Item 13 - Citywide Budget Management Software

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Citywide Budget Management Software August 5, 2025 Page 2 The City began utilizing Euna Budget Professional (known at the time as Questica Budget) in January 2018. This comprehensive budget management software currently includes the following key components: • Operating & Capital- Streamlines the development of the City's annual operating and capital improvement budgets. • Personnel Module- Provides multi-year forecasing and calculation of labor costs. • OpenBook- A transparency tool that displays interactive charts and tables of current and prior year budgets. The portal also includes vendor payments and contracts approved by the City Manager, providing a comprehensive view of the City's financial activity. The OpenBook portal is publicly accessible here: htti)s://santaana.openbook.auestica.com/#/. The initial implementation enhanced the City's reporting capabilities, automated workflow processes for budget development, and integrated seamlessly with existing financial and payroll systems. As part of this expanded partnership with Euna Solutions, the City will upgrade to the latest version of Euna Budget Professional and implement the Budget Book Studio module. Budget Book Studio is expected to greatly reduce the staff time needed to produce the annual budget book by automating content generation and enabling easy export to PDF for printing. The City will soon be undertaking the implementation of a new Enterprise Resource Planning (ERP) system to replace its aging financial system. The ERP implementation does not include a budgeting software module, as staff determined that an external provider, such as Euna Solutions, best meets the City's budgeting needs. It is expected that this software will integrate with the new ERP system once fully implemented to ensure seamless financial and budget operations. Currently, the City is not eligible for major software version upgrades due to its on-site setup. Migrating to the cloud will allow the City to utilize the most optimized version of the software, further improving operational efficiency and supporting integration with the new ERP system. Costs are higher in Year 1 due to the one-time implementation costs associated with migration to a cloud-based service and Budget Book Studio. If the agreement is approved by City Council, staff anticipates incorporating these additional new features into the FY2026-27 budget development process. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action.