M E M O. TO: Board of Directors FROM: Finance Manager SUBJECT: APPROVAL TO PROCEED WITH NEW SOFTWARE SYSTEM DATE: October 27, 2014 BACKGROUND:

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1 Item:8b M E M O TO: Board of Directors FROM: Finance Manager SUBJECT: APPROVAL TO PROCEED WITH NEW SOFTWARE SYSTEM DATE: October 27, 2014 BACKGROUND: The District currently has an opportunity to move forward with implementation of an upgrade to replace the current reporting system, automate current manual processes and enhance the level of financial reporting. The District currently utilizes Datastream software for financial reporting and utility billing. This software, which was purchased in the 1990's, is outdated, difficult to work with, requires unnecessary manual processes, does not integrate with other systems (i.e., work orders) and does not provide adequate financial reporting capabilities. Over the past few months, I have had discussions with Datastream regarding the potential for upgrades or enhancements to the current system. Several months ago, the District was notified that Datastream had merged with Springbrook Software, Inc., a larger governmental software provider based in Portland, Oregon. Datastream vetted multiple software companies and chose Springbrook based on their comprehensive utility billing software and features to districts of different sizes; payroll software that meets CA requirements and is not overly difficult to use; and financial software that is suitable to our client districts. The District was also advised by Datastream that within the next year and a half, support of the current software would no longer be provided. This would affect the District in day-to-day and annual processes (such as billings, rate structure changes, payroll tax changes, chart of account updates) as well as the potential for catastrophic impacts if a critical issue were to arise which required system programming and/or maintenance assistance. As Datastream is now "phasing out" their software, they have recommended that no further funds be expended for fixes or enhancements to a system which will no longer be supported. The District has been provided the opportunity to purchase the Springbrook Software system at a significantly discounted price, as all system conversion charges will be waived. District staff have conducted extensive research of the Springbrook software including system demonstrations and discussions with other Springbrook governmental customers (including Soquel Creek, Marina and Bighorn Water Districts), to ensure that implementation of this financial system is the best option for the District. Springbrook offers a well-tested and proven on premise or web-based (cloud) system which will provide the District with the ability to utilize modern technology to perform duties in a more streamlined and efficient manner, eliminate the need for multiple separate software systems, automate current manual processes and improve the ability to provide meaningful and accurate financial information to District staff, the Board of Directors and to our ratepayers. We are currently proposing to start out with an on

2 Item:8b premise based system. Based on the need to purchase a new server already, we plan to leverage that server to house Springbrook as well. If we ever chose, we can migrate relatively easily to their cloudbased system, however, at a more significant maintenance price per year. Please see the attachment covering the 4 year cost of ownership estimate for the software and implementation. There are some other additional costs to be assumed, such as travel expenses during the training and a higher bid on the type of server we need. I estimate the total expenses related to this project to be $350K or less over the 4 year period. Examples of operating efficiencies which will be realized, include no longer having to perform manual entry of timecards during the payroll process, the ability to have service and work orders tied to accounts eliminating the need for two separate systems, simplification of bank reconciliation and payment processing activities, fully functional purchasing systems, an enhanced utility billing system and enhanced financial reporting capabilities. Examples of efficiencies provided to customers will be a more robust utility billing platform to allow for more illustrative monthly bills, ease of communicating important information more clearly and a more functional online bill pay. Springbrook upkeeps an internal PCI compliance platform which will allow us to accept auto pay via credit card, as well as use an automated messaging service as the point of contact for delinquent bills, with the option to pay over the phone. Another major feature of this new system is an automated budget module which would eliminate the current cumbersome process of budget compilation from many different excel spreadsheets which is very time consuming and provides the opportunity for manual error. Implementation of the comprehensive Springbrook software system would allow the District to eliminate other systems currently being utilized, for example the work order system. The elimination of these other systems will reduce manual duplications in systems, ongoing licensing and maintenance costs as well as eliminate the need to fund upgrades to these systems. Springbrook has proven to be a fully functional system with a strong level of customer support. In addition, given our current limited staffing resources, the system conversion process will be much less complicated and time consuming with Datastream providing assistance based upon their long-standing knowledge of the District s financial systems. The partnership between Datastream and Springbrook provides an excellent opportunity for the District to acquire a high quality software system at a discounted price. At the October 23, 2014 Finance Committee meeting, the Committee reviewed the proposal and recommended it go to the full Board for review. Recommendation: It is recommended the Board approve the proposed migration from Datastream to Springbrook Software Inc. Within this approval, it is recommended the Board: Approve the estimated four year cost of ownership proposal. Note this is an estimate, actual cost will depend on implementation timelines. Approve a budget amendment for Fiscal Year 14/15, as the bulk of this request will be spent upfront. Depending on timing of the project it could be approximately $150K - $250K. Direct staff to enter into contract to proceed with Springbrook.

3 Item:8b Waive the formal bidding procedures, being that Datastream did a vetting process and the inherent benefit from the partnership they are offering for clients converting. o District Ordinance 8, Article 18.8(a) Waiver of Provisions-Competitive Bidding, states Notwithstanding any other provision of these rules, the Board by four-fifths (4/5) vote may waive as to individual purchases, the competitive bidding requirements of these rules and may make such purchasing without calling for bids. Stephanie Hill Finance Manager

4 San Lorenzo Valley Water District Fin/PM/AR/PR/IC/FA 12 Month Contract 10/28/2014 Proposed By: Marily Rementeria Senior Partner (503)

5 # Item d Products and s Business Process Study Level 3 - Finance Finance Business Process Study Level 3. Business Process Study Level 2 - Payroll & Personnel Management Payroll & Personnel Management Business Process Study Level 2. Business Process Study Level 2 - Utility Billing Utility Billing Business Process Study Level 2. Finance Application Level 3 The following features are licensed: General Ledger with Basic Budgeting Ad-Hoc Reporting Tools Visual Reporting for CAFR Extended Budgeting Accounts Payable Bank Reconciliation Purchase Orders and Requisitions Project/Grant Accounting Fixed Assets Inventory Control Work Orders Dashboard Accounts Payable Electronic Approval Workflows Allow users to approve Invoices electronically. Working with a Springbrook Consultant, you will define rules for approval and escalation for each department in your organization. Once deployed, users will receive notification when the have any outstanding approval, their item has been approved or rejected. Payroll & Personnel Management Application Level 2 The following features are included: Payroll with State and Federal Reporting PR Electronic Check Signature Direct Deposit Reporting Automated Retropay Processing Payroll MICR Checks Advanced FLSA Configuration Bulk Deduction Updating COLA, Grade & Step Adjustments Position Control Plans Union Management Electronic Personnel Action Forms Utility Billing Application Level 2 The following features are included: Utility Billing Meter Interface Enhanced Cash Receipts with Lock Box CASS Certification Accounts CASS Certification Accounts Receivable Accounts Receivable Product Type Subscription; QTY Sales Price Total Price 1 $6, $6, $2, $2, $2, $2, $40, $40, $3, $3, $15, $15, $20, $20, $1, $1, $5, $5,

6 # Item d Products and s Equipment/Fleet Equipment maintenance will use the information setup in the Work Orders module to track usage of equipment, notify users when routine maintenance is necessary and capture the details about the cost and work performed on the equipment. Application User Application User Finance Conversion s - Plus The following Template Conversions are included: General Ledger Chart of Accounts Masters General Ledger Beginning Balances (current and 3 years prior) General Ledger Fiscal Period Balances (3 years prior) Current YTD AP 1099 Vendor totals Accounts Payable Vendor Masters Fixed Asset Masters Payroll & Personnel Management Conversion s - Plus The following Template Conversions are included: Employee Masters Current YTD Employee Check History Utility Billing Conversion s - Plus The following legacy Conversion s include 5 years of: Account Master Records Meter History Transaction history Fixed Assets Conversion s Fixed Assets Conversion s Work Orders Legacy Conversion - Masters Legacy Conversion for Work Order Masters including Current Year Active Masters and up to 3 years of prior Masters. Equipment/Fleet Conversion s Equipment/Fleet Conversion s Finance Professional s - Plus Professional s includes: Dedicated Implementation Consultant Dedicated Project Manager Access to elearning materials Remote configuration On-site Parallel Processing Assistance On-site Go-live assistance Basic Chart of Accounts Consultation Best Practice and Standard Application configurations Online webinar training for Reporting Tools Online webinar training for Budgeting Payroll & Personnel Management Professional s - Plus Professional s includes: Dedicated Implementation Consultant Dedicated Project Manager Access to elearning materials during Implementation Remote Setup & Configuration On-site Parallel Processing assistance On-site Go-live assistance Best Practice and Standard Application configurations Product Type Conversion; Conversion; Conversion; Conversion; Conversion; Conversion; QTY Sales Price Total Price 1 $15, $15, $1, $6, $0.00 $ $0.00 $ $0.00 $ $0.00 $ $3, $3, $3, $3, $12, $12, $17, $17,

7 # Item d Products and s Utility Billing Professional s - Plus Professional s includes: Dedicated Implementation Consultant Dedicated Project Manager 20 Access to elearning materials Remote Setup & Configuration On-site Parallel Processing assistance On-site Go-live assistance Best Practice and Standard Application configurations CASS Certification Professional s Professional s includes: 21 Dedicated Software Consultant Project Manager Remote initial Configuration & Go-Live Accounts Receivable Professional s Professional s include: 22 Dedicated Springbrook Consultant Dedicated Project Manager Remote Setup & Configuration Session Fixed Assets Professional s Dedicated Software Consultant 23 Project Manager Remote configuration & conversion assistance Remote Go-live assistance Work Orders Professional s Professional s includes: Dedicated Implementation Consultant 24 Project Manager On-site Setup & Configuration On-site Go-Live Assistance Equipment/Fleet Professional s Professional s includes: Software Consultant 25 Project Manager Remote Initial Configuration Remote Go-Live Assistance Inventory Control Professional s Professional s includes: 26 Dedicated Implementation Consultant Project Manager On-site Configuration & Go-Live Finance Level 3 27 Finance Level 3 Deferral Finance Level 3 28 Deferral for Finance Level 3. Priced per month. Accounts Payable Electronic Approval 29 Workflows Electronic Approval Workflows for Accounts Payable. Deferral Accounts Payable Electronic Approval Workflows 30 Deferral Accounts Payable Electronic Approval Workflows Purchase Orders Electronic Approval Workflows 31 Electronic Approval Workflows for Purchase Orders. Product Type ; Deferral; ; Deferral; ; QTY Sales Price Total Price 1 $12, $12, $1, $1, $2, $2, $2, $2, $16, $16, $15, $15, $6, $6, $8, $8, ($733.00) ($4,398.00) 1 $ $ ($64.00) ($384.00) 1 $ $

8 # Item d Products and s Deferral Purchase Orders Electronic Approval Workflows Deferral for Electronic Approval Workflows for Purchase Orders. Payroll & Personnel Management Level 2 Payroll & Personnel Management Level 2 Payroll Electronic Workflows Payroll Electronic Workflows Deferral Payroll Electronic Workflows Deferral Payroll Electronic Workflows Deferral Payroll & Personnel Management Level 2 Deferral for Payroll & Personnel Management Level 2. Utility Billing Level 2 for Utility Billing Level 2 Deferral Utility Billing Level 2 Deferral for Utility Billing Level 2. Accounts Receivable Accounts Receivable Deferral Accounts Receivable Deferral Accounts Receivable Equipment/Fleet Equipment/Fleet Deferral Equipment/Fleet Deferral - Equipment/Fleet Inventory Scanner Interface Inventory Scanner Interface Inventory Scanner Interface Professional s Professional s includes: Dedicated Implementation Consultant Project Manager Remote Configuration & Go-Live Purchase Orders Electronic Approval Workflows Electronic Workflows for Purchase Orders allow users to approve Purchases electronically. Working with a Springbrook Consultant, you will define rules for approval and escalation for each department in your organization. Once deployed, users will receive notification when the have any outstanding approval or their item has been approved or rejected. Product Type Deferral; ; ; Deferral; Deferral; ; Deferral; ; Deferral; ; Deferral; QTY Sales Price Total Price 6 ($64.00) ($384.00) 1 $5, $5, $ $ ($55.00) ($330.00) 6 ($458.00) ($2,748.00) 1 $4, $4, ($366.00) ($2,196.00) 1 $1, $1, ($91.00) ($546.00) 1 $3, $3, ($258.50) ($258.50) 1 $3, $3, $3, $3, $0.00 $0.00 4

9 Product Breakdown and Financial Roll-Up Product Family Type Total Payment Terms Recurring Costs Subscription $1, % due upon signing, annually thereafter $25, % due upon signing, annually thereafter Subscription $ % due upon signing, annually thereafter IT Hosting $ % due upon signing, annually thereafter Non-Recurring Costs Premise $107, % due upon signing ($11,244.50) 100% credited upon signing Deferral Subscription Deferral Conversion $6, Professional $101, $ % credited upon signing 25% due upon signing, 25% due upon Acceptance of Core Modules Statement of Work, 20% due upon completion of Core Module Setup Phase, 20% upon Core Go-Live acceptance, 10% due upon Full Go- Live Acceptance of all Modules 25% due upon signing, 25% due upon Acceptance of Core Modules Statement of Work, 20% due upon completion of Core Module Setup Phase, 20% upon Core Go-Live acceptance, 10% due upon Full Go- Live Acceptance of all Modules 4-Year Cost of Ownership Year Total One-Time $215, Recurring $15, $26, $26, $26, $310, This table is an illustrative example of the costs being proposed modeled over a 4-Year period highlighting one-time and recurring charges. may increase annually. Current annual software maintenence over the past 3 years has been approximately $26,410 per year for Datastream and our AMMS software 5

10 Products and s Detailed Descriptions Item Business Process Study Level 3 - Finance This service includes working with a Springbrook Consultant to review current business processes and understand functionality present in the Springbrook application. The findings from this session will be used to formulate an Implementation plan that will meet your functional requirements. Following the session your Springbrook Implementation team will deliver a document identifying deviations from the application Best Practices as well as a Statement of Work to document the scope of the project identified. Business Process Study Level 2 - Payroll & Personnel Management This service includes working with a Springbrook Consultant to review current business processes and understand functionality present in the Springbrook application. The findings from this session will be used to formulate an Implementation plan that will meet your functional requirements. Following the session your Springbrook Implementation team will deliver a document identifying deviations from the application Best Practices as well as a Statement of Work to document the scope of the project identified. Business Process Study Level 2 - Utility Billing This service includes working with a Springbrook Consultant to review current business processes and understand functionality present in the Springbrook application. The findings from this session will be used to formulate an Implementation plan that will meet your functional requirements. Following the session your Springbrook Implementation team will deliver a document identifying deviations from the application Best Practices as well as a Statement of Work to document the scope of the project identified. Finance Application Level 3 Finance Level 3 is available in Hosted and deployment models. Level 3 allows for up to Unlimited Funds and up to 10 Banks. Up to twenty-five Full Users and 150 Casual Users are allowed for in Finance Level 3. The following features are included as Standard in Finance Level 3: General Ledger with Basic Budgeting, Standard Reports Library, Query by Example Ad-Hoc Reporting Tool, and Visual Reporting for CAFR Extended Budgeting & Forecasting Accounts Payable with Standard Mode (Invoices & Checks), Vouchers Mode (Vouchers & Checks), Warrants Mode (Vouchers & Warrants), Multi-Bank Checking, AP Positive Pay, AP Electronic Check Signature, AP MICR Code, and Electronic AP Payments Bank Reconciliation Purchase Orders and Requisitions Project/Grant Accounting Fixed Assets* Inventory Control* Work Orders* Cash Receipts (Up to 10 Stations) Dashboard Optional for an additional fee in Finance Level 3: Equipment, Inventory Scanner Interface, CR Payment Import All standard interfaces included in this product are provided as is. Customization to meet specific 3rd party vendor requirements are billed separately and are not included with this product. *This product requires additional Professional s for use and are listed as a separate line item on this contract* Accounts Payable Electronic Approval Workflows Allow users to approve Invoices electronically. Working with a Springbrook Consultant, you will define rules for approval and escalation for each department in your organization. Once deployed, users will receive notification when the have any outstanding approval, their item has been approved or rejected. This feature will be implemented after the Go-Live. ***Due to the nature of this feature, a cost estimate for the services will be provided in a State of Work during the Discovery phase. Consulting and testing time above the estimate will be billed at actual hours at the current Consulting Rate.*** 6

11 Products and s Detailed Descriptions Item Payroll & Personnel Management Application Level 2 Payroll & Personnel Management Level 2 is ideally suited for organizations with up to 75 Full Time Employees, up to 150 Part Time Employees, and for up to 2 Pay Schedules. Payroll & Personnel Management Level 2 does not allow for Maintaining a Pension. Additional options: Payroll Positive Pay. Ten Full Time Users and 150 Casual Users are allowed for in Payroll & Personnel Management Level 2. The following features are included as Standard in Level 2: Payroll with State and Federal Reporting, PR Electronic Check Signature, Direct Deposit Reporting, Automated Retro Pay Processing, Payroll MICR Checks, Advanced FLSA Configuration, Human Resources with Mass Employee Election Update (Bulk Deductions), Salary & Wage Control (COLA, Grade & Step Adjustments), Position Management (Position Control, Plans), Union Management (most typically 1 Union), Electronic Personnel Action Forms All standard interfaces included in this product are provided as is. Customization to meet specific 3rd party vendor requirements are billed separately and are not included with this product. ***This product requires Professional s for use and are listed as a separate line item on this contract*** Utility Billing Application Level 2 Utility Billing Level 2 allows for up to 6 services (Electric & Demand), and most commonly serves 5,000-15,000 accounts. Up to 15 Full Users and 20 Casual Users are allowed at Level 2. The following features are included as Standard in Utility Billing Level 2: Standard Utility Billing with Meter Interface (1), Bill Export, Enhanced Cash Receipts Optional for an additional fee in Utility Billing Level 2: CASS Certification, Cash Receipts Import All standard interfaces included in this product are provided as is. Customization to meet specific 3rd party vendor requirements are billed separately and are not included with this product. CASS Certification Accounts CASS Certification is a Utility Billing service billed at a yearly subscription fee. This subscription level handles accounts. Accounts Receivable Invoice and Manage outstanding receivables and collections with the Account Receivable module. This module uses your existing customer and location records to create miscellaneous receivable accounts for your customers. Features include unlimited billing cycles, recurring invoicing groups, structured fee codes, Past Due and Collections processing as well as integration to Springbrook's Cash Receipting module. Equipment/Fleet Equipment maintenance will use the information setup in the Work Orders module to track usage of equipment, notify users when routine maintenance is necessary and capture the details about the cost and work performed on the equipment. This feature will be implemented after Work Orders Go-Live is completed. Application User Application User, priced per user. Finance Conversion s - Plus Finance Conversion s - Plus is available for all deployment models. Plus Conversion s are designed to convert critical data necessary for processing in the application. s at Plus consist of conversion of General Ledger Chart of Accounts Masters, General Ledger Beginning Balances (current and 3 years prior) General Ledger Fiscal Period Balances (3 years prior) and current YTD AP 1099 Vendor totals. Additionally, Plus Conversion s also include conversion of Accounts Payable Vendor Masters and Fixed Asset Masters. All Conversion s identified at this level are Template Conversions. The Client will be responsible for extracting the data from the current system and populating it into the templates provided by Springbrook. Only data populated and available on the template will be converted. Payroll & Personnel Management Conversion s - Plus Payroll & Personnel Management Conversion s - Plus is available for all deployment models. Plus Conversion s are designed to provide convert critical data necessary for processing Payroll in the application. s at Plus are limited to Payroll Employee Master Data and current YTD Employee Check History. Conversion s identified at this level are Template Conversions. The Client will be responsible for extracting the data from the current system and populating it into the templates provided by Springbrook. Only data populated and available on the template will be converted. 7

12 Products and s Detailed Descriptions Item Utility Billing Conversion s - Plus Utility Billing Conversion s - Plus consists of a Legacy conversion of 5 years of Account activity that includes account master records, meter history, and transaction history. There is also an option to include Budget Billing information at Plus. With a Legacy Conversion, the client is responsible for providing Springbrook with a copy of their Legacy system database along with a data dictionary. Springbrook Conversion staff will work with you to map your legacy system data to available fields in Springbrook. If you are interested in upgrading to include more than 5 years of Account activity and\or Budget Billing, please contact your Sales Representative. Fixed Assets Conversion s Fixed Assets Conversion s Work Orders Legacy Conversion - Masters Legacy Conversion of Work Order masters includes current year active and outstanding Work Orders. Springbrook will supply a standard template to populate with data to convert existing Work Orders in progress. This conversion is limited to master file data. Transactional history is not included with this offering. Equipment/Fleet Conversion s Springbrook will supply a standard template to populate with data to convert existing active Equipment This conversion is limited to master file data. Transactional history is not included with this offering. Finance Professional s - Plus Offering is limited to Professional s for the following Features and Functions. Additional Professional s are required for Features and Functions not listed: AP: Application Configuration, Invoice processing, Computer Checks Processing and Reporting GL: Application Configuration, Chart of Accounts, Journal Entries, Budgeting, Basic Reporting BR: Application Configuration, Account Reconciliation CH: Application Configuration, Electronic Payment Processing CR: Application Configuration, Cash Receipt Processing PM: Application Configuration, Project Configuration, Task and Reporting - Plus includes an assigned Implementation Consultant and Project Manager, as well as access to elearning materials. The project completion date is approximately 12 weeks from start. Finance Professional s - Plus provides onsite Parallel Processing and Go-Live assistance with the Consultant. Also included are Best Practice and Standard Application configuration sessions with the Consultant. Basic Chart of Accounts formulation assistance is provided in - Plus. Online webinar training for Reporting Tools and Budgeting is provided. *Additional modules and functions that are necessary after Core System Go-Live require additional post Go-Live Professional s. Payroll & Personnel Management Professional s - Plus Offering is limited to Professional s for the following Features and Functions. Additional Professional s are required for Features and Functions not listed: Application Configuration Basic Payroll Processing FLSA Configuration Position Configuration Grade & Steps Configuration Direct Deposit Configuration State and Federal Reporting Payroll Professional s - Plus is available for all deployment models. Plus includes an assigned Implementation Consultant and Project Manager, as well as access to elearning materials. Payroll Professional s - Plus provides remote Best Practice and Standard Application configurations, other minor Application configurations, onsite Parallel Processing assistance and onsite go-live assistance with the Consultant. Utility Billing Professional s - Plus Utility Billing Professional s - Plus is available for all deployment models. Plus includes an assigned Implementation Consultant and Project Manager, as well as access to elearning materials. Utility Billing Professional s - Plus provides remote Best Practice and Standard Application configurations, other minor Application configurations, remote Parallel Processing assistance and remote go-live assistance with the Consultant. CASS Certification Professional s CASS Certification is a Utility Billing service billed at a yearly subscription fee. Professional s associated with this item are billed at a one time cost for initial set up and training. 8

13 Products and s Detailed Descriptions Item Accounts Receivable Professional s Working with a Springbrook Consultant, you will configure and deploy the Accounts Receivable Module. Based on the number and complexity of your receivables, this is typically a 1-2 day remote training event you will complete following the Go-Live of Finance and Utility Billing products (if applicable). Fixed Assets Professional s Working with a Springbrook Consultant remotely, you will configure and deploy the Fixed Asset module. Your Springbrook consultant will help to advise you on the depreciation methods, application configuration and synchronizing the depreciation schedules on your capitalized assets. This offering consists of an overview session that will introduce you to the application and the template used to import assets and current depreciation into the application. This will be followed up by a depreciation parallel in a test environment followed by a Go-Live and reporting session. This offering will be completed following the Phase 1 Core Finance implementation. Work Orders Professional s You will work with a Springbrook Consultant to configure, test and deploy the Work Orders module. This will be completed in a two phase process: Setup & Configuration, followed by a Go-Live. Your Springbrook Project Manager will work with you to ensure adequate time is available between these two sessions. Equipment/Fleet Professional s You will work with a Springbrook Consultant to configure, test and deploy Equipment. Your Springbrook Consultant will be able to advise you on application Best Practices. Inventory Control Professional s Inventory Control Professional s Finance Level 3 Finance Level 3 Deferral Finance Level 3 Deferral for Finance Level 3 Accounts Payable Electronic Approval Workflows Accounts Payable Electronic Approval Workflows Deferral Accounts Payable Electronic Approval Workflows Deferral Accounts Payable Electronic Approval Workflows Purchase Orders Electronic Approval Workflows Purchase Orders Electronic Approval Workflows Deferral Purchase Orders Electronic Approval Workflows Deferral Purchase Orders Electronic Approval Workflows Payroll & Personnel Management Level 2 Payroll & Personnel Management Level 2 Payroll Electronic Workflows Payroll Electronic Workflows Deferral Payroll Electronic Workflows Deferral Payroll Electronic Workflows Deferral Payroll & Personnel Management Level 2 Deferral for Payroll & Personnel Management Level 2 Utility Billing Level 2 Utility Billing Level 2 Deferral Utility Billing Level 2 Deferral for Utility Billing Level 2 Accounts Receivable Accounts Receivable Deferral Accounts Receivable Deferral Accounts Receivable Equipment/Fleet Equipment/Fleet Deferral Equipment/Fleet Deferral - Equipment/Fleet Inventory Scanner Interface An efficient way to streamline Inventory management is to use a scanner to capture receipts, issues and return to stock transactions. Springbrook has a set of recommend peripheral hardware that we have tested, verify and support. Please refer to that document to verify you have compliant hardware. Springbrook does not guarantee functionality with hardware we have not tested and verified. An additional cost may be incurred if other hardware is used. 9

14 Products and s Detailed Descriptions Item Inventory Scanner Interface Professional s Working with a Springbrook Consultant, we'll assist with configuring the application to accept a file produced from scanner software. Additionally we'll verify that bar codes produce from the application can be read by scanner. Springbrook has a set of recommend peripheral hardware that we have tested, verify and support. Please refer to that document to verify you have compliant hardware. Springbrook does not guarantee functionality with hardware we have not tested and verified. An additional cost may be incurred if other hardware is used. Purchase Orders Electronic Approval Workflows Electronic Workflows for Purchase Orders allow users to approve Purchases electronically. Working with a Springbrook Consultant, you will define rules for approval and escalation for each department in your organization. Once deployed, users will receive notification when the have any outstanding approval or their item has been approved or rejected. This feature will be implemented after the Go-Live. ***Due to the nature of this feature and the time involved with implementing, a cost estimate will be provided but consulting and testing time above the estimate will be billed at actual hours at the current Consulting Rate.*** 10

15 Additional Information Definitions Masters: static information and data, based on a single individual or entity. An example of a Master file is Customer, Employee or Vendor contact information. History: Information that is updated or added on a regular basis that is tied to a Master File. An example of History includes Checks, Billings or Receipts. Client Requirements Client must perform all data extraction from their legacy system and populate then current Standard Templates. Standard Templates and field listings are available for review by client upon request. Client must validate the accuracy of data. Data in legacy system which is incorrect or does not balance will need to be altered by Client, or incorrect results will be carried through to new system. Client must provide data according to the schedule mutually agreed upon with Project Manager, or project may incur changes to schedule or additional fees. Client must provide field descriptions and/or definitions for data that is being extracted from the legacy system Vendor Requirements Vendor will provide the base for the application. The base for the Springbrook application includes System Setup, General Ledger Shell, Cash Receipts Shell, and Clearing House. The Springbrook base is included in all purchases. Vendor will evaluate data provided from client to ensure that all required fields have been populated, that the formats provided meet the necessary criteria, and the limitations of field ranges. Vendor will provide consulting services to assist client in analyzing whether data inputs meet criteria specified, and assist in testing to validate inputs are converted correctly to the SSI System. Vendor will provide a secure method for electronic data transmission. Vendor will ensure that all data provided in finalized templates are converted correctly into the corresponding fields or tables within the applications. Once Client has offered final approval of data sets, Vendor will provide three (3) data conversions into the Live UB System and one (1) data conversion into the Live system for all other Applicable as specified on table above. Limitations of Conversions s Unless otherwise specified and agreed to, Vendor will not consult on or assist in the removal of data from Client legacy system. Vendor cannot convert data from a legacy system which is not available in a corresponding field. Vendor cannot convert data into fields which exceed the maximum database field limitations. The services listed above do not include consulting or data manipulation for the purpose of supplying the Client with information the Client didn t previously have access to. Data requested to be converted after agreed to live conversion will be considered out of scope, and will require a change order, and be subject to additional fees. All current templates and field listings are available on the Vendor website, and included herein by reference. Essential Features and Functions The modules and features listed in this section are considered essential and required for Phase One of the Implementation. This list is limited to key modules and features and is not considered a complete list of all of the features that will be addressed during Phase One of the Implementation. Modules and features purchased with professional services but not listed in this section will be implemented in later Phases of the Implementation project based on Springbrook s Standard project scheduling and forecasting practices. Finance: Payroll: Utility Billing: General Ledger, Accounts Payable, Bank Reconciliation, Accounts Receivable, ACH, Misc. Cash Receipts, Project Management Payroll Meter Interface, CASS Certification, Anticipated Custom Community Development: Special Assessments: 11

16 SAN LORENZO VALLEY WATER DISTRICT RESOLUTION NO. XX (14-15) SUBJECT: AUTHORIZING DISTRICT TO INITIATE CONTRACT WITH SPRINGBROOK SOFTWARE, INC. WHEREAS, the District approved to waive the formal bidding procedures for the new software; and WHEREAS, the District approved a Fiscal Year 2014/2015 budget amendment not to exceed $250,000 during the fiscal year for the software integration; and WHEREAS, the District approved the Acting District Manager and Finance Manager to enter into contract with Springbrook based on the estimated premise software implementation proposal; NOW, THEREFORE BE IT RESOLVED by the Board of Directors of the San Lorenzo Valley Water District that the District has approved the replacement of the prior software system, Datastream, with the proposed Springbrook proposal; with a full implementation and 4 year operating cost not expected to exceed $350,000 over said period. * * * * * * * * * * PASSED AND ADOPTED by the Board of Directors of San Lorenzo Valley Water District, County of Santa Cruz, State of California, on the 6th day of November, 2014 by the following vote of the members thereof: AYES: NOS: ABSTAIN: ABSENT: Holly B. Morrison, District Secretary San Lorenzo Valley Water District