The budget process in Escambia County has been in person and for the most part non-electronic paper-based. The current budgeting process does not allow for online submission, electronic review, automated modification or remote approval. To solve this dilemma, the implementation of OpenGov Budgeting & Planning software (OpenGov) will automate the budget prep and amendment processes to allow for remote work as needed. In addition, the software will allow for reliable and timely financial reporting, capital planning and workforce planning – all of which have been impossible or cumbersome with the existing processes and systems. This improvement in budgeting and increased efficiencies in financial reporting will provide for transparency and increasing public trust. On average, Budgeting & Planning customers have reduced budget development time by 50%, achieved 80% time savings on reporting and have re-allocated up to 1% of their budgets for more strategic outcomes.  Staff proposes utilizing CARES funds to upgrade the budget process to use OpenGov software. 

Why OpenGov
During the review process, six software programs were thoroughly researched and vetted. OpenGov stands apart from its competition for the following reasons:

• Produce interactive budgets and real time reports on the County’s website with the ability to drill into the data.  Allows for reporting of, for example, COVID impacts on the governments financials, (for examples, please refer to https://stories.opengov.com/kalamazoocity/published/t8Yn6NmVF or https://stories.opengov.com/ukiahca/published/IIFIcI2xA)
• Provide updates on capital projects and solicit feedback internally and externally (for example, please refer to https://stories.opengov.com/cloudcity/published/xbZlyyNpy)
• Offers dashboards designed for the end user with the ability to drill into the data – including but not limited to Commissioners, Administration and Directors
• A competitive fee structure that provides unlimited user access

Systems integration
OpenGov will integrate daily and unilaterally with the Clerk of the Court’s general ledger accounting software, eFin Plus and has the ability to integrate with any future software programs selected such as Human Resource Information Systems (HRIS). The quote also includes a secondary general ledger software integration if completed within the initial contract phase. 

Timeline
Implementation timeframe is approximately eight weeks. If approved by the Board November 12th, the software can be implemented in time for the launch of Fiscal Year 2022, budget planning process. This will also allow for transparency in reporting and capital planning beginning in March 2021.  
 
References
OpenGov is used by more than 1,000 governments nationwide with more than 50 Florida clients including:

• Florida Department of Financial Services (DFS) - $92 billion annual budget
• Florida Division of Emergency Management
• City of Tampa - $1.25 billion annual budget
• Collier County - $1.55 billion annual budget
• Pompano Beach - $311 million annual budget
• Pasco County - $1.4 billion annual budget

CARES Act Eligibility
The federal Coronavirus Aid, Relief, and Economic Security Act (the "CARES Act") provides funding through the Coronavirus Relief Fund for state and local governments to pay costs incurred in responding to the COVID-19 outbreak. The specific guidance as to eligible expenditures under the CARES Act must meet the following three conditions.

1. Necessary expenditures incurred due to the COVID-19 public health emergency; 

2. Not budgeted as of March 27, 2020, when the CARES Act was enacted; and

3. Incurred on or after March 1, 2020, up to December 30, 2020.  

Justification for the use of CARES Relief Funds for the purchase of OpenGov Software is this is a necessary expenditure due to COVID-19 in order to automate the budgeting process to reduce paper processes that go through multiple hands and provide access if and when remote operations are deemed essential; the software purchase was not budgeted as of March 27, 2020, and costs will incur between March 1, 2020, and December 30, 2020.  

The financial impact of the OpenGov software totals $536,538 over a 5-year period starting 11/12/2020 and ending 11/11/2025. This includes a one-time fee of $98,910 for product configuration, setup, and training.  The annual subscription is $79,199.55 for year one $83,159.53 for year two, $87,317.50 for year three $91,683.38 for year four and $96,267.55 for year 5. The implementation and year 1 annual subscription fee will be funded by CARES and subsequent years will be included in the General Fund operating budget.