Financial software shares a wealth of knowledge for city
Pasadena, Calif., has begun to roll out Web-enabled financial software to all 13 of its departments, including its water and power utility, to give department managers more flexibility in accessing financial data and creating reports. The software allows managers to access accurate financial information without going through the Finance Department.
Before Pasadena began using the Web-based financial software, all city departments relied on the Department of Finance to collect and report accounting information. Whether the Public Works Department needed a report about the budget for a road construction project or the Fire Department wanted an update on the amount of money it had spent on fire safety education, each would request that information from the Department of Finance. The Finance Department used software by Pleasanton, Calif.-based PeopleSoft to print monthly trial balances, budget status and financial transaction reports, as well as other monthly and annual financial reports.
In July 2003, the city upgraded its Financial Management and Supply Chain Management software to a Web-enabled version that includes Accounts Payable, Purchasing, Inventory, and Project Planning modules. To support the software upgrade, the city switched from a Unix server to an Intel server from Palo Alto, Calif.-based HP. The new system allows all city departments to access their financial data through Web browsers, as well as to control inventory and plan projects more efficiently.
“It was more of a challenge for users to get information before we had Web-based software,” says Keith Horgan, departmental systems analyst. “But now, reports are centrally accessible through a Web-enabled application that eliminates much of that challenge. The integrated modules allow for more comprehensive reporting and less reliance on auxiliary systems that once augmented our financial reporting structure.”
For example, Pasadena has a water and power utility, which serves residents and businesses in the city of 138,800 residents. The city council and the Federal Energy Regulatory Commission (FERC) analyze the utility’s operations, requiring Pasadena to provide detailed information about costs and allocations to determine rates to consumers.
Using the Web-based software, Pasadena Water and Power can generate many of its own reports for the city council and FERC. Also, it can use the Inventory and Project Planning modules to track when inventory is used and for which projects. Water and Power also can cut purchase orders against project contracts and better manage its budget.
“[The new system] makes a tremendous difference and reflects well on the city’s efforts to provide timely and accurate information to the community,” says Shari Forster, deputy finance director. “Users throughout the organization will have the information they need in one integrated system versus numerous off-line systems.”