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.
