Finance ERP and HRIS System

The vendor is required to provide finance ERP and HRIS system with a modern, integrated software solution to improve operational efficiency, enhance reporting capabilities, and support future scalability.
- The project encompasses multiple modules, including payroll, property taxes, core finance system and general ledger, financial reporting, accounts payable, accounts receivable, point of sale, and HRIS functionalities.
- General information to support the creation of an EOI document:
•    Type of municipality
o    Single-tiered
•    Population served
o    38,000
•    Number of departments
o    Departments: 8
•    Fiscal year start and end
o    January 1st to December 31st
•    Current system and version
o    Gp2018
o    Diamond tax
o    Diamond project
o    Fm-web
o    Active payment manager
o    Citywide
o    City-view (planning, building and dog tags)
o    Hot spot (parking tickets)
- Payroll
1. Number of employees paid through the system
•    2025 pr#26:
o    Part-time (rp001) – 273
o    Full-time (rp002) – 335
o    PWU full-time (rp003) - 66
•    Volunteer firefighters – approximately 190
2. Pay frequency (biweekly, monthly, etc.)
•    Bi-weekly – ft & PT
•    Monthly – BME board members
•    Quarterly – VFF, honorariums for the committee of adjustments and OPP detachment board members
3. Union vs non-union breakdown
•    Non-union – 477
o    Ft: 257
o    Pt: 220
•    OPSEU – 133
o    Ft: 77
o    Pt: 53
•    PWU - 65
4. Number of benefit plans managed
•    One (Sunlife)
5. Time entry methods (manual, punch clocks, third-party system)
•    Manual (excel)
6. Integration needs with external systems
•    Integration with a timesheet and attendance system would be ideal
•    Integration with OMERS, WSIB - n/a (they have their own reporting sites)
7. Frequency of retroactive pay adjustments
•    Varies
8. Current HR and payroll system used
•    Work-zoom and GP
- Property taxes
•    Number of active tax accounts – 18,134
•    Frequency of billing cycles – interim billing (January) with due dates end of Feb and April, final billing (June) with due dates of end of July and September
•    Tax bill mail outs – 26,357
•    Integration points with MPAC – n/a
•    Mortgage company processing (number of accounts) - 1315
•    Use of pre-authorized payment plans – 6,107
•    Number of walk-in/mailed/online payments received annually
- Core finance and GL
•    Number of GL accounts
o    Approximately 14,800 active GL accounts (GL cleanup needed – will be less)
•    Fund accounting is required – automated due to interfund entries
- Financial reporting
•    Number and type of financial statements produced monthly/quarterly/annually
o    Monthly and quarterly completed through FMW
o    Annual completed using excel and FMW
- Accounts payable
•    Number of vendors in the system
o    Number of vendors where the last payment date was greater than December 31, 2022 – 3,457
•    Average invoices per month and year
o    2025 monthly average – 1,607 invoices
o    2025 total – 19,281 invoices
•    Approval workflows in place (manual and email and workflow software)
o    Manual approvals – via email or physically signed invoices
•    Number of users entering requisitions and invoices
o    County of brant – Julianne and Rebecca (2)
o    BME – Daniel and/or Katie
- Accounts receivable
•    Number of active customer accounts – 211
•    Types of AR (permits, leases, by-law fines, other receivables) - OPP false alarms, leases, facility final notices, fire, drains, landfill bulk waste collection, non-profit housing
•    Use of third-party collections? - not currently
- Point of sale (pos)
•    Number of physical pos locations – 13 locations – 28 terminals
•    Number of staff using pos terminals – 60+
•    Payment types accepted - cash, debit, credit and cheques
•    Hardware and software currently in use – active – payment manager
- Credit cards
•    Number of corporate cards in circulation
o    113 active cards (as of dec-16-25)
•    Monthly transaction volume (approx.)
o    Monthly average for all cards is $94,842 (based on dec 2024-nov 2025)
- Pre-authorized payments (pap)
•    Number of pap agreements across tax and AR – 6,107
•    Frequency of withdrawals (monthly, quarterly) - both monthly (different monthly options available) and installment plans (4 payments per year)
- Bank reconciliation
•    Number of bank accounts reconciled
•    Frequency (monthly, weekly)
o    Monthly
•    Bank statement file format (example - csv) - csv and pdf
•    Use of clearing accounts? - no
- Online services and self-serve portal
•    This is also a new process. 
•    If there is anything a vendor needs to know, add your comments here.