HomeMy WebLinkAbout24b. Approve Purchase & Installation-Tyler Output Processor-Provide Automated Delivery of Financial DocsRem 1%40
APPR(yjj-�-,jD ay
CITY MANAGER
TO: HONORABLE MAYOR RODRIGUEZ AND MEMBERS OF CITY COUNCIL
*,tam0 1 =Vd 10 10 LOITIA I Lei
DATE- JUNE 25, 2015
SUBJECT: DO INNOVATION AND TECHNOLOGY TEAM: TYLER OUTPUT
PROCESSOR (TOP)
RECOMMENDATION
That the City Council authorize the City Manager to approve purchase and installation
of Tyler Output Processor software up to $28,660 to provide automated delivery of
financial documents such as employee pay stubs and W -2's.
F-T-ITRICCIRS-IFUED
The following staff members were selected or this year's nnova on an•ec no ogy
Team:
Sandra Vera — Human Resources
Rebecca Guerrero — Public Works
Raul Rodriguez — Finance
Leif Lovegren — Parks & Recreation
Jean Porninville — Police
Anthony Hildebrand — Fire
Andrew Despres — Library
Sandra Vera — Human Resources
Serving as Advisor to the Innovation Team was Vaniah De Rojas (City Manager's
Office)
Efficiency is an important value of the City Council, and as such the Innovation Team
has investigated options that could enhance public service and streamline operations.
The City has already started the process of implementing Kronos Workforce Ready and
Telestaff Software in which Payroll, Scheduling, Timekeeping, and Leave Management
will be automated online. This system will increase efficiency throughout the
organization and is anticipated to "go live" in early FY 2019-20.
DOWNEY INNOVATION AND TECHNOLOGY TEAM: TYLER OUTPUT PROCESSOR (TOP)
JUNE 25, 2019
PAGE 2
In conjunction with Kronos and continuing the goal of automating and streamlining day-
to-day operations pertaining to Payroll and Finance, the implementation of Tyler
Technologies' Tyler Output Processor (TOP) software is being recommended.
The TOP software would allow Finance staff to email PDFs of W -2's and direct deposit
statements to employee emails. In addition, TOP would provide the ability to streamline
financial operations by creating purchase orders, utility bills, license renewals, and
invoices from Accounts Receivable in pdf format and e-mail to residents and vendors.
By incorporating this new software to the Finance Departments' financial system, it will
decrease the amount of staff time spent on manual tasks, reduce the City's
environmental footprint due to the reduction of paper use, and increase customer
service by providing information in a much faster fashion to the public.
Fiscal Responsibility
Efficiency & Adaptability
The total cost for installing the TOP Software is $28,660. The TOP Software and
services require a one-time installation fee of $16,160.00 with annual recurring
maintenance fees of $3,060. An additional $12,500 would be needed to increase the
City's network storage capacity to support the TOP Software.
Adequate funding is available in the Fiscal Year 2019-20 budget to cover this
expenditure.
Attachment A: Tyler Output Processor Fact Sheet
Attachment B: Tyler Output Processor Quote
E
Tyler Output Processor (TOP) is a robust productivity tool that streamlines document
distribution and access. TOP delivers on -the -fly PDF -based outputs via distribution channels
you ohoose, including email, tm, printer, and document archives. This server -based
application will automatically copy, split and distribute your documents whether they are
purchase orders, invoioes, utility bills, orother similar documents. Improve your business
processes and save time and money by providing your clients and suppliers with information
they need instantly.
Transaction Efficiency
TOP is designed to improve the
effectiveness of your organization's
business operations.
* Creates Adobe' Portable Document
Format (PDF) files and quickly
sends them via multiple distribution
channels, including:
" Fax
" Attachment toane-mail message
" In print through aseme, printer
o Archived toadocument content
management system
* Automatically separates a detailed
report into different documents (Burst
Mode), and distributes to recipients
Lifformation and Reports
Get the information you need, when
you need it using TOP. It automatically
generates and files PDF reports, so you
don't have to.
* Separates PDF File, such asapurchase
order WC), and sends iodocument
management systems
* Sods PDF file into individual POs for
easy distribution to vendors
Us e r F 0 e n d ly
=
Easy installation, setup and
module activation
w
Notifies users o[success or failure
ofTOP jobs via e-mail
Provides support or some
third -party integration
TOP Options
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E-mail output channel using the site's
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Facsimile options via:
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Traffic Software ObjecFamserver
software
» |ntedFauInternet (Note.service
charges not included)
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Automatically interfaces with Tyler
Content Manager LE (available
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