against current pay schedules
• Allocate positions amongst multiple departments /cost centers
• Support and track movement of positions between departments /cost centers
• Plan for new hires (individual or grouped positions), partial year and vacant positions
• Support forecasted budgets with FTE /headcount details
• Support 'what-if' analysis using various business scenarios and /or MOU terms
• Support payroll computations (FICA, Medicare, Industrial Insurance, etc.)
• Categorize positions /employees by class (bargaining unit) and retain class history
• Allow global changes by class (COLA, Industrial Insurance %, tool allowance $, etc.)
• Add /delete /change employees using flexible and dynamic methods
• Manage employee events (Medical, Bilingual, Longevity, Shift Differential, etc.)
• Maintain position and /or employee- specific notes
• Access employee information based on multiple levels of security
CityVisionTm allows the System Administrator(s) to define and build various payroll
calculations to manage the total compensation budget. Basic payroll data can be imported
from any HR /Payroll system via an ASCII - delimited text file using the PowerLink module.
Positions /employees are associated with a class (bargaining unit) so that they can inherit
the payroll taxes and basic benefits defined for that class. Users with payroll manage
security can then add /change /manage individual employee benefits. The payroll `process'
functionality performs the calculation of salaries, taxes, and fringe benefits by each
position /employee for each pay period. Positions may also be allocated amongst multiple
fund /department /cost center combinations.
Payroll information is organized according to the following categories: General, Personal,
Home Entities, Allocations, Positions, Classes, Events, Calculations, and Notes.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 10
42:1
CityVislon"I Budgeflng Software Overview & Proposal for the City of El Segundo, CA 11
Positions and /or employees may be allocated amongst multiple cost centers. These FTE
labor allocations may be handled via an import file using PowerLink, or can be managed
directly within CityVisionTM. The Allocation tab of the Employee History window allows
managing of the allocation on the basis of percentages or number of hours. The illustration
below assumes use of percentages whereby the employee is allocated 30% to one cost
center, 40% to another, with the remaining 30% impacting the Home Entity. By default,
each position is fully allocated to the Home Entity. Once the position is allocated to another
cost center, the Home Entity is impacted to ensure that the position is 100% allocated -
regardless of whether the position is full -time or part -time. The system will prevent a
position from inadvertently being under or over allocated.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 12
Events (recurring and non - recurring) are maintained at the detailed position /employee
level. Several events (e.g., Hours, Pay Rate, etc.) are created when the employee record is
first set up. Some events (e.g., clothing allowance, tool allowance, auto allowance, etc.)
are recurring and apply to each pay period until specified otherwise. Other events, such as
a bonus, are non - recurring and only apply to a specific pay year and pay period.
Events are also often applied globally (citywide, by bargaining unit, or by position title) and
are handled via CityVisionTM class template functionality. Typically, included in class
templates are events such as the FICA Rate, FICA Percentage, COLA, etc.
CityVision's inherent payroll budgeting functionality supports the ability to budget lump sum
items, grouped positions and partial year positions. Detailed planning is supported for filled
positions, vacant positions, new hires (individual or grouped), and partial year positions.
The 'New Position' option is utilized when planning for future hires - permanent or partial
year.
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CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 13
, . Ab2' 4
Data Nifievirs fiv°"od Reporting
CityVisionTm has an internal reporting tool and is installed with a number of pre- defined or
standard report formats to facilitate quick reporting capabilities. Some of these standard
report formats include 5 -YEAR PROJECTION, ANNUAL, MONTH, SCENARIO, STATEMENT,
and VARIANCE. Since reports are fully configurable, any of our standard report formats
may be modified as needed or can be deleted if not applicable. Additional reports required
by the City of El Segundo can be configured by the system administrator(s) and will be
available to end - users.
CityVision's user - friendly navigation allows the end user to also easily display various ad-
hoc data views and report formats, as well as query desired data based on a selected set of
user - specified criteria. Data views can be created at any aggregation level within the fund,
department, cost center, business unit and object code hierarchy, but user navigation is
always limited to his or her security.
EnW.. 000000 - City -ALL FUNDS Scenario: BASE Format Summary 5YrPlan Units: 1 Ootions
Account Fund Balance Year FY2009 Currency: USD Period: AUG
To obtain more detailed data, the user is able to drill down into sub - accounts or those
accounts which make up the calculation of the selected account.
Similar to Excel, CityVisionTm data may be sorted based upon any selected column. Any
data display can be printed as a report, saved as a favorite' and /or added to a report group
for batch printing purposes, exported to a spreadsheet, or e- mailed.
CityVision7m Budgeting Software Overview & Proposal for the City of El Segundo, CA 14
The following screens represent various CityVisionT" reports:
Report Output Example: 5 Year Salary Projection
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CityVisionT`” Budgeting Software Overview & Proposal for the City of El Segundo, CA 15
xGm �" IqH m
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Example of
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CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 16
CityVisionT' Budgeting Software Overview & Proposal for the City of El Segundo, CA 17
Data and
History Panel
7�'7'
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2 7","
FY 07,!- FY2007
Stationery and Office 510100
F:7 6T 6'7"
eT E-7
Multi-Medfa, Promos, Subserpt. 510200
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Uniforms and Clo-1hing 510400
S' 1 C, 4 ,3 4 EFD 4
_31 4'� FIII
Safety and Health 510500
i M 11,076 2,076 21,073 2.075
2,0(:5
TOTAL AVCj10t iliL AUG
SEP OCT %ov GEC AN FEB t lAR APR
I Cull
2U7 2,734 at 1,357 I 'm7
C a 0 0 0 0 a 0
0 C
2006 11,4 462 V52 952
952 552 v5 952 9152 352 �-2 952
Ic
-2 3 52
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CityVisionT' Budgeting Software Overview & Proposal for the City of El Segundo, CA 17
u" 1phal 111roject j' hul etlinjjl
The Decision Package module is a tool used to plan for Capital Improvement Projects and
other specific budget packages such as Supplemental Requests, Grants, Personnel
Additions /Reductions, and Operational Expenses requiring management approvals. This
module, also commonly referred to as the CIP module, allows the user to efficiently prepare
Decision Packages.
A Decision Package is defined as a budget request for a project, which may cover a single
fiscal year or may span multiple fiscal years and typically includes capital, personnel, one-
time vs. ongoing operations and maintenance expenditure components, project evaluation
and justification criteria, as well as the financing aspects of the project. The CIP module
interfaces with CityVision's Payroll Budgeting module to ensure that new positions inherit
the salary and benefit structure as defined for the associated class (bargaining unit). Upon
approval of Decision Packages, the budgets are transferred to the corresponding G/L
accounts for consolidations and further analysis.
The CIP module is used to:
■ Create CIP requests.
■ Define supporting details for the requests.
• Approve the requested items.
• Monitor the status of the requested items.
• Provide reports.
The search' capability is used to facilitate a quick search of requests on the basis of specific
criteria. In addition to standard search fields including Entity (business unit), Fiscal Year,
Scenario, Request Type, Code, Name, Reason, Status, etc., optional fields (Search Groups)
are available to categorize requests based upon other applicable parameters. If utilized, the
users may narrow their search for requests based on these specialized groupings.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 18
4 12
CltyVisionlm Budgeting Software Overview & Proposal for the City of El Segundo, CA 19
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 20
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 21
"nw ,
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 22
�4 L,,
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;
CIP Report
REQUEST 14ALIE
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a CIP Summary
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CityVision Tm Budgeting Software Overview & Proposal for the City of El Segundo, CA 23
Within the CityVisionTM Integrated Budgeting solution, there is a robust set of Report Book
Tools to facilitate & streamline the creation of the Annual Budget Books. The. Report Book
Tools allow the authorized user(s) to automate and manage the inclusion of any CityVisionTM
Data Views, Operating reports, Payroll reports, CIP reports, tables etc., plus other externally
created documents, pictures and graphs into a Microsoft Word environment.
A coordinated workgroup can check out /in all parts of the report book and distribute the
workload across several users.
The following is an example of a CityVisionTm data view being added to the annual budget
book:
ggp 1: Go to Ogtions and gglect k"
M0 tor Pay
Resident Pay
_ ..,w,m
�winSJ Shift
c
Training Commissioned
Salaries 8 Benefits
oft BUDGET Format 3Year Plan Units:
7F y2009 Currency, USD Perlod: AUG es
Display _.... ►
FY2008 FY2009 'FY2010 Show ►'
9UDGET BUDGET1 BUDGEr
8 693,958 � 18 434 71.5 � 19 615158 �Y ��
515,756, 1,069,020 1,137,474
326 983 677 745 721 144
pf;
1 2,642,620
843744 1 9,244
1,719,446 3,095,515
C00i F ision PackAO Sulplmary
235,491 487,915 526,274
3.112,943 6,542,034 7,150,856 elect
722,976 138747
6 1 451 470 Auto Calculate (Off)
236,533 457,773 500,640 Charge Mien• Levels.., '
16,241 33 649 36,295 Export toea.. ,
454 741- j 978 331 l 1,075,085 Refresh
15,6677 _ �
3006 ��� 32,711
307,001 639 066 682,913 Administrator ►
425
778,935 1,668,592 1 804,'
566
30,7,00,1-1-
07 001 639,066 682.913
778,935 I' 1 668,592 1,804,566
,. .... .
2,142,072 4 439,926 5,067,417
140 321
311 834
343.861
827,619 1,715.426 1,882,469
=F'4'5.9'5-3',1"1'6 49,698,238
CityVisionT`" Budgeting Software Overview & Proposal for the City of El Segundo, CA 24
DESCRIPT1011
Regular Salaries Sworn General
Regular Sal, nes Ilon .,worn G
General
�Otl�ier Compensatioirt T
�� .
Groupinsurance
...
Medicare Coverage
L.�
meat
Vehicle
Clothing Allowance
Unemployment Insurance ,
ndustn71Insurance
Boot Allowance
Committer
Grave Shift
Helicopter Pay
K-9 Assn. ....... ..., ...... .....
Un
oft BUDGET Format 3Year Plan Units:
7F y2009 Currency, USD Perlod: AUG es
Display _.... ►
FY2008 FY2009 'FY2010 Show ►'
9UDGET BUDGET1 BUDGEr
8 693,958 � 18 434 71.5 � 19 615158 �Y ��
515,756, 1,069,020 1,137,474
326 983 677 745 721 144
pf;
1 2,642,620
843744 1 9,244
1,719,446 3,095,515
C00i F ision PackAO Sulplmary
235,491 487,915 526,274
3.112,943 6,542,034 7,150,856 elect
722,976 138747
6 1 451 470 Auto Calculate (Off)
236,533 457,773 500,640 Charge Mien• Levels.., '
16,241 33 649 36,295 Export toea.. ,
454 741- j 978 331 l 1,075,085 Refresh
15,6677 _ �
3006 ��� 32,711
307,001 639 066 682,913 Administrator ►
425
778,935 1,668,592 1 804,'
566
30,7,00,1-1-
07 001 639,066 682.913
778,935 I' 1 668,592 1,804,566
,. .... .
2,142,072 4 439,926 5,067,417
140 321
311 834
343.861
827,619 1,715.426 1,882,469
=F'4'5.9'5-3',1"1'6 49,698,238
CityVisionT`" Budgeting Software Overview & Proposal for the City of El Segundo, CA 24
CityVisionT`" Budgeting Software Overview & Proposal for the City of El Segundo, CA 24
Stem 2: Define Resort Prooerties
Entity: 15000H - Police Employee Scenario: BASE Format: Summary 5YrPlan Units: 1 16p LKI
Account: Salaries Benefits Year: Fv2009 Currency: USID Period: AUG
FY2009 FY2011 FY2012
BASE BASE BASE
Title
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Orientation ro Portrait r Landscape
Font I[Font: NarneWerdana, Size -8, UnitE
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11 1
Police Departntent Salaries and Benefits
FY2008
FY2009
FY2010
DESCRIPTION
BUDGET
BUDGET
BUDGET
Regular Salaries - Sworn - General
8,893,953
18,434,715
19,615,158
Regular Salaries - Non-Sworn - General
515,756
1,069,020
1,137,474
Regular Salaries - Part-Time - General
326,983
677,745
721,144
CityVision" Budgeting Software Overview & Proposal for the City of El Segundo, CA 25
p ,
Analysis
Exceptions
The CityVisionTm Exceptions feature allows the user to query the database for the entities or
accounts that satisfy specified criteria. The criteria are specified by using simple statements
and combining these statements to narrow down the list of exception results.
Exceptions can be created by the System Administrator as well as individual users. They
are known as "Global" and "Local" exceptions. Global exceptions are created by the System
Administrator and are labeled "Read only" whereby permanent changes to these exceptions
are not permitted by individual users, as they have been generalized to accommodate all
users. Local exceptions are created by individual users and are displayed only to them for
their own personal use.
Sample Exception
Key Performance Indicators
Key Performance Indicators (KPI's) identify trends of actual and /or budget data to assist the
user in monitoring these trends and taking appropriate actions. CityVisionT"' includes a
number of comparison methods including the current month's value against the previous
month's value, the current month's value against the same month of previous year's value,
current year -to -date value against prior year -to -date value, and more.
The positive or negative trends are indicated by up or down arrows (green if the trend is
favorable, such as increased Sales or decreased Expenses, red if the trend is unfavorable or
blue if the trend is unchanged or within the designated tolerance limit). The percent change
appears below the trend arrow indicators. Sample key indicators are as follows:
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 26
6 is illwu,. a.
i'u a lill i a r A
CityVision's Dashboard is a web -based module that allows users to quickly review key
business performance measures at a glance. These indicators may be configured by the
system administrator(s) and will define the comparison methods such as plan against
actual, current year vs. prior year, etc. End -users can then quickly configure these
indicators to suit their preferences.
When a user logs in to the Dashboard, the indicators are automatically displayed using the
current data within CityVision TM. In addition to accessing the dashboard from the web, the
web pages can be embedded within the client- server CityVisionTm data views to allow the
user to switch between dashboard and CityVisionT" data views for further detail drill down.
Below are some sample end -user dashboard views — all utilizing the same CityVisionTm data.,
CityVisionT`" Budgeting Software Overview & Proposal for the City of El Segundo, CA 27
44
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 28
' µ d
CityVisionT" Budgeting Software Overview & Proposal for the City of El Segundo, CA 29
't""" C u rptfeu
A valid login name and password is required in order to access the CityVisionTM program.
CityVisionTM permits three types of users including Master Administrator, Area Administrator
or a Non - Administrator (typical end - user). Only a Master Administrator, or a designated
individual with specified privileges, may create, modify, or delete system users. A Master
Administrator has full access to all areas of the PowerSet program (configuration module),
while an Area Administrator has limited access. Non - Administrators do not have any access
to the PowerSet program, but are granted specific security rights as a CityVision TIII user.
Each CityVisionTM user is assigned a unique login name and password, is permitted a specific
set of access rights (e.g., read only, read /write, etc.), is granted entity level access (e.g.,
funds, departments, cost centers) and account type access (e.g., expenses, revenues, etc.),
and is assigned to a particular menu group.
General I Structure Access Entity Access Account Type Access I Menu Access E-mail I Prigs I
User Name
Password Confirm Password
Due to the sensitive nature of personnel - related expenses, the payroll budgeting component
has a separate security option whereby a user presumably has no access until granted
otherwise (e.g., read access, allow allocations only, manage or configuration rights).
f*' No access C' Read Allow Allocations i Manage r Configuration
d ; Cancel •,i. p d',
CityVisionT" Budgeting Software Overview & Proposal for the City of El Segundo, CA 30
pw. A
This following two (2) documents list the Recommended system infrastructure and the
Minimum system infrastructure required to run the CityVisionTm Budgeting Solution.
PowerPlan Corporation recommends the purchase of latest technology equipment
whenever possible.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 31
Memory (RAM)
4 GB minimum. More memory may be required for databases larger than 2 GB. The
maximum memory supported by SQL Server 2005 Express is 1 GB. The maximum
memory supported by SQL Server 2005 Workgroup Edition is 3 GB. The maximum
memory for SQL Server 2005 Standard and SQL Server 2005 Enterprise Edition is the
maximum that your operating system will support.
Note: SQL Server can dynamically allocate the optimal amount of memory (or cache)
to the database to increase performance. Consider purchasing more than the required
RAM to allow for a larger cache.
Disk Space
100 GB hard drive minimum for program and system files. Additional space is
required for the database.
Note: Requirements vary, depending on the size of the database.
Hard Disk
Ahigh -performance disk subsystem is recommended.
Third -Party The following third -party software is included with PowerPlan installation:
Software • Jet 4.0
Microsoft .Net Framework Version 2.0.50727
• Microsoft Data Access Components 2.6
Note: Microsoft Excel and Word to generate reports.
Microsoft offers three licensing models for customers to license SQL Server
2005. Each model is designed to meet specific customer needs. For Web
applications, Microsoft recommends a separate Processor license for each
processor used by the SQL Server instance. It includes access for an
unlimited number of users or devices to connect to the SQL Server instance
from either inside or outside the firewall. You do not need to purchase
additional Server Licenses or client access licenses (CALs) when licensed
under the oer processor model.
Email MAPI- compliant (a Microsoft email standard) email system is required for
sending job completion reports.
Seri erw The PowerPlan Budgeting Solution is compatible with Windows 2003
Based Terminal Services, Windows 2008 Terminal Services, Citrix MetaFrame 1.8
Comouting ,. and higher, Citrix MetaFrame XP and Citrix Presentation Server 3 or 4. These
( "Th'in- thin- client technologies provide complete access to PowerPlan applications
"�ieritu" over low- bandwidth connections (dial -up, 56K, ISDN) from low -end legacy
wfe hnology) PCs or from computers running non - supported operating systems such as
Macintosh. In these environments, all application processing occurs on a
single, centralized server.
For information on Microsoft Terminal Services Edition, visit
http: / /www.microsoft.com. For information on MetaFrame, visit
http: / /www.citrix.com. To determine your hardware requirements, Citrix
suggests a pilot setup of MetaFrame XP and the use of performance tools to
measure the impact that users, applications, and location have on setup.
Consult with qualified information systems professionals when implementing
this technology.
CityVisionT`" Budgeting Software Overview & Proposal for the City of El Segundo, CA 32
', i
!Minimum S stem Re uirements
CityVision'" Budgeting Software Overview & Proposal for the City of El Segundo, CA 33
t t4 "o,
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 34
Operating
System
Windows 2008 Server 32 -bit and 64 -bit, Windows 2003 Server 32 -bit and 64 -bit.
SP2 is required for Windows 2003 Server and Windows 2003 Server x64.
IMPORTANT NOTE: NT 4.0 Server, and peer -to -peer networks are not
supported.
SQL Server
SQL Server 2008 32 -bit and 64 -bit. SQL Server 2005 32 -bit and 64 -bit. SQL Server
Express Edition 2008 and 2005. SP2 or higher is required for SQL Server 2005 for
both the 32 -bit and 64 -bit versions.
Processor
. 2GHz Pentium IV or Xeon equivalent or better (dual or quad core preferred).
(CPU)
. Larger networks and databases require faster processors.
• A dedicated database server, especially with high user loads and activity, is
recommended.
• If you run more than one client /server application on the same server, that server
needs to exceed the minimum requirements for optimal performance.
Memory (RAM)
2 GB minimum. More memory may be required for databases larger than 1 GB. The
maximum memory supported by SQL Server 2005 Express is 1 GB. The maximum
memory supported by SQL Server 2005 Workgroup Edition is 3 GB. The maximum
memory for SQL Server 2005 Standard and SQL Server 2005 Enterprise Edition is the
maximum that your operating system will support.
Note: SQL Server can dynamically allocate the optimal amount of memory (or cache)
to the database to increase performance. Consider purchasing more than the required
RAM to allow for a larger cache.
Disk Space
80 GB hard drive minimum for program and system files. Additional space is
required for the database.
Note: Requirements vary, depending on the size of the database.
Hard :Disk
A high-performance disk subsystem is recommended.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 34
4 � , i
':
Third -Party
The following third -party software is included with PowerPlan installation:
Software
-Jet 4.0
• Microsoft . Net Framework Version 2.0.50727
• Microsoft Data Access Components 2.6
Note: Microsoft Excel and Word needed to generate reports.
Microsoft offers three licensing models for customers to license SQL Server
2005. Each model is designed to meet specific customer needs. For Web
applications, Microsoft recommends a separate Processor license for each
processor used by the SQL Server instance. It includes access for an
unlimited number of users or devices to connect to the SQL Server instance
from either inside or outside the firewall. You do not need to purchase
additional Server Licenses or client access licenses (CALs) when licensed
under the per processor model.
Email
MAPI- compliant (a Microsoft email standard) email system is required for
sending job completion reports.
15e� er-
I The CityVision Budget Solution is compatible with Windows 2003 Terminal
based
Services, Windows 2008 Terminal Services, Citrix MetaFrame 1.8 and higher,
Con1p tirlg
Citrix MetaFrame XP and Citrix Presentation Server 3 or 4. These thin - client
(°'Thin-
technologies provide complete access to PowerPlan applications over low-
Client"
bandwidth connections (dial -up, 56K, ISDN) from low -end legacy PCs or from
"echh to ) '
computers running non - supported operating systems such as Macintosh. In
these environments, all application processing occurs on a single, centralized
server.
For information on Microsoft Terminal Services Edition, visit
http: / /www.microsoft.com. For information on MetaFrame, visit
http: / /www.citrix.com. To determine your hardware requirements, Citrix
suggests a pilot setup of MetaFrame XP and the use of performance tools to
measure the impact that users, applications, and location have on setup.
Consult with qualified information systems professionals when implementing
this technolo
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 35
Tum i i i ,i
PowerPlan Corporation's standard pricing strategy for CityVision'sT'" license fees are simple
and affordable:
1. CityVisionTM is an integrated solution; there are no additional modules or
functionality to be purchased separately.
2. An "Unlimited User License" is included, allowing unlimited concurrent use.
3. Pricing is based upon the number of Position /Employee FTE's that the Public Sector
organization will be budgeting for in the CityVision TIM Payroll module. Pricing for the
City of El Segundo is based on the Pricing -Tier of 151 - 500 FTE's.
PowerPlan Corporation's standard pricing strategy for CityVisionTM implementation fees is to
provide a fixed price quote as shown below:
Cost Summary for City of El Segundo
• CityVisionTM — Unlimited User License $24,000 (one -time)
• Annual Software Maintenance (1St year) Included
Total one - time $24,000
• Annual Software Maintenance (2 "d thru Nth year) $ 6,000 (recurring)
Summary of Payment Milestones
Due upon Contract Award:
=> License Fee (50 %)
z::> Implementation Fee (40 %)
DL& mun c2mnl@flon of smstam Admin IrainingLInitial IMR1=Snta tio :
=> License Fee (50% Final Payment)
=> Implementation Fee (60% Final Payment)
CityVision"" Budgeting Software Overview & Proposal for the City of El Segundo, CA 36
L#
till
Services esci,iiptio Costs (Optiaiinal)
PowerPlan Corporation offers three optional Post implementation services:
1. Refresher Service
This service is only available during the initial purchase of CityVision", and must be
prepaid upon contract acceptance. CityVisionTm refresher services offer significantly
reduced service fees to be used at anytime during month's 3 -15 post - implementation.
It is no surprise that after any system implementation in any organization, the base of
trained end -users and system administrators will deteriorate over time due to employee
attrition, job re- classifications, reorganizations, etc. Once this occurs, knowledge of
how the application works and how it is administered is then passed on to the new end -
users and system administrators in an informal method by their co- workers. Over time
the client will encounter a reduction in fully knowledgeable users and may experience
degradation of ongoing internal system use.
The Refresher Service is designed to provide assistance in the following areas and can be
purchased in 5 and 10 day increments for $6,500 and $12,000 respectively:
• Training for new end -users and administrators and /or refresher training for
existing users who may be considering newly implemented functionality
• Configuration and Planning assistance for administrators in implementing new
or revised CityVisionTM functionality that may have been initially postponed
• Assistance in configuring new Reports as requested by end -users
• General assistance for end -users or administrators on any CityVisionTm area
2. Daily Services (Joint meeting) = $1,500 /day
These services can be purchased in any increment, as needed, and can be used for
similar services as outlined above. Since this service is not prepaid and is typically
purchased in smaller increments, the daily cost is higher than the Refresher Service.
3. Web -based Consulting Services = $150 /hour
These services are provided to the client over the web, are priced on an hourly basis
and require a minimum of two hours. Our current clients generally use this service for
small training groups and general assistance beyond standard maintenance coverage.
CityVisionTM Budgeting Software Overview & Proposal for the City of El Segundo, CA 37
4 2 6
,iii iiil ual SD ffiva re Maintenance DescriIIp°f on
CityVisionTm annual maintenance charges are based on 25% of the licensing list price and all
customers receive our highest level of support. PowerPlan Corporation prides itself on our
outstanding reputation in supporting customers.
1. Support/Maintenance
Support is provided to all CityVisionT`" customers with current annual maintenance
contracts, and includes the following coverage:
■ Functional Support ( "How Do I..." etc.)
• Technical Support (database upgrades, new version installation, etc.)
Help support is provided via e-mail (Support@PowerPlanCorp.com) and via telephone..
2. Releases
PowerPlan Corporation typically has two major software releases per year. Customers
are entitled to receive new releases and any new system functionality enhancements,
provided their annual maintenance contract is current and in effect. These releases,
along with installation instructions, can be downloaded from our website using the
customer- specific password, or if desired, can be created on a CD and mailed.
Releases usually provide new executables and supporting files, and some will require
changes to the database structure. When this is the case, PowerPlan Corporation
provides the required script, tools and instructions.
Many CityVisionTM customers use the Citrix /Terminal Server solution, which significantly
expedites the rollout process. This solution eliminates upgrading of multiple
workstations during a new release and requires the upgrade only on a single server.
CityVisionTM Budgeting Software Overview & Proposal for the City of El Segundo, CA 38
r � mr, i Planning
Based on further discussion with the City of El Segundo, PowerPlan Corporation will
mutually develop an agreed upon implementation schedule, reflecting the major tasks and
timelines required throughout the implementation cycle. CityVisionTM is typically
implemented in 2 - 4 weeks depending on the size of the client's organization.
Information for Downloading the CityVisionTM Software
Typically, about a week before the start of a new Client's implementation cycle, PowerPlan
Corporation will send out several instruction documents that explain how to download the
CityVisionTM software from our website and how to create the Database Tables. After the
client's IT organization has had a chance to review the documents, a Technical Specialist
from PowerPlan Corporation will contact IT to answer any questions they may have. During
the actual build process, the Technical Specialist from PowerPlan Corporation will provide
assistance to the Client's IT staff as needed.
Typical lnipleiln,i�entation Schedule
A typical CityVisionT'" 10 day implementation schedule follows:
Task Ham Duration
.... l�.i�,.�I.�.�
Typical City
2 Software I stallat Schedule 10
ion /Datalsase Setup 1 day
Needs Assessment/Project Scope Definition { 1 day 1�
[4 Admin Training /Model Construction /Data Load i 5 days
s ModeUData Validation 1 day
6 End User Training and Rollout 2 days
Info iTtati un required a new Cify ui01'1;II , Irnip I lemenftatioin i
In preparation for your CityVisionTM implementation, you will need to provide PowerPlan
Corporation with several documents and sets of data. It is beneficial for us to receive and
review the following items prior to the scheduled implementation /training start date.
OPERATING BUDGETS:
1. Chart of Accounts. Please provide a listing of your account numbers and account
descriptions. An electronic version (e.g., .xis or .txt format) of this information will allow
us to import these accounts as CityVisionTm Accounts.
2. Company Organization Structure. Please provide a listing of all your business units
(funds, departments, cost centers, etc.) as well as their hierarchical structure(s). An
electronic version of this information will allow us to load these business units as
CityVisionTm Entities.
3. Current Budget Templates. Please provide a breakdown of your current 'budget
groups'. This information will assist us in building your Input Templates in CityVisionTM
and if applicable will be helpful in determining some of the necessary Budget Drivers.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 39
4. Sample Reports. Please provide a few core report samples, including basic financial
statements. Report samples will assist us in determining the necessary summary level
accounts as well as in building reports and meaningful analysis views within CityVisionTM
5. Data Files. Please provide Actual data files* (preferably current year -to -date as well as
prior year history) in a monthly format for uploading into CityVision TM.
*PROVIDE MONTHLY ACTIVITY FOR INCOME STATEMENT' AND ENDING BALANCES FOR BALANCE SHEET'.
If current budgets are available, please provide these files. An electronic version of this
information will allow us to upload this data into CityVisionT'".
SUPPLEMENTAL BUDGETS:
If Supplemental request packages are made for New Positions, Reclassifications, etc., please
provide a few report samples.
CAPITAL IMPROVEMENT PROJECT MIN BUDGETS:
If CIP request packages and /or Capital Expenditure requests are made, please provide a few
report samples.
PAYROLL BUDGETS:
The following information is required to configure Payroll Budgeting within CityVisionTM. The
"Payroll Budgeting Module Setup Guide" provides step -by -step setup instructions and the
"Payroll Data Load Spec" document defines the various required payroll file specifications.
1. Accrual or Cash? The system assumes an Accrual basis for allocating compensation
expenses to fiscal periods. If you prefer a Cash basis, we can override the system defaults.
In this case, you will need to specify the number of days following the pay period to
recognize the cash payout and ensure an accurate mapping of pay periods to fiscal periods.
Example (this company's fiscal year is December — November):
Pay
Pay
Period
Fiscal
Fiscal
Pay
Pay
Start
Period
Year
Period
Year
Period
End Date
Date
11/24/08
12/07108
2009
1
2008
25
12/08/08
12/21108
2009
1
2008
26
12/22108
01104109
2009
2
2009
1
01/05/09.01/18/09
2009
2
2009
2
2. Payroll Periods. The Payroll Budgeting fiscal period relates to the fiscal month in
CityVisionTM. The payroll period relates to the start and end dates of your company's pay
periods. Together, these periods allow the system to correctly allocate payroll data to the
correct fiscal month in CityVisionT'"
CityVisionTM Budgeting Software Overview & Proposal for the City of El Segundo, CA 40
W rr
Payroll Frequency (Monthly, Twice a Month, Weekly or Bi- Weekly)
■ Provide the 'start' Pay Date for the current fiscal year. This start pay date should be
based on the first pay period that impacts the current fiscal year. All previous and
future years will be populated automatically.
SAMPLE 1 - Accrual Basis:
FY2008 -09 (Jul - Jun); Pay Period 7/01/08 - 7/15/08; Use 7/1/08
SAMPLE 2 - Cash Basis (Checks issued 7 days after pay period ends):
FY2008 -09 (Jul - Jun); Pay Period 6/16/08 - 6/30/08; Use 7/7/08
3. Salary Schedules: CityVisionTM will maintain a list of Salary Schedules and individual
pay rates will be validated against the appropriate schedules.
■ Provide a listing of all salary schedules (pay schedule code and description) and
provide the MIN and MAX pay rate associated with each schedule. The 'code' field
supports alpha /numeric values, but cannot exceed 50 characters in length. An
extensive list should be created in Excel and imported as a delimited text file.
4. Employee Positions: An employee is typically assigned to a Position Title since
CityVisionTM supports both employee budgeting and position budgeting.
■ Provide a listing of all position titles (title code and description). The 'code' field
supports alpha /numeric values, but cannot exceed 30 characters in length. An
extensive list should be created in Excel and imported as a delimited text file.
S. _Employee Classes: A position is typically assigned to a class or a bargaining unit so
that events which apply to members of that class (e.g., COLA, Industrial Insurance %,
Uniform Allowance, Tool Allowance, etc.) can be created once and applied to all members
within the class. These events can, however, be modified by individual position as needed.
■ Provide a listing of each class code (e.g., SEIU, FIRE, NON -U, etc.) along with the
corresponding description. The 'code' supports alpha /numeric values, but cannot
exceed 30 characters in length. An extensive list should be created in Excel and
imported as a delimited text file.
6. Salary Schedule for Position: A position title is typically assigned to a salary schedule
for use in validating pay rates and ensuring that a position is not compensated outside of
the designated pay rates.
■ Provide a listing of position title codes along with the corresponding salary schedule
code.
7. Class Code for Position: A position title is typically assigned to a class or bargaining
unit for use in validating that positions inherit the appropriate compensation structure
associated with their bargaining unit.
■ Provide a listing of position title codes along with the corresponding class code.
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 41
i.< ""° `
S. Calculations: CityVisionTM includes a number of standard pre- defined payroll
calculations (e.g., Salary, FICA, Medicare, etc.). You should validate that these calculations
are handled in the correct manner for your organization. You may modify our existing
calculations and /or configure additional calculations as needed. The following calculations
are currently included:
• Salary (Regular, Part-Time and Overtime)
• Aggregate Payroll Burden (Percent of Total Salary including Overtime)
• FICA (FICA % * Total Compensation up to specified Limit)
• FUTA (FUTA % * Total Compensation up to specified Limit)
• Medicare (Medicare % * Total Compensation)
• Workers Comp or Industrial Insurance (Workers Comp % * Total Compensation)
• 401(k) (Percent of Total Salary up to specified Limit)
• Bonus (Set Amount)
• Management Incentive (Set Amount)
• Auto Allowance (One -Time or Recurring; Set Amount)
• FTE
Note: CityVisionTM provides the components of the payroll calculations. You are
responsible for providing the actual percentages and limits (see bolded items above), as
well as any special calculations required to configure the Payroll Budgeting component.
CityVisionT" Budgeting Software Overview & Proposal for the City of El Segundo, CA 42
Z
I ui lio p l e i,ii eiu nt ti I & . rain ri iro g ra n Agenda
..[!I q.iii tiiir, ° „�„ giir liq'm.�' .l�.i! .li „iiir
General Setup
• Fiscal Year
• Planning Scenarios
• System Setup
• Transaction Details Setup (if applicable)
Entity Setup
• Entity Load (PowerLink)
• Entity Tree
• Multiple Structures
• Structure Groups
Account and Formula Setup
• Account Load (PowerLink)
• Account Tree
• Account Properties
• Account Formulas (Actuals vs. Plan; Base level vs. Higher level entities)
• Driver /Ratio Accounts
• Account Allocations
Budgeting
• Input Templates
• Input Groups
Unit Test
• Input Test Data
• Verify Computations
Payroll Budgeting
• Payroll Periods
• Salary Schedules
• Position Titles
• Classes (Bargaining Units)
• Position Mapping to Salary Schedule
• Position Mapping to Class
■ Employee Events
• Employee Calculations
• Class Templates
• Calculation Mapping to Accounts
• Employee Data File import
• Payroll Verification
Reports /Menus
• Menu
• Menu Groups
• Views
• Reports (View Groups & View Formats)
User Security
• User List
• Access Rights
• Default Entity
• Type of User
• Entity Access
• Account Type Access
• Input Template /Menu Group
• Payroll Access
• CIP /CapEx Access
Data Loading
• Historical Data (PowerLink)
• Budget Data
• Transaction Details (if applicable)
Analysis
■ Key Performance Indicators
• Exceptions
CityVisionT`” Budgeting Software Overview & Proposal for the City of El Segundo, CA 43
Additional PowerSet Topics
• Scenario Locking
• Workflow Setup
• Entity Check - Out /Check -In
• Entity List /Account List
• Driver Data Load
• Export to Spreadsheet
• Delete Data
• Month End Process
• Year End Process
■ View Data Values
Review
• Setup Verification
• Setup Modifications as needed
• Action Plan
CityVisionTm Module
PlanBook
• Higher and Lowest Level Entity distinction
• Inputting Values using Spread Methods
• Budget Details
• Notes
■ Saving /Computing Data
• View Layouts
Views
• Reports
■ Graphs
• Pivoting (Account Mode vs. Entity Mode)
• Drill Down /Drill Up
■ Levels (Multi -Level Combination)
■ Outline Mode
■ Ranking Data
■ Export to Spreadsheet
Analysis
• Key Performance Indicators
• Exceptions
• Variance Analysis
• Transaction Details (if applicable)
Performance
• Preference Settings
Administrator Functions
• Process and Move Payroll
■ Process (Rollup)
■ Copy Scenario
• Copy Payroll Scenario
■ Outlook Processing
■ Projections
• Allocations
PowerMart Module (if applicable)
• Ad hoc Reporting for interfacing with Excel or Crystal Reports
CIP and /or Capital Expenditure Budgeting Module (if applicable)
• Request Types
• Expected Life (Used to Calculate Straight Line Depreciation)
• Request Reason List
• Request Status List
• Min and Max Request Limit (for CapEx Budget Request)
• Cost Categories
■ Inflation
■ Search Options
• Report Configuration
■ Data Load
• User Access
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 44
4 . 2 5
End User Training Outline - Basic Functions
CitvVision'" Module
Logging Into system
Budget Preparation
• Input Templates
• Budget Details
• Notes
• Saving Inputs
Process (Rollup)
Budget Review
• Sample View
• Horizontal Bars
• View Bar
Printing Views /Reports
Exporting Data to a Spreadsheet
Viewing Transaction Details (IF applicable)
Payroll Budget Management
• Create New Employee
• Add Events for Employees
• Processing Payroll
CIP /CapEx
• Create /Edit Request
• Cost Details
• Funding Sources
• Personnel Requirements
• Operations and Maintenance Expenses
• Evaluation /Justification Criteria
CityVislonTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 45
I.
Tl airM,„
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 46
Accepted Initials
End -User Process: Operating Budget Requests
I. Enter De ertment Requests
PlanBook
(select applicable Input Template for FY09 DEPT REQ Scenario)
Cost Center
(select applicable cost center)
Data Input
(enter annual values)
Budget Details/
(include detailed line items w here needed and detailed justification for each request)
Notes
Save
(save the new ly entered data)
Ili. Review Requests
Report
(select Budget Report and validate cost center data, including pre - loaded internal
services and salaries)
III. Update Department Requests
PlanBook
(select applicable Input Template for FY09 DEPT REQ Scenario)
Cost Center
(select applicable cost center for updates)
Data Updates
(update values as needed using Budget Details and /or Notes w here applicable)
Save
(save the new ly updated data)
t'V'. Review Updated Requests
Report
(select Budget Report and validate new cost center data)
V. Reports
Report
(select desired report)
Print Preview
(preview the report prior to printing)
Formatting
(select preferred formatting options prior to printing)
Budget Details/
(enable option to include Budget Details and/or Notes if desired)
Notes
Print
(print hard copy report, print to PDF file, or export to XLS)
End -User Process. SUpplernental
Sud et Requests
It. Enter Supplemental Re guests
Decision Package
(use Decision Package functionality to make supplemental request type)
New Request
(initial supplemental packages will be considered a'new request')
Request Details
(enter details / justification for supplemental request, including new positions, re-
classes, etc.)
Save
(save the new ly entered supplemental request data)
II. Supplemental Request Reports
Decision Package
(use Decision Package functionality to produce supplemental request reports)
Request Search
(use filtering capability to search for specific requests)
Report Details
(select desired level of details to include in report)
Print
(print hard copy report or export to XLS)
End -User Process: Year
-End Estimate
I. Current Year Estimate/Year -End Pr! ectlran
PlanBook
(select applicable Input Terplate for FY08 ESTIMATE Scenario)
Cost Center
(select applicable cost center for year -end updates)
YE Projections
(actuals -to -date and commitments w ill be included; project year -end values)
Budget Details/
(use Budget Details and /or Notes on an account -by- account basis as needed)
Notes
Save
(save the new ly entered year -end projection data)
CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 46
SectiaII' i 1 References
1. City of Pasadena, CA
Paula Hanson, Budget Administrator
Email: i)hanson(a)citvofpasadena.net
Tel: (626) 744 -4336
Year Implemented: 2008
DB used: SQL
Modules used: CityVisionTm and Payroll budgeting but they have delayed
implementation of the Decision Package /CIP functionality until next year
2. City of Henderson, NV
Jacquie Thibault- Skinner, Sr. System Support Analyst
Email: Jacguie. Thibault- SkinnerOcitvofhenderson.com
Tel: (702) 267 -4322
Year Implemented: 2008
DB used: SQL
Modules used: CityVisionTm and Payroll budgeting but they have delayed
implementation of the Decision Package /CIP functionality until next year
3. City of Amarillo, TX
Dean Frigo, Finance Director
Email: Dean. Friao(a)ci.amarillo.tx.us
Michelle Bonner, Assistant Finance Director
Email: Michelle. BonnerOci.amarillo.tx.us
Tel: (806) 378 -3040
Year Implemented: 2001
DB used: SQL
Modules used: CityVision TM, including CIP and Payroll budgeting
4. City of Chandler, AZ
Dawn Lang, Budget Manager
Email: Dawn.lana @chandleraz.gov
Tel: (480) 782 -2255
Year Implemented: 2005
DB used: Oracle
Modules used: CityVisionTM including Payroll and Decision Package /CIP functionality
5. City of Sequim, WA
Kathy Edwards, Finance Manager
Email: kedwards(&ci.seauim.wa.us
Tel: (360) 683 -4139
Year Implemented: 2008
Modules used: CityVisionTM including Payroll and Decision Package /CIP functionality
CityVisionTM Budgeting Software Overview & Proposal for the City of El Segundo, CA 47
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CityVisionTm Budgeting Software Overview & Proposal for the City of El Segundo, CA 48
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Table of Contents
PowerPlan and PeopleSoft /P2K Terminology ....................... ..............................3
I. Logging into CityVision ................ ................. ........ ..............................5
II. Navigation Tools ............................... ......... .................. ........ .........6
1. Vertical Menu Bar ........... ......... ........ ............ ........ . ........ ..... ......... ,.,6
2. Horizontal Menu Bars........---- ......... -- .......................... .... -- ... .6
3. View Bar ........... ............................... ........................... ....... „...,..........,.....,.7
III. Options .............................................................................. ..............................8
IV. Adjusting Initial Budgets .......... ........ ................. .......................11
1. Select PlanBook ............... ......... ........ ......................... .................,11
2. Select Desired Template ............... ................ .. „...... ....,..........,12
3. Select the Entity ( Fund- Org) ...... .............. ---- ............ ..,,,...,...... ........... 12
4. Enter Value .............................. ... .............. ............ ......,.. ,....... ......... .13
5. Enter Line Item Details (Budget Details) ... --- ......... .......... .....,........... ..,14
6. Enter Notes ........... ......,.., ..,.............,........,.., ......... .,...,.......................15
7. Save Input... ........ ........... .................... ....... ......... ..................16
8. Print/Export to Excel .... ............................... ........... -- .................. ,........17
9. View Budget Comparison Report— ....... -- ............ .... .., ...... .--- ... ........18
V. Viewing Personnel Data .............. ....... ........................... ...............18
VI. To determine the cost of a position: ......................................................... 22
VII. Viewing Data and Reports ........................................... .............................24
VIII. Print Reports as Desired .............................................. .............................27
CityVision”" Budgeting Software Overview & Proposal for the City of El Segundo, CA 49
4 2 5 ri 'I A
I. Logging into CityVision
The System Administrator assigns a Login Name and Password for each user.
(Note: Passwords are case sensitive).
Enter your Login Name and Password. Use the tab key or left mouse click
to move from the login name field to the password field.
1. The appropriate Environment (database) should be displayed. If not,
select the Budget(Prod) from the dropdown.
2. Click on the OK button (or press Enter) to log into CltyVision.
The Options button contains information on where the database and other
required files are located. Do NOT make any chainiges to these settings
uniess directed by the System Administrator.
CltyVis inn "" Budgeting Soft!ware Overview & Proposal for the City of El Segundo, CA 50
4 �
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Navigation in CityVision is performed using the following:
I. Menu Bar - (Top section above) Used to select a command using pull -
down menus.
II. Tool Bar - (Middle section above) Used to quickly access frequently used
menu options.
III. View Bar - (Bottom section above) Used to quickly access frequently used
menu options. (The current selection for these options is displayed.)
1. Vertical Menu Bar
CityVision's Vertical Menu bar (found on the left side of the screen) displays
menu options, which have been set up by the System Administrator. These
options may include plan input, data views, reports, key indicators, etc.
These are typically set up to follow the planning and budgeting workflow
within the organization.
2. Horizontal Menu Bars
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CityVision TM Budgeting Software Overview & Proposal for the City of El Segundo, CA 51