Executive Committee - Administration Center — Agenda Packet

1 Executive Committee Special Meeting Wednesday, May 20, 2026, 8:00 AM Administration Center — Room A-200 121 W. Main Street, Port Washington, WI The public can access the meeting by viewing the live stream on the County website, Agendas & Minutes page and select the meeting agenda date. The public can submit comments here: Public Comment Form Public Comment Policy & Instructions For Submitting Public Comments Online AGENDA A. Call to Order B. Proper Notice C. Public Comments, Correspondence, Communications D. Action Items 1. A Resolution Authorizing the County Administrator to Execute Contract, Statement of Work, And Related Project Documents for Implementation with Iteria-Us of The Oracle Fusion Cloud Erp System. 2. Resolution Budget Amendment — ERP Implementation E. Next Meeting Date June 1, 2026 F. Adjournment Page 1 of 11 Item: D.1. Agenda Item Information Sheet To: Executive Committee From: Jason Dzwinel, County Administrator Meeting Date: May 20, 2026 Department/Office: Dept of Administration Item Name: A Resolution Authorizing the County Administrator to Execute Contract, Statement Of Work, And Related Project Documents For Implementation With Iteria-Us Of The Oracle Fusion Cloud Erp System. Summary: Background and Need Ozaukee County currently relies on approximately 28 separate systems to manage financial, human resources, payroll, and timekeeping functions. These systems are fragmented, require significant manual intervention, and lack integration across departments. The County’s primary financial system, Microsoft Great Plains, is approaching end-of-life, with payroll support ending on January 1, 2029. Supporting systems for timekeeping, reporting, and grants management are similarly outdated or disconnected. As a result, staff rely heavily on spreadsheets and manual processes, increasing inefficiencies and risk. A 2025 Business Opportunity Assessment conducted by CliftonLarsonAllen (CLA) confirmed: • Heavy reliance on manual processes • Inconsistent workflows across departments • Limited real-time reporting capabilities • Increased operational and financial risk due to fragmentation The assessment recommended implementation of a fully integrated ERP system to modernize operations and improve efficiency, accuracy, and transparency. Selection Process Following the assessment, the County issued a formal Request for Proposals (RFP) in May 2025. Seven vendors were evaluated based on functionality, implementation approach, integration capability, and total cost of ownership. After a structured review process, two finalists, Workday and Oracle, were selected for in- depth evaluation. Based on system capability and alignment with County needs, Oracle Page 2 of 11 Fusion Cloud ERP was selected, with Iteria identified as the implementation partner. Proposed Solution The proposed ERP solution replaces the County’s fragmented systems with a single, integrated cloud-based platform supporting: • Financial management • Human resources and payroll • Timekeeping and labor management • Procurement and asset management • Reporting and analytics The system will provide a single source of truth, reduce manual processes, and improve reporting and decision-making capabilities. Timeline: • Project start: June 2026 • Go-live: January 2028 Financial Plan and Assumptions The ERP project represents a significant but manageable investment that can be supported through existing County resources without the need for borrowing. Estimated Project Costs • Implementation (including contingency): $2.4 million • Oracle licensing (10-year estimate): ~$2.1 million Funding Strategy • Implementation costs funded through project fund balance • No debt issuance currently anticipated • Minimal impact to reserves due to: o Strong sales tax growth and projected revenues o Higher-than-budgeted interest earnings o Growth in General Fund balance (approx. $1.5M in 2025) Cost Offsets The ERP system will replace multiple existing software systems, eliminating approximately: • $200,000+ annually in current licensing costs (e.g., OpenGov, Kronos, Greenshades, DocuWare, etc.) These savings will partially offset the ongoing Oracle subscription costs. Ongoing Costs • Oracle licensing estimated at approximately $200,000 annually over 10 years Page 3 of 11 • Internal project management supported through the Internal Service Fund Estimated Project Costs Cost Component Estimated Amount Implementation (incl. contingency) $2,400,000 Oracle Licensing (10-year estimate) $2,100,000 Total Estimated Investment $4,500,000 Funding Strategy Funding Source Approach Notes Project Fund Balance Primary funding source Covers implementation costs General Fund Growth Supports reserves stability ~$1.5M growth in 2025 Sales Tax Growth Ongoing revenue strength Supports overall fund balance Interest Earnings Above budget performance Provides additional cushion Debt Issuance Not planned Project funded with current funds Cost Offsets (Systems Being Replaced) System / Category Annual Cost Eliminated Great Plains $40,000 OpenGov $59,737 Greenshades $42,519 DocuWare $29,280 Kronos / UKG $10,758 Other systems (JazzHR, Sage, scheduling, etc.) ~$20,000 Total Annual Savings ~$200,000+ Ongoing ERP Costs Category Annual Estimate 10-Year Total Oracle Licensing ~$203,000 ~$2,033,000 Offset by Eliminated Systems (~$200,000) (~$2,000,000) Net Impact (Est.) Near-neutral Near-neutral Financial Summary Page 4 of 11 • One-time investment modernizes core operations • Ongoing costs largely offset by eliminated systems • Financial plan maintains stability of County reserves Current Status The County has executed a non-binding Letter of Intent (LOI) with Iteria. This allows for continued due diligence and negotiation while preserving Board authority for final approval. A preliminary scoping document has been developed outlining: • System modules • Implementation approach • Timeline This will be formalized into a detailed Statement of Work (SOW). Next Steps to Finalize Contract Prior to Board approval, the following items will be completed: • Final Statement of Work (scope and deliverables) • Refined multi-year cost model • Verified user counts and licensing assumptions • Detailed implementation and governance plan • Final contract terms with appropriate County protections Staff are actively working with CLA, Oracle, and Iteria to finalize these elements. Board Engagement and Timeline • Early May: Full Board presentation and discussion • May 21: Request for contract authorization This approach allows for Board input prior to finalizing negotiations. Conclusion The ERP project is a necessary step to modernize County operations and address long- standing inefficiencies and risks associated with fragmented systems. The proposed Oracle solution aligns with identified needs and provides long-term operational and financial benefits. While the project requires a significant upfront investment, the financial plan is sound, leverages existing resources, and avoids the need for borrowing. With final due diligence underway, the County is positioned to bring forward a complete and contract-ready Page 5 of 11 agreement for Board consideration. Recommended Action: Approve the Resolution to be forwarded to County Board for final approval. Attachments: 1. Res 26-3 ERP Page 6 of 11 Resolution No. 26-3 A Resolution Authorizing the County Administrator to Execute Contract, Statement of Work, And Related Project Documents for Implementation with Iteria-Us of the Oracle Fusion Cloud Erp System WHEREAS, Ozaukee County currently utilizes multiple separate and disconnected systems to manage financial, human resources, payroll, timekeeping, procurement, and related administrative functions; and WHEREAS, the County’s existing primary financial management system, Microsoft Dynamics Great Plains, is approaching end-of-life, with payroll support scheduled to end on January 1, 2029; and WHEREAS, the County has identified operational inefficiencies, fragmented workflows, limited reporting capabilities, and increased operational risk associated with its current collection of legacy systems and manual processes; and WHEREAS, in 2025 the County engaged CliftonLarsonAllen LLP (CLA) to conduct a Business Opportunity Assessment which recommended implementation of a modern, integrated Enterprise Resource Planning (ERP) system to improve operational efficiency, reporting, internal controls, and service delivery; and WHEREAS, following completion of the assessment, the County conducted a formal Request for Proposals (RFP) process in May 2025 to evaluate qualified ERP vendors and implementation partners; and WHEREAS, after evaluation of proposals and finalist demonstrations, Oracle Fusion Cloud ERP was identified as the preferred solution and Iteria was identified as the preferred implementation partner; and WHEREAS, the proposed ERP system will provide an integrated, cloud-based platform for financial management, human resources, payroll, timekeeping, procurement, asset management, and reporting functions; and WHEREAS, the estimated implementation cost is approximately $1.9 million, with ongoing Oracle licensing costs estimated at approximately $2.1 million over ten years, including a contingency of $500,000; and WHEREAS, the County’s financial plan anticipates funding implementation costs through available project fund balance and existing County resources without the issuance of debt; and NOW, THEREFORE, BE IT RESOLVED, by the Ozaukee County Board of Supervisors that the County Administrator, after a final review of the Finance Committee, is hereby authorized to negotiate, finalize, and execute the contract, Statement of Work, amendments, licensing agreements, implementation documents, and related project documents necessary for implementation with Iteria-US of the Oracle Fusion Cloud ERP system and associated services; and Page 7 of 11 BE IT FURTHER RESOLVED, that all such agreements and documents shall be subject to review and approval as to legal form by Corporation Counsel and shall be consistent with County-approved funding and budget authority; and BE IT FURTHER RESOLVED, that a budget be established for the Oracle Fusion Cloud ERP in the following budgetary line item with funding of $1,900,000 from the County Project Fund and $500,000 from the General Fund Undesignated Fund Balance: 401-1-01-60000-080 Oracle Fusion Cloud ERP: $2,400,000 BE IT FURTHER RESOLVED, that the Oracle Fusion Cloud ERP licensing costs be funded from existing software licensing agreements from current financial and human resource platforms in use in the county. Dated at Port Washington, Wisconsin, this 20th day of May, 2026. SUMMARY: Resolution Authorizing the County Administra tor to Execute Contract, Sta tement of Work, And Rela ted Project Documents for Implementa tion with Iteria-Us of the Oracle Fusion Cloud Erp System VOTE: MAJORITY Executive Committee Page 8 of 11 Item: D.2. Agenda Item Information Sheet To: Executive Committee From: Jason Dzwinel, County Administrator Meeting Date: May 20, 2026 Department/Office: Dept of Administration Item Name: Resolution Budget Amendment — ERP Implementation Summary: This resolution authorizes the transfer of $2,400,000 from the County’s General Fund Undesignated Fund Balance for the implementation of the Oracle Fusion Cloud ERP System Recommended Action: Approval Resolution to be forwarded to County Board for final approval. Attachments: 1. Res 26-4 Budget Amendment - ERP Implementation 2. Budget Amendment Form - ERP Implementation Page 9 of 11 Resolution No. 26-4 Budget Amendment 2026 – Transfer Of $2,400,000 Of General Fund Undesignated Surplus to The Capital Fund for the Implementation with Iteria-Us of The Oracle Fusion Cloud ERP System RESOLVED, by the Ozaukee County Board of Supervisors, that budgets be increased in the accounts as follows: Department/Program Account Number Account Name Am ount Amount Oracle Fusion Cloud ERP Implementation Expense Oracle F Impleme usion Cloud ERP 401-1-0 ntation 1-60000-080 $2,4 00,000 Dated at Port Washington, Wisconsin, this 20th day of May 2026. SUMMARY: Resolution authorizing the transfer of $2,400,000 from the County’s General Fund Undesignated Fund Balance for the implementation of the Oracle Fusion Cloud ERP System VOTE REQUIRED: Two-Thirds of Members Elect Executive Committee Page 10 of 11 Resolution No: Period Transfer Recorded: TO: Finance Committee FROM: Increase of Revenue: Fund Transfer: Date of Request: Supplemental Appropriations: Acct # 401-1-01-60000-080 $ 2,400,000 A/C # $ / - - / - Pre-request Account's Budget / Changed To Pre-request Account's Budget / Changed To Cost Ctr & A/C Desc Cost Ctr & A/C Desc Acct # $ - A/C # $ - - / - - / - Pre-request Account's Budget / Changed To Pre-request Account's Budget / Changed To Cost Ctr & A/C Desc Cost Ctr & A/C Desc Acct # $ - A/C # $ - - / - - / - Pre-request Account's Budget / Changed To Pre-request Account's Budget / Changed To Cost Ctr & A/C Desc Cost Ctr & A/C Desc Acct # $ - A/C # $ - - / - - / - Pre-request Account's Budget / Changed To Pre-request Account's Budget / Changed To Cost Ctr & A/C Desc Cost Ctr & A/C Desc Acct # $ - A/C # $ - - / - - / - Pre-request Account's Budget / Changed To Pre-request Account's Budget / Changed To Cost Ctr & A/C Desc Cost Ctr & A/C Desc Acct # $ - A/C # $ - - / - - / - Pre-request Account's Budget / Changed To Pre-request Account's Budget / Changed To Cost Ctr & A/C Desc Cost Ctr & A/C Desc Total Debits: 2,400,000 Total Credits: - Date of Meeting Date of Meeting Budget Amended By: TYPE IN Oversight Committee Chairperson's Name Reason for Request (Be Specific). Also fill out Support Document for County Board. Budget allocation to pay the cost of the Oracle System Implementation with a go live date of 1/1/2028. Date Amended: Oversight Committee Members Finance Committee Members Department Head Signature Debit / Expense Oracle Fusion Cloud ERP Implementation Credit / Revenue Administration Department Name Type of Budget Amendment (check one) Budget Amendment Request Committee Approval Form X Page 11 of 11