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F.H. Black & Company Incorporated Consulting Recommendation Copyrighted August 7, 2023 City of Dubuque Consent Items # 024. City Council Meeting ITEM TITLE: F.H. Black& Company Incorporated Consulting Recommendation SUM MARY: City Manager recommending City Council approval of consulting services with F.H. Black& Company I ncorporated for conversion of Workiva Wdesk budget documents to the new chart of accounts, set up of a style guide, set up of Wdata to eliminate data synching through spreadsheets, grouping and reconciling of data, and set up and configuration of dashboards for data validation and data collection. SUGGESTED Suggested Disposition: Receive and File;Approve DISPOSITION: ATTACHMENTS: Description Type MVM Memo City Manager Memo Staff Memo Staff Memo F.H. Black Statement of Work and Quote Supporting Documentation Dubuque THE CTTY OF � D R All-llmerica City U L/ L rynix?tiau4 . � I ����:� � � Maste iece on the Mississi i z°°'�z°lZ.z°13 �P pp zoi�*zo�g TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: F.H. Black & Company Incorporated Consulting Recommendation DATE: August 3, 2023 Chief Financial Officer Jennifer Larson recommends City Council approval of consulting services with F.H. Black & Company Incorporated for conversion of Workiva Wdesk budget documents to the new chart of accounts, set up of a style guide, set up of Wdata to eliminate data synching through spreadsheets, grouping and reconciling of data, and set up and configuration of dashboards for data validation and data collection. The estimated cost of$243,340 would be funded by the FY23 Finance operating budget savings of $258,194. This consulting contract would be part of FY24 Amendment 1 that would be brought to City Council at the September 18th City Council meeting for approval. I concur with the recommendation and respectfully request Mayor and City Council approval. �Jr/'+�'� �tv�r Michael C. Van Milligen MCVM/jml Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Jennifer Larson, Chief Financial Officer Dubuque THE CTTY OF � D R All-llmerica City U i/ L wtiix!tia,.?e�.i i-. � � ��:► � � Maste iece on the Mississi i z°°'.z°lZ.z°13 �`p pp zoi�*zo�9 TO: Michael C. Van Milligen, City Manager FROM: Jennifer Larson, Chief Financial Officer SUBJECT: F.H. Black & Company Incorporated Consulting Recommendation DATE: August 3, 2023 INTRODUCTION The purpose of this memorandum is to recommend approval of consulting services with F.H. Black & Company Incorporated for conversion of Workiva Wdesk budget documents to the new chart of accounts, set up of a style guide, set up of Wdata to eliminate data synching through spreadsheets, grouping and reconciling of data, and set up and configuration of dashboards for data validation and data collection. BACKGROUND F.H. Black & Company has been previously utilized to do a health check on the Workiva Wdesk budget documents and engineer a data synching spreadsheet to convert the new chart of accounts back to the old chart of accounts to complete the FY 2024 budget documents in Wdesk. There are several factors that have led to the need for additional consulting to bring the Workiva Wdesk documents up to date with the new chart of accounts and to set up Wdata. These factors include a budget/financial analyst out on parental leave from May through August 2023, the remaining budget/financial analyst having to prepare for the FY25 budget process, including department budget training, and assist with the Tyler HRM module implementation, and the Budget Manager just coming onboard in late July. The budget team continues to experience capacity issues and must focus on preparing for the FY25 budget process and training, which leaves no time for additional projects. DISCUSSION F.H. Black & Company has knowledge of the City's budget documents in Workiva Wdesk due to assisting with the reverse engineering of the data synch spreadsheet for FY 2024 and performing the document health check in Workiva Wdesk. The services that would be provided by F.H. Black & Company would include: • Set up style guide and apply throughout the three budget documents. FHB has allocated up to 100 hours to support this process. • Loading data and assigning imported data to group codes. • For the sheets supported by imported data of the two spreadsheets, FHB will convert the non-calculating sheets to calculating by creating formulas to Wdata Connected sheets. • Grouping and reconciling of the data by FHB has been estimated to be 173 hours. • Set up and configuration of dashboards for data validation and data collection. FHB has allocated up to 50 hours to support this functionality. • Provide supplements to the standard Workiva training with custom training based on the setup throughout implementation. • Set up Wdata and chains/scripts to load standard exported content from the Client financial or other source system via supported Cloud Storage (Box.com, DropBox, OneDrive, SharePoint, ShareFile) or SFTP folder. Includes up to 3 source files (csv, xlsx) for purposes of pulling in required budget balance details. REQUEST This consulting arrangement provides that F.H. Black & Company does 90% of the work and budget staff does 10% of the work due to the capacity issues currently faced by the budget team. F.H. Black has projected a timeline of fourteen to eighteen weeks to complete the project. I respectfully request your approval of the F.H. Black & Company Incorporated Statement of Work for estimated cost of $243,340. The estimated cost of $243,340 would be funded by the FY23 Finance operating budget savings of $258,194. This consulting contract would be part of FY24 Amendment 1 that would go to City Council on September 18, 2023. JML 2 puote Unit #1 - 1596 Regent Avenue West, Suite 303 � � • ' ))) Winnipeg, MB, R2C 4H4, Canada City of Dubuque (Client) Procurement Contact City Hall, 50 W 13th St. Name: Jenny Larson Dubuque, IA 52001 Email: jlarson@cityorfdubuque.org Phone: 563.589.4322 Solution: Budget Book Automation Quote Information F.H. Black &Company Prepared By: Incorporated (FHB) RPM Quote# FHBLK-07/26/2023-HK Solution Advisor: Hafiz Khan Create Date: 07/26/2023 Email: hkhan@fhblackinc.com Expiration Date: 10/24/2023 Quote Line Items - .. ' •• �- . . � . . •- �- • • Professional Delegated Workiva Budget Book 001 Services- D Onboarding Automation $ 234,400 1 $ 234,400 Professional Supplemental Twenty-hourAftercare Support 003 Services-SO Onboarding Pack and Capstone Training $ 8,940 1 $ 8,940 Total: $ 243,340 At the ClienYs request, the FHB Workiva 101 Beyond the Basics online standard prescheduled classroom training course is not included.These training sessions consist of two 4-hour sessions that are led by an FHB Consultant. Enrollment of participants can be added at any time at the cost of$698 each,with a Supplemental Onboarding Purchase Order. Aftercare hours are optional depending on the ClienYs needs.Aftercare hours are valid for one year from the date of project completion.Additional hours can be added at any time with the purchase of a Service Level Agreement. Capstone Training will be created after Project Completion.With Capstone Training, FHB will create a custom training video that demonstrates key functions within your Workiva platform based on your specific implementation and process. Anything outside of the statement of work is outside this projecYs scope and will need to be identified and quoted separately. Payment Terms: Fixed fee. Billed upfront. puote Unit #1 - 1596 Regent Avenue West, Suite 303 � ■ • , ))� Winnipeg, MB, R2C 4H4, Canada Statement of Work City of Dubuque (Client) Delegated Onboarding Workiva Budget Book Automation Project Description 1. F.H. Black& Company Incorporated (FHB)to substantially reproduce the prior year Expense Consolidator and Revenue Consolidator spreadsheets in relation to the following documents: City of Dubuque(1) FY 2024 Resident's Budget Guide (Recommended), (2) FY 2024-2028 CIP (Recommended), (3) FY 24 Policy Book(Recommended) (BB) utilizing Workiva: a. We have utilized the 2 spreadsheets provided by the Client as the definition of your scoping requirements.Should the number of spreadsheets (2 Spreadsheets) being set up vary in size or complexity significantly, additional fees mayaccrue. b. Includes building 2 Spreadsheets of content in the Workiva. c. During implementation, we may make recommendations for changes to improve usability, simplify ongoing maintenance by your team, or on rare occasions due to the technical capabilities of the software. d. Workiva Budget Book Automation timeline is 14 to 18 weeks after the kickoff call. Upon our receipt of executed agreements, we will schedule the project and the first two meetings (Project Planning and Project Kickoff) based on mutual availability. FHB Responsibilities 1. Principal Consultant CPA,Project Manager, and Client Success Manager are assigned to the engagement. 2. Guidethe Clientthrough the entire implementation. 3. Provide a data model purpose-built for the Public Sector. 4. Set up style guide and apply throughout the 3 documents listed in the Project Description. FHB has allocated up to 100 hours to support this process. Should the amount exceed 100 hours additional charges may apply. 5. Loading data and assigning imported data to group codes. 6. For the sheets supported by imported data of the 2 Spreadsheets, FHB will convert the non-calculating sheets to calculating by creating formulas to Wdata Connected sheets. 7. Grouping and reconciling of the data by FHB has been estimated to be 173 hours. Should the amount exceed 173 hours additional charges will be applied. 8. Set up and configuration of dashboards for data validation and data collection. FHB has allocated up to 50 hours to support this functionality. Should the amount exceed 50 hours additional charges may be applied. 9. Provide supplements to the standard Workiva training with custom training based on the setup throughout implementation. 10. Set up Wdata and chains/scripts to load standard exported content from the Client financial or other source system via supported Cloud Storage (Box.com, DropBox, OneDrive, SharePoint, ShareFile)or SFTP folder. Includes up to 3 source files (csv, xlsx)for purposes of pulling in required budget balance details. Client Responsibilities 1. Provide FHB with administrative/owner access to the Workiva workspace. 2. Team membersworking on the project will take the courses recommended by FHB from the Workiva Learning Hub (approximately 5 to 10 hours per person). 3. The ClienYs Subject Matter Expert(s)will enroll and complete the FHB Workiva 101 Beyond the Basics online, standard classroom training course. 4. Provision and maintain a cloud storage solution (Box.com, DropBox, OneDrive, SharePoint, ShareFile)or SFTP folder for standard exported content from the ClienYs financial or other source system. puote Unit #1 - 1596 Regent Avenue West, Suite 303 � ■ • , ))� Winnipeg, MB, R2C 4H4, Canada 5. The Client uploads the BB-related documents and reconciled data export from the financial system(s), including all required underlying ERP/Budget software detail (similar to the package you provided to an auditor), per FHB instructions. 6. Provide ongoing guidance to the FHB team respecting presentation and disclosure requirements, budget structure, year-end processes, etc., as necessary. 7. Provide a mapping/group legend for each value in the report. 8. Provides any necessary assistance/direction on discrepancies that cannot be reconciled within five (5) business days of notification. 9. Review, test, and sign off on all FHB work within five (5) business days of receipt of FHB's work throughout the project. Project Completion The project is complete when the prior year Expense Consolidator and Revenue Consolidator spreadsheets in relation to the following documents: City of Dubuque (1) FY 2024 Resident's Budget Guide (Recommended), (2) FY 2024-2028 CIP (Recommended), (3) FY 24 Policy Book (Recommended) BB found here (https:// www.cityofdubuque.org/3103/Fiscal-Year-2024-Budget) have been substantially reproduced and is accepted by the Client.