Reducing Carbon Footprint

  • Industry: Municipal
  • Location: Santa Monica, CA
  • Employees: 2,000
  • Population: 93,000
  • Tyler Client Since: 2015
  • Tyler Products Used: Munis, Tyler Content Manager, Tyler Cashiering, Socrata
  • Website: www.santamonica.gov

Challenge

In California, the city of Santa Monica’s internal service provider departments (finance, HR, and IT) were challenged to eliminate the manual and paper-driven processes required by their 20-year-old legacy software so they could increase productivity, transparency, efficiency, accountability, and access to information.

Sreekanth Maddali, principal business process technology analyst for the city of Santa Monica, said, “Combined with our complicated software integrations, manual data entry and validation meant that we needed continuous support from both business and IT departments. Santa Monica’s legacy system was truly at the end of its life – requiring ongoing, costly support and maintenance.”

Solution

After a thorough review process, the city of Santa Monica invested in Tyler Technologies’ integrated enterprise resource planning (ERP) solution, Munis®, to enable accuracy, transparency, evolution, and process improvements across its financial management and human capital management (HCM) functions – and to create a central repository for its data. The ultimate goal was to bring together all of the city’s legacy systems into one ERP solution.

According to Steve Gomez, financial systems & payroll administrator, “From the initial RFP and demo processes, our staff loved Munis. At roll-out, everyone caught on quickly due to the simple interface and minimal process changes required. Today, we are benefiting from a lot of additional tools that didn’t exist in the past.”

Since going live with both financials and HCM, Munis has substantially reduced the city of Santa Monica’s carbon footprint. Carolyn Connolly, human resource information system analyst, said, “When the pandemic hit, we were fortunate to have two years of documents archived. Each paper that went into workflow prevented a person from moving a paper physically from one place to another. We no longer run an internal carrier service.”

“We were able to access the tools and documents that we needed remotely,” added Gomez. “We were fortunate to have the infrastructure in place to transition to Munis when everyone was working from home.”

Having more access and control over information has improved employee satisfaction and engagement. Furthermore, it has reduced HR workload.

Sreekanth Maddali

Principal Business Process Technology Analyst, City of Santa Monica, California

Results

With the assistance of Tyler Technologies, the city of Santa Monica was able to:

  • Reduce time spent on data entry and reconciliation
  • Evolve certain functions to fully paperless models
  • Standardize reporting and ad-hoc queries, allowing for easier access and analysis of a single data source based on consistent real-time data
  • Centralize data into a single software solution, providing an accurate, single source of information that delivers real-time data for improved analysis, funding decisions, and performance measurement
  • Improve security and data integrity by managing permissions and ensuring internal controls

With the ability to facilitate real-time collaboration across departments and divisions, Santa Monica transitioned 16 manual and QuickBooks® receivables to Munis and automated invoicing and payment processing – saving time and enabling cleaner accounting and centralized reporting.

Additionally, the introduction of Munis Employee Self-Service provided employees with an intuitive, responsive website to make changes to their personal information, access paychecks and W2 forms, track leave hours, and more. According to Maddali, this has improved employee satisfaction and engagement and reduced HR workload.

“With increased visibility into workforce planning, HR, recruiting, accounting, internal controls, analytics, transactions, and audits, we have a complete view of our landscape and are able to plan for the future using Munis,” said Maddali.

Case Study Highlights

  • The city of Santa Monica wanted to bring together all of its legacy systems into one ERP solution.
  • Munis has substantially reduced the city’s carbon footprint by facilitating a paperless workflow.
  • Santa Monica transitioned 16 manual and QuickBooks® receivables to Munis and automated invoicing and payment processing – saving time and enabling cleaner accounting and centralized reporting.

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