Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute an Additional Statement of Work to an Existing Master Services Agreement With Cognizant Technology Solutions for Post Go-Live Support of and Data Migration to the New Enterprise Resource Planning (ERP) System for a Not to Exceed Amount of $300,000
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
• Fiscal Sustainability and Transparency
SUMMARY AND RECOMMENDATION
Adopt a Resolution to approve and authorize the City Manager to execute an additional Statement of Work to an Existing Master Services Agreement with Cognizant Technology Solutions (Cognizant) for post go-live support of and data migration to the new Enterprise Resource Planning (ERP) System for a cost of $300,000.
BACKGROUND
In July 2024, the City entered into Master Services Agreements with Workday, Inc., Cognizant, Robert Half Inc. and Can/Am Technologies, Inc. for the implementation of an ERP solution for a total of $8.1 million that included 10-years of software subscriptions/renewals. The City subsequently started Project Elevate, bringing multiple City Departments together to work with Workday and Cognizant to define requirements, build, and test a new ERP solution.
Project Elevate is now in its post go-live project phase. A new ERP went live on July 1, 2026, and the project’s focus is now on ensuring a successful transition to the Workday ERP and migrating data from the legacy Eden ERP into Workday. The proposed contract amendment with Cognizant would procure its Continuous Value Services (CVS) and other supplemental services to achieve the remaining goals of the project.
Analysis
The proposed statement of work with Cognizant for post go-live support and data migration services is a targeted response to the operational complexities that typically arise following the deployment of a new ERP system. As the City transitions from the legacy Eden platform to Workday, specialized expertise is required to address unforeseen technical issues, optimize system integrations, and ensure the integrity of historical data migration. Engaging Cognizant through its CVS offering is intended to provide the City with access to advanced troubleshooting, reporting enhancements, and advisory support that internal resources may not be positioned to deliver at this critical juncture. This approach is consistent with best practices observed in other municipal ERP transitions, where post-implementation consulting has proven essential to achieving full system stabilization and user adoption.
A key benefit of this agreement is the ability to maintain momentum in the adoption of new business processes aligned with the Workday system. By leveraging Cognizant’s expertise, the City can more effectively support Staff as they adapt to revised workflows, reporting structures, and data management protocols. This is particularly important given the scale of change management involved and the need to minimize disruptions to core financial and human resources operations. Additionally, the agreement provides flexibility to address evolving technical requirements, such as integration with external systems and the refinement of analytics capabilities, which are critical to realizing the long-term value of the ERP investment.
Potential drawbacks include the risk of over-reliance on external consultants, which could delay the development of in-house expertise necessary for ongoing system maintenance. To mitigate this, the scope of services should emphasize knowledge transfer and capacity building among City staff. Alternative actions considered include limiting post go-live support to internal IT resources or seeking a different vendor; however, these options were determined to carry higher risks related to project continuity, data integrity, and timely issue resolution. The recommended action is therefore justified by the need for specialized, time-sensitive support to ensure a successful transition and to safeguard the City’s investment in its new ERP platform.
Financial Impacts
The total cost of the agreement is $300,000. There is sufficient funding in the Project Elevate - ERP Replacement project budget, account 688-13-133-5311. Therefore, there will be no impact to fund balance.
ATTACHMENTS
A: Draft Resolution to Approve Cognizant Technology Solutions Additional Statement of Work for Go-Live Support and Legacy System Data Migration
B1: Statement of Work - Workday Lean-On Services Support
B2: Description of Additional Post-Go-Live Workday Services
PREPARED BY: T. Michael Yuen, Assistant City Manager and Alicia Hernandez, Chief Technology Officer